Creating a New Template/Editing an Existing Template

Create a template to define how you want your order set or plan of care to look. Users with appropriate permission can create a new template from scratch or modify an existing template.

Administrators can view and navigate all screens in the Environment Manager. The screens that non-administrator users are able to view and navigate depend on assigned permissions.

To create a new template, complete the following steps:

1. From the Print Template tab, either click the New link to open the New Template window, or select an existing template and click Edit to open the Edit Template window.

   If you select the New button, you are prompted to specify whether the document type is an order set or plant of care.

   Once the print template has been saved, the user may not change the document type setting.

   If you select an existing template, fields in the Edit Template window are populated with the current settings for that template. Edit the fields as necessary.

2. In the Template Name text box, type a new name or edit the existing name.
3. In the Description text box, type a new description or edit the existing description.
4. In the Template Settings area, select the Header and Footer for the order set. You can use existing Headers and Footers, copy (and subsequently edit) an existing header or footer, edit existing Headers and Footers, or create new Headers and Footers.
   • Select an existing Header or Footer from the appropriate drop-down list. Click Edit or Copy next to the Header or Footer you wish to revise or copy.
   • Click New next to the Header or Footer drop-down list to create a new Header or Footer.
     Create/edit the header or footer in the Header or Footer HTML Editor and click Save. The Header or Footer HTML Editor provides functionality similar to Microsoft Office Word, enabling you to create or edit the Header and Footer as desired. You can control the fonts and font formatting, add images or tables, etc. Users can include graphic elements, logos, space allowance for bar codes, signatures, tables, and other relevant information. When you create a new Header or Footer, a ruler (in inches) appears as part of the menu. Because the size of the ruler is affected by your margin settings, it is recommended that you complete your page setup prior to creating your header and footer.

     You can designate whether you want certain components (such as images, textboxes, or text) of the header or footer to appear on the first page, last page, middle pages, or all pages of your order set or plan of care. See Page Assignments for Header or Footer Components for more information.

     You can add special textboxes in the header or footer for use in interactive PDF forms at the point of care. For these special textboxes, information only needs to be entered once at the point of care and the information will print on the pages you designate. To create these textboxes, insert a text box by clicking the Textbox icon () in the HTML editor, select Special Field, and then designate whether printing should be allowed at the point of care if the field contains no data (Optional or Mandatory).

If you create a mandatory textbox and no data is entered at the point of care, the clinician will not be able to print the document. Instead, an alert will appear prompting the clinician to enter data. If you create an optional textbox and no data is entered at the point of care, the textbox will be replaced with a blank line as a placeholder.

• To change the color associated with mandatory and optional textboxes, click the Configure Special Field Colors icon () in the HTML editor. It is recommended that you decide upon your colors prior to building interactive PDFs with this feature for the following reasons:
  • Changing the colors for the mandatory and optional special fields will change those colors for your entire AuthorSpace environment, not just for that particular header, footer, order set, or plan of care.
  • If you create several order sets or plans of care using a certain color palette, release those order sets or plans of care, and then change the colors, you will need to reeducate your clinicians regarding the new colors associated with mandatory and optional fields.
  • If you previously created interactive PDFs and subsequently change the colors in the control panel, in order to have the new colors appear in the PDFs you will need to upload those PDFs and on every page edit each textbox associated with a special field.
  New headers and footers are added to the Header and Footer drop-down lists for other users in the client workspace to access.

  To delete a Header or Footer, make a selection from the drop-down list and click the Delete link. If the Header or Footer you wish to delete is used in another print template, the Header or Footer cannot be deleted. A message will appear indicating this information.
5. In the Column Layout area, select whether you want the order set to appear in one column or two.
6. In the Evidence Links area, select whether you want to show or hide the evidence links in the template. If you show evidence links, the evidence link will appear at the far right of the line item and will be clickable in order sets or plans of care saved as PDF. With horizontal wrapping enabled and two-column layout selected, the evidence link is displayed at the end of the line of associated text.
7. In the Checkboxes area, select whether check boxes are Active (clickable) or Inactive (not clickable). If you select Active, order items will appear with functional check boxes so that clinicians can select or deselect these check boxes in the PDF file online.
8. In the Performance Measures (Blue Ribbons) area, select whether to show or hide blue ribbon icons in the template. If you show Performance Measures, the Performance Measures icon will appear to the right of the line item in similar fashion as in the AuthorSpace Editor.
9. In the Page Settings area, click the Configure Page Setup link to define the page setup to ensure consistency in creating headers and footers that are appropriately sized for your content.
10. (plan of care template only) In the Page Orientation area, select Portrait or Landscape for plans of care. For order sets, Landscape is not an option.
11. In the Font and Style Settings area, determine font settings for the following labels for order sets or plans of care, as appropriate.

    Order Set labels:

    Top Section

    Subsections

    Order Item

    Order Item Detail

    Reminder

    Plan of Care labels:

    Top Section

    Subsections

    Problem

    Goal

    Outcome

    Activity

    Activity Detail

    Reminder

    Select the label from the drop-down list to display additional fields where you specify font name, font size, font color, bold, italic, underline, and overline. A Preview area displays what the selected label will look like with your settings applied.

12. (plan of care template only) For a plan of care template, select whether you want the activity details to be displayed. If you choose to show activity details, you will have the option to wrap item details horizontally in the Other Layout Settings area at the bottom of the template.
13. (plan of care template only) For a plan of care template, select whether you want to display the plan of care in Note View. In Note View, the plan of care content is displayed in landscape orientation in two columns. The content is displayed on the left side of the page, and blank spaces for notes appear on the right side of the page. Notes can be added in the HTML Editor, or interdisciplinary team members may add additional handwritten documentation after printing the plan of care. If you select this option, options for Column Layout, Activity Details, and Page Orientation are grayed out and cannot be selected.
14. (order set templates only) In the Medication Order Item Settings area, specify settings for dose and preview your selections in the Preview area:
    • Compress by Dose: Select this check box to condense multiple similar entries to a single entry. For drugs with multiple sentences where all text is the same except the dose, the paper output can be compressed to a single entry. Dose is replaced by a blank line.
    • Compress by Frequency: Select this check box to condense similar entries to a single entry. For drugs with multiple sentences where all text is the same except the frequency, the paper output is compressed to a single entry. Frequency is replaced by a blank line.
    • Compress by Duration: This may be used in combination with the Compress by Dose feature. It removes the duration when compressing drugs to one line. The duration is replaced by a blank line.
    • Display Suggested Doses: This setting is only available if you select Compress by Dose. When you select Display Suggested Doses, the option Display Suggestions As Text will be selected by default. If a medication order has non-numeric text in the dose field, the Display Suggested Doses check box is disabled.
    • Display Suggested Frequencies: This setting is only available if you select Compress by Frequency. When you select Display Suggested Frequencies, the option Display Suggestions As Text will be selected by default.

      You cannot select both the Display Suggested Doses option and the Display Suggested Frequencies option for the same print template. Only one of the options may be selected per print template.

    • Display Suggestions As Text: If you select Compress by Dose or Compress by Frequency, this is the default option. A blank line is displayed followed by suggestions in parentheses.
    • Display Suggestions As Drop Down Textbox: If you select Compress by Dose or Compress by Frequency, select this option to present the choices in a drop-down list.
    • Display Medication Name on Each Line: By default AuthorSpace displays the primary drug name on a line and then displays multiple order sentences below the drug name without re-displaying the drug name. Select this option to add the drug name to the beginning of each order sentence. This option may be used in combination with the Compress by Dose feature.

      When medication order items and details have been created/edited using custom WDFs, the compression options noted above will work as defined only if the custom WDF fields have been mapped correctly to the Zynx medication WDFs. See Modifying a WDF.

    • Substitute Blank Lines for All Doses: This setting can be used alone or in combination with the compression options noted above. This option replaces all doses in the order sentences with a blank line (for fill-in-the blanks) to allow the user to type in the dose amount directly into the PDF.
    • Substitute Textbox for All Blank Lines: This setting can be used alone or in combination with the compression options noted above. This option replaces all blank lines with a text box to allow the user to type additional information directly into the PDF prior to printing.
15. In Other Layout Settings, specify whether you want items and item details wrapped horizontally.
    • Wrap Items Within Section Horizontally: Select this option to wrap items horizontally rather than displaying each item on separate lines.
    • Wrap Item Details Horizontally: For an item with multiple details, this option allows the details to be wrapped beneath the item.
    • Remove Blue Ribbon Icons When Printing: Select this option if you do not wish to include the Blue Ribbon icons in the printed order set or plan of care. The icons will still appear in the saved PDF that the clinician opens at the point of care.
    • Remove Evidence Links When Printing: Select this option (default) if you do not wish to include evidence links in the printed order set or plan of care. Clients who are creating order sets or plans of care that will be posted on an intranet but are not meant to be interactive may want to uncheck the defaulted selection so that the evidence links will still appear.
    • Include “Other Item” in Each Section/Include “Other Item” in Each Subsection: Select this option to add a generic line labeled “Other Item” to the end of all top-level sections or subsections. This allows the clinician to fill in an order that may not be part of the order set.
    • Substitute Textbox for “Other Item”: This setting can be used in combination with the Include “Other Item” in Each Section or Subsection option. This option will place a text box after the Other item. A clinician can type into the text box at the point of care prior to printing the content.

      If you select the Wrap Items Within Section Horizontally option, items will details will not be wrapped; instead, items with details will be placed after the wrapped block.

16. In the PDF Files Settings Area, select either the Print All Button or Display Print Only Selected Items Button. These buttons appear as print options in the PDF accessed by physicians. Physicians can choose to print either the entire order set or the selected (checked) items of the “completed” order set. Display Print Only Selected Items Button is only available in order set templates with Order Item Checkboxes set to Active.

    The Display Print Only Selected Items Button is not available for plan of care templates.

17. Click Save and Close.
18. If you make changes and then click the Cancel button, a message will appear asking whether you want to lose the changes made to the template. Click Yes or No.

Apply the print template to the order set or plan of care at the time you select it for printing. (See Printing Order Sets and Printing Plans of Care.)

After you apply the template, you can further tweak the layout in an editable window (HTML Editor). Once you are satisfied with the appearance of the content, you can save the order set or plan of care as a PDF file for use by a clinician. Depending on the print template applied, the PDF may be interactive. This means that clinicians can complete the order set or plan of care online by checking items, selecting items from drop-down lists, or typing additional information or orders into text boxes at the point of care prior to printing the content. For orders sets only, clinicians may have the option to print only selected items rather than the entire order set. Or the clinician can print the order set or plan of care at the point of care and manually fill out the content.

If an end-user clinician types into a text box or selects from a drop-down list and then clicks the Print Only Selected Items button, his choices will not appear on the “completed” order set unless the associated check box is checked.

© 2014 Zynx Health Incorporated. All rights reserved. Help published December 2014