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05. Docuplate
Table of contents
Docuplates Introduction
Docuplates allow you to save common sets of document items as a group so that they can be reused later. This capability is useful for documenting common conditions or frequently repeated encounters without the need to repeatedly recreate the same collection of document items.
Paper Connection
With paper charts, you would need to make copies of sets of forms that could be filled in for specific types of encounters. The drawbacks are the need to store and copy the forms, and the fact that you may not know which you need for a given encounter until after you begin interviewing the patient, at which point it might be inconvenient to retrieve the correct form.
4.x Differences
Docuplates are the SOAPware 5.0 equivalent of Templates in SOAPware 4.x. Like Templates, Docuplates can contain a preformatted SOAP encounter note for aid in documenting an encounter. Docuplates expand on the template concept, though, by allowing users include other types of Document Items as well, such as images, ECG tests, and other commonly used items.
Functionality
Accessing Docuplates
Docuplates can be accessed via either the sliding panel in the Chart view or the Docutainers menu. To access them via the menu, click Docutainers - Docuplates on the menu bar. To access them via the sliding panel, point the cursor at the Docuplates tab (represented by a green + in front of a white sheet of paper). It can be locked in the open position by clicking the thumbtack on the panel's title bar.
Docuplate Controls
The available Docuplates are displayed in a list that has three columns: the Shortcut, Description, and Library of each Docuplate.
The Shortcut is a short code that can be typed in to immediately add a Docuplate to a Document. The Description provides a brief explanation of the intended use of the Docuplate.
The Library column is a button that indicates whether you want to download that Docuplate (if it is in an online library) or share that Docuplate (if it is in your local library).
Clicking on a column heading button will sort the Docuplates based on that column. Docuplates are selected by clicking on their row in the list. Multiple Docuplates can be selected by Ctrl- or Shift-clicking.
At the top of the List view, above the list, are the control buttons for Docuplates. They are Edit, Add, and Remove the currently selected Docuplate.
Edit - Opens the Docuplate for editing. Be aware that if the information is not already filled in, you probably clicked the Add button instead; click Cancel to return to the Docuplate list. This edits only the Docuplate's information, not the Docuplate itself.
Add - Creates a new Docuplate based on the current Document. Clicking this button will open the Docuplate Information dialog to allow you to input the details of the Docuplate. Be aware that if the information is already filled in, you probably clicked the Edit button instead; click Cancel to return to the Docuplate list. This allows you to effectively create new Docuplates as you continue to work with a patient, or create one later based on the completed Document, without interrupting your workflow.
Remove - Deletes the currently selected Docuplate(s).
Insert - Inserts the currently selected Docuplate(s) into the current Document.
On the lower left of the Docuplate window is a checkbox for Including Online Library Items. Checking or unchecking this box will enable or disable the ability to view Docuplates available from the SOAPware Online Customizations Library. See Sharing and Downloading Docuplates (below) for more information.
Docuplate Information
The Shortcut is a short code that can be typed in to immediately add a Docuplate to a Document. The Description provides a brief explanation of the intended use of the Docuplate. The Author Email and Name refer to the personal information of the person who created the Docuplate.
The Keywords list is a list of comma-separated keywords associated with that Docuplate. They can be used to provide additional searchable information about a Docuplate. Short phrases can also be used, provided they do not include commas or other punctuation. Spaces are allowed.
Creating a Docuplate
To create a new Docuplate, begin with an empty Document. Add to the Document whatever Document Items you want to include in the Docuplate. Open the Docuplates panel, and click the Add button. When the Docuplate Information dialog appears, fill in the necessary information, and click Create.
Any changes made to the open Document's Document Items before the Docuplate is created will be saved into the Docuplate and inserted into Documents as-is with all changes.
Be aware that since Docuplates are created as-is, they will include any data or document items in the document they are created from. These can include live patient data, so it is best to create a docuplate before filling in patient details, or (if the Docuplate is created based on a patient encounter) to carefully expunge all real patient data by editing the Docuplate later.
Inserting a Docuplate
To insert a Docuplate, open the Document into which you want to insert the Docuplate. Open the Docuplates panel, select the Docuplate(s) you want to insert from the list, and click the Insert button. It is possible to insert multiple Docuplates into a single Document without conflicts.
Editing a Docuplate
To edit a Docuplate, select the Docuplate from the list and Click the Edit button. Make any desired changes, to the Docuplate, if you would like to edit the Shortcut, Description, or Keywords associated with the Docuplate, and the options are not visible; Click the splitter section at the top of the Edit Docuplate window.
Finding a Docuplate
The Docuplates search tool is located at the bottom of the Docuplates panel.
To find a Docuplate:
- Select the Docuplate Information field to search in from the dropdown list.
- Enter the search term in the text box to the right.
- Click the search button to the right of the search box.
Select All from the dropdown list to search in all of the Docuplate Information fields. To view all of the Docuplates after a search, select All from the dropdown list, delete the contents of the search box, then click the search button.
Docuplate Keywords
Keywords provide another method for finding Docuplates. By entering a keyword in the search field and selecting Keyword from the dropdown box, you can search for all Docuplates that list that term among their keywords.
Sharing and Downloading Docuplates
Checking the box to Include Online Library Items at the top of the Docuplates panel will expand your Docuplates list to also include those that are available from the SOAPware Online Customizations Library. When creating a new Docuplate, it can be beneficial to first find out if another user has already shared one that meets your needs. At the least, you may be able to find one on which to base your own Docuplate. After customizing your Docuplates, please consider sharing them with the rest of the SOAPware community.
To share a Docuplate, click the Share button in the library column of that Docuplate. It will be automatically uploaded to the Customizations Library, although it will not be available for download until it has been evaluated and approved. Before sharing a Docuplate, please make sure that no patient data is present in the Docuplate.
To download a Docuplate, click the Download button in the library column of that Docuplate. Include Online Library Items must be checked in order to view and download online Docuplates. The Library column will change from Download to Share, indicating that the Docuplate has now been downloaded to your local databases. Note that inserting a Docuplate from the Online Library has the same effect as first downloading it, then inserting it.
