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Manage Care Note Templates & Responses

Faris Peerukannu Mohamed Kasim
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Let's provide you with the information on how to manage Care Notes within the Care Notes library. You will learn how to manage care note templates and responses. 

Take a look at this tutorial for a quick walkthrough. 

Topics Covered

  • How to Edit Care Note Templates From Library
  • Create New Care Note Template
  • Manage Responses

The Care Notes Library is a location where you can see all the existing care notes, wherein you can perform any edits as needed. Let's see how to navigate to the care notes library we can get that done.

  • Navigate to the System Menu > select Practice Settings > Clinical > Care Notes.

Here you can see all the existing care notes. You may edit or delete the care notes as required on this page. 

To edit an existing care note, perform the following steps:

  • Select the Templates tab.
  • Select a required care note from the list on the left.
  • Click Edit from the Details tab.

  • Make the required changes.
  • Click Save.
  • Refer to the items below to learn how to populate the respective fields:
    • Name: Type in the name of the Care Note.
    • Template Categories: There are different types of care note templates. which you can choose from here. If you have created a custom care note template, it will be reflected here.
    • Note: Care Note Templates cannot be created for Providers.
    • Toggle options: You can set some settings for the care notes, such as 'Need Provider Acceptance' which means the provider has to accept the care note or not—also, the option to add a single care note for multiple teeth. You can decide if you need the notes to be location-specific or not.
    • Tag to Location: Select the intended location(s).
      • Users can edit the templates only for the location (s) to which they have access.
    • Responses: You can add predefined or custom responses here. Doing so will automatically add the response to the care note as you click the related response item(s). 

Care Note Templates are pre-defined structures that help clinicians quickly document patient information and clinical details. Templates can be categorized to facilitate easy access and organization of notes. 

Let's see how to add a Care Note Template. Perform the following steps to get going.
  • Select the Templates tab.
  • Click +Add New Clinical Template.

  • Enter the required details. Refer below to know what each detail means.
    • Name: Type in the name of the Care Note.
    • Template Categories: Select the required template category.
    • Use Single Note for Multiple Teeth: Set this to 'Yes' to use a single note for multiple teeth.
    • Need Provider Acceptance: Setting this to 'Yes' will require approval from the provider to finalize the care note by entering a password.

    • Tag to Location: Select the intended location(s). 

      • Users can edit and create Care Notes templates only for the location (s) to which they have access.

Note: Notes tagged with locations have restricted visibility, accessible only within their designated treatment locations. This impacts listing in CareNotes and Templates.

  • Type notes manually in the text area, beginning with the @ symbol to indicate the corresponding name of the response(s) from the right, or add from the right by selecting the response.
  • Utilize the formatting tools to modify the content.

  • Click Save.

Tip: As you can see, ‘More Options' under Templates has been renamed as 'Field/Form Rules', to facilitate a swift toggling between field and form rules and provide a quicker editing process.

You can link a condition or code to this template by performing the following steps:

  • Select the Linked Item tab, and click Link Item.

  • Choose whether Code or Condition.
  • Select the required code or condition, as needed.

  • Configure the settings for Auto Prompt.
    • Set Yes to Enable Auto-Trigger.
    • Choose the Triggering Status for Planned, Existing, or Completed codes.
    • Set Yes for Mark as Mandatory if you want to make auto prompting mandatory.
  • Click Save.

Tip: If the Auto Trigger is disabled, you can still view the Linked Templates by right-clicking the code from the Chart > click Linked Templates.

If you do not want to create a care note template from scratch, perform the steps below to duplicate an existing care note template:

  • Locate a template that is as close to what you intended.
  • Click the Three-dots menu.
  • Click Duplicate.

  • Make any changes to the duplicated content, if needed.

Tip: You can change the Name of the duplicated template to a new name if needed.
  • Click Save.

To add Field/Form Rules to the clinical template, check out this article.

Responses in care notes are predefined placeholders that allow you to quickly complete your care notes by selecting a response instead of typing out the clinical details manually each time. These response placeholders cue you to choose a response for the templated care note field, making answering all the necessary clinical details easier and faster.

To add a response, perform the following steps:
  • Click on the Responses tab.
  • Click + Add New Custom Response.

  • Enter all the required information. Here are some information on each item for response creation:
    • Name: Here you can type the required name that will be displayed for the response.
    • Response Description: This content describes the response and lets users know when it should be used.
    • Preceding Text: This text will appear preceding the selected responses. Example: Tooth number.
    • Item Type: The item type is going to select how these response cues should be answered. For example: a written message, a text box, or select from a list of options.
    • Toggle Options:
      • Require Additional Text Area: This option adds more space for additional text to elaborate the response.
      • Is Response Mandatory: This option makes the response mandatory or optional.
      • Response Type: You can choose the response type as single or multiple. If you choose multiple, you can add more values.
      • Use Default Value: This option will allow you to set default values for response types.
  • Click Save.

Tip: If you have selected the Item Type as List Item, you can add items by clicking +Add New Item > enter the Name of the item. 

To edit a response, perform the following steps:

  • Select the required response from the list or search for it in the search field.
  • Click Edit.

  • Make the required changes.
  • Click Save.

Practices can use this article to manage care notes within the library. Viewing, editing, or adding responses and templates henceforth will be an easy feat.

Next Article: Print your Care Notes With Med. Hx Form                                                                                       Or, Return to: Discover the Capabilities of Care Notes

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