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How to Create and Use Document Templates

 

How to Create and Use Document Templates

The documentation template feature within CoAction is where a clinic can create professional letters, referrals and SOAP note templates.

Below you will find examples of documentation templates, circumstances in which they would be used, and information on how the template pulls patient information.

After examples, this article will show the steps on how to create a template from start to finish and how to get the document to generate within a patient's file.

Once your templates have been created, you will be able to go to the patients file->Document tab and create your professional letter and all data selected to grab will be displayed.

There are two ways to print SOAP notes within the software, for more information on printing Simple SOAP notes please click Here.

 

- To get started -

Open the Administration section of CoAction by clicking the Admin logo on the main toolbar on the left side of the screen. Once opened, select Document Template.

 Admin_Screen2.png

 

 

*Example 1 - All Records

On the left is a list of all the templates that have already been created. For this example, we will be reviewing the 'All Records' template. This report might be used to print out all of the SOAP notes and ICD's that have been entered into a patient's file, along with a desired header and footer on each page.

Please keep in mind: All templates provided can be customized to fit your clinics need.

You would select the template you would like to work on, customize and select "Save" when finished.

Detailed customization info will be discussed in the "Creating a Document Template From Scratch" section below.

Screen_Shot_2019-10-04_at_3.57.59_PM.png

 

Cover Letter Tab:

After selecting 'All Records' template, the first tab that we will look at is Cover Letter. For this template, there is no data populated in the Cover Letter tab. This means no cover page will be created for this document. 

All_Records_Cover_Letter.png

 

Header Tab:

The Header tab is where you will enter whatever you want the document to say, at the beginning of each report. So in this scenario, the fields that we entered are:

"Patient's name: First, Last"
"Appointment Date"
"Treating provider's name: First, Last"

So this information will be pulled from the patient's file to populate on the top of each page, and then it will be followed by any data fields that are put in the Notes and Report Footer tabs.

All_Records_Header.png

 

 

Notes Tab:

The Notes tab tells the system exactly which notes that you would like the document to populate for this particular template. Since this is an 'All Records' template, we will want the N, E, S, O, A, P, and ICD sections of the patient's notes to print. To select those fields, we will click those letter buttons on the left column, in the order that you want them to be in, from the top to the bottom. 

All_Records_Notes_.pngIf a button was clicked by mistake, to remove that data field from the document, you can click the red 'X' to the right of that data field.

Once those fields are added, we need to tell the system which Reasons of Visit (ROV) you would like to grab the data from. To select this, click the down arrow in the box under 'Display when ROV is..'. You can select as many ROV here as you would like. For this example, I will make the selection "<Any>" at the top of the list, because I want the N note data to populate for any ROV that was selected for their appointment. 

Please keep in mind: If a ROV is not selected, that appointment will be skipped and data Will Not be pulled from that patients visit.

All_Records_Notes__ROV.png

 **Please select ROV's for all fields entered. 

 

 

Footer Tab:

The Footer tab is where we will put the information that we want displayed at the end of the Report. The Footer tab is not a page footer. That is why you see the information displayed at the top of the page.

Here, some text was typed into the document before entering data fields:
"Notes were prepared and reviewed by: "
"Created On: "
"Last Edited On: "

and then we inserted the data fields that we wanted to populate on the report, after the text:

"Notes were prepared and reviewed by: "  "Treating provider's name: First, Last"
"Created On:"  "Document creation date"
"Last Edited On:"  "Last edit date"

All_Records_Footer.png

*Summary - The document that will generate for this template will show SOAP Notes and ICD codes for the desired date range (date range is selected in the patient's file when generating), and a Header and Footer on each page.

 

 

 

*Example 2 - Letter

Now let's review a template that we would want to use for a letter. For this example, we will look at the '30 Days Past Due' template, which we could send to a patient if they have a balance on their account that is 30 days past due.

 

Cover Letter Tab:

After selecting that template from the list, in the Cover Letter tab it shows that we have entered data fields at the top of the page, and then entered text for the body and the closing of the document.

30_Days_Cover_Letter.png

 

Header, Notes, and Footer Tab:

For the Header, Notes, and Footer tab, no data fields (or text) are entered, so the only page that will generate is the page that was created under the Cover Letter tab. Pages will only generate if data fields are entered into the page under that tab (Cover Letter, Header, Notes, Footer). 

*Summary - This template will generate a single page (what we created in the Cover Letter tab) since that is the only information put into any of the tabs. The patient's information (name, and address) will be pulled from the patient's file, and put into the selected data fields. 

 

 

- Creating a Document Template From Scratch -

 Here we will create a new template called 'MD Referral'. This will allow us to send a professional letter along with the patient's soap notes, that has a header on the top of each page of the soap notes.

 

Step 1: Add new template

Select the 'Add' button at the bottom of the page, and then type the title of the template in the 'Template name' box.

Add_MD_Referral_Edited.png

 

 

Step 2: Cover Letter - Input Data Fields

Select the Cover Letter tab if it's not selected, and then we can put in data fields, which will get the patient's information pulled from their file and put into this template.

Click on the text 'Insert Data Field' in it's own box. In the drop-down box select 'Document Creation Date'. This will put the date the document was created in that field area. 

MD_Reff_Appt_creation_date.png

 

 

Step 3: Cover Letter - Input Data Fields

We will be addressing the letter to the referring provider. Please make sure the referring provider is selected in the patient's account, case tab, before continuing.

Click the left-sided paragraph symbol to move the cursor to the left side of the page, then:
  a.) hit Enter key a few times
  b.) click 'Insert Data Field' 
  c.) click 'Referring Provider'
  d.) click 'Name (First, Last)
MD_Reff__Reff_prov__Info.png

 

Repeat the steps above to add in the referring providers address like pictured below:

MD_Reff__reff_prov__info_edited.png

 

 

Step 4: Cover Letter - Input Data Fields

Hit Enter key 3 times to move down the page, then:
  a.) type 'RE:'
  b.) click 'Insert Data Field'
  c.) click 'Patient'
  d.) click 'Name (First, Last)'

This will let the referring doctor know which patient you are sending information on.

Med_Reff__RE_pt_name_edited.png

 

 

Step 5: Cover Letter - Input Data Fields

Hit Enter key 2 times to again move down the page, then:
  a.) type 'Dear Dr.'
  b.) click 'Insert Data Field'
  c.) click 'Referring Provider'
  d.) click 'Name (First, Last)'

MD_Reff_dear_dr..png

 

 

Step 6: Body of letter

Hit Enter key 2 times, then type the body of the letter as desired. Insert data fields as needed by clicking 'Insert Data Fields' , then select the desired field. Please find letter example below:

MD_Reff_completed_edited.png

 

Step 7: Header Tab

Whatever information that we want printed at the beginning of the Report, needs to be placed in this tab. 

Click on the Header tab, then:
  a.) click 'Insert Data Field'
  b.) click 'Patient'
  c.) click 'Name (First, Last)'
  
Hit Enter key, then repeat step 7a to add in the appointment date, then the treating provider's name under the appointment date.

MD_Reff__Header_tab_edited.png

 

 Step 8: Notes Tab

This is where we tell the system which soap notes we want printed, and for what type of appointment. 

 Select the desired letter buttons on the left-hand column to add in all of the soap notes fields that you want to print. For this example, I added in N & E first, then S, O, A, P, and ICD. If a field was put in by mistake, click the red 'X' to the right of the field to remove.

Additional options are Dr: for the D section of the patient notes and also Sig: for the doctors signature to print following the soap notes. For more information on uploading the doctors signature to your database click HERE.

 MD_Reff__Notes__SOAP.png

 

 

Step 9: Notes tab, Reason of Visit (ROV)

For each letter of the soap notes that we added, the system needs to know if we want that field to print only for certain ROV's, or for any ROV. 

For the soap notes letter at the top of the list (N in this case):
  a.) click on the down arrow in box under 'Display when ROV is..'
  b.) select specific ROV, or select '<Any>' box
  c.) complete steps a & b for the rest of the soap notes (and ICD) fields that were entered

Please keep in mind: If a ROV is not selected, that appointment will be skipped and data Will Not be pulled from that patients visit.

 MD_Reff__Notes__ROV.png

 

 

Step 10: Footer Tab

For this example, we left the Footer tab page blank, as we did not want anything printed at the end of the report.

MD_Reff__Footer.png

 

*Summary - This document will print the Cover Letter first, and then soap notes for the selected date range, and there will be a header at the top of each page of soap notes that prints.

 

 

- How to use a document template -

Step 1: Create

  a.) Go to the patient's file
  b.) Documents tab
  c.) Click on 'Create New' button at the bottom of the page

Patient_Doc_tab.png

 

 

 

Step 2: Select Filters

  a.) Select your template
  b.) Select date range
  c.) Select Provider if you are wanting only notes from a specific provider
  d.) Put checks in boxes next to 'Include clinic in footer' and 'Include patient DOB in footer' if desired. This is a page footer.
  e.) Click 'Next' button

 Create_New__Select_Temp.png

 

Step 3: Save

After it creates,
  a.) Click 'Next' button, and document will generate

Generated_template.png


 

  b.) Click 'Next' button
  c.) Click 'Finished' button

The document will be saved to the patient's file in Documents tab, and can be deleted or opened by selecting it, and clicking the 'Delete' or 'Open' button at the bottom of the page.

Saved_template__pt_file.png

 

 All set!

 

- CoAction Support Information -

 If you have any questions or need assistance with this process please contact CoAction Support by:

Live chat: Click the 'Support Portal' button in your main toolbar (on left-hand side) within CoAction, click the green 'Support' box in bottom right of screen.***This has the fastest response time

Phone: 858-800-2367

Email: support@coactionsoft.com

 

Training Video Reference

Please keep in mind, this is an old training video and may not provide a full explanation but, is provided for a visual walk through.

 

 

 

 

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