📄 PDF Forms

In this guide

Getting Started with PDF Forms
Creating Your First PDF Template
Vero's PDF Syntax System
Preparing Your PDF for Upload
Best Practices & Examples
Troubleshooting

Getting Started with PDF Forms

PDF Forms allow you to transform any fillable PDF into a smart template that Vero populates automatically using information from your sessions.

💡 Quick access: Browse ready-to-use PDF templates in the Community Library—including referral forms, care plans, insurance documents, and more.

How to access PDF Forms

Navigate to Templates in the bottom-left corner of your screen
Click Create
Select PDF Forms

From here, you can upload any PDF with fillable fields and customize it using Vero's intuitive syntax.

Creating Your First PDF Template

Step 1: Upload your PDF

Click Upload PDF and select a fillable PDF from your computer. Vero will display the form with all its editable fields visible.

⚠️ Important: Your PDF must contain fillable form fields for Vero to populate them. See Preparing Your PDF for Upload if your form isn't fillable yet.

Step 2: Edit your template

Once uploaded, you'll see each fillable field in your PDF. Click into any field to customize what information Vero should extract and fill in.

Step 3: Name and save

Give your template a descriptive name (e.g., "Mental Health Care Plan" or "GP Referral Letter") and click Save.

Step 4: Genate your PDF template

Open any encounter, document your encounter normally, and choose your saved PDF template. Vero will automatically populate the form based on your session content.

Vero's PDF Syntax System

Vero uses a simple, powerful syntax to control how information is extracted and formatted. There are three core elements:

1. Static Text

Write any text that should appear exactly as written in your completed PDF. This is useful for signatures, standard disclaimers, or pre-filled information.

What you type	What appears
`Dr. Sarah Chen`	Dr. Sarah Chen
`Medicare Provider #12345`	Medicare Provider #12345
`Approved`	Approved

2. Fill-in Fields — `[square brackets]`

Use [square brackets] to tell Vero which information to extract from your session and fill into the form.

The more specific you are, the better the results.

Field Syntax	What Vero extracts
`[Patient full name]`	The patient's complete name
`[Date of birth in DD/MM/YYYY format]`	DOB formatted as specified
`[Primary diagnosis]`	Main diagnosis from the session
`[Summary of presenting symptoms]`	A brief overview of symptoms discussed
`[Referral reason, 2-3 sentences]`	Concise referral justification

More examples:

[Patient address] [Medicare number] [Date of consultation] [Next appointment date] [Treatment goals discussed] [Medications prescribed with dosages]

💡 Tip: Be as descriptive as you would like.

3. Rules — `(parentheses)`

Use (parentheses) to give Vero formatting instructions, grouping preferences, or structural guidance.

Rule Syntax	What it does
`(list as bullet points)`	Formats content as a bulleted list
`(maximum 50 words)`	Limits response length
`(include dosage and frequency)`	Specifies what details to include
`(group by body system)`	Organizes information by category
`(use professional clinical language)`	Sets the tone/style

Combining brackets and parentheses:

You can combine fill-in fields with rules for precise control:

[Current medications] (list each with dosage, frequency, and start date)  [Treatment plan] (summarize in 3-4 sentences, use clinical terminology)  [Symptoms reported] (organize by severity: most concerning first)  [Patient history] (relevant history only, maximum 100 words)

Preparing Your PDF for Upload

Before uploading a PDF template, ensure your form contains proper fillable fields. This one-time setup can be done in any PDF editor.

Recommended PDF editors

Adobe Acrobat (Pro or free trial)
PDF-XChange Editor (Windows)
pdfFiller (Online)
Preview (Mac — limited features)

Converting a document to fillable PDF

If your form is a Word doc, Google Doc, or image:

Open your document in its native application
Export or Save As → PDF
- Google Docs: File → Download → PDF Document
- Microsoft Word: File → Save As → Choose PDF format
Open the PDF in your chosen PDF editor
Use the Add Form Field or Prepare Form tool

Adding fillable fields

In your PDF editor:

Select the Add Text Field tool
Draw a box where you want Vero to fill information
Resize the field to fit your form's layout
Repeat for all areas you want populated

Field configuration tips

Setting	Recommendation	Why it matters
Field names	Use clear, descriptive names	Helps you identify fields when editing in Vero
Field size	Match your form's visual layout	Prevents text overflow or awkward spacing
Multi-line	Enable for longer responses	Allows paragraphs for summaries, notes
Character limits	Set for structured fields	Keeps responses appropriately sized
Font size	Match surrounding text	Maintains professional appearance

Save as fillable PDF

When exporting your completed form:

Ensure you select "Save as fillable PDF" or equivalent
Don't flatten the form—this removes the fillable fields

Best Practices & Examples

Writing effective field prompts

❌ Too vague:

[Name] [Info] [Notes]

✅ Clear and specific:

[Patient's full legal name] [Reason for referral, including relevant history] [Clinical notes from today's session, focus on assessment findings]

Example: Mental Health Care Plan

Patient Name: [Full name of patient] Date of Birth: [DOB in DD/MM/YYYY] Medicare Number: [Medicare number if available]  Presenting Issues: [Main mental health concerns discussed] (summarize in 2-3 sentences)  Diagnosis: [Primary diagnosis] (use DSM-5 terminology)  Treatment Goals: [Goals agreed upon with patient] (list 3-5 specific, measurable goals)  Recommended Interventions: [Treatment modalities recommended] (include session frequency)  Review Date: [Suggested review date]  Signed: Dr. Sarah Chen Provider Number: 1234567A

Example: Specialist Referral

REFERRAL TO: [Specialist type, e.g., Cardiologist, Neurologist]  Dear Colleague,  I am referring [Patient name], DOB [Date of birth], for your assessment and management of [Primary concern for referral].  CLINICAL SUMMARY: [Relevant medical history] (include only pertinent conditions, max 100 words)  CURRENT MEDICATIONS: [Active medications] (list with dosages)  REASON FOR REFERRAL: [Detailed referral reason] (include recent findings, symptoms, and clinical concerns; 3-5 sentences)  INVESTIGATIONS: [Recent test results if relevant] (include dates and key findings)  Please contact my clinic if further information is required.  Kind regards, [Referring clinician name]

Example: Progress Notes

SESSION DATE: [Date of session] PATIENT: [Patient name]  SUBJECTIVE: [Patient's reported symptoms and concerns] (use patient's own words where relevant)  OBJECTIVE: [Clinical observations] (include mental status exam findings if applicable)  ASSESSMENT: [Clinical assessment and diagnostic impressions]  PLAN: [Treatment plan and next steps] (include medication changes, referrals, follow-up)  Next appointment: [Scheduled follow-up date]

Troubleshooting

"My PDF fields aren't being recognized"

Cause: The PDF may not have proper fillable form fields.

Solution: Open the PDF in a PDF editor (Adobe Acrobat, PDF-XChange) and verify form fields exist. If not, you'll need to add them manually. See Preparing Your PDF for Upload.

"The filled text doesn't fit in the field"

Cause: The form field is too small, or the response is too long.

Solutions:

Add a length constraint: [Summary of symptoms] (maximum 30 words)
Resize the field in your PDF editor to accommodate longer text
Enable multi-line text in the field properties

"Vero is extracting the wrong information"

Cause: The field prompt may be ambiguous.

Solution: Be more specific in your bracket prompts:

Instead of [Diagnosis] → [Primary psychiatric diagnosis from this session]
Instead of [Medications] → [Medications prescribed today, including dosage and frequency]

"Some fields are blank after auto-fill"

Cause: The requested information may not be present in the session.