Overview:

Clinical templates are important documentation tools that provide improved efficiency, consistency in documentation quality, flexibility in personalization, and often completeness for legal and compliance purposes.

Template Pro is an advanced feature designed to streamline and simplify the creation and customization of templates in Empathia. With Template Pro, users can convert sample notes into structured, usable templates more easily, saving time and enhancing flexibility in documentation.

Key Highlights

- Simplified Note Conversion: Can use a sample note to generate a template automatically 

- AI Assistance for Quick Edits: SMART edit feature while editing the template, no need to worry about how to format the template, just give EMMA your requirements

- Enhanced Customization: Easily add, rename, remove or reorder sections

- Test With Encounter: Test your new template with an encounter right away
- Collaborate with Colleagues: Share your finalized templates to colleagues and friends

Common use cases:

1. To auto-populate standardized information for consistency:
   1. Normal findings/results: For example in the ROS and Physical Exams you can include standard phrasing for normal findings/results
   2. Boilerplates: Include verbatim phrases into your notes that you always want included in a fixed language and place
   3. Frequent tests/treatment/discussion/patient instruction: Include standard/frequent test, treatments, or instructions for certain conditions and diseases, commonly known as the order set/panel
2. To customize note structure and styles
   1. Customize SOAP note sections, titles, order, and more.
3. Turn layman language into medical language. The template will use medically and legally approved language

How it Works:

1. How to create a template?

Step 1: Create a New Template

1. Go to the Template section.
2. Click on "Create New Template" to start.
   
3. Choose your preferred input method:
   • Text: Copy and paste or type your template content (existing template or a sample note).
   • File Upload: Upload a PDF, .txt, or .docx file.

Step 2: Choose Note Type and Save

1. Select the desired Note Type from the dropdown list. (Note: the template will only apply to the same type of note)
   1. SOAP Note: Progress Note, Physical Exam, Follow-Up Note
   2. Consult Letter
   3. After visit summary (Patient Handout)
   4. Supplementary Note (for sick note, medication appealing letter, insurance letter, etc.
2. Click Save or Upload to generate your template.

Step 3: System Conversion and Formatting

The system will automatically convert your content into the template format, with [ ] around directions and instructions, allowing the system to accurately interpret and generate notes based on the prompt.

Pro Tip: To save yourself time, you can upload a completed clinical note - the system will automatically de-identify any identifiable information and convert the note into a template based on the style and structure of your provided example.

Step 4: Review and Edit Sections

You can then review and refine each template section:

• Create or Delete Sections: The system will complete the template with the regular SOAP note sections in addition to your custom sections. You can add new sections or delete sections you don't want in the template editor.
• Reorder Sections: To reorder your sections you can click "reorder sections at the top of the template editor page. You can then drag and drop your sections to where you would like them to customize your layout.

• Edit with AI Assistance: Click on the purple magic wand icon next to each section heading to open an editing window similar to the Smart Edit feature. Here, you can chat with Emma AI to refine your template further. 
  • Example: Start by stating the patients name, age and gender, then document HPI using OPQRST structure.
    
• If you're satisfied with the AI's suggestions, click "Insert"to update your template section with the new version.
  
• Save Changes: Remember to click "Save Changes" at the top to keep all edits. Changes will also be autosaved regularly.

  
  

Step 5: Test with Encounter

One of Template Pro’s standout features is the ability to test templates directly with real encounter notes:

1. Select an encounter from your account by searching in the box on the right.
2. Click on "Test with Encounter" to see how the template functions without needing to switch back and forth between tabs/windows.
3. Make any edits or adjustments as needed.
   

Step 6: [Optional] Set it as default template

If you want to use a template as the default for all your notes going forward, there are 2 ways you can do this:

1. In the template editor: You can check the "Default" checkbox when creating or editing your template
   
   

2. On the Template tab: You can use the toggle next to the template in your list to select it as default
   

Tip: You can select one default template for each note type (i.e. SOAP note, consult letter, AVS, etc.)

General Guidance For Reviewing Templates Content 

There are three types of text in a template:

1. Text in Placeholders “[ ]”: 

The text within the placeholders are instructions for the AI to fill in based on the relevant information from the encounter. Alternative text options are separated by “/”.

Example: “They describe their symptoms as [mild/moderate/severe], localized to the [location if relevant] and radiating to [radiation if relevant], which began [onset].”

If relevant information is not found in the encounter transcript, the clause containing the unfilled placeholder is removed from the output note.

If you don't have specific requirements for the phrasing used in your note, you can also use placeholders as a general instruction for what you want to include in a specific section.

       Example: [Document HPI, including treatment history, current management plan, and any complications or side
       effects]

2. Format/Style Instructions in “()”: Instructions on output format/style are placed in ( ). These instructions are not included in the output note.

Example: “Allergy: [a list of allergens] (multiple allergens are listed on one line with commas “,” as the delimiter between allergens)”

This allows users to give EMMA instructions, providing more control over format/style than the general Format/Style Setting on the web portal.

3. Other Text: If not surrounded by either or ( ), this text is included in the final output note unless the information contradicts the encounter transcript.

This is best suited for disclaimers, boilerplate text, or patient instructions which should always be present in the final output.

How to use templates?

1. Before or during the encounter: Manually select a template on Mobile App or Chrome Extension, Web Browser Recording, or allow AI to select the best template to merge into the current encounter chart for a more personalized and complete notes 
2. Apply to existing note: Open the encounter note.
   1. On the vertical menu bar, click “Apply Templates"
   2. Choose your template from the dropdown list and click "Confirm"
      

3. Below is how you can apply templates after the note has been generated via Phone app. 

Share Templates with Your Colleagues! 

With our sharing feature, you can now easily collaborate with colleagues by sharing your templates directly within Empathia AI. This streamlines teamwork and ensures consistency in your clinic with just a few clicks. 

Firstly, simply click the ellipsis located on the right side of the main "Templates" page. Then click "Share". 

Next, click "+Add User" and input the email of your colleague. Then click "Submit" and your colleague will receive the template in their template section! They will also be notified via email. 

Troubleshooting Guide:

• File Conversion Issues:
  • If your uploaded file doesn’t convert properly, ensure it is in PDF, .txt, or .docx format. If issues persist, contact support@empathia.ai for further assistance.
• Missing [ ] Formatting: 
  • Double-check all instructions and variable fields (like names and dates, symptoms) have [ ] around them to ensure the system can read these details correctly when generating.
• Note Formatting:
  • If you would like specific section of your notes to be generated in Bullet point, you may write "(Bullet point format)" or put "-" in front of each line. 
    • Ex. Medication list: 
      • - [Medication 1]
      • - [Medication 2]

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