Notes Macros and Pick Lists work together to create note templates to be used in places such as Progress Notes, Flash Alerts, Text and Email messages and patient notes. The Notes Macros functions as the template structure and Pick Lists are used within the Notes Macros as a pre-defined list of responses to a question prompt. The two of these used together will help improve the speed of generating different notes.
- To begin, go to Setup - Notes Macros.
- The Notes Macros are divided in to different macro categories that can be refined under the Miscellaneous Setups screen. Denticon’s standard list follows ADA code categories along with some additional sections for appointments, watches and other.Prior to creating a new note, it is important to select the category the note should belong in first as notes macros cannot move category once created.
- Note: To set the Notes Macros categories, go to Setup - Misc Setups - Advanced Tab - Notes Macros.
- After selecting ‘Add Macro’, begin by entering a ‘Macro Name’ and ensure that the Macro Category is correct.
- As info is entered in, additional selections for ‘Add Data’ and ‘Add Question’ are available.
- ‘Add Data’ utilizes data tags to pull in information from the patient’s account, responsible party information, office or account info, as well as URLs for patient registration, payment portal and AppointNow. Each of these data tags are designed to use a generic placeholder and allow Denticon to gather and place the appropriate information without having to create separate notes for each office, for example.
- Add Question’ will prompt users to either enter a manual response or use the ‘Pick Lists’ to choose from a pre-defined list of responses.
- Note: As Notes Macros are being created, it is likely that ideas for new pick lists will be necessary so creating these Notes Macros may require some back and forth between creating/generating the macro and making new Pick Lists.
In this example note, the data tag for ‘Patient First Name.’ will be used. Upon generation of the note, Denticon will pull in the first name of the patient on the account. Whoever’s chart has this note entered will pull that individual’s name.
- Note: Data tags appear with the ‘ # ‘ symbol around the data tag’s text.
- Text can be entered surrounding the data tag so that it can appear in the note as if it was manually typed in.
- The questions can either be left open-ended for a team member to write in their answer, or a Pick List can be used to have the user pick from the pre-defined list of responses.
- Additionally, questions can be made ‘Required’, meaning a user must enter a response or, if using a Pick List, must pick a response from the list.
- Any questions will be denoted by two ‘ @ ‘ symbols surrounding the text entered for the question.
- Any question marked as required will be denoted by two asterisks. When a team member views this question when completing the note template, it will also be denoted by a red asterisk.
- If a question should utilize a Pick List, check off the box “Add Pick List”, and use the dropdown menu to select the appropriate Pick List.
- When a Pick List is used in a question, the name of the Pick List will be in between “ {{ }} “.
- Note: Once a question has been entered, there is not a way to go back into that question and make adjustments. The question will need to be deleted and re-entered with the corrected information.
- The color of the note text can be controlled using the icon located on the upper left.
- To change the color of the text, highlight the desired text prior to selecting the button, then choose from the available options.
- Once changed, the color of the text will default to this color. The color of the text can be changed when a team member is using notes on an individual basis.
- Once all data is entered for the note, decide whether or not this note should be available to all offices, or should the note be specific to the office location that the logged in user is under.
- Note: the availability of the note in each OID is controlled under Office Assignment, so if the note can be added/removed as needed.
- Once complete, save the note.
Pick Lists
- To set up Pick Lists, go to Setup - Pick List.
- Pick Lists are a pre-defined list of responses that are used within a Notes Macro to assist in the speed of entry and consistency of information within the notes.
- When adding a new Pick List, begin by entering a description for the list. Next, elect on the right-side whether or not this list will allow for multi-select. This means when the Pick List is presented to the user to choose their response, they may choose more than one response from the list.
- Next to that is a checkbox titled ‘Active’ which indicates whether or not this list will be available to use.
- Enter the response in the ‘Add New Item’ line, then select ‘Add’ in order to add the line item to the list.
- Use the arrows to the right of each option to order the items.
- Once complete, click ‘Save’
Notes Macros and Pick Lists Together
- When entering a Progress Note, a user can choose to use a Notes Macro. When searching for the appropriate macro, a preview will display showing the template for the macro.
- Once the desired template is selected, the questions set up in the Notes Macro will display, and those questions that included a Pick List will show a dropdown menu to make the selections.
- For those Pick Lists that are set up for multi-select, users can choose more than one option.
- Once complete, select ‘Add Note’.
- After the note has been added, the user can add or remove any information in order to complete the note.
- In the instance of the Progress Notes, more than one Notes Macros can be used in a single note.