🎞️ View video tutorial: Creating encounter templates
If you routinely see the same condition and create similar encounter notes, you can use an encounter template to pre-populate the repetitive information. Encounter templates can also be used to ensure that encounter notes are uniform between providers.
Encounter templates can be configured to automatically populate a new encounter when a set presenting issue is used on the appointment. See Using encounter templates.
Encounter templates can be configured to populate information from:
The patient's chart, provider and location information (see Adding data variables to letter, message and encounter templates).
The patient's pronouns (see Adding data variables to letter, message and encounter templates).
Text and date prompts (see Adding instant variables to encounter templates).
Configured single and multi select lists (see Adding instant variables to encounter templates).
1. From the main menu, select Settings > Templates > Encounter, and the encounter section opens.
2. Under Default Diagnosis Template, make sure that the diagnosis standard for your account is correct (see Setting the default diagnostic template for your account).
3. To add a new encounter template, click Add Template, or to modify an existing template, select it from the list of encounter templates. The New Encounter Template or Edit Encounter Template window appears.
4. From the General Tab, type your encounter template’s name in the Template Name field.
5. To link the template with presenting issues, click +Attach Presenting Issue. A window appears with all your presenting issues.
6. Search and select a presenting issue you want to associate your template with.
7. Click the Encounter Sections tab, and a new tab opens showing all the encounter sections.
8. By default all the sections are minimized. Click on a section title to expand it.
9. Use the following table to create the content of your encounter template.
Attach a Qnaire to be completed with a patient during the visit.
History and Examination
Type any free text you would like to populate in the History or Examination sections.
If required, add Instant Variables, they can be configured to insert:
For more information, see Adding instant variables to encounter templates.
If required, add Data Variables. They can be configured to pre-populate patient, location or provider information.
For more information, see Adding data variables to letter, message and encounter templates.
The Assessment section acts the same as the History and Examination sections (see above). You also have the ability to include a diagnosis.
These diagnosis codes can automatically be added to billing or the patient's Medical History.
Create a default prescription.
To delete a prescription, click the trash can icon next to it.
Include any required forms. Forms are added to the Attachments section of the encounter.
If you use the same billing codes for certain appointments and/or presenting issues, you can add them to your encounter templates, saving you time. For example, for a well-baby visit, you could add the assessment and immunization codes.
To add a private bill:
1. Click +Add Private, the New Bill window appears.
2. Complete all required fields. For more information, see Creating a private bill.
To add a provincial (insured) or third party bill:
1. Click +Add Insured. The Edit Billing Item window appears.
2. Complete all required fields. For more information, see our province specific help articles:
📌 Note: You can only add billing codes from your Default Billing Item Template. To change this, navigate to Settings > Billing.
Follow Up Qnaires
Include follow up Qnaires that are automatically sent to the patient at a set time after the encounter is signed.
To schedule Qnaires:
10. When you are finished adding all the required content to your encounter template, click Save.
11. Refresh your browser; your template is now ready to use. For more information, see Using encounter templates.
Updated September 7, 2023