Keywords: questionnaire, treatment plan notes, clinical note template, clinical note category, treatment card, TxPlan, clinical notes, ortho treatment plan
Summary
This article walks through linking a Clinical Notes questionnaire to the Treatment Plan Notes section of the treatment card in Cloud 9, including setup, running the questionnaire, and removing the link if needed.
Overview
Cloud 9 allows completed questionnaires to automatically fill out the Treatment Plan Notes section of a patient's treatment card. Once set up, running the questionnaire will push the answers directly into the Treatment Plan Notes area, making clinical notes easy to access and consistent across your team.
There are a few setup steps required before this feature works, but once they are done Cloud 9 handles the rest automatically. The setup is broken into three parts: the Clinical Note Category, the Clinical Note Template, and the Questionnaire and Document. Each part only needs to be set up once regardless of how many questionnaires your practice uses.
Note: If you are not yet familiar with how questionnaires work in Cloud 9, see the Cloud 9: Creating a Questionnaire article before continuing.
Part 1: Set Up the Clinical Note Category
The Clinical Note Category is a one-time setup regardless of how many questionnaires your practice uses.
- Navigate to Edit > Setup > Clinical Note Categories.
- Click the Add icon.
- Set the Description to TxPlan and the Order to 1.
- Click the check box 'Show in Treatment Card.'
- Click Save.
Part 2: Set Up the Questionnaire and Document
Both a Questionnaire and a Document need to be configured before moving to Part 3.
Note: For detailed steps on creating questionnaires see the Cloud 9: Creating a Questionnaire article here.
When setting up the questionnaire, make sure the Type is set to Clinical Notes. The Clinical Note Template in Part 3 connects to this type, so it must be set correctly for the feature to work. The Questionnaire for this example is called UM2020 C9O - NP Exam. A screenshot of the Questionnaire setup is below.
The document contains the merge fields that point to the questions on the questionnaire and controls how the answers appear in the Treatment Plan Notes area of the treatment card. The format of the document is what will appear in the Treatment Plan Notes on the treatment card, so it is worth taking time to set it up the way you want it to look.
For the example used in this article, the document was built with the following sections, each combining a text label with the corresponding merge field from the questionnaire:
- Date of Exam: Text label followed by the merge field for that question.
- Treatment Plan: Text label followed by the merge fields for those questions.
- Patient’s Chief Complaints: Text label followed by the merge field for that question.
- Findings: Text label followed by all relevant merge fields for the answers to those questions.
A screenshot of the full document as it was set up for this example is shown below. It is named UM2020 Tx Plan.
Part 3: Set Up the Clinical Note Template
Once the questionnaire and document are in place, the Clinical Note Template ties them together.
- Navigate to Edit > Setup > Clinical Note Templates.
- Click the Add + icon.
- Enter a Description for the template.
- Set the Category to TxPlan.
- Select the Questionnaire for this template. For the Example the Questionnaire UM2020 C9O - NP Exam is selected.
- Select the Document attached to the questionnaire. For the Example shown in the screenshot, it is UM2020 Tx Plan.
- Set the Order.
- Click Save.
Running the Questionnaire to Populate the Treatment Plan Notes
Once the setup above is complete, you can run the questionnaire from the patient's treatment card to push the answers into the Treatment Plan Notes.
1. Open the patient's treatment card.
Note: Opening the treatment card first is optional. You can also run the questionnaire directly from the patient menu. Most users running a questionnaire to populate the Treatment Plan Notes are already creating a treatment card entry, but this step can be done either way.
2. Click the patient name and select Run Questionnaire.
3. Select the questionnaire that is attached to the Clinical Note Template set up in Part 3.
4. Fill in the answers and click Save in the upper right.
5. A prompt called Overwrite Treatment Plan Notes will appear. Select Overwrite to push the questionnaire answers into the Treatment Plan Notes area.
Important: Clicking Overwrite will remove any existing text in the Treatment Plan Notes window. If you are unsure or still testing, select Cancel to exit without making any changes.
PLEASE NOTE: The document will automatically push to the treatment plan notes without the overwrite prompt if there is nothing in the treatment plan area yet. In the example below, for a brand new test patient with no treatment card entries, filling out the questionnaire automatically pushes the answers to the treatment plan notes. You can then click to edit. It will push there once the questionnaire is filled out unless there is an existing treatment card entry to overwrite.
6. A Letters to Merge popup will appear after saving. You can cancel this unless you want to merge and print a letter or queue a letter for the patient.
Verifying the Clinical Notes Populated
After closing out of the questionnaire, go back to the treatment card and finish filling it out. Once saved, reopen the treatment card and the clinical notes from the questionnaire should now appear in the Treatment Plan Notes area in the lower right of the treatment card.
Removing the Questionnaire from Treatment Plan Notes
Practices change operations, and sometimes while building a new questionnaire or changing workflows you may decide you no longer want the linked questionnaire to push to the Treatment Plan Notes. To remove it, follow the steps below.
Step 1: Navigate to Edit > Setup > Clinical Note Templates and delete the selected template. In this example the template is called TxPlan.
Warning: Deleting the Clinical Note Template means the questionnaire will no longer push to the Treatment Plan Notes. If you restore it later it will not retroactively push. The questionnaire must be run again for any patients who need it going forward. Before deleting, confirm that you no longer want this questionnaire to push to the Treatment Plan Notes for any future patients.
2. Go into Edit > Setup > Questionnaires and change the selected questionnaire, (in this article's example it is called UM2020 C9O - NP Exam), select the tick box and then click Edit.
3. Change the Questionnaire to a different type in the drop down of the upper right to the type Patient and click Save.
Note: You can also choose Case Review but that type is intended for case reviews and will generally not be applicable in this situation.
As always, if you have any further questions, please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.