Using the Notes Engine

Create powerful note templates using the Notes Engine

Updated over a week ago

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.

📖 NOTE: Keep in mind that users are unable to edit note templates that were created by others.

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.

Select the button below to view our article Using the Notes Engine: Adding Placeholders to read more about adding and editing placeholders within your note templates.

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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