05. Document Designer

Document Designer
Menu Access: Tools>Document Designer

Keyboard Command: ALT+T+D

Icon Representation:  

In this section, you will learn how to: Create useful as well as unique printed reports designed to fit your practice.


The Importance of Provider Manager and Demographics

You must make sure that the Provider Manager and the Demographics sections are filled out completely if you intend for your information from these (2) areas to be pulled onto a printed report.


Provider Manager is located under Tools>Provider Manager.





Using Document Designer

To access Document Designer go to the Tools menu and then Document Designer.

To view existing reports, select File>Available Designs.





This will show you all the available print reports in Document Designer. 

 Note: The print reports with the green download arrow to the left of the title are shared print reports made available on the Online Library.   This will be discussed later in this section.

To view a particular design, left click (selecting a report that does not have a green download button) to highlight the report you wish to view and then click on OK.  For our example, we are selecting 1 – Rx – Alone.

Report Design:

Now you are viewing a prescription report. Text has been typed in to customize the look of the report and there are command phrases (those that have #$ $#) that pull the information from the patient’s chart or from areas in SOAPware® to the printed report. 



The menus and Icons available here allow you to edit the report you are viewing.  As you can see, many of the functions within Document Designer resemble Microsoft Word and allow you to customize your print report.



To see what each icon represents, point to the icon with your cursor.  A text balloon will appear explaining its function.



Making a Print Report:

To make a print report:  Select File and then Create New Design.  In the New Document Design dialog fill out the Document Name and then select whether you want to start with a Blank Document or use a Copy of an existing document.  Click on OK.





You decide how you want your print report to look, either by using the format on an existing form or creating one from scratch.


NOTE: If you have an existing word document that you use in your clinic, you can also copy and paste from that document, and then modify the form for SOAPware by using the Data Items.


Click onto the blank document for the cursor to appear.

Decide on Font type, size, margins, etc.



At any time you can type in the information that you would like to see on the print report.  If you want SOAPware® to auto populate using commands, then you would go to the Data Items Menu.


Data Items houses all the commands that pull information from the patient’s demographics, the Provider Manager section (Misc. Data Items), the patient’s SOAP encounter note, Summary, and Custom Demographics.  Rx’s pulls the information from the SOAP encounter note Medication Field onto the print document.



This is an example of the way the commands appear on a Document Design.



To change the font or location justification, highlight the text that you wish to edit, and then select the appropriate icon from the Tool Bar.





Design Properties and Storing the Print Report

Selecting Edit>Design Properties; gives you a variety of options for controlling how a report functions in SOAPware.  Better yet, these options are specific to the report that you are modifying, so each report can be controlled to an even greater extent.



Printer:

• Use System Default Printer; tells SOAPware to send the report to your computer’s default printer.

• Display Printer Selection Dialog: when you click Print, a box will open that allows you to choose a local printer or fax before you actually print the report.



Macros:

• Print Selected Handouts; when you print the report, any handouts selected in the Plan field of the SOAP encounter note will also print.  

• Auto Store Current Encounter (SOAP encounter note) Fields to Corresponding Summary Fields if they are Empty (Assessment, Medication, and Objective); will set SOAPware to transfer information from the currently active Encounter (SOAP encounter note)  to the Summary side of the patient chart when printing, if it corresponds to an empty Summary field.

• Include all associated Document Items; allows you to have, for example, a report that prints the Subjective field, but also prints any items, such as images, that are attached to the SOAP encounter note.



Additional Reports:

Print additional reports when this report is selected.



Now, when you print a Referral Letter, you can include a Simple SOAP encounter note or any of the other reports to print as well.  You can select multiple reports by holding the Ctrl key while selecting.



Bold:

You can set a report to automatically apply bold formatting to specific words of your choosing. 

To specify the words to be bolded in your report, enter them in the text box, separated by commas.





Rx Designs:

This area allows you to create a multi page prescription with (1) or more prescriptions per page.



Destination:

The Destination Tab gives you the option of saving a copy of printed reports to a chart section of your choosing.  If you do not want printed reports to be saved to the patient chart, select the option Do not save a copy of this report when printed.  If you would like all printed reports to be saved to a section of the patient chart, select Save a copy to and then Click the Choose Button.



The Select Chart Section dialog box will open.

Click to highlight the section in which you wish the print reports to save. 

Click on Select, click to highlight which date type to use.



Type in a name for the report.



Now, when you print a report, it will be saved in the section of the patient chart that you have chosen.



Page Layout:

This function allows you to keep source field formatting; which allows the formatting from the original document to remain intact.



Headers and Footers in Document Designer

You can create headers and footers that include text and graphics.  For example, page numbers, dates, a clinic’s logo, letterhead, the report’s title, or the physician’s name.  All of these could be in the header or footer of your reports. 

To create a Header or Footer go to the Edit Menu.  Click on Edit Page Header/Footer 



Place the information for your Header (whether text or graphics) in the area above the faint, dotted line.  Make your font specification here as well.



Use these directions to edit headers and footers as well. 

To create a header or footer that will only appear on the first page, Click on Edit>First Page Header/Footer and then create your desired text.

Using Tables

If you wish to insert a table onto your document design, click on the Table menu



Now, in the New Table Parameters dialog box, type in the number of Rows and number of Columns you wish to have and click on OK.



Now, you will see the table displayed with the cell borders as faint lines.



Once your document is complete, go to File>Save.  Then, close Document Designer and test print your document by opening a test chart, bring up a SOAP note  that you would like to print, click on the Print icon or go to Docutainers>Print, click to highlight the document you wish to print, click on Print or Preview.