Not everyone uses the same terminology. Some therapists prefer "clinician" or "counselor". Some work with "patients" rather than "clients". And some need specific spellings or phrases for their documentation.
That's where Terminology and Find & Replace come in.
A note about Custom Instructions
Before diving in, it's worth mentioning that Custom Instructions now offer far more granular control over how Quill writes your notes -- including how you and your client are referenced.
For example, many therapists want their notes written in first-person. That's not possible with the Therapist Term setting below, but you can accomplish it with a custom instruction like:
Write the note in the first person.
Or if you want Quill to refer to the client by their first name:
Refer to the client using their first name when provided in the summary.
So if you're looking for flexibility beyond simple word replacement, check out Custom Instructions first. The Terminology settings below are still useful for straightforward term swaps, but Custom Instructions give you more power.
Therapist and Client Terms
By default, Quill uses "therapist" and "client" in your notes. But you can replace these with whatever terms you prefer.
Step 1: Go to Note Preferences (either on the note generation page or the My Account page).
Step 2: Find the "Terminology / Find & Replace" section.
Step 3: Enter your preferred terms:
- Therapist Term -- Replace "therapist" with this word. Examples: clinician, counselor, provider, this writer.
- Client Term -- Replace "client" with this word. Examples: patient, youth, individual, member.
Step 4: Click "Save Preferences".
Leave a field blank to use the default term.
If you set "Client Term" to "patient", for example, your notes will change from:
Client discussed past struggles with his father...
To:
Patient discussed past struggles with his father...
Find & Replace
Find & Replace lets you automatically swap out words or phrases in your generated notes. These replacements happen after the note is generated but before it's shown to you -- so you get the final result you want without manual editing.
Step 1: Go to Note Preferences.
Step 2: Find the "Find & Replace" section.
Step 3: Click "Add Find/Replace" to add a new entry.
Step 4: Enter the word or phrase to find, and what to replace it with.
Step 5: Click "Save Preferences".
You can add as many Find & Replace entries as you need.
When to use Find & Replace
Here are some common use cases:
Alternative spellings -- If you're based in Canada or the UK and want British spellings like "colour" instead of "color" or "behaviour" instead of "behavior".
Proper capitalization -- If a therapy term should be capitalized but keeps appearing in lowercase. For example, "play therapy" → "Play Therapy".
Expanding acronyms -- If you want an acronym spelled out in full. For example, "CBT" → "Cognitive Behavioral Therapy".
Standardizing phrases -- If the AI uses a phrase you don't like, you can swap it out. For example, "client states" → "client reported".
Example entries
| Find | Replace With |
|---|---|
| color | colour |
| play therapy | Play Therapy |
| CBT | Cognitive Behavioral Therapy |
| client states | client reported |
Tips
Therapist/Client Terms vs. Find & Replace: Use Therapist Term and Client Term for those specific replacements -- they're designed for that purpose. Use Find & Replace for everything else.
Case sensitivity: Find & Replace is case-sensitive, so "CBT" and "cbt" are treated as different entries.
Order doesn't matter: All your Find & Replace entries are applied to each note, regardless of the order you added them.
When to use Custom Instructions instead
As mentioned at the top, Custom Instructions are often the better choice when you need more than simple word replacement. Here are some examples where Custom Instructions work better:
- Writing notes in first-person ("Write the note in the first person.")
- Using the client's first name ("Refer to the client using their first name when provided in the summary.")
- Changing how pronouns are used ("Use they/them pronouns for the client.")
- Referring to yourself in a specific way ("Refer to the therapist as 'this clinician'.")
The Terminology settings are great for quick, consistent word swaps. But for anything more nuanced, Custom Instructions give you the flexibility you need.
