Templates Management

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Templates Management

• LCDR W.P. McCullough, MD, MBA, FAAP
• BUMED, Clinical Practice

2
Template Management Agenda

• Current Functionality
• Strategies for Local Management
• Strategies for Sharing Templates among Commands
• Future Capabilities

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Templates

• Encounter Templates
• Note Templates
• S/O templates (MEDCIN templates)
• AIM (alternate input method) FORMS
• Beware emissions and coding generated by
  templates and AIM Form.
• Associated Elements
• Diagnoses
• Other Therapies
• Procedures
• Order Sets
• There are 2 types of templates, ENCOUNTER
  TEMPLATES and s/o templates.

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Templates Current Functionality

• DEMO
• Searching
• Adding to Favorites
• Saving
• Creating
• From scratch
• Order sets
• Template building
• Default Encounter Template (must be personal
  encounter template)
• Organizing Sub-Folders
• Sharing
• Naming Convention
• AIM form linking

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Templates

• Template Selection to select from a folder
• Vs.
• Search/Browse
• Limit your search
• Owner Type other than ltany owner typegt
• VERY SPECIFIC Template Name
• Specialty
• Tools/Template Management
• Encounter Template search (can search for S/O
  templates but not view them here)
• S/O/Template Management
• Can only search for S/O templates or AIM Forms
• Can not search for Encounter Templates

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Templates

• Add to Favorites
• Tools/Template Management/Search
• Creates a pointer to the template
• When template is updated you will point to update
• Save/Save As
• No pointer no revisions (exception is S/O part)
• Adds to clutter on CDR
• Save in Personal Folder will allow setting as
  default
• Must save Enterprise Templates locally to
  associate order sets

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Templates

• Creating
• From scratch
• Tools/Template Management/New -gt add elements
• Order sets
• S/O templates
• AIM Forms

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Setting Default Encounter Template

• Setting Default Encounter Template
• Must be saved in personal folder
• Tools/Template Management/Search/Browse -gt right
  click on a personal template -gt
  select Default Encounter Template

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Creating Sub-folders

• Tools/Template Management/Template Selections
• push the Folders button
• select a folder
• push the New button
• enter the sub-folder name
• push the OK button

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Folder Management

• Organize with Sub-folders.
• Communicate with those who use the folder.
• Dont forget to take out the trash!
• Minimize duplication.

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Local Template Management

• Template Management
• Enterprise level management
• MFT Template Manager
• Clinic Template Manager
• Personal Template Manager
• No one should save templates to a folder except
  for the folder manager.
• No one should share templates except MTF, Clinic
  and Enterprise folder managers.

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Sharing Templates Among Commands

• Successful Clinics utilization report
• Export -gt E-mail -gt Import
• Coordination
• No searching
• Search based on Name
• Exact name vs. specialty -- command

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Navy Template Naming Convention

• DESCRIPTION--SPECIALTY--MTF--INITIALS--DATE
• Capitalized, double dashes without spaces.
• Description limited to 10 characters and may
  include spaces.
• Specialty limited to 4 characters
• MTF
• NHL Naval Hospital Lemoore
• NMCSD Naval Medical Center San Diego
• NHCL Naval Hospital Camp Lejeune
• (NAV Navy Enterprise level templates)
• Initials 2 or 3 characters
• Date in format 020405 (04 February 2005)

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Navy Template Naming Convention

• Specialties

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Template Management Phase 2

• Template Management Phase 2
• Build 840 scheduled for JAN 06
• Clutter reduction features
• Unified Template Management
• New Features
• Failover Mode

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Template Management Phase 2

• Clutter Reduction
• Provides new data fields for templates that will
  record
• Date Created
• Last used date
• of times loaded
• Enables template managers to better know what can
  safely be deleted (templates that are not being
  used)
• New administrative utility that enables deletion
  of templates for inactive users (gt1 year).
  Unless linked to another users template or saved
  as a favorite for another user

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Usage data in the Status Bar
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Usage data in a tool tip
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Template Management Phase 2

• Unified Template Management
• All template management is done in one place
• In effect, there are only encounter templates
  (along with imported AIM Forms) that have
  whatever components desired
• A template, now can have any or all of the
  following components
• SO components (list or AIM Form)
• HPI, PMH, PE, ROS, Tests
• AP components
• Diagnoses, Procedures, Lab/Rad/Med orders, and
  Other therapies
• But, the module looks and behaves like the
  current SO template management (with important
  exceptions)

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New Template Management Module
AP components now included together with SO
component in Preview
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Folder Hierarchy
Personal, Clinic, MTF, Enterprise folders (and
subfolders)
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New Template Management Module- Edit Mode
AP components now available
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Adding SO Terms same as current SO TM
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AP terms added more like they are in AP
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Other Therapies
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Adding an Order
Orders now directly added to templates/order sets
(without a patient loaded)
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Order details in Template Preview
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Template Linking with Inheritance

• Templates can be explicitly linked together to
  create inheritance
• E.g. an MTF template (with local orders) can have
  an Enterprise template linked in so that any
  changes to the enterprise template are
  automatically inherited by the MTF template

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Linking in Templates
Select a template and click Link
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The link is established
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Contents of Linked templates displayed as well
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My Stand-alone Order Set

• A Template can be designated by a user as a
  Stand-alone order set
• Provides quick access in the AP Order sets tab to
  commonly used sets of orders (regardless of
  template loaded)

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My Standalone Order Sets in TM module
Right-click to set/remove from My Standalone
Order Sets folder
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My Stand-alone Order Sets showing in AP/Order
Sets tab
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Multi-select
Right click menu options can be applied to
multiple templates selected using standard
windows multi-select keyboard controls.
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Fail Over Mode

• Templates (including Enterprise Templates) will
  be available in Failover Mode
• Favorites (in TM module and Template drop-down
  list)
• Enterprise, MTF (that facility only), clinic
• The Template Management Module itself will be
  available in a limited manner
• User can Search for and Load templates,
• but cannot Create, Edit, or Import them.

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Template Management Phase 2 Functional Summary

• The whole concept of templates and their
  management is simplified
• Just one type
• Learnability Training vastly simplified
• Best of both SO and Encounter templates
• Explicit template linking
• Changes in one place can propagate to multiple
  templates
• Adding orders is vastly improved
• Multiple steps eliminated from the workflow
• No accidental orders sent on patients when adding
  orders to templates
• Stand-alone Order Sets accomplished improved
  functionality
• Clutter reduction mechanisms completed