Therabill’s documentation system is completely customizable. We’ll discuss how to create your Custom Note Templates below. Keep in mind that note templates can only be created or edited by the Main Admin user on the account. It is not possible to access the Edit Note Template area from a provider portal.
STEP 1 - Create Your New Template
To create a new note template, you’ll need to first access the “Edit Note Templates” page. You can get to the page from the Calendar Page.
( SCHEDULE → Calendar ).
Above the calendar, click the blue link that says “Manage Note Templates“.
THE EDIT NOTE TEMPLATE FORM
The Edit Note Template page will allow you to view and edit any note templates you’ve previously created, and will allow you to create new Templates as well.
There are 4 Icons at the top right of the Edit Note Templates form:
Share Templates - Allows you to access the Note Template Store.
Re-Order Fields - Allows you to drag/drop fields in your template in the order you would like them displayed
Copy Template to New Template - Allows you to create a new template, based on the note template you are currently editing.
Add Field - Allows you to add a number of different field types into your template.
You can choose the note template you want to edit by selecting it from the drop down menu labeled: "Note Template:" at the top of the form. Therabill comes pre-loaded with two templates: ‘Progress Note’ and ‘Plan of Care’. These are very basic templates designed for you to build off of, and customize as you wish.
To Create the New Template:
Rather than starting a blank template from scratch, Therabill requires users to utilize the “Copy Template to New Template” function. Essentially, you will be using a previous template as the base for your brand new form. Select the template you will be copying from the drop down list.
Click the “Copy Template To New Template” icon.
You will be presented with a number of options pertaining to your new template:
Form Name - This is what will be displayed in your drop down menu to choose the template. This is only seen by you and your therapists.
Display Name - This is what will be printed at the top of the note when printed. This will be seen by anyone that the note is sent to, such as the client or a referring physician.
Form Type - Allows you to choose which type of note template you are creating (I.e. progress note, evaluation, etc..)
Signatures - Allows you to decide which signature images you would like to have displayed on completed/printed notes.
Print Settings - Allows you to determine what information will automatically be printed in the heading of the note.
Click the Save Button when you are done.
You will now see the new template name in the Note Template: drop down menu, indicating your are now editing the new note form.
STEP 2 - Build the Template you want by Adding, Editing, or Deleting Fields.
DELETE OR EDIT FIELDS ON THE TEMPLATE:
Make sure the Note Template you want to edit is selected from the drop down at the upper-left hand side of the "Edit Note Templates" page.
You can delete or edit any fields currently on your template by placing your mouse over the field. When hovering over a field, two icons will display on the right hand side (see image below).
Clicking the Blue Pencil will allow you to edit the current field.
Clicking the Red Garbage Can will allow you to delete the field.
ADD NEW FIELDS ONTO THE TEMPLATE:
Click the “Add Field” icon to select a Field Type to add to the note.
You will be presented with several options as shown in the image to the right, and listed below. For detailed instructions on entering various field types, please see the instructional chart below.
Text Fields → Single Line Text, Narrative / Textarea, Bulleted Text Line List
Options / Checkboxes → Checkboxes, Select / Drop down menu
Miscellaneous→ Test Scores / Array, Fill in the blank, Fixed Text (Instructional)
Goals→ Goal Set / Goal Entry, Goal Progression
Flow Sheet Fields → Series / Vector
You may enter as many fields as you wish in the template. Any new fields you create will be added to the bottom of the note.
You can re-arrange where on the note the field will be located by utilizing the “Re-Order Fields” icon. Clicking the icon will show you the titles of all your note fields. Place them in the order you want by clicking on the desired field, and “dragging” it to the correct place.
The Template will automatically save as you make edits. When you have finished, just click the red “X” in the top right of your screen.
STEP 3 - Document Sessions Using Your New Note Template.
Any templates you create will then be accessible to your providers via the Drop Down menu in the Documentation tab of the Edit Session page.
When you have created multiple note templates for custom documentation, Therabill will list them in the order that you created them in the drop down menu (where the therapist chooses which note template to work on). Changing the order is done through the Edit Note Template page.
At the top of the note template designer, if you have created more than one note template, underneath the drop down menu of note templates you will see a link labeled Edit Names or Remove Templates, click that link.
You will now see a list of all of your note templates. They are listed in the same order that they appear in the drop down menu (where the therapist chooses which note template to work on). You can drag and drop the note templates in the list to put them in the order that you would like them to appear in the drop down menu. Once you have finished, click the Finish button at the bottom of the form.
For more information on how to document, print, and manage your notes please see the following list of articles: Documentation
CREATING DATABASES AND GOAL BANKS
For more information on how to create and edit custom databases and goal banks within Therabill, please see the following article: Custom Databases