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How do I create a document template?

  • Updated

Document Templates allow the clinic to create customized documents that are client-facing and can automatically pull client, patient and practice-specific information. You can access Document Templates by navigating to Menu > Settings > Practice Setup > Document Templates.

From Document Templates Management, you can create new templates or edit the pre-loaded ones to make them more customized. There are several different types of document templates that come standard with the system:

  1. Account Balance / Invoice - This is used to print or email a client’s account balance or a specific invoice.
  2. Client Welcome Letter - This is used whenever the clinic emails a client the Welcome Letter at the time of creating a username and password to the Client or “welcoming” to the practice, giving them their log-in information and instructions and practice protocols.
  3. Estimate - This template will print or email when an estimate or treatment plan is generated.
  4. Patient Health Report Card - This is used when the clinic prints or emails the patient Exam results.
  5. Patient Report (Check-In Report - This is used when the clinic checks a patient in for their appointment. Note: The appointment visit status must be configured to trigger a check-in report. See more on how to configure Visit Statuses here.
  6. Payment History/Receipt - This is used when the clinic prints and/or emails a client's payment history or receipt for a visit.
  7. Rabies Certificate - By default, the system will use this template provided by the Center for Disease Control (CDC). However, the clinic can create a Document Template with their customized rabies form instead.
  8. Not Specified – The clinic will select this type for any other document that is not used for the specific reasons above (ex: consent forms).

 

CREATING A NEW DOCUMENT TEMPLATE

  • From the Document Template Management screen select Add a New Document Template.

Add_Doc_Template.png

  • The following screen will appear:

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  1. Select the Category the template should be assigned to.
  2. This will be the Name of the document as it will appear in the medical record (required field).
  3. This is where the clinic will select what the Template is used for as referenced above (invoice, estimate, etc.)
    Note: Generally, the clinic will choose Not Specified. This option will only need to be a different type if the clinic is replacing an existing template in the system. If the clinic does so, they will need to inactivate the template they are replacing.
  4. Allow edit prior to print/email? This option allows edits to the template before printing or emailing to the client. Note: Best practice is if the form requires any information to be inputted (such as the best number to reach the client that day), then the document must be editable. But, if it is only being used for documentation or to have a customer sign off, then the document does not need to be editable.
  5. Store generated document into the patient's medical record? If the clinic would like to have this document stored in the patient's medical record, select this option.
  6. Text Box - This text box contains the document template as it will be seen by the recipient. Across the top is the toolbar section of the document template editor. It functions similarly to common word processors, such as Microsoft Word. Use these functions to format the text, spacing, insert tables, etc.
    In the blank area, enter the body of your document. Copy and paste from documents stored on your computer but note you may need to edit the formatting as it does not always copy and paste exactly as it appears on the document.
  7. Practice Documents - This option allows the clinic to insert one of the documents stored in the General documents section within the system. The bottom of the screen is where the clinic can see which documents they have available to insert into this template. They can add a new document here, if they wish.
    Typically, this will be used to insert the clinic logo. When they click this button, it will give them the option to select which document they want to insert, then click "Insert." The clinic can also choose to insert the document as a link for their clients to click on if they email the document template.

  8. Click Save when finished to save all changes.

Note: Please be mindful that having multiple tabs open within the same browser while using Pulse and/or editing document templates can cause issues with information not being saved correctly or at all. Please use Pulse within multiple browsers vs. multiple tabs of the same browser.

 

Electronic Signature

If the clinic would like to accept an electronic customer signature on a document template, they can use the %clientsignature% merge field. Place the merge field on the document where they would like the client signature to appear. Then when the document is generated in the patient record, the system will prompt the staff to “Sign Document".

 

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