Clinical Note Templates

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Clinical note templates (also called clinical templates) are primarily text-based templates you can use for clinical notes, letters, clinical reports and clinical assessments.

In additional to clinical note templates, you can also create clinical tool templates, which are a special type of clinical note that can include questions, forms, annotatable images, and data that can be scored or tallied.

Clinical templates are a powerful time-saving feature in Halaxy. You can import templates into a clinical note or link templates to fees and Referral Types so that they are automatically imported into the patient's clinical record whenever you create an appointment using that fee or Referral Type. For example, many Referral Types in Halaxy are automatically linked to a referral acceptance letter template, meaning your referral acceptance letter is automatically generated whenever you add a referral to a patient's record.

You can also link attachments to clinical templates.

Importing preset templates from Halaxy's library

Halaxy automatically sets up a library of preset templates (including case notes, letters and clinical reports) based on your profession. Depending on your profession, some of these templates may already be linked to fees and Referral Types.

To use a preset template, you must import it into your templates list by following the steps below:

  1. Click Settings > Clinical. This takes you to your templates list.
  2. Click New Template in the top-right of the page. The Clinical Tools and Templates pop-up appears.
  3. Scroll through the list and find the template you wish to import. You can also type into the search bar to search for a template.
    ClinicalToolsTemplates_Modal.png
  4. Click the template you wish to import. A preview will appear in the pop-up. Scroll down and click Save.

RESULT: The template is now saved to your templates list and can be imported into any clinical note. If you are in a group practice, importing templates makes them accessible for the whole practice group, and you can then create practitioner-specific versions of the template. You can now also link Referral Types and fees to the template or link attachments to it.

Using clinical templates

You can import a template into a clinical note by following the steps below:

  1. Go to a patient's profile and click the Clinical Notes tab.
  2. Click New Clinical Note.
  3. In the editor, click Templates:
    ClinicalNotes_TemplateImport.png
  4. Click the clinical template you want to import from the left-hand side list, then click Save.

RESULT: The template is now saved as a clinical note in your patient's record. To publish the note, click the triangle next to the blue Save button and click Publish (this will populate any dynamic terms in the template):

ClinicalNote_Publish.png

You can also link templates to Referral Types and fees so that they automatically appear in your patient's record whenever you create an appointment using the linked Referral Type or fee. This saves you from having to create a new note and importing the template manually.

Creating your own templates

To create your own clinical notes template:

  1. Click Settings > Clinical, then click New Template at the top of the page.
  2. Click New notes template on the left-hand side of the screen.
    mceclip0.png
  3. The New Template screen appears:
    ClinicalTemplate_New.png
  4. Complete the fields as follows:
    • Template Name: Give the template a memorable name so you can recognise it easily
    • Description: Enter a description for the template. The description will appear when you hover your mouse cursor over the template in the template list:
      ClinicalTemplate_Description.png
    • Category: Choose which category the template will appear in the template list. You can also enter a new category by typing in a new category name in the text field the right.
  5. Use the editor (the field at the bottom of the page) to type the contents of your clinical note template. You can also add images and dynamic terms by using the relevant buttons on the editor bar:
    CKEditor.png
  6. Click Save.
  7. If you wish, click the Preview (magnifying glass) icon at the top-right of the page to preview what your template looks like with your letterhead. 

RESULT: Your template is now saved to your templates list on the left-hand side of the page and can be imported into any clinical note by clicking Templates in the Clinical Notes editor. You can also link the template to Referral Types and fees, as well as to attachments.

Template groups (favourites)

For templates that you use on a regular basis, you can group them together so that they appear by default on the right-hand side of a patient’s Clinical Notes page. These groups are similar to a “favourites” list.

TemplateGroups.png

You can create as many groups as you need. Any group marked as "Active" will appear in the Clinical Notes page under its own heading.

To create your own clinical template groups in Halaxy:

  1. Click Settings > Clinical, then click the Favourites tab.
  2. Expand the required practitioner by clicking the Expand (+) icon next to their name and click Add Template Group.
  3. In the Name field, give the group an easily recognisable name if you are creating more than one group. The name will appear at the top of the group in the Clinical Notes page.
  4. Click Add New. A text box labelled "Templates" appears. Type to search for a template to include and select it from the drop-down list to add it to the template group.
  5. Repeat Step 4 for each template you require.
  6. Click Save.

RESULT: The template group is saved. You can now click Edit to the right of the practitioner's name to choose whether or not each group is Active:
TemplateGroup_Edit.png

Only Active groups appear in the Clinical Notes page.

Editing preset and created templates

To edit a template, click the Edit link on the top right of the template, and then make the text and formatting changes you need in the same way that you make changes to an individual patient record.

Linking a template to Referral Types and fees

You can link a template to a Referral Type or fee so that the template automatically appears whenever you make an appointment using the Referral Type or fee.

To link a template to a Referral Type or fee:

  1. Click Settings > Clinical.
  2. In the left-hand column, click the template you wish to link to the Referral Type or fee.
  3. In the Referral Types section or the Fees section, click Add New.
  4. Start typing the name of the Referral Type or fee and click it from the drop-down list. If the Referral Type or fee is not listed, you can select to add it to your Referral Type list or Fee List.
  5. Click Submit.

The linked template should now be listed in the relevant section.

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RESULT: Whenever you create an appointment using the linked Referral Type or fee, the template is automatically imported as a clinical note linked to the appointment in the patient's record:

ClinicalNotes_TemplateUnderAppt.png

If the template is no longer applicable to the Referral Type or fee, you can unlink it by clicking the Unlink button.

Linking attachments to templates

You can link an attachment to a template so that it automatically appears in your patient's record whenever you use the template. 

To link an attachment to a template:

  1. Click Settings > Clinical.
  2. In the left-hand column, click the template you wish to link an attachment to.
  3. In the Attachments section, Click Add File. The Add File pop-up appears:
    AddFile.png
  4. Click Upload File to select a file to upload, or drag a file to the Upload File area to upload it.
  5. Complete the fields as follows:
    • Title: The title of the image that will appear in the clinical notes list
    • Comments: Comments will appear when you click the file in the patient's clinical notes.
    • Category:
      • Clinical: select to make the file accessible only to the practitioner of the patient or to users with Clinical or Full Access
      • General/administrative: select to make the file accessible to all users in your practice group, including general and administrative staff
  6. Click Save.

RESULT: The attachment is now linked to the template. Whenever you use the template, the attachment will appear under the template in your patient's record (you may need to refresh the page before it appears):

ClinicalNotesList_Attachment.png

You can detach the file from the template by clicking on the template and clicking Detach under the file.

Creating practitioner-specific templates in group practices

In group practices, preset, created and imported templates are available at a group level. You can create a copy of a template for an individual practitioner to edit and customise to their own needs by clicking the Create Copy icon at the top right of the template. You can then edit the template (by clicking the Edit icon at the top right of the template), and then make the word and formatting changes you need in the same way that you make changes to an individual patient record.

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