How do I create and distribute handouts?

Document Templates allow you to create customized documents that can automatically pull Client, Patient, and/or Practice specific information (among other things) and store them in the medical record. You can use Document Templates for generating your client facing documents, like consent forms, where you can have your clients sign electronically.

You can also use Document Templates to create handouts. Handouts can either be customizable to the Patient or they can be generic. The handout can be distributed using the Generate Patient Document feature. Additionally, you can associate handouts to different billable items like Procedures (e.g. Neuter procedure), if desired. Furthermore, the handout can be printed and/or emailed along with the receipt when associated to a billable item. Finally, you can have a copy of the handout added to the patient’s medical record.

This article provides instructions on:

• Creating a handout using the Document Templates feature
• Distributing using the Generate Patient Document feature
• Associating handouts to billable items
• Set default print and/or email handout settings for receipt
• How to re-print or re-email the handout from the Invoice or Receipt
• Printing and/or Emailing the handout to a client

Create Handout

You will use the Document Templates feature to create handouts. It is important to note the Handout document template(s) you create should not be marked as editable. Otherwise, you will not be able to associate billable items to it.  

Note: You can have your clients electronically sign the handout to acknowledge receipt of the handout and the information therein. If this is the case, you should not associate the handout to a billable item, rather, use the Generate Patient Document feature as you will not be prompted for the client signature at checkout. If you happen to associate a handout to a billable and include the ability to prompt for a client electronic signature, the %clientsignature% merge field would be displayed on the PDF copy and could cause confusion for the client.

1. Go to Menu > Settings > Practice Setup > Document Templates.
2. Click Add a New Document Template. 

4. In the General Information section, complete the following:

• • Name: Give the handout a name. If you plan to have the handout added to the Medical Record, the name is what will appear in the Medical Record.
  • Template is used for: Keep as --Not Specified--.
  • Allow edit prior to print/email - Unchecked. If you check this box, you will not be able to associate the handout to a billable item. 
  • Store generated document into the patient's medical record - Check if you would like to have a copy in the patient's medical record. 
    • If including the ability for the client to electronically sign the document, you should always check this box. Otherwise, a copy of the electronically signed handout will not be added to the medical record.
    • If linked to a billable item, when you process payment, you must also choose to Print and/or Email the Handout along with the receipt in order for a copy of the handout to be added to the medical record. 

5. In the Rich Text Editor, enter and format the contents of the handout, as desired. 

• • Insert your logo (Image) and use merge fields icon to further customize the contents of the handout (i.e. include practice information, client information, patient information.)

6. Click Save at the bottom of the screen.

Distribute Handout using Generate Patient Document

If you decide not assign the handout document template to a billable, or even you do but need to provide the handout outside of actually adding as a Treatment, you can give your client a copy of the handout using the Generate Patient Document feature from the Patient's medical record or even from the Patient's profile.

Additionally, if you'd like your client to electronically sign the handout to acknowledge receipt of the handout and the information therein, you will use the Generate Patient Document feature as well. If this is the case, on the handout's document template, ensure that you checked the box beside the option: Store generated document into the patient's medical record. Otherwise a copy of the electronically signed handout will not be added to the medical record. 

To provide a copy of the handout using the Generate Patient Document feature:

1. Go to the Patient's Medical Record or the Patient profile.
2. In the blue Patient Quick Links box, select Generate Patient Document.
   
   
   
   
3. Select the desired handout document template from the Documents drop-down list.
4. Choose to Save, Print, or Email.
5. Have the client electronically sign, if prompted.

On the handout's document template, if you checked the box beside the option Store generated document into the patient's medical record, a copy of the handout will be added to the Patient's medical record.

Note: If a copy was placed in the medical record, the copy in the medical record will be the version/verbiage of the handout's document template at the point-in-time it was added to the medical record.

Associate Handout to Billable Items

After saving your handout document template, if desired, you can now associate the Handout document template to your billable items: Inventory items, Procedures, and/or Labs. You can either associate the handout from the Document Template or from the billable item itself. Instructions are provided below for both methods.

Note: You can only have one Handout associated to a single billable item. However, you can have a handout associated to many, different billable items.

Make Association from Document Template

1. From the main menu click Menu > Settings > Practice Setup > Document Templates.
2. Click the Edit pencil beside the desired handout document template.
3. In the General Information section, a new option is now available since we previously did not choose to allow edit prior to printing/emailing. Check the box beside Linked Billable Items.
4. In the Search for item field, search for the desired inventory item, procedure, and/or lab billable items.
5. Once selected, the item will appear listed below. Search for additional billable items to link the handout, if desired.
6. Click Save at the bottom of the screen.

• • If you accidentally chose a wrong item, click remove beside the name.

Make Association from Billable Item

1. Select the desired billable item menu option, either: Inventory, Procedures, or Labs.
2. Click the Edit pencil beside the desired billable item.
3. Scroll down and select the handout document template from the Handout drop-down list.
4. Click Save.

Set Default Print and/or Email Handout Settings for Receipt

When associated to a billable item and the billable item is added as a Treatment for a patient, you will have the option to print and/or email the handout at checkout when you process the payment. If so, the handout will be appended to the receipt's PDF. If you have multiple billable items with handouts associated to them, all handouts will be appended to the receipt.

Additionally, if you enabled the Store generated document into the patient's medical record setting on document template itself, and choose to Print and/or Email the Handout along with the receipt when processing the payment, a copy of the handout to be added to the medical record.

You will need to determine if you want to have the print/email options for handouts checked by default, or unchecked.

You may already be configured to have the handout print and/or email options checked by default. Follow the instructions below to check your settings, and if not the desired configuration, go ahead and make the appropriate changes.

1. From Menu > Settings > Practice Setup > General scroll down to the Payment History/Invoice/Estimate Settings section and expand it.
2. Beside Default option for how to distribute receipt/handout during checkout, in the drop-down to the right, choose the desired option. 
3. Click Save at the bottom of the page.

• • Example: If you choose Print and Email receipt and handouts, on the checkout screen Print receipt, Email receipt, Print Handouts (if any) and Email Handouts (if any) will be checked, by default. You still have the ability when processing the payment to uncheck these boxes, as appropriate.
  • Example: If you choose Print receipt, on the checkout screen only the Print receipt option will be checked, by default. You still have the ability when processing the payment to uncheck these boxes, as appropriate.

Printing and/or Emailing the Handout at Checkout

At checkout, above the Process Payment button, are your print and/or email receipt options, including options for printing and/or emailing the handouts associated to the billable item the client will be paying for.

Simply choose if you want the handout printed and/email with the printed/emailed copy of the receipt by checking/unchecking the boxes.

If checked, the handout will then be appended to the receipt's PDF. If you have multiple billable items with handouts associated to them, all handouts will be appended to the receipt.

Important: You must choose to Print and/or Email the Handout along with the receipt in order for a copy of the handout to be added to the medical record.

Note: You will not be able to print/email just the handout from here. You must choose Print receipt and/or Email receipt as well.

If you would like to only print the handout from the Check Out screen without processing the payment, in the invoice details section, click the blue hyperlink starting with the text: Print Handout. The handout will open as a PDF for you to print. It will not contain a copy of the invoice nor can you email it from here. Additionally, it will not put a copy of the handout in the medical record.    

You have the same ability to print the handout after payment has occurred when viewing the Client's payment history for that invoice. Keep in mind that if you have updated the handout document template, it will print that version of the handout, not what it is was at the time of processing the payment. If a copy was placed in the medical record, the copy in the medical record will be the version/verbiage at the point-in-time it was added to the medical record.

View/Print Handout from Medical Record

If you chose to place a copy of the Handout in the Medical Record, you can view and/or print the handout from the patient's medical record at a later date, if needed. To view the copy of the handout, find it in the Medical Record and click the magnifying glass () beside it.

Note: If a copy was placed in the medical record, the copy in the medical record will be the version/verbiage of the handout's document template at the point-in-time it was added to the medical record.

You have the same ability to print the handout after payment has occurred when viewing the Client's payment history for that invoice. Keep in mind that if you have updated the handout document template, it will print that version of the handout, not what is was at the time of processing the payment. If a copy was placed in the medical record, the copy in the medical record will be the version/verbiage at the point-in-time it was added to the medical record.

Additionally, from the Medical Record, you have the ability to print the handout within the respective Treatment's expanded details. Simply find the Treatment item on the Medical record, click the magnifying glass (), click the blue hyperlink starting with the text: Print Handout. Keep in mind that if you have updated the handout document template, it will print that (current) version of the handout, not what it was at the time the Treatment was added to the medical record.