This article provides an overview of the Arya EHR Notes Engine. For information on how to create a note in the patient's chart please see the Notes module article.

Getting started with the Notes engine

1. To start with the Notes Engine, navigate to the clinic dropdown menu and select Admin. This will launch the Admin Panel where the Notes Engine is located.

2. Click on the “Notes Engine” tab to open up the Notes engine

Creating a Note Template

1. Once you're on the Notes Engine Page, Click the "New" button located on the left "Templates" panel to create a new note template.

2. Add a title for your template in the "Type title here" field.

3. Select the clinic(s) that you would like to add the note template to by clicking on the "Select Clinics" field.

4. Choose whether to make your template Private or Public.

TIP: If you click on the “Private” button your template will only be visible to you on the Notes page.

5. Click the "Add" button to create your note template.

Private vs Public Templates

If you check off the “Private” checkbox when creating a new template, it will be marked as private and will only be visible to you on the patient's Notes page. Your colleagues will not be able to see it.

If a note template is not marked as “Private” on the Notes Engine, the template is considered “Public” and will appear on the Notes page for all users of the clinic to use.

📖 NOTE: Making a note template “Public” does not mean it will appear for all users in the Notes Engine. Each user may only see and edit templates that they have created in their Notes Engine. You can filter your note templates by “All Templates”, “Private Templates” and “Public Templates" by clicking on the Templates drop down arrow.

Editing a Note Template

1. Selecting a Header

Start editing your note template by selecting a header for your template. You can either upload a custom header or elect to use the default Arya header.

TIP: Uploaded headers should measure 900 x 100px for the best display results. Supported file formats are PNG, JPG, and JPEG.

📖 Note: The default information block under the header will appear on all of your templates. It pulls important information such as the name of the note, date, and patient information into every note. The information block will appear on the print view of each note, but will not appear when you're editing your note on the Notes page.

To add content to your note template, you can type directly into the template or may choose to insert content from the “Placeholders” panel on the righthand side of the screen. To choose the "Placeholders" click the area immediately under the divider line on the right.

📖 NOTE: Placeholders will automatically pull up the information from the patient's profile.

Placeholders can be identified by their square brackets- such as "[First Name]"- and represent data related to patient demographics, patient data, patient profile, medical history, provider information, and more. Any placeholders added to your template will dynamically update with the relevant patient and provider information each time you create a new note from the Notes page.

Different types of Placeholders on the Notes Engine are:

  1. Patient Demographics

  2. Patient Data

  3. Provider Information

  4. Other

  1. Patient Demographics:

    The Placeholders under patient demographics include- Patient's name, Patient's Health card number, Patient's Date of Birth, Age, Gender, Patient's Contact details such as Cell phone number, Home phone number, email and Patient address.

    You can choose the placeholder according to the information you want to have on your Note template. The information in the placeholder is automatically pulled from Patient Profile-->>Demographics.

    📖 NOTE: All placeholders are under square brackets- "[ ]".

2. Patient Data:

The Placeholders under the Patient Data include- Referring physician name, Family physician name, Patient's Full profile, Patient's Medical history, Medication history, Allergies, Social History, Family history and all the Vitals.

The information in the placeholder is automatically pulled from Patient Profile and Patient Profile-->>Demographics.

3. Provider Information:

The Placeholders under the Provider Information include- Provider name, Billing number, Clinic name, Provider specialty, Provider complete address, Provider phone and fax number and signature.

The information in the placeholder is automatically pulled from the Arya EHR account that you are using.

4. Other:

This features the complex placeholders- Single selection placeholders, Multiple selection placeholders, the Date placeholders and the Free text placeholders.

Adding Complex Placeholders

The Notes Engine features four complex placeholders:

  1. The Single Selection Placeholder: Displays a list of options for you to choose from when filling out your note on the Notes page. You may only choose one option.

  2. The Multiple Selection Placeholder: Similar to Single Selection, but you may choose multiple options when filling out your note on the Notes page. Once you have selected all of the options, click the checkmark that displays.

  3. The Date Placeholder: Displays a blank field in your note from which you can select a date from the calendar.

  4. The Free Text Placeholder: Acts as a "bookmark" of sorts that signifies an area where you will need to add content when filling out your note.

📖 NOTE: All complex Placeholders are required to be completed or removed from your note before you are able to sign, send or print it.

The Single Selection Placeholder

At default, the Single Selection placeholder will appear in your template as "[Single: Option1 / Option2 / ...]".

You can edit the placeholder by replacing the default "Option1" and "Option2" with choices relevant to your note, and add new items by separating them with a slash (/).

The Multiple Selection Placeholder

The Multiple Selection placeholder works similarly to the Single Selection placeholder. You can edit the placeholder by replacing the default "Option1" and "Option2" with choices relevant to your note, and add new items by separating them with a slash (/).

The Free Text Placeholder

The Free Text placeholders appear in square brackets as other placeholders in the Notes Engine do. However, when you create a new note from the Notes page, free text areas will have a slightly green background.

TIP: If you have multiple “Free Text” placeholders in your note template you can Tab through them when you fill out your note on the Notes page.

How to add Placeholders to the Notes template:

On the right side of the screen-->>under the Placeholder section-->> single click the placeholder that you wish to add to your template. That placeholder will appear on the Note template where your cursor is.

How to delete Placeholders from the Notes template:

If you have added any placeholder by mistake or wish to delete any information, then click on the template on the middle of the screen--> drag your cursor/mouse on that placeholder that you wish to delete and click Delete button from your desktop.

That placeholder will get deleted from that Note template.

Saving, Publishing and Deleting a Note Template

To save your changes to a note template click on the “Save as Draft” button.

If you're done creating your note template and are ready to publish it for use in your clinic, click on the “Publish” button.

If you no longer want a note template, click on the "Delete" button. Your template will be removed from the Notes Engine and will no longer be listed as an option on the Notes page. Any existing notes in a patient's chart that were made using the deleted template will still be accessible.

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