Templates: Chart✓

Chart✓ allows users to set deadlines and track the completion of patient forms to ensure the facility remains compliant at all times. This article provides information creating Chart✓ lists for your programs and locations. 

For information on how to enable Chart✓, click here. For instructions on managing upcoming and past due documentation with Chart✓, click here. 

Create Chart✓ Templates

Super Admins or users with the Manage Templates, Manage Templates - Consents and Evaluations, or Manage Templates  - Chart✓ features can create, edit, and delete Chart✓ templates. These templates allow you to select a set of forms and identify when each form needs to be completed based on hours, days, and conditions (e.g., 4 days after admission).

To create a new template:

1. Navigate to Templates and open the Chart✓ tab.
2. Click New Chart✓ List.
3. Name the list, select a Location (for users in a master instance), and select a Program.
1. Note: You can have only one active List per program and location. If you need to use the same list for multiple programs and/or in multiple locations, use Copy option once the list is created.
4. Click Create Chart Check List. 
5. Use the Consents and Evaluations sections to choose the forms you'd like to set a deadline for in this program. The evaluations and consent forms listed here will vary depending on the consent and evaluation templates created by your organization.
1. Important: Forms that do not require signatures cannot be added to the Chart✓ list. If you attempt to add a form without signatures, you'll receive the following error messages.
6. Once a form is selected, it's automatically added to the Chart✓ Items column.
7. For each form, set individual rules for Patient, Staff, and Reviewer signatures for when the form should be completed in the following format: [x] Days [x] Hours After [Event]. The rules set here will tell the system that the event on the left is due the number of hours or minutes after the event chosen in the After drop-down occurs. 
   • The Event rules are specific to the signature type (e.g., patient options differ from staff). Let's review:

     • The following are all options available for patient-related events. 

       • Admission Date: The patient's signature is required within the number of days/hours entered after the admission date.
       • Discharge Date: The patient's signature is required within the number of days/hours entered after the discharge date.
       • Transfer in UR LOC: The patient's signature is required within the number of days/hours entered after the patient is transferred to the selected UR LOC. Choose the LOC option from the Transfer to Care Level drop-down.
       • Transfer in Clinical LOC: The patient's signature is required within the number of days/hours entered after the patient is transferred to the selected Clinical LOC. Choose the LOC option from the Transfer to Care Level drop-down.
       • Form Created: The patient's signature is required within the number of days/hours entered after a specific form is created. Choose the form from the Form drop-down.
       • Form Completed: The patient's signature is required within the number of days/hours entered after a specific form is completed. Choose the form from the Form drop-down.
       • Staff Signature: The patient's signature is required within the number of days/hours entered after the staff signature. 

     • The following are all options available for staff-related events. 

       • Patient Signature: A staff member's signature is required within the number of days/hours entered after the patient's signature.
       • Admission Date: A staff member's signature is required within the number of days/hours entered after the patient's admission date.
       • Discharge Date: A staff member's signature is required within the number of days/hours entered after the patient's discharge date.
       • Transfer in UR LOC: A staff member's signature is required within the number of days/hours entered after the patient is transferred to the selected UR LOC. Choose the LOC option from the Transfer to Care Level drop-down.
       • Transfer in Clinical LOC: A staff member's signature is required within the number of days/hours entered after the patient is transferred to the selected Clinical LOC. Choose the LOC option from the Transfer to Care drop-down.
       • Form Created: A staff member's signature is required within the number of days/hours entered after the specified form is created. Choose the form from the Form drop-down. 
       • Form Completed: A staff member's signature is required on the current item within the number of days/hours entered after another form/evaluation is completed. Choose the other form from the drop-down.
       • Guardian Signature: A staff member's signature is required within the number of days/hours entered after the patient's guardian has signed the form.
       • Guarantor Signature: A staff member's signature is required within the number of days/hours entered after the patient's guarantor has signed the form.

     • The following are all options available for reviewer-related events. 

       • Staff Signature: A reviewer's signature is required within the number of days/hours entered after a staff member has signed.
8. Use the Update button to save form rules. This is important if you need to add additional forms to the list.
9. Use the Not Repeating link to automatically include recurring documentation requirements.
10. From the Recurrence Pattern pop-up, schedule the form to repeat at a set interval, on specified days, for a specified number of repetitions until discharge or even after discharge. This feature is great for scheduling weekly progress notes, monthly treatment plan reviews, or alumni follow-up surveys.
    
11. Once all conditions are set, enable the list.
12. The Chart✓ List will be automatically enabled for all newly admitted patients for the indicated Location and Program. 

Edit/Delete Lists

From the Chart✓ tab, you can modify existing lists, enable/disable lists, or copy an existing list to apply the same template to a different location.