Notes & Forms Templates

Notes & Forms / Notes & Forms Templates Collecting Multiple Signatures on a Note & Form

If a provider’s signature is required on a Note & Form, only that provider on the appointment the session note is from can sign it in their account. However, a Note & Form can be signed by more than one provider.

To collect multiple signatures on a Note & Form:

  1. In the Note & Form template, click the Form Fields drop-down and select Signature.
  2. In the “Form Signature” pop-up, select Other from the “User Type” drop-down. This signature can be assigned to another provider.
    • The “Do not allow reassignment of signatures” checkbox means that once the signature is assigned to one user, it cannot be reassigned to anyone else.
      • i.e. If this is not checked, the secondary signature can be reassigned to another user.
  3. It is recommended to not make this required because then, the form cannot be saved without that second provider’s signature.
  4. Once the “Other” signature is assigned to a provider, the form will be located in the Files module with a “New” label on the left-hand side until the document is opened. The form can be signed from the Files module.

Notes & Forms / Notes & Forms Templates / Billing / Service Codes How to Remove a Note Template from a Service Code

Note templates can be removed from service codes.

To remove a note template from a service code:

  1. Navigate to the Billing module and select Service Codes
  2. Select a service code
  3. Click the Note Templates tab
  4. Click the trash can  icon to the right of the template
  5. Click Save

Notes & Forms / Notes & Forms Templates Viewing Required Fields in a Note & Form

To view required fields in a Note & Form:

  1. In a Note & Form template, hover over the orange triangle icon underneath the header
  2. The orange triangle icon will state, “This template requires:x”
  3. Those fields need to be filled out in order for the form to save
    • Please note, if a signature is a required field, the signature will lock the form and prevent users from making any other edits. Once a form is locked, it cannot be unlocked.

Notes & Forms / Notes & Forms Templates View Your Notes & Forms Templates

To view your Notes & Forms Templates:

  1. Log in to CentralReach or navigate to the  Dashboard module and select Home
  2. Click My Profile and select the Settings tab
  3. Click Notes & Forms Templates*
  4. To filter templates on your screen:
    • Click All to view all System, Custom, and Beta templates
    • Click System to filter CentralReach templates
    • Click Custom to filter your organization’s templates
    • Click Beta to filter insurance company/payors templates currently being tested by CentralReach
  5. Click the checkbox  on the left-hand side of the templates, to add or remove labels to/from the templates
  6. Click a template to view, edit, or copy it

*To have access to Note & Form template, you must have the permission (Notes Templates > Manage) enabled.

Click here to learn how to create Notes & Forms templates.

Notes & Forms / Notes & Forms Templates Create a Note & Form Template

To create a custom Note & Form Template:

  1. Navigate to the Dashboard module and select Home
  2. Click My Profile and select the Settings tab
  3. Click Notes & Forms Templates*
  4. Click + NEW TEMPLATE on the top right corner
  5. In the left-hand side panel, complete the following fields:
    • Template Title: click the pencil icon next to Untitled Template to configure the new template title. There are two types of titles that can be configured:
      • Create Title: enter a standard and static template title. If selected, this will be the title used for all forms created using this template
      • Create Dynamic Title: create a title that automatically pulls information from CentralReach into the form title, when the template is used. To create a dynamic title:

        • Enter the main title of the form (E.g. Client Session Summary)
        • Select all the dynamic fields to add to the title from the drop-downs:
          • Client : click to select and use client information as part of the form title, based on the client the form is filled out for – first name, last name, full name, client id and/or client creation date (date when the form is filled out). This client information is pulled from the Contacts module.
          • Provider : click to select and use provider information as part of the form title, based on the provider that fills out the form – first name, last name, full name and/or provider Id. This provider information is pulled from the Contacts module.
          • Service : click to select and use the service date of when the service was provided as part of the form title when the form is filled out. This service information is pulled from the appointment in the Scheduling module. Please note, if you are not using the Scheduling module, the information cannot be automatically pulled to the template. If adding service dynamic fields to the title, the template can only be used when converting a client’s appointment to a timesheet.
        • Click Continue
    • Header: customize the template header and complete the Header panel on the right-hand side:
      • Section is Required: check if there is information in the header that must be completed by the user completing the form
      • Add Header to All Pages: check to display the header on all the pages of the form
      • Add a Bottom Border to Header: check to add a border line underneath the header
    • New Section: click to add a new section to the template and complete the Section Name panel on the right-hand side:
      • Section Name: enter the name of the section
      • Section is Required: check to make this a required section when the form is filled out
      • Add a page break after this section: check to format the template so the next section, if any, continues on the next page
    • Configuring a Section: customize the information and the format that will be included in each section of the template using the toolbar menu displayed on the center of the screen, which includes the following options:
      • Client : click to select from drop-down, the client information you want to dynamically include when the form is being filled out for a client. This client information will be pulled directly from the Contacts module.
      • Provider : click to select from the drop-down, the provider information you want to dynamically include in the form, based on the provider filling out the form. The provider information will be pulled directly from the Contacts module.
      • Service : click to select from the drop-down, service information as per the client’s appointment. The service information is pulled from the appointment in the Scheduling module. If used, the template will only be able to be used when converting a client’s appointment to a timesheet.
        • Click here to learn more about the Service drop-down options.
      • Payor : click to select from the drop-down, the payor information you want to dynamically include in the form when the form is filled out for a client. The client payor information will be pulled directly from the Contacts module.
      • Form Fields : click to select from the drop-down, formatting options for the fields that need to be completed when the form is being filled out – checkboxes, text areas, drop-downs, signature field, time, date, etc.
      • Learn : click to select from the drop-down, information to be automatically pulled from the client’s Session and Learning Tree to complete a progress report or a session summary, or to create a template with placeholders for goals and data to be added directly in the form by the user creating it.
      • Table : click to insert tables in the template. Table formatting options will be similar to the functions available in Excel – merge, delete, highlight columns or rows, enter text, etc.
      • Formatting toolbar options: click to format fonts, colors, font size, text alignment, add bullets, add images, etc.
    • Footer: click to add and customize the template footer and complete the Footer panel on the right-hand side:
      • Section is Required: check if there is information in the footer that must be completed by the user completing the form
      • Add a Top Border to Footer: check to add a border line on top of the footer
      • Page Number Location: click the drop-down to select where to place the page number on the form footer
    • Click Template Options:

      • Note Template Labels: select and assign labels to the template created, to easily sort and find the template amongst all of the user’s templates
      • File Labels: select labels to be automatically assigned to forms created using this template, so they are labeled in the Files module once created and saved
    • File Classification: select how to automatically classify the forms created using this template, as per the user’s Document Management categorization
      • Add an expiration: if File Classification is set up, checking this will add an expiration date automatically. This will allow users to complete fields in the form, but not edit them.
        • x days after File creation: enter the number of days in which the file will expire.
      • Make this template a form: checkmark to lockdown the template so that it cannot be modified once completed
      • Copy Template: make a duplicate copy of the template to edit and create another template for your organization
        • Please note, the user must have “Client-admin” access over the owner of the note.
      • Delete Template: delete the template. If deleted, the template cannot be recuperated
      • Close Options: close Template Options 
    • Click Add New Section:
      • Create Header: same as step 2 above. Click to customize the template header
      • Import Existing: import an existing template to be used as a benchmark to be edited and create a new template using sections and information already included in another template
      • New Section: add more sections to the template. When more sections are added, they will be displayed underneath the section title on top of the panel. When clicked, customize the section name and details as defined in step 3 above
      • Create Footer: same as step 4 above. Click to add and customize the template foote
  6. Click Save this Note: to save the template

Please note, to access Notes & Forms Templates, users must have the permission (Notes Templates > Manage) enabled.

Click here to learn about Notes & Forms permissions.

Notes & Forms / Notes & Forms Templates Notes & Forms Templates: Service

The “Service” drop-down in Notes & Forms Templates, allows users to dynamically add information to a note from the client’s appointment. When adding service dynamic fields to a template, users can only create session notes with this template from a timesheet.

To add service information to a Note & Form Template:

  1. When creating the Note & Form Template, click Service and select from the following options:
    • Single Service

      • Code: service code attached to the appointment
      • Code Description: service code description
      • Date: appointment date
      • Start Time: start time of the first service code in the appointment
      • End Time: end time of the first service code in the appointment
      • Duration: end time minus start time of the first service code in the appointment
      • Units: total units of the first service code in the appointment
      • Location: appointment address
    • Multiple Services: if there are several service codes in the appointment, add information about all of the service codes in the note

      • Service Codes & Descriptions: all service codes and service code descriptions included in the appointment
      • Service Codes: only includes all of the service codes in the appointment
      • Service Descriptions: only includes all of the service codes descriptions in the appointment
      • Start Time: start time of the first service code in the appointment
      • End Time: end time of the last service code in the appointment
      • Total Duration: end time of the last service code minus start time of the first service code
      • Total Units: total units of the sum of all service codes

Notes & Forms / Notes & Forms Templates Notes & Forms Templates: Tables

The “Table” drop-down options in the Notes & Forms Templates allows users to add tables to templates to better format the information in the note. 

The “Table” drop-down functions similar to Excel. Users can:

  • Select and edit the quantity of rows and columns in the table .
  • Copy, paste, merge, and split cells
  • Add background colors to cells

Tables added to a template automatically default to 100% width, meaning they will take up the entire width of a page. This is to ensure uniformity of all tables in the note, if multiple tables are utilized in a form.

To add and edit a table in a Note & Form Template:

  1. When creating the Note & Form Template, click Table and select from the following options to format the table:
    • Table: add a table, hover over the grid to define how many columns and rows to add to the table
    • Table Properties: format width, height, cell spacing, cell padding, border, caption, text alignment style, border color and cell background
    • Delete Table: remove the table
    • Cell: format highlighted cells by selecting:
      • Cell Properties: define cell width, height, cell spacing, cell padding, border, caption, text alignment style, border color, and cell background
      • Merge Cells: merge cells highlighted in a table
      • Split Cell: unmerge cells in a table
    • Rows: add a row in a specific location, remove a highlighted row, format rows properties, cut, and copy & paste a row
    • Column: add a column in a specific location, or delete a column

Notes & Forms / Notes & Forms Templates / Billing / Service Codes Link a Note Template to a Service Code

Clinicians can be prompted to complete a specific Note Template when submitting their timesheet for a specific service code, if the template is linked to the service code in the Billing module.

To link a Note Template to a single service code:

  1. Navigate to the Billing module and select Service Codes
  2. Click on the service code being linked to a note template
  3. Click the Note Templates tab
  4. Click the icon on the top right-hand side to add a new template
  5. Enter the template name in “Search templates” 
    • The “Search templates” textbox is outlined in red
  6. Next to the template name, click the drop-down and select:
    • Optional: if it is not mandatory to fill out the note to submit the timesheet
    • Required: if it is mandatory to fill out the note to submit the timesheet
  7. Click Save

To link a Note Template to one or more service codes in bulk:

  1. Navigate to the Billing module and select Service Codes
  2. Click the checkbox on the left-hand side of each service code being linked to a note template
  3. Click Actions at the top of the grid and select Add a notes template to selected
  4. Enter the template name in Search Templates
  5. Next to the template name, click the drop-down and select:
    • Optional: if it is not mandatory to fill out the note to submit the timesheet
    • Required: if it is mandatory to fill out the note to submit the timesheet
  6. Click Add

Notes & Forms / Notes & Forms Templates Create a Template with a Progress Report or a Single List Report

When creating a Note & Form Template, and selecting Progress Report or Single List Report from the “Learn” drop-down, there are a variety of options to customize and format the template to pull data from the client’s learning tree in the form.

To add a Progress Report or Single List Report to a template:

  1. When creating the Note & Form Template, click Learn and select Progress Report or Single List Report
    • If selecting Progress Report, checkmark all of the tiers you are pulling data from and configure a section for each:
      • Long Term Goal
      • Short Term Goal
      • Target
  2. Allow multi-select: checkmark to pull multiple domains (long term goals), programs (short term goals), or targets in the template
  3. Required: checkmark if the data of this section is required to complete the note
  4. Configure each section using the General, Dates, Data, and Graphs to dynamically add information to the note based on the client the note is created for. If you are creating a Progress Report for multiple tiers, configure the section for each tier by clicking the tabs on top of the section
    • General
      • Name: branch name
      • Description: branch description as per the Edit tab in the learning tree
      • Type: specifies if the branch is a long term goal, short term goal, or target
      • Discipline: coded discipline from Goal Details
      • Domain: coded domain from Goal Details
      • Details: pulls the following data from the edit tab in the learning tree
        • Baseline Information: raw data in the client profile
        • Program Goal: additional goal notes
        • Mastery Criteria: criteria data with “Mark as Met” selected
        • Generalization Criteria: criteria with “Mark as Met” selected
      • Function: coded function from Goal Details, if it is a Behavioral Reduction Goal
      • Responsibility: coded responsibility from Goal Details, from Long Term and Short Term goals
      • Assessment: coded assessments from Goal Details Long Term goals
      • Record: coded record from Goal Details Long Term goals
      • Comments: list of all comments typically available for data collection branches or targets
      • Status: goal status from Goal Details – In Progress, On Hold, or Met – and available for all branches, but typically only used for short term goals and targets
    • Dates
      • Date Created: date when the goal was written
      • Date Initiated: Goal Details date when the goal was placed in progress and the first data point occurred
      • Date Met: Goal Details date when the goal was mastered
    • Data
      • Baseline
        • Average Baseline: an average of all data points across all Baseline phases
        • Date of the First Baseline: date of the first Baseline data point collected
        • Date of the Last Baseline: date of the last Baseline data point collected
        • Last Three Days: an average of the last three days of Baseline data collected
      • Intervention
        • Current Intervention: an average of all data points in the current Intervention phase
        • Average Intervention: an average of all data points of all Intervention phases
        • Date of First Intervention: date of the first Intervention data point collected
        • Date of Last Intervention: date of the last Intervention data point collected
        • Last Three Days: an average of the last three days of Intervention data collected
      • Generalization:
        • Current Generalization: an average of all data points in the current Generalization phase
        • Average Generalization: an average of all data points of all Generalization phases
        • Date of First Generalization: date of the first Generalization data point collected
        • Date of Last Generalization: date of the last Generalization data point collected
        • Last Three Days: an average of the last three days of Generalization data collected
      • Maintenance
        • Current Maintenance: an average of all data points in the current Maintenance phase
        • Average Maintenance: an average of all data points of all Maintenance phases
        • Date of First Maintenance: date of the first Maintenance data point collected
        • Date of Last Maintenance: date of the last Maintenance data point collected
        • Last Three Days: an average of the last three days of Maintenance data collected
      • Cumulative
        • Current Percent Complete Text: numeric value of targets mastered, out of all the targets of a goal (E.g. 6 out of 12)
        • Current ‘Out of’ Complete Text: percentage value of targets completed in a goal (E.g. 60%)
      • Phase Changes
        • Total Phase Changes: total number of phase changes
        • Date of Last Phase Change: date of the last phase change
        • Description of Last Phase Change: description of the last phase change
      • Method: data collection type
      • Total Data: the total number of learning opportunities
      • Last Graphed Entry: most recent data point and phase name
    • Graphs
      • Data: select the type of graph to be pulled and displayed in the note
        • Data Graphed
        • Task Analysis Graph
        • Average Daily
        • Average Weekly
        • Average Quarterly
        • Total Daily
        • Total Weekly
        • Total Monthly
        • Total Quarterly
        • Data Graphed with Trendline
      • Cumulative: select the type of cumulative graph to be displayed from the short term and long term goals
        • Cumulative Weekly
        • Cumulative Monthly
        • Cumulative Quarterly
        • Percent Complete Weekly
        • Percent Complete Monthly
        • Percent Complete Quarterly
      • Prompt: select the graphs to be displayed for goals your have prompts on
        • Utilization %
          • Line
          • Bar
          • Pie
          • Donut
      • User Chosen: to allow the user to select the graph to be displayed in the note
      • Combined: for combined data collection graphs
    • Table: inserts tables in the template for formatting. Table options are similar to the functions available in Excel – merge, delete, highlight columns or rows, enter text, etc. Click here to learn more about table options
    • Form Fields: formatting options for the fields that need to be completed when the form is being filled out – checkboxes, text areas, drop-downs, signature field, time, date, etc
  5. Formatting toolbar options: format fonts, colors, font size, text alignment, add bullets, add images, etc

Progress Report

 Single List Report

Notes & Forms / Notes & Forms Templates Create a Template with a Session Summary

When creating a Note & Form Template, and selecting Session Summary from the Learn module, there are a variety of options to customize and format the Session Summary data to be included in the form.

To add a Session Summary to a template:

  1. When creating the Note & Form Template, navigate to the  Learn module and select Session Summary
  2. Configure the section using the General options to dynamically add information to the note based on the client the note is created for:
    • General
      • Session Name: the name of the Session
      • Started By: name of the user who started the Session
      • Started: the date when the Session was started
      • Ended: the date when the Session ended
      • Ended By: name of the user who completed the Session
      • Duration: total Session length
      • Phase Changes: the total number of phase line changes
      • Comments: any comments in the Session
      • Session Items: displays the Session Summary table with the Branch Name, Current Data Point, Current Phase, Phase Change, and Added By
      • Learning Opportunities: learning opportunities information
    • Table: inserts tables in the template for formatting. Table options are similar to the functions available in Excel – merge, delete, highlight columns or rows, enter text, etc. Click here to learn more about table options
  3. Formatting toolbar options: format fonts, colors, font size, text alignment, add bullets, add images, etc.

Notes & Forms / Notes & Forms Templates Create a Template with Activity

When creating a Note & Form Template, and selecting Activity from the Learn drop-down, a placeholder will be added to the template and the user completing the form will be prompted to select the target they want to include information about in the note, from the client’s Session.

Notes & Forms / Notes & Forms Templates Create a Template with Goal Creator

When creating a Note & Form Template, and selecting Goal Creator* from the Learn drop-down, there is a variety of options to customize the goals and data users will need to input in the form when creating a client note.

To create a template using the Goal Creator feature:

  1. When creating the Note & Form Template, click Learn and select Goal Creator
  2. Configure the information that will be dynamically filled out for each goal (client name) and the information the user will be prompted to enter for each goal (goal name, data type, etc):
    • Dynamic Fields
      • Client First Name: client’s first name.
      • Client Full Name: client’s first, middle, and last name.
      • Goal Name: name of the goal.
      • Data Type: drop-down to select data collection type – percent correct, duration, or frequency.
      • Current Score: field to enter the goal current score.
      • Goal Score: enter the score that indicates mastery of the skill.
      • Goal Status: enter the goal status (i.e. in progress, met, discontinued).
      • Note: enter additional notes or comments.
    • Table: inserts tables in the template for formatting. Table options are similar to the functions available in Excel – merge, delete, highlight columns or rows, enter text, etc. Click here to learn more about table options.
    • Form Fields: formatting options for the fields that need to be completed when the form is being filled out – checkboxes, text areas, drop-downs, signature field, time, date, etc.
  3. Formatting toolbar options: format fonts, colors, font size, text alignment, add bullets, add images, etc.

Once the goal creator data collection fields are configured, all of the goals entered in a form will require all of the information set up for the goal to be completed for all goals added to the note.

*Goal Creator is a premium Note & Form feature. To learn more about this feature and turn it on for your organization’s use, please contact your CentralReach Customer Success Lead (CSL).