Difference between revisions of "Templates for Patient Documents"

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==Overview==
==Overview==
This feature is new as of OpenEMR release 4.1.3 (March 2014).  It provides the ability to upload Templates in an Open Document format (MS Word or OpenOffice or LibreOffice), or as plain text or perhaps for other formats. Use them as boilerplate for creating documents that can then be uploaded to the patient documents area in the usual way or downloaded to the "Local" computer.
This feature was added to version 4.2.0.  It provides the ability to upload Templates in an Open Document format (OpenOffice or LibreOffice) or as plain text. Use them as boilerplates for creating documents that can then be uploaded to the the Patient Summary, Documents tab in the usual way or downloaded to localhost.


==Keywords==
The .php file has been configured with the following list.


:* {PatientName} (FirstName Middle Lastname)
:* {PatientName}   (FirstName Middle Lastname)
:* {PatientID}   (External ID)
:* {PatientID}   (External ID)
:* {PatientDOB}  (yyy-mm-dd)
:* {PatientDOB}  (yyy-mm-dd)
:* {DOS}         (Date of service in the format of yyyy-mm-dd)
:* {DOS}   (Date of service in the format of yyyy-mm-dd)
:* {ReferringDOC}(Name of refferer doctor)
:* {ReferringDOC}   (Name of Referring Provider)
:* {ChiefComplaint}
:* {ChiefComplaint}
:* {Allergies}
:* {Allergies}
:* {Medications}
:* {ProblemList}
:* {ProblemList}
:* {PatientSex}
:* {PatientSex}
:* {Address} (street address only i.e. 1224 Oakdale Rd.)
:* {Address}   (street address only, e.g., 1224 Oakdale Rd.)
:* {City}
:* {City}
:* {State}
:* {State}
:* {Zip}
:* {Zip}
:* {PatientPhone} (output in this form: (000)000-0000)
:* {PatientPhone}   (output in this form: (000)000-0000)
:* {LBFxxx:fieldid}  (data from the specified field of a LBF instance)
:* {DEM:fieldid}  (data from the specified field of patient demographics)
:* {HIS:fieldid}  (data from the specified field of patient history)
 
If the user wishes to '''expand''' this list of keywords, he must '''change''' the [https://github.com/openemr/openemr/blob/master/interface/patient_file/download_template.php codes].


==Installing a Template==
==Installing a Template==
The first step is to create a Template on your local computer with one of the mentioned word processors.
The first step is to create a Template on your local computer with one of the mentioned word processors.


The to be Uploaded Templates may contain any of these keywords (the fields {...} contain the information entered during Demographics, and other history or summary during the encounter)
A sample file, [http://www.open-emr.org/wiki/index.php/File:Woc.zip woc.zip], is available as a download. It must be extracted before it can be deployed.


Next step is to upload the Template made with the mentioned {.. fields ..} and give the Template a well recognizable name.  
The Template may contain any of these keywords (the fields within {...}, pertaining to information entered in the Patient Summary or from the encounter).
Next step is to name the Template with something memorable.  


Browse => Give the Template the correct name =>
Remember to give the file the '''same extension''' as the word processor. (For OpenOffice/LibreOffice, it should be "file.odt"). This helps to avoid errors when opening the file for editing before printing. 


Use the same menu options as before: Template uploading is done via a new menu item, Miscellaneous => Document Templates (and so becomes a generals usable Template).
Navigate from the Left Navigation side bar to Miscellaneous, Document Templates, browse for the file and click Upload.
[[File:4dtem.png|center]]


==Using a Template==
In the documents area, a drop-list has been added where you may select and download a document.
: To create a document for a certain Client, be sure to enter some information that will show as an encounter.
: The Template always has to be connected to Client information.


Go to Client => Summary => Documents => Patient Information => Search in the line for: Download document-template for this patient and visit. Select Template => Fetch => Make a choice to "Open with" or "Save file" .......


The downloaded document will have its keywords replaced with actual data from the currently selected patient and encounter.
[[File:6dtem.png|center]]


'''There you are:''' The file will be opened in your favorite Word processor and is ready for some additional corrections, formatting, do final edits, or save it (perhaps as a PDF). Next the file can be send as e-mail attachment, printed, or saved for later use or upload the finalized file as a patient document in the usual way.


Template with all available {fields}:


Copy => Paste the text between the Horizontal lines and past in you Word Processor and Upload as suggested in text.
==Using a Template==
In Documents, a drop-down list has been added where you may select and download an .odt file.


The Template always has to be connected to a specific patient.


----
Be certain to have data in the active encounter; if related keywords, such as {DOS}, have been included in the Template.
HIPAA Declaration
Go to the Patient Summary, Documents tab, click Patient Information, select the Template from the drop-down and click Fetch.


The Practice:
(a) Is required by federal law to  maintain the privacy of your PHI and to provide you with this Privacy Notice detailing the Practice's legal duties and privacy practices with respect to your PHI
(b) Under the Privacy Rule, it may be required by State law to grant greater access or maintain greater restrictions on the use or release of your PHI than that which is provided for under federal law
(c) Is required to abide by the terms of the Privacy Notice
(d) Reserves the right to change the terms of this Privacy Notice and to make the new Privacy Notice provisions effective for all of your PHI that it maintains
(e) Will distribute any revised Privacy Notice to you prior to implementation
(f) Will not retaliate against you for filing a complaint


Patient Communications:  
[[File:3dtem.png|center]]
Health Insurance Privacy Act 1996 requires we inform you of the following government stipulations in order for
us to contact you with educational and promotional items in the future via email, U.S. mail, telephone, and/or pre-
recorded messages. We WILL NOT ever share, sell, or “SPAM” your personal contact information. Marketing any communication about a product or service that encourages recipients to purchase or use the product or service. Communication can be defined as Voice Blasts, Email, and numerous marketing pieces. Communications to describe health-related products or services, or payment for them, provided by or included in a benefit plan of the covered entity making the communication.  


(a) Communications about participating providers in a provider or health plan network, replacement of or enhancements to a health plan, and health-related products or services available only to a health plan’s enrollees that add value to, but are not part of, the benefit plan.


(b) Communication for treatment of the individual
The downloaded document will have its keywords replaced with actual data from the currently selected patient, referring  provider, encounter, etc. This is an [[Media:Woc_Boleyn.pdf|illustration]].


(c) Communications for case management or care coordination for the individual, or to direct or recommend alternative treatments, therapies, healthcare providers, or care settings to individuals PATIENT ACKNOWLEDGEMENT
The file will be opened in the word processor and is ready for additional corrections, formatting and final editing. 


I acknowledge receipt of this notice, and my understanding and my agreement to its terms.  
The .odt file can be converted to a .pdf file by clicking the File tab and choosing Export as PDF.  


Patient Name: {PatientName}  (FirstName Lastname); {PatientSex} (in characters)
The file also can be sent as an email attachment, printed, saved, or uploaded to the Documents tab.
{PatientID}    ( External ID); Born: {PatientDOB}  (yyy-mm-dd)
Home Address: {Address}  (Example: street address only i.e. 1224 Oakdale Rd.)
Zip: {Zip}; City: {City}; State: {State}
Home Phone: {PatientPhone}  (output in this form: (000)000-0000)


==Problems==
One pitfall is that the word processing application might insert XML tags randomly into the middle of keywords as you type them, (this happens when using a non-plain text word processor). It keeps the parser fields from being recognized as keywords during download.
Solution: Keep a list of the parser fields as plain text in another file. Copy/paste to insert them into the document.


{PatientName}         Witnessed by: {ReferringDOC}
= Conclusion =
Patient Signature: Witness Signature:
This page discusses the original document template feature which still has some relevant information, for example the tags and basic construction techniques.  Over the years templates have evolved quite a lot; this page
 
[[Patient_Portal_Document_Templates]]
_________________________                      _________________________
 
Date: {DOS}          (Date of service)
 
For Internal Use:
 
Patient Refused to Sign: _____________________
Patient unable to sign for the following reason: _______________________________
 
I declare that today I have the following complaints:
{ChiefComplaint}
 
I have suffered in the past and might still be suffering from:
{Allergies}


I  am aware that I have, have had the following Medical complaints:
has more up- to- date feature information and links to further developments.
{ProblemList}


For the original forum discussion this might be of interest but that forum is closed so can't be posted to:
[http://sourceforge.net/p/openemr/discussion/202506/thread/89134be4/?limit=25#e21d here].


----
 
==Problems==
One gotcha is that the Word Processing Application might insert XML tags randomly into the middle of keywords as you type them in (This happens when using a non-plain text word processor) It keeps the parser fields from being recognized as keywords at download time.
: '''Advise:''' keep a list of the Parser Fields as plain text in another plain text file and Copy => Paste to insert them into the document.


[[Category:User Guide 4.1.3]][[Category:User Guide]][[Category: Templates using ParserFunctions]]
[[Category:User Guide 4.2.0]][[Category:User Guide]]

Latest revision as of 18:57, 7 November 2024

Overview

This feature was added to version 4.2.0. It provides the ability to upload Templates in an Open Document format (OpenOffice or LibreOffice) or as plain text. Use them as boilerplates for creating documents that can then be uploaded to the the Patient Summary, Documents tab in the usual way or downloaded to localhost.

Keywords

The .php file has been configured with the following list.

  • {PatientName} (FirstName Middle Lastname)
  • {PatientID} (External ID)
  • {PatientDOB} (yyy-mm-dd)
  • {DOS} (Date of service in the format of yyyy-mm-dd)
  • {ReferringDOC} (Name of Referring Provider)
  • {ChiefComplaint}
  • {Allergies}
  • {Medications}
  • {ProblemList}
  • {PatientSex}
  • {Address} (street address only, e.g., 1224 Oakdale Rd.)
  • {City}
  • {State}
  • {Zip}
  • {PatientPhone} (output in this form: (000)000-0000)
  • {LBFxxx:fieldid} (data from the specified field of a LBF instance)
  • {DEM:fieldid} (data from the specified field of patient demographics)
  • {HIS:fieldid} (data from the specified field of patient history)

If the user wishes to expand this list of keywords, he must change the codes.

Installing a Template

The first step is to create a Template on your local computer with one of the mentioned word processors.

A sample file, woc.zip, is available as a download. It must be extracted before it can be deployed.

The Template may contain any of these keywords (the fields within {...}, pertaining to information entered in the Patient Summary or from the encounter).

Next step is to name the Template with something memorable.

Remember to give the file the same extension as the word processor. (For OpenOffice/LibreOffice, it should be "file.odt"). This helps to avoid errors when opening the file for editing before printing.

Navigate from the Left Navigation side bar to Miscellaneous, Document Templates, browse for the file and click Upload.

4dtem.png


6dtem.png


Using a Template

In Documents, a drop-down list has been added where you may select and download an .odt file.

The Template always has to be connected to a specific patient.

Be certain to have data in the active encounter; if related keywords, such as {DOS}, have been included in the Template.

Go to the Patient Summary, Documents tab, click Patient Information, select the Template from the drop-down and click Fetch.


3dtem.png


The downloaded document will have its keywords replaced with actual data from the currently selected patient, referring provider, encounter, etc. This is an illustration.

The file will be opened in the word processor and is ready for additional corrections, formatting and final editing.

The .odt file can be converted to a .pdf file by clicking the File tab and choosing Export as PDF.

The file also can be sent as an email attachment, printed, saved, or uploaded to the Documents tab.

Problems

One pitfall is that the word processing application might insert XML tags randomly into the middle of keywords as you type them, (this happens when using a non-plain text word processor). It keeps the parser fields from being recognized as keywords during download.

Solution: Keep a list of the parser fields as plain text in another file. Copy/paste to insert them into the document.

Conclusion

This page discusses the original document template feature which still has some relevant information, for example the tags and basic construction techniques. Over the years templates have evolved quite a lot; this page Patient_Portal_Document_Templates

has more up- to- date feature information and links to further developments.

For the original forum discussion this might be of interest but that forum is closed so can't be posted to: here.

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