Practice settings: document templates

All of the document templates you and your team use, whether to collect information in forms, or to record clinical details in progress notes, are created inside Practice > Practice Settings > Document Templates

You can use the configuration options to create brand new templates, reorder the sections used in existing templates, or adjust small details in individual questions or responses.

Configuration Tip: Structured Content

To help you identify different kinds of document templates you may want to configure, check out the Collaboration Sharing Center

It contains a regularly updated library of structured content that can be imported to your server and customized for your use.

Managing template folders

Document templates must be placed in folders if you want people to access them in other areas of the system. For example, in the Documents or Progress Notes panels.

You can use the template folders to organize your templates by creating a structure that makes it easier for people to find the templates they need while working.

  1. Go to Practice > Practice Settings > Document Templates > Template Folders



  2. Select the action buttons to manage the folders and which templates they contain.



    1. Insert Folder creates a new folder.
      • To create a subfolder, select the parent folder before selecting Insert Folder.
    2. Rename Folder edits the name of the selected folder.
    3. Delete Folder removes the selected folder from the list. 
      • If you delete a folder, the templates inside are just removed from that folder. They remain in the Template List and can be added to other folders.
    4. Insert Template adds templates to the selected folder.
      • A template can be added to multiple folders. 
      • Templates must be added to a folder so that people can use them in the Documents or Progress Notes panel.
    5. Remove Template takes templates out of the selected folder.
      • If you remove a template from a folder, the template is still in the Template List and can be added to other folders.

Managing the template list

This section includes a list of all document templates created for your practice. You can create, edit, and manage templates here.

  1. Go to Practice > Practice Settings > Document Templates > Template List



  2. Use the action buttons to:

Creating document templates 

When you first create a document template in Practice Settings, you can specify basic information about the document template e.g., name, type, and description.

After you create a document template, you can define its content by using sections to organize text and questions.

To learn more about adding sections, text, and questions, refer to Managing template content.

  1. Select Create Template



  2. In the New Template window specify:
    • Title
    • Description
      • This description appears in the template selector when someone picks a new document to complete. 
      • Write something that helps people understand what this template is meant to do.
    • Type
      • Form

        • This is a standard form that is filled out on the patient's record. Often used for information gathering, e.g., health histories, examination forms, etc.

      • Assessment

        • Assessments allow you to calculate a value based on the answers entered into the document. An example is a Caries Risk Assessment which calculates a score based on the patient's responses.

      • Grading

        • Grading documents allow providers (often one student and one faculty) to evaluate a student's treatment of an encounter. They are associated with the provider’s record, not the patient’s record.

      • Letter
        • A letter is primarily used for printing and sharing with a patient. It may include many data hooks and fill-in fields to customize the letter content for a patient.
    • System Type
      • If you leave field blank, the template is accessible from the Documents panel.
      • If you select one of the options, the template will be accessible in areas specific to that workflow:
        • Informed Consent: accessible from Documents panel, and Treatment Planning when creating a consent from proposed procedures.
        • Lab Order: accessible from Documents panel. 
        • Non Ortho Consent: accessible from Documents panel, and Financials > Payment Plans when creating a consent for a payment plan schedule.
        • Oral Pathology: accessible from Documents panel.
        • Ortho Consent:  accessible from Documents panel, and Financials > Payment Plans when creating a consent for a payment plan schedule.
        • Progress Notes: accessible from the Progress Notes panels.
        • Treatment Consent: accessible from Documents panel, and Treatment Planning when creating a consent from proposed procedures.
      • System type also helps with organizing, filtering, and reporting.
    • Line Spacing
    • Letterhead
      • What letterhead do you want to use when printing this document?
    • Status
      • Inactive templates cannot be selected by users.
    • Include Document ID
      • If toggled Yes, you can define an incremental ID number for the document that is visible in the Documents panel. 
      • This ID number can be helpful for document tracking and reporting.



  3. Select Create

To edit any of your choices afterwards, select Paper and pen edit icon. .

To start adding sections and content to your template, refer to Managing template content.

Managing template content

Templates are comprised of sections that can contain text, questions, and images. You can drag and drop sections in order to re-order the content in your template.

  1. To start editing the content of a form, select Gear icon.



Before you add your first section, consider the Document Summary feature.

  • Document templates can be configured to present a summary view after they are filled out.
    • This can be helpful when you want to highlight certain positive answers or sections from a much larger document.
  • The summary only shows the sections, questions, and answers that were selected when the document was filled out. 
    • From the summary, you can still review the full document details to see what choices weren't selected or what fields were left blank.
  • You define which sections, questions, and answers to include in the summary when you configure the template in Practice Settings.

To learn more about how users interact with a document summary, see Reviewing a form summary.

If you don't want to use the Document Summary feature, leave all of the Include In Document Summary toggles set to the default No.

Adding sections 

Each section acts as a distinct group of questions or text within a template. You need at least one section to start adding questions.

  1. Select Add Section



  2. In the Edit Section window specify
    • Title
    • Include in Document Summary
      • Toggle No if you don't want to use the document summary feature for this template or want this section excluded from the document summary.
      • Toggle Yes if you want to use the document summary feature and want these section details to appear in the document summary.
    • Description
      • Used to elaborate on the Section. The description appears below the section title.
    • Footer
      • Used to indicate the end of a section. The footer appears below all questions added to the section.



  3. Select OK
  4. Select Save
    • Once you've added a section, hover over the section's title to see action buttons for that section.



      • Four point arrow icon. Move Section

        • Drag and drop this section and any included questions somewhere else in the template.
      • Paper and pen edit icon. Edit Section 

      •  Add Question

      •  Duplicate Section

      • Red circle icon. Delete Section

Adding questions 

Once a section is created, you can add a question to the template. 

You can also add branching questions, so a new question appears when a specific choice is selected. To add branching questions, refer to Adding a branching question.

  1. In the Edit Template page, hover over the section title and select 
  2. In the New Question Window specify:
    1. Question Type: You can choose from 11 different Question Types:
      • Select Any: You can select more than one option.
      • Select One: You can select only one option, in radio button format.
      • Drop-Down: You can select only one option, in drop-down format.
      • Date: You can select a single date.
      • Medication Search: You can search and select Medication when filling out the document.
      • User Input: You can allow users to enter data.
      • Editable Text: Enter text that can be edited when someone fills out the form. Only text highlighted with the Insert Placeholder Text button is editable.
      • Grid: You can create columns, rows and allow users to enter data into the cells.
      • Signature: You can enter a signature.
        • When adding a signature field for a patient, we recommend adding a signature field for a witness as well.
          • This is particularly important if patients are signing documents while a provider is logged in the system.
          • The witness field helps confirm that the patient's signature is attributable to them. Particularly if the patient is not logged in themselves when signing.
      • Consent Table: Used for treatment and informed consent forms. Shows treatment plan details of the procedures selected when the consent is created. You can toggle whether or not the table shows cost estimates.
      • Payment Plan Schedule: Used for payment plan consent forms. Shows a summary of the payment plan schedule dates and charges.
    2. Layout Type: You can use 4 different layouts for each question:
      • Inline: Answers to a question appear to the right of the question, on the same line
      • Horizontal: Answers to a question appear below the question, all on the same line.
      • Vertically: Answers to a question appear below the question, each on a new line.
      • Flow: Answers to a question appear below the question and multiple questions can appear on one line.
    3. Is Required: You can make questions required to be answered in the document.
    4. Question Text: Specify the Question text and any relevant data hooks
      • Insert data hook: Choose the data hook you want to insert from the drop-down menu



  3. Select OK
    • Select  to duplicate a question.

Adding choices 

Add choice options to questions. When someone attempts to answer a question, these are the options they can choose from.

  1. In the Edit Template page, hover over the question text and select 
  2. Optional: Health Facts
    • This allows you to display the patient's answer as an alert in the patient sidebar. To learn more, see Adding health facts
  3. Include in Document Summary
    • Toggle No if you don't want to use the document summary feature for this template or do want this choice and question excluded from the document summary.
    • Toggle Yes if you want to use the document summary feature and want this choice and question to appear in the document summary if it is selected.
  4. Specify the Choice Text and any relevant data hooks



  5. Select OK
  6. Select Save after all choices are added
    • To add a branching question to a choice
      1. Hover over the choice
      2. Select 
      3. Enter the branching question and choice details.

Adding images

You can add images to parts of a document template such as sections, questions or choices.

Images you add to the template can be annotated when the document is being filled out.

  1. Select  from the text editor toolbar 



  2. Locate the file on your computer and select Open


     
  3. The image appears inside the Description field



  4. Select OK
  5. Select Save

Adding health facts

This allows you to configure a choice to add a health fact to the patient's record, if that choice is selected in a document and the document is locked.

Health facts may be a medication, condition, or allergy.

For example, for the question "Asthma" configure the choice "Yes" to add an Asthma Condition to the patient's health fact list.

  1. Select Select Health Facts



  2. Select Add Health Fact



  3. Select the category of health fact you want to add from the drop-down menu
  4. Type the condition, medication or allergy you are searching for and select it from the list below



  5. Select OK from the Health Facts window



  6. Select OK from the Edit Choice window
  7. Select Save 

Adding custom data hook individuals

Document templates can be configured to use data hooks for more than just the patient and the logged-in-provider.

Adding a data hook individual lets you configure the template to pull data from a provider, patient, or individual record you choose at the time the document is opened to be filled out.

  1. Select Manage Data Hook Individuals



  2. Enter a description of the individual whose data you want to pull



  3. Select OK
  4. Select Save
    • The next time a data hook is added to this template, the new individual type becomes an option.



      • In this example, when the document is opened from the patient record, you search your patient, provider, and individual records to pick who the Assistant is and the data hook pulls the Assistant's primary email address.

To remove a data hook individual type from the template: select Manage Data Hook Individuals and select Red circle icon. beside the individual type you want to delete.