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06. Docuplates
Table of contents
Introduction
Docuplates allow you to create and save common documentation, allowing you to spend more time with your patients, and less time entering patient information into your charts.
With Docuplates, you can store and recall documentation for frequently encountered conditions or encounters, increasing your productivity and improving patient care.
Paper ConnectionIn a paper office, in order to have ready-made documentation for patient encounters, you would need to create forms, make and store copies of forms, and retrieve the forms from storage any time you needed to use them. In addition, you may not know which document you need until you have begun interviewing the patient.
Now, you no longer need to interrupt the visit to gather documentation. Just pull up the needed Docuplate, and continue with the encounter.
Changes from version 4.x.
Docuplates are the SOAPware 5.0 equivalent of SOAPware 4.x’s Templates. Like Templates, Docuplates can contain a preformatted SOAP note for aid in documenting an encounter.
Docuplates, however, allow you to reformat the SOAP Note and the Summary headings in addition to editing the information within the documents. In addition, SOAPware 5.0 Docuplates allow the storage of not only text, but images and other content as well.
Interface
The Docuplate Manager consists of three main sections.
The left section contains a search box, the Docuplates list, and quick access buttons for Search, New Docuplate, Remove Docuplate, Print Docuplate, Download, and Upload.
In the Docuplates list, you will notice that each column has a header with the column’s title. Clicking the head of a column will sort the Docuplates list by the information in the selected column.
Below the Docuplates list, you will notice a checkbox labeled "Include Online Library Items". Checking this box will include Docuplates from the SOAPware Online Library in the list of selectable Docuplates. Uncheck the box to view only those Docuplates available locally.
The top right section contains the document demographics for the currently selected Docuplate. Here you can view and edit the information pertaining to a specific Docuplate.
The lower right section contains the Docuplate preview window. Here, you can view and edit a selected Docuplate.
Not only can the Docuplate Manager itself be resized, but the individual sections within the Docuplate Manager can be resized using the splitter bars between the sections.
FUNCTIONALITY
The Basics
To access the Docuplate Manager, select "Docuplates" from the Documents menu located on the main SOAPware menu bar. You can also open the Docuplates Manager by pressing the F6 key on your keyboard.
Selecting Docuplates within the Docuplates Manager
To select a Docuplate, first click to place your cursor in the search box. Type a keyword associated with the Docuplate that you wish to use. For example, if you were looking for a Docuplate for an encounter in which a patient has a sore throat, you could type "sore throat". Once you have entered your keyword, either press "Enter" or click the "Search" button. If there are Docuplates associated with your keyword, they will appear in the Docuplates list.
Alternatively, you can simply scroll through the list and select a Docuplate by clicking on it.
Inserting a Docuplate into an Encounter
To insert a Docuplate into a document, select a Docuplate within the Docuplate Manager and click the Insert button, located under the Docuplates list.
Alternatively, you can double click the Docuplate you wish to use, and it will be inserted into the current document.
Note that there must be an encounter open in order for you to insert a Docuplate.
Creating a New Docuplate in the Docuplate Manager
New Docuplates can be created in the Docuplates Manager by clicking the New Docuplate Button (or by pressing Ctrl + Alt + N).
Note that when you create a new Docuplate, it is created for the current Document. For example, if you are currently working in the SOAP Note section of a patient chart, and you create a new Docuplate, it is created for the SOAP Note, or encounter.
The Docuplate Information dialog box will open. Give your Docuplate a Shortcut. Think of the shortcut as the name of your new Docuplate.
Then, give your new Docuplate a short description, just a few words to describe the purpose and content of the Docuplate.
Finally, give your Docuplate a few keywords. These keywords are searchable using the search window of the Docuplates Manager, and can help you locate and choose an appropriate Docuplate.
Once you have filled in the Document Information, click "Okay". Your new Docuplate will open in the Docuplate preview window, where you can create the content and format of your new Docuplate by adding text and other items.
Once you have completed your new Docuplate, close the Docuplate manager. Your new Docuplate is now ready for use.
Creating a Docuplate Using the Current Document
You may find that you have created a document in a patient chart that will be useful in the future. You can create a Docuplate based on your document, allowing you to select and insert it from the Docuplate Manager the next time you wish to use it.
To create a Docuplate based on the current document, first make sure that the document you wish to use as a basis for your new Docuplate is the active document. Once you have confirmed this, open the Docuplate Manager by selecting "Docuplates" from the Documents menu located on the main SOAPware menu bar or by pressing F6 on your keyboard.
Once the Docuplate Manager is open, click the New Docuplate Button (or press Ctrl + Alt + N). Enter the document demographics for your new Docuplate, and click "Okay". Your new Docuplate will open in the Docuplate preview window, where you can modify the content and format of your new Docuplate.
Once you have completed your new Docuplate, close the Docuplate manager. Your new Docuplate is now ready for use.
Editing an Existing Docuplate
To edit an existing Docuplate, you must first open the Docuplate Manager by selecting "Docuplates" from the Documents menu located on the main SOAPware menu bar or by pressing F6 on your keyboard.
Then, select the Docuplate you wish to edit to display it in the Docuplate preview window.
You can edit the Docuplate’s demographics in the document demographics area of the Docuplate Manager.
Make your changes to the Docuplate in the Docuplate preview window. Once you are finished, close the Docuplates Manager. The edited Docuplate is ready for use.
Deleting an Existing Docuplate
To delete an existing Docuplate, select the Docuplate you wish to remove and click the Remove Docuplates Button (or press Ctrl + Alt + R).
SOAPware will ask you to confirm that you wish to remove the Docuplate. If you are certain you wish to delete the Docuplate, click "Yes".
The selected Docuplate will be removed from SOAPware.
