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Manage Office Wizard

Faris Peerukannu Mohamed Kasim
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The Office Wizard in CareStack is a feature within the Practice Settings that allows you to create and customize forms and letters for your practice. Let’s see how to use the Office Wizard to create and customize forms and letters easily. You will also learn how to view and edit the created forms and letters.

Topics Covered

  • Create a New Form or Letter From Scratch
  • Using the Form Builder
  • View, Preview, & Delete a Form/Letter
  • Duplicate a Form or Letter
  • Rename a Form/Letter
  • Touchpoints to Access Form/Letter
  • Print a Form

Explore this video for an in-depth walkthrough.

 
The Office Wizard allows you to create a form or letter from scratch in just a few steps. Let’s explore each step.

  • Navigate to the System Menu > select Practice Settings > Office Wizard.
  • Click + Start from scratch.

In the 'Create a new Form or Letter' modal,

  • Choose the Workflow Type as Form or Letter, as required.

Enter the required information.

  • Assign a Name to identify the letter or form.
  • Choose the Document Type of the selected form or letter.
  • Select the Location of the practice where this form or letter can be added to the patient profile.
    • Users can select only the location(s) that they have access to.

Select the following options as needed.

  • Add to Clinical Chart: Forms set to Mark as Clinical will be displayed in the Chart for easy access.
  • Add to Patient Onboarding Form: Forms set as Patient Onboarding Form will be automatically added to a new patient’s profile to be completed in the Portal or Patient Connect.
    • Users have the option to trigger the onboarding form for all patients or for patients within a specific age group.
  • Trigger a new form: If the form should be completed on a regular schedule, set the form to Trigger for a designated interval.
    • Enter the desired trigger interval in number of day(s).
  • Retain answers from previously completed form: You can also set it to Retain the patient responses from a previously completed form.
  • Share by default to Patient Portal once completed: Enable this option to set all documents to be automatically shared to the patient portal once completed.
  • Do not auto-share incomplete forms to Patient Portal: Enable this option to set all documents to be automatically shared to the patient portal once completed. To share it manually, go to Patient Overview > Documents > Share to Patient Portal. 
  • Click Create.

Note: Click Save as Draft if you do not want to finalize the details and want to customize them later.

  • A toast notification will appear on the top right stating, 'Form created successfully.'

That is how you create a form or letter from scratch. Continue to the next section to learn how to build the form or letter using the different components and formatting tools.

Note: Practices can set up the required document types for forms and letters in Practice Settings. To perform this, navigate to the System Menu > select Practice Settings > Document Types. You can either Edit or Deactivate an existing one or create a new one by clicking on + Add Document Type. Click here to learn more. 

You can start editing as soon as you have created the form or letter.

Watch this video for a comprehensive walkthrough.

 
If you are on the Office Wizard page, perform the following steps.

  • Locate the intended Form or Letter.
  • Click the three-dot menu.
  • Click Edit to make any changes.
  • A heading component will automatically be available on the for or letter.
  • You can rename the heading if you need to, as needed. 
    • To rename, click the pencil icon.
  • Make the required change(s).
  • Click Save, once all changes have been updated.

  • On the right side of the screen, you will see three types of components. Click and drag them into the center to build your form:

    • Basic: System-defined blocks for general text.
    • Preset: Customizable blocks. Click the pencil icon to edit or the trash icon to delete.
  • System Components: Drag and drop the System Components to the center. To learn more, click here.

  • Enter the required content for the component.

    • Utilize all formatting tools to edit and customize your text in terms of font, size, color, etc.
    • Click Fullscreen to perform the text editing using the full-screen mode.
    • Click and drag the drag handle on the right to resize the text editor to the normal mode. 
  • To save time, you can use quick links to enter information such as Account City, Provider Name, etc.
    • To add an Account level, Location level, Patient level, or Provider level quick link, select the Add Quick Links tab and use the search bar to find the intended item.
    • To illustrate, Let's select @PAT_TITLE from the right to add the patient title to the form.
Tip: Utilize quick links to quickly fill in information such as details of general practitioner, preferred name, referral provider, responsible party, location, appointments, and account.
  • Click Save. 
  • You can add a space for the Signature(s) of the Patient, Provider, or Witness at the bottom of the form or letter.
  • To do this, click Add Signature.
    • Select the required signature types. 

To add a header:

  • Click + Add Header.
    • Choose the Logo Alignment.
    • Choose the Header Address and Header Logo Type.
    • Click Save.
  • You can change the font in a global setting.
    • Select the required Font under Form Components on the top right.
  • Repeat with additional components until you have your full form or letter.
  • After completing, click Publish. 
    • If you do not want to publish, you can click Save as Draft and finalize the form/letter later.
  • Click Preview to view the form or letter without any borders in a completed output.

Watch this video for a concise summary.

To view all the forms that you have created, follow the instructions below.

  • Navigate to the System Menu > select Practice Settings > Office Wizard.
  • On this page, you will find all the forms and letters.
  • If you have selected All, the Forms and Letters will be displayed together, where the Forms will be indicated by a red color, while the Letters will be marked in blue.
  • To sort, select the Forms or Letters button.
  • Utilise the search bar to find the required forms or letters.
  • You can Sort By the last modified date, Document Type, and Status.

Preview

To preview a form or letter without opening it, follow the instructions below.

  • Hover over the image and click the Preview button.
  • You will see the form or letter without borders.
  • Click Edit to make any changes.

Delete a Form or Letter

To delete a form or letter, 

  • Locate the intended Form or Letter.
  • Click the three-dot menu.
  • Click Delete.

A warning modal will appear,

  • Click Delete.

Instead of starting from scratch, you could duplicate a form or letter and then customize it as required. Perform the steps below.
  • Locate the intended Form or Letter.
  • Click the three-dot menu.
  • Click Duplicate.
  • Review the settings and make changes as needed.
  • Click Duplicate.

There are two ways to rename a letter/form. The quickest way is to perform the following:
  • Locate the intended Form or Letter.
  • Click the three-dot menu.
  • Click Rename.
  • Enter the new name.
  • Click Save.

Alternate Method to Rename

Another way to rename is:

  • Locate the intended Form or Letter.
  • Click the three-dot menu.
  • Click Edit to make any changes.
  • Click the Settings button.
  • Change the Name as required.
  • Click Save.
  • A toast notification will appear on the top right stating, 'Form settings updated successfully.'

Explore this video for an in-depth walkthrough.

1. Menu

Once a Form or Letter is configured, it can be accessed or added to the Patient from the following touchpoints in the system.
  • Search for the patient using the Global Search Bar.
  • Select Menu
  • Click + Add Form or + Add Letter as required.

2. Quick Links

  • Click the + Form Quick Link for the intended patient.

3. Documents

All the Documents, including Forms and letters, added to the patient will be displayed here.

  • Click Docs. (Documents). 
  • You will see all forms, letters, or documents added to the patient, organized under All, Incomplete, and Completed tabs based on their status.

Click here to learn how to manage Permissions for Adding Forms to a Patient.

Let's explore the different touchpoints to print a form.

1. Preview

  • Click the Preview icon.
  • Click Print.

2. Homepage

  • Locate the intended Form or Letter.
  • Click the three-dot menu.
  • Click Print.

Practices can use this detailed guide to learn about the Office Wizard and how to customize forms and letters with ease.

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