Create and Edit Folders and Templates
In this video, you will learn how to create a new folder and a new template. After logging in, navigate to either the "My Templates" page or "Empty Note." At the top left, below the search field, select "Add." Here, you can choose to add either a new folder or a new template.
If you select "New Folder," a folder named "New Folder" will be added under the "My Templates" section. By hovering over the folder and clicking on the three dots, you can access the folder options. These include renaming, sharing, or deleting the folder. Please note that deleting a folder containing templates will also delete all templates within it. You can rename the folder to a more suitable name, such as "General Practice" for example.
If you want to create a new template, select "New Template," and an editing window will open. Assign the template a name and, if needed, add a subtitle to distinguish it from other templates with similar titles. Then, choose the folder where the template should be stored, and add tags to make it easier to locate during searches.
When writing the template and adding annotations, media, or documents, the template is automatically saved every second. Once you have finished creating the template, simply navigate back, and it will be saved in the selected folder. If you decide not to keep the template, you can click the delete button at the top to remove it.
By hovering over each template and clicking on the three dots in the left sidebar of the overview, a menu will appear with options to edit, move, delete, or share the template. These features will be detailed in a separate video.
Interactive Clickable Fields
This video demonstrates how to create a template with interactive clickable fields. After setting the title, folder, and tags as shown earlier, you can start writing the template. You have the option to include regular text or insert various interactive clickable fields.
All interactive clickable fields are inserted by placing the cursor where you want the field and clicking the corresponding icon above the template area. Most fields can also be moved by selecting, copying, and pasting them to another location.
The first element on the menu bar is a note, designed for saving notes or frequently used information. Once a note is inserted, you can click on the icon to open a box with tabs. Under each tab, you can either upload a file or write additional notes.
The other elements/fields are more standardized. For example, you can insert a checkbox, allowing text that can be selected or deselected. A text field accepts both text and numeric inputs, whereas a number field only accepts numeric input, which can be useful for logic-based functions.
Single choice and multiple choice options allow you to select one or more choices from a list. In the case of multiple choice, you can also specify whether the selected options should be marked as positive or negative.
The show/hide function on the menu bar acts as a toggle, allowing you to open and close sections. This is particularly useful if you have multiple plans within a template, as it helps save space and organize the content more effectively.
It’s a good idea to set up your template so that it’s ready for use. For example, you can pre-link certain elements to the template by default, eliminating the need to add them manually each time.
This is a general overview of the elements. For more detailed information on each field/element and how to link logic to them, instructional videos are available.
Sharing Options & User Rights
This video demonstrates how to share folders and templates with colleagues or other users. The process is the same for both single templates and folders. By using the ellipsis menu next to either a template or folder, you can select the sharing options. A link is then generated that can be copied and sent to the desired recipient.
When the recipient opens the link, the template or folder is automatically added to their library of templates under 'Subscription Templates.' After someone has added the template or folder, the owner can see who has access by accessing the sharing options again.
By default, one can only read and copy templates using the sent link, but the owner of the template or folder can change these permissions from reader to admin. Admins have additional rights, such as creating, deleting, or editing templates. Furthermore, admins can revoke access to the template by clicking on the trash bin icon.
The sharing function is particularly useful in environments where hospital doctors or clinic owners serve as admins, and their staff or colleagues use templates that are managed and updated by the doctors. It is also beneficial for students sharing templates for use in the clinic or for shared notes and annotations. Regardless of the use case, sharing templates saves time and facilitates collaboration among users.
DoctioAssist - a shortcut feature
DoctioAssist is a shortcut feature that enables quick and easy insertion of templates from Doctio into a clinical note. You can activate this function either from a selected template in the template overview or from a empty clinical note. There is no limit to the number of templates you can insert, allowing for the combination of various templates or short text snippets — such as objective examinations, treatment plans, or patient information — into a complete clinical note. For this reason, it's practical to maintain a folder with templates for these components.
DoctioAssist is activated by typing a period ("."), followed by the name of the desired template. The function searches for the template name as well as associated tags across the entire library, including the user’s own templates, shared templates, and Doctio’s templates.
DoctioAssist can be demonstrated using a template for chest pain. When you are in an empty clinical note, type "." followed by "chest pain" without any spaces. A list of relevant templates will appear. By navigating to "chest pain" and selecting the desired template, it will be inserted into the clinical note, ready for you to fill out.
Additionally, you can easily add other templates or text snippets into the clinical note using DoctioAssist. By typing ".stp" and selecting "stethoscopy pulmones," a template for lung stethoscopy is inserted. DoctioAssist makes it simple to quickly insert entire templates or combine several small templates into a complete clinical note.
Annotations, Media & Documents
In the "Annotation" tab, you can add important clinical information, personal notes, and insert links to resources like medical handbooks or national, regional, and local instructions. This functionality is similar to the "Notes" clickable element that was covered in a previous video.
In the "Media" tab, you can add videos from platforms like YouTube or upload images directly. To include a video, click "Add Video" and paste the YouTube link. You can also provide a title and add notes in the respective fields. Uploading images follows a similar process: click "Choose File" to select an image from your computer, then add a title and optional notes. Images can be particularly useful for identifying skin conditions, visualizing treatment flowcharts, or serving as explanatory aids for doctors or patients. Videos are ideal for quickly reviewing clinical examinations or procedures.
Finally, the "Documents" tab allows you to upload files, such as Word documents or PDFs. These documents might include forms for patients to fill out (e.g., MDS forms for depression) or informational materials such as information on pregnancy, newly diagnosed chronic conditions, treatment plans, medications, and more.
Logic as a Clinical Support Tool
The logic functions act as automated decision-makers. Almost all interactive clickable fields/elements can be linked to a logic. When triggered, the field or box changes color to yellow, indicating that the logic has been activated.
We begin by exploring the logic for checkboxes, demonstrating how they can be activated based on values in an associated number field. We will then review various approaches for other fields/elements, such as text fields, number fields, and single or multiple selection fields.
In each demonstration, you will be guided through the process of adding logics to various fields by defining conditions and actions. Emphasis is placed on the importance of naming fields correctly to maintain a clear and manageable structure.
Additionally, the show/hide field is explored, demonstrating how a rule can be applied to determine when the field should be displayed. Other interactive clickable fields/elements can also be embedded within the show/hide field and linked to logic.
