Quill offers a unique "custom instructions" feature that lets therapists personalize how Quill writes their progress notes. We wanted to give some further tips and examples on how this feature can be used, because truly, once you have a solid set of these configured, you can shave a lot of time off of your note-writing.
Remember: These instructions are used to guide the AI, so when typing out your own custom instructions, try to write them like another human is reading them. Be clear, provide examples if necessary, use proper grammar and spelling, etc. Here are some more general tips...
General Tips for Writing a Good Custom Instruction
- Be specific about what you want the AI to do, not what you don’t want it to do.
- Write each instruction as a complete sentence so it’s easy for the AI to interpret.
- Focus on the outcome you want -- for example, “Use a professional tone” instead of “Don’t make it casual.”
- Use clear action verbs like “include,” “avoid,” “summarize,” or “highlight.”
- If the instruction only pertains to a specific section of the note, mention that section -- for example, "Always include XYZ under the assessment section."
- Give examples when you want something phrased in a particular way.
- Keep each instruction focused on one idea rather than combining multiple directions.
- If you want certain sections or statements always included, write them as exact sentences.
- Avoid ambiguous language like “sound better” or “make it nice” -- instead describe what “better” means to you.
- Use plain English even for clinical details -- the goal is clarity, not complexity.
- If you want the AI to match your existing documentation style, describe what that style looks like (e.g., “formal and concise,” “reflective and client-centered”).
- Think of each line as a rule the AI will always follow -- keep them firm and consistent.
- When in doubt, write how you would explain the feedback or instruction to another clinician, a fellow human being.
And without further ado, here are the examples...
Examples of Custom Instructions for Progress Notes
We've broken the examples into categories. Please use these as inspiration -- tweak them to your heart's content! And experiment! You are able to change your instructions after you've generated a note, and then keep regenerating that note. So make some changes, regenerate, and keep making improvements to your instructions!
Okay, enough with that preface, here are the examples:
Tone and Style
Therapists use these instructions to shape how Quill writes -- setting the tone, formality, and professionalism of their notes.
- Write in a professional and objective tone.
- Use full and complete sentences throughout the note.
- Make the language sound clinical and formal.
- Keep notes concise and focused on relevant information.
- Avoid conversational or overly casual language.
- Maintain a warm but professional tone.
Structure and Format
We wanted to highlight something here... If you want to add a new section to your note, or rename a section, etc., unfortunately custom instructions are not the solution. We've seen some folks try to do that, and our standard offering of note formats are built to always result in the same set of sections -- DAP, SOAP, etc. However, all hope is not lost! We do support all of this with our custom documentation templates. So if you want complete control over your progress note format, maybe add a new section, etc., please create a custom template. It only takes a few minutes!
Clinical Language and Professionalism
These instructions make the writing sound clinical, objective, and aligned with professional documentation standards.
- Use measurable, clinical descriptions instead of emotional language.
- Replace vague terms with observable behaviors or symptoms.
- Write in active voice rather than passive voice.
- Avoid combining multiple ideas into one sentence.
- Describe progress and interventions clearly and professionally.
- Eliminate filler words and redundant phrasing.
Modality and Theoretical Framework
Therapists can use these prompts to ensure the note reflects the correct therapeutic approach or evidence-based modality.
- When cognitive restructuring is mentioned, state that CBT was used.
- If mindfulness is discussed, indicate that ACT interventions were applied.
- When parts work is noted, include that IFS was used.
- Identify the modality used, such as DBT, EMDR, or Play Therapy.
- Use person-centered phrasing such as validation and reflection.
- Tie interventions back to evidence-based practices where possible.
Content Emphasis
These examples control what content is prioritized -- such as goals, progress, safety, and therapist interventions.
- Highlight the client’s response to each intervention.
- Include references to treatment goals and progress toward them.
- Document any safety concerns or protective factors.
- Focus on therapist interventions and their clinical reasoning.
- Summarize what was discussed rather than quoting at length.
- Justify extended session time if it exceeds 53 minutes.
Medical Necessity and Compliance
Therapists can include these to meet insurance and ethical documentation requirements while showing clinical justification.
- Always include “Continued therapy is medically necessary” under the assessment section.
- Provide a clear justification for medical necessity.
- Include reasons for the current level of care or frequency of sessions.
- Document risk assessments and safety planning.
- Use language that supports insurance and compliance standards.
- Reference diagnosis-related impairments when appropriate.
Pronouns and References
These define how the therapist and client should be referred to, ensuring clarity and consistency across the documentation.
- Refer to the therapist as “the clinician” or “the provider.”
- Refer to the client using they/them pronouns.
- Use the client’s first name if provided; otherwise, use “the client.”
- Do not use identifying details for third parties.
- Write from first person (e.g., “I provided psychoeducation”).
Session Details and Observations
These notes ensure Quill captures the practical and observational aspects of each session accurately and completely.
- Begin with “Client attended session via HIPAA-compliant telehealth platform.”
- Describe the client’s affect, mood, and engagement level.
- Note if the client denied suicidal or homicidal ideation.
- Include a brief Mental Status summary if applicable.
- Add “Session conducted face to face at the office location” when relevant.
- Document protective factors or risk management steps taken.
Documentation Preferences
Therapists use these to personalize formatting, spelling, and readability details so their notes match their professional style.
- Capitalize therapy modality names such as CBT, ACT, and IFS.
- Use British or Canadian spellings if applicable.
- Avoid redundant wording between sections.
That's a wrap! If you want to use this feature, just click "Edit Note Preferences" when you're generating a therapy note with Quill!
And if you need any help or assistance, just send us an email: jon@quilltherapysolutions.com
