Create a New SOAP Note Template – Vagaro Support

Subjective, Objective, Assessment, and Plan notes—commonly called SOAP notes—are used by healthcare and wellness professionals to document a client’s condition and treatment plan.

Vagaro includes five prebuilt SOAP note templates to help you get started. You can use one as-is, customize it, or create your own template from scratch. You can fill out these SOAP notes from a customer’s profile or require them during checkout. All submitted notes are saved to the customer’s profile for easy access and recordkeeping.

Prerequisites: This feature is only available on the web, tablet, Pay Desk, and PayPro versions of Vagaro. Before continuing, ensure you've activated the Forms feature.

Step One: Create a New SOAP Note

To create a SOAP note template:

Go to Forms .
In the top-left corner, select Create New → SOAP Note.
Choose an option below:
- Select Blank SOAP to start from scratch.
- Select one of Vagaro's prebuilt templates.
- Select Import an Existing SOAP Note to import forms you've built already. Keep in mind you can only import one form at a time.
If you chose to Import an Existing SOAP Note, drop your files into the uploader or select Choose Files, then select Import.

It'll take a few minutes to transfer your SOAP note. Once it's moved over, you can begin editing it.
From the designer, enter a title for your SOAP note.

Step Two: Build Your SOAP Note

After choosing a template or starting from scratch, you’ll be taken to the SOAP note designer. From there, you can build your note by adding SOAP elements. These elements act as building blocks and are used to collect information about your customer. If you selected a template, your note will already include elements to get you started.

To add elements, select one from SOAP Elements and drag it into the builder. You can place it between existing elements or position two elements side by side.

See the following articles for more details on each element:

To customize your elements:

Select an element. A settings panel will open on the right, allowing you to update the element as needed.
To delete or duplicate an element, select Duplicate or Delete in the element's settings. Any duplicated element will be added below the original.
To move an element, drag it to a new spot in the SOAP note builder.

Step Three: Choose Whether to Require this SOAP Note with Services

Once you've finished building your SOAP note, go to your SOAP note Settings to attach it to your services. If you don't want to do this and only want to manually fill this note out, you can skip this step.

To require SOAP notes for services:

From Settings, turn on Require SOAP Note for Services.
Select the Services that will require this SOAP note.
To always require this SOAP note, turn on Always Require SOAP Note. You’ll be prompted to complete this SOAP note every time the customer has an appointment, even if it was previously filled out.

When this setting is enabled, you’ll be prompted to complete a SOAP note when booking or checking out services in-house. You can require SOAP notes for all services or only selected ones. Any booking with a required service will also show a Form Required icon on the calendar.

Note

SOAP notes are completed by your business only. Unlike forms, they can't be required during online bookings.

Step Four: Publish SOAP Note

Once your SOAP note is ready, you can view a preview, save it as a draft, or publish it.

To save this SOAP note as a draft and publish it later, in the top-right corner, select Save as Draft.

This SOAP note is saved in form management and can be published at a later time.
To see a preview of your SOAP note and how it'll look for your customers, in the top-right corner, select Preview.

You can select the Computer , Tablet , or Phone icon to see how your SOAP note will look on each device.
To publish your SOAP note, go to Settings, then in the top-right corner, select Publish.

Your SOAP note is saved in form management.