Resource and patient management system



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6.4Create Templates


Template boilerplates are standardized pieces of text and patient information. Boilerplates are not notes. Providers can select from different boilerplate templates to place repetitive text and information from the patient’s medical record into the current note in an effort to speed up and enhance the note writing process.

Boilerplate templates contain text, patient data objects, and patient template objects.



  • Text – words

  • Patient data objects – elements from the patients medical record

  • Patient template objects – choices that can be used during the note writing process (check boxes, combo boxes, buttons)

Template creation will be on-going. However, each site needs to have templates made for the services that will go LIVE with the EHR. Templates can be imported from other sites or made by the CAC together with the provider.

6.5Template Options


Below shows the Options drop-down menu of the Notes window. This is where templates are created.



Figure 6 4: Options Menu on Notes Tab

Create New Templates: This selection is for users with access to personal templates.

Edit/Create Shared Templates: These selections are for CACs.

Edit Template Fields: This selection is for users setup in the TIU FIELD EDITOR CLASS. Edit templates enables the clinician or template designer to edit the template fields.

6.5.1Template Editor




Figure 6 5: Template Editor Dialog

Shared Templates: This panel shows a list of shared templates.

New Template: This button creates a new template.

Name: This field contains the name of the new template.

Template Type: The drop-down list determines the type of template being created. There are four template choices available:

  1. Dialogs – dialogs are components of the boilerplate that enable standardized text and objects. They also enable the addition of other templates that can be selected and added to the template boilerplate.

  2. Folder - a folder holds templates in one place as a means for organization. Folders are not a part of the boilerplate because they do not contain text or objects.

  3. Template – a template is a one-page document that can contain standardized text and object. Templates can be a boilerplate by themselves or part of a boilerplate.

  4. Group Template - Group Templates contain text and TIU objects and can also contain other templates. If you place a group template in a document, all text and objects in the group template and all the templates it contains (unless they are excluded from the group template) will be placed in the document. You can also expand the view of the group template and place the individual templates it contains in a document one at a time.

6.5.2Template Creation


When you click the New Template button on the Template Editor screen, the application displays the Template Editor dialog.



Figure 6 6: Edit Menu on Template Editor Dialog

The Edit menu provides several functions for creating a template.

Cut, Copy, Paste: The selections allows you to cut, copy, or paste data from other areas of the EHR or from Word documents.

Insert Patient Data: The selection inserts any object previously created. An object is data to be inserted into a note that is retrieved from the RPMS file.

Insert Template Field: The selection inserts a template field.

Preview/Print Template: The selection lets you preview and print the template you are creating.


6.5.3Template Finishing




Figure 6 7: Information in Template Boilerplate Panel

Template Boilerplate panel: Objects are surrounded by straight brackets (such as |ALLERGIES| in the above screen). Template fields are surrounded by curly brackets (such as {FLD:583 DERM ANESTH2} in the above screen).

Personal Template Properties panel: Use the selections to make the template look better visually.

Apply: Click this button before you leave the Template Editor dialog. If you do not, your changes will NOT be saved. You should use this button more often if you have spent a great deal of time creating the template (avoids losing all that hard work!).

When you have finished the template, you can check it for errors by selecting Edit | Check for Errors.

6.5.4Template Importing


You use the Tools menu on the Template Editor to import templates.



Figure 6 8: Tools Menu on Template Editor Dialog

Edit Template Fields: Use this selection to edit the existing template fields.

Import/Export Templates: Use these selections to import or export templates. A site can receive and send templates to other sites. The import selection expects the template to be loaded from a file on the PC.

6.5.5Template Fields




Figure 6 9: Template Field Editor Dialog

New: Use this button to create a new field.

Template Fields: This list shows the existing fields. Template fields are pre-defined fields that you use to make documentation easier and faster. They can be drop-down menus, buttons, radio buttons, or fill-in-the blank fields.

Type field: The drop-down list shows the different types of template fields.

Items: This is where you can enter the items for the specified Type. For example, for check boxes, you would enter the text for each check box on one line. If you need to lengthen the Items field, you expand the EHR window (like drag the left border of the window to the right) to length the field.

Miscellaneous panel: The selections define the options for the field. If you check the Required check box, this will force the person using the template dialog to document something in this field. If the Required check box is not checked, the person has the option to use it or not use it.

Apply: Click this button when you are finished.

Each type of template has other options for defining it:



  • For combo boxes, radio buttons, buttons, and check boxes, enter the choices to be presented to the user, one on each line.

  • There are several choices that you can make for date fields.

  • You can enter the low and high with increments for number fields. However, you cannot use decimals.

  • You can list the length of the box for text boxes and word processing fields.

The following table describes what each selection on the drop-down list for the Type field:

Field Type

What It Does

Edit Box

Allows the person using the template dialog to enter text (for short responses).

The Field Length is the size of the Edit Box in the dialog (up to 70 characters).

The Text Length is how much text can be typed into the field (up to 240 characters).

Default is the optional edit box default text (up to Field Length characters).




Combo Box

Allows the person using the template dialog to select one item from a drop-down list.

Field Length is the size of the Combo Box in the dialog (up to 70 characters).

Text Length (if not zero) allows other text, not in the pre-defined items, to be typed into the combo box (up to 240 characters).


Button

Allows the person using the template dialog to select one item by cycling through each item as the button is clicked.

If the Default is blank, the button will initially appear without any text.

Button size reflects the longest text item.


Check Box

Allows the person using the template dialog to select as many items as needed.

The Default item will initially be checked (if any).

If multiple items are checked, the text will be separated by commas.




Radio Button

Allows the person using the template dialog to select only one item from a list (one radio button for each item).

The Default item can be initially be selected.

If there is no default item, then there will be no initial default.


Date

Default will evaluate to the current date/time. You must enter the year first, followed by the month. There are six types of date fields:

Date

Date & Time and Date & Required Time

Combo Style

Combo Year Only

Combo Year & Month:



Number

This type of field allows numeric values between a specified range. It always has a default value. The Minimum and Maximum value can range from -9999 to +9999. The Button Increment values can be as high as 999.

Word Processing

This type of field allows an unlimited amount of text to be entered (scroll bars will appear if needed). Field Length and Number of Lines indicate how wide and high the field will appear in the dialog.

Hyperlink

This type of field is text-only fields that allows linking to Web pages. In addition, it does not allow you to specify text. It cannot be marked as Required. However, it can be marked as Exclude From Note – dialog instructional text. This type of field is useful in boilerplate Titles and Reasons for Request. Hyperlink text is either the Default (if specified) or the actual URL address. Address specifies the URL link.

Text

These types of fields provide a mechanism for embedding predefined (not editable) text into the dialog. Predefined Text is entered in the Items property of the field. They do not allow the person using the template dialog to specify text. They cannot be marked as Required. However, they can be marked as Exclude From Note – dialog instructional text. These types of fields are useful in boilerplate Titles and Reasons for Request.
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