Creating Your Own Clinical Tools

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Halaxy gives you the flexibility to create your own clinical tools and import them into a patient's record as clinical notes.

To create your own clinical tool:

  1. Click Settings > Clinical, then click New Template at the top of the page.

  2. Click New tools template on the left-hand side of the screen.

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  3. Complete the fields below:

Fields to complete

Field

Notes

More Details

Template Name

Enter an easily identifiable name

Description

A summary or more information about the tool

Category

Helps when searching for your tools to create or edit

Scoring

How you want to score the tool. Scoring can be done for the whole clinical note or per section, or you can create your own custom scoring. Tick the Hide template score from clients/patients checkbox to hide the score from patients.

See below

Section

You can divide the form into different sections such as "Introduction", "Section One" etc. Each section can contain questions. You can also choose to delete a section.

Questions / Fields

Add as many questions as required to the above section.

See below

Adding sections and questions

You can add as many sections of the tool as you need, with each section containing questions.

To add another section, click Add Another Section. A new section will appear, and you can give the section a heading, description and additional questions as needed.

To add a question, click Add Another Question within the desired section. A field will appear where you can type the question. Type the question and select to either add it as a new question or import it from Halaxy's database:

ClinicalTools_AddQuestions.gif

Tick the Mandatory checkbox to prevent the patient from submitting/saving the tool without answering the question.

If you are selected to add the question as a new question, the Add Template Question pop-up appears:

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Fill out the details as follows:

  • Answer Type:

    • Free text: the patient can type out an answer. Can be displayed as a textbox, small textbox, or inline text editor.

    • Single choice: the patient can enter single answer. Can be displayed as radio buttons, a drop-down menu, a slider, or a magic lookup field.

    • Multiple choice: the patient can enter single answer. Can be displayed as radio buttons, a drop-down menu, a slider, or a magic lookup field.

    • Annotatable drawing/image: upload an image or select one from Halaxy's preset library that the patient can annotate.

    • Numeric value: the patient can enter a numeric value. Can be displayed as a numeral or decimal. You can optionally add a measurement (kg, cm, BPM etc.)

    • Date/time: the patient can enter a date and/or time.

  • Display Type: How the question is displayed. Available options depend on the Answer Type.

  • Sub text (description): Enter a description for the question that will be displayed to patients. This can include instructions for completing the question.

When you are done, click Save.

Scoring your tool

Most questions have a score, which you can choose to include on the clinical tools. You have four options when scoring a clinical tool. You can choose to score the tool:

  1. Per note: if you choose to score the tool as a whole, all scores are totalled into a single result.

  2. Per section: if you score the tool in sections, the scores are totalled for each section.

  3. Custom: this means you score the tool in sections and you can create as many sections as you need. You have the option of adding a score for each section or only the sections that require the score. Click the Add Another Scale button to add a scale. You can then complete the name of the scale, give it a weighting and add the questions to be included (the questions need to be created first).

  4. No scoring: no score is required for the tool.

If you do not want your patients to see the score when they complete the tool, ensure you tick the checkbox to Hide template score from client/patients. This will only be visible for you.

Setting assessment levels

You can create assessment levels for your clinical notes to help you establish and calculate clearly defined data on your patients and track their health and wellbeing over time. You can include as many assessment levels as you need. Below is an example:

Assessment

Label

Range

Normal

0 - 19

Mild

20 - 24

Moderate

25 - 29

Severe

30

To set an assessment level, select the relevant option:

ClinicalTool_Scoring.png
  • Per note: This creates one overall assessment level for the clinical tool.

  • Per section: Allows you to score each section separately. You can create a new assessment level or choose to use the same assessment as another section by ticking the Use Same As checkbox and selecting from the drop-down menu.

  • Custom: Allows you to create categories and choose which questions affect the category's score, as well as how much each category is weighted as a percentage. You can create a new assessment level or choose to use the same assessment as another section by ticking the Use Same As checkbox and selecting from the drop-down menu.

  • Hide template score from clients/patients: Tick to hide the calculated score from patients. Untick to allow patients to see the score when you share the template with them.

Editing your tool

After you have added all of your information, click Save at the bottom of the screen. You can now edit your questions (if required) and add the questions to the scoring.

If you deleted any questions while working on the tool, a cog wheel appears on the top right-hand side of the screen. This gives you the option of restoring the deleted questions.

Close your tool to return to the list of all templates and tools.

Using preset tools

Tools imported from Halaxy's global database will appear in the list of Group Templates on the right-hand side of the screen. You can choose to take one of the existing tools and edit it or create a copy and make changes.

Linking tools to Referral Types and fees

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

To link a tool to a Referral Type or fee:

  1. Click Settings > Clinical.

  2. In the left-hand column, click the tool 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 tool 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 tool is automatically imported as a clinical note linked to the appointment in the patient's record:

ClinicalNotes_TemplateUnderAppt.png

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

Linking attachments to a tool

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

To link an attachment to a tool:

  1. Click Settings > Clinical.

  2. In the left-hand column, click the tool 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 tool. Whenever you use the tool, the attachment will appear under the tool 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 tool by clicking on the tool template and clicking Detach under the file.

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