1. Add the template
Paste this content into My Templates, or start from a specialty-generated template and edit the sections.
Template content
Copy or download, then paste into Wavo under My Templates.
Patient Portal Message Documentation Message Context - Date/time received and responding clinician/role. - Patient identity verified per workflow; message thread topic. Patient Request (Summary) - Plain-language summary of what the patient asked (symptoms, results, refill, paperwork, scheduling). - Attachments or photos reviewed if applicable. Chart Review / Clinical Context - Relevant recent visits, diagnoses, medications, allergies, and pending labs/imaging. - Red flags or contraindications to asynchronous management. Assessment - Clinical impression and whether safe to manage via portal vs needs phone/visit/ED. Response Sent - Key content of the reply (education, results interpretation, next steps). - Tone/reading-level appropriate; avoid unexplained jargon in patient-facing text. Orders / Actions - Labs, imaging, referrals, refills, or scheduling actions placed from this message. - Routing to nurse, specialty, or billing if applicable. Follow-Up - Expected patient action and contingency if symptoms worsen or no improvement. - Closure of message vs pending patient reply.
When to use this template
What makes the structure useful, and which visits it fits best.
Why this template works
Structural advantages for real documentation
Best for
Visit types and clinicians who use this format
- Keeps portal threads from living only in the inbox—orders and advice land in the chart.
- Prompts escalation criteria when a message is not safe for asynchronous care.
- Separates patient-facing reply text from clinician assessment.
- Supports refill, results, and symptom-message workflows in one skeleton.
- 1EHR patient-portal inbox documentation
- 2Asynchronous symptom and results messages
- 3Care-team routing of portal requests
Example output shape
Illustrative excerpt of how a visit can land in this structure. Not a real patient record—review and edit every note before signing.
Message Context Portal message 7/25/2026 18:42; replied 7/26/2026 08:05 by Dr. Nguyen. Patient Request Asks about fasting glucose 142 on home meter ×3 mornings; wonders if metformin dose should increase. No polyuria/polydipsia reported. Chart Review T2DM, A1c 7.1% two months ago; on metformin 500 mg BID. Last visit advised home glucose log. NKDA. No recent ED visits. Assessment Mild fasting hyperglycemia above personal goal; safe for asynchronous counseling with short-interval follow-up. Not suggestive of DKA/HHS from history provided. Response Sent Explained fasting 130–150 often means regimen/lifestyle review rather than emergency. Advised continue metformin; log fasting and 2-hour post-meal glucoses for 1 week; reduce evening carbs; message results or book chronic-care visit. Call same day for glucose >300, vomiting, or confusion. Actions Scheduled 20-minute DM follow-up in 2 weeks; ordered A1c if not done in 3 months (pending). Message closed with invitation to reply with log.
How Wavo automates this
What the product actually does with your template.
2. Record or dictate
Capture the encounter with ambient recording or dictation. Wavo structures the note using your template.
3. Review and sign
Edit with Smart Transform if needed, then export or copy into your EHR. You stay responsible for the final note.
Put this template to work on your next visit
Start free, paste the template, and see how Wavo documents in your structure.