Document Templates

You can pre-create document templates to make creating document easier and more standardized. You can build a document template by hand, or describe the document you want and have AI generate a draft for you to review, refine, and publish. Here are the following types of questions that you can ask in the document:

You can find the definitions of each of the question types here.

• Multiple Choice
• Dropdown
• Short Answer
• Grid
• Table
• Number
• Paragraph
• Date
• Time
• Picture
• File
• Statement
• Consent
• SSN
• Address
• Allergy
• Medication
• Condition
• Vitals
• PDF Upload
• Editor
• ICD Codes
• CPT Codes

Steps

Step 1: Create a document template (EMR)

You can create a document template with AI or by hand.

Option A: Generate a document template with AI

Note: "Generate with AI" is only available on the Pro and Enterprise tiers.

To generate a document template with AI:

• Go to the EMR (e.g. emr.avonhealth.com)

• Click on the hamburger menu on the top left corner > Settings > Document Templates

• Click "Generate with AI". This button appears once your organization has at least one document template; if you don't have any yet, create one by hand first (see Option B).

• The "Generate a document template with AI" modal will pop up. In Describe the document template you want, describe the document, its sections, and the questions each section should contain. The more specific you are, the closer the draft will be to what you want. For example:

  Create a care coordination document with three sections. "Referral Details": referral date (date), referring provider (short answer), reason for referral (paragraph), and urgency (multiple choice: Routine, Urgent, Emergent). "Clinical Summary": active conditions, current medications, and allergies. "Plan": ICD codes, next steps (paragraph), and follow-up date (date). Only show "Clinical Summary" if urgency is Urgent or Emergent.

• Click "Generate document template". The AI creates a new document template with a name, description, sections, and questions, and opens it in the document template builder.

• The generated document template is an editable draft. It isn't visible to organization members or patients until you publish it.

A few things to know about generated document templates:

• Usable by is set to all organization members. To restrict who can complete and assign the document, click the document template details card and update Usable by.
• The AI can add simple show/hide logic to sections and questions based on the answers to multiple choice or dropdown questions. Review any logic it adds, and follow the instructions here to change it.
• If you see "Could not generate a document template from that instruction. Try rephrasing.", reword your description and try again.

Option B: Create a document template by hand

To create a document template by hand:

• Go to the EMR (e.g. emr.avonhealth.com)

• Click on the hamburger menu on the top left corner > Settings > Document Templates

• Click "Create a document template"

• The "Add Document Template" modal will pop up. In it, set:

  • Name: Name of document template
  • Description: Description of document template
  • Usable by: Which organization members can complete this document and assign it to patients. By default, documents can be completed and assigned to a patient by any organization member. However, documents can be restricted to be only completed and assigned to patients by certain medical centers, specializations, peer groups, and/or individuals. This is useful if, for example, certain documents are only relevant for PCPs to complete vs. other documents are only relevant for nurses to complete.

• Click "Create Document Template"

• Click "Add section" to add a section to the document template

• Click "Add question" to add a question to the document template

• Select the type of question you want to ask.

• For each question, set:

  • Required: Whether a response to this question is required
  • Show on Summary Card: Whether this question and its' response should show up on the summary card when a user is scanning a patient's chart
  • Add to Patient Chart: (Only applicable to some question types) Whether to sync the response from this question to the patient panel that's located on the left-hand side in the patient's chart.
  • Title: Title of the question where it says "type your title here"
  • All other parameters are specific per question type

• Click on any document template details, section, or question card to edit it. Press the Delete button with the red outline to delete an entire section of a document template and the trash can icon to delete a question in the document template.

• To print PDFs of this document template on your organization's letterhead, click the document template details card and check "Use company letterhead when generating document PDFs" under "Letterhead". A letterhead must be uploaded first. Follow the instructions here to upload one.

• Drag a section or question card when it's in view mode to reorder it.

Step 2: Refine the document template with AI (EMR)

Note: "Refine with AI" is only available on the Pro and Enterprise tiers.

Whether you generated the document template with AI or built it by hand, you can describe changes in plain language and have AI apply them:

• Open the document template in the document template builder

• Click "Refine with AI" at the top of the builder

• The "Refine this document template with AI" modal will pop up. In Describe the changes you want, list the changes. For example:

  Add a section for insurance details, make the referral date question required, and remove the SSN question.

• Click "Apply changes". The changes are applied to the draft, and the builder reloads with the updated document template.

• Review the changes. You can keep editing by hand, or click "Refine with AI" again to make more changes.

Step 3: Embed in logic (EMR)

You can embed in logic into the sections and questions in the document templates. Follow the instructions here to embed logic.

Step 4: Publish the document template (EMR)

Press "Publish" to publish all of the changes and make them visible to organization members and patients. This includes document templates generated or refined with AI — review the draft before you publish it.

Step 5: Create smart phrases (EMR)

You can use smart phrases in documents. Follow the instructions here to set up smart phrases.