Support@eResidentCare

Creating and using Note Templates in Version 2.0. The Note Template feature allows facilities to create reusable documentation templates for common notes such as progress notes, shift notes, therapy notes, and behavioral observations.

Templates help staff save time and improve documentation consistency by allowing staff to complete structured fields and generate a formatted note.

Accessing Note Templates

1. From the Main Menu, click Administration
2. Select Note Templates

This screen displays a list of note templates available for your facility. Two templates are included by default: Daily Shift Note and Resident Progress Note. These global templates are provided as examples to help you get started with note templates and cannot be edited.

Creating a New Note Template

1. Go to Administration
2. Click Note Templates
3. Click Create Template

Complete the template fields:

Template Name
Enter the name of the template (example: Resident Progress Note).

Category
 Select the note category the template will be used for.

Template Content
 Enter the structure or text that will appear when the template is used.

You may include instructions or headings to guide staff when completing the note.

Example:

Resident Mood:
Behavior Observed:
Intervention Provided:
Resident Response:
 Follow-Up Plan:

Adding Template Inputs

For each section of the template structure, you can include structured inputs. These inputs create fields where staff enter information when completing the note. The values entered in these fields are used to generate the final note content.

Examples of inputs:

• Resident Mood
• Behavior Observed
• Intervention Provided
• Resident Response
• Follow-Up Plan

Inputs are selected from the Input Library and inserted into the template. If an input you need is not listed in the library, you can manually create a new input and add it to the template.

Using the Input Library

The Input Library stores commonly used fields that can be reused across multiple templates.

Each input contains:

Examples of input types include:

• Text
• Text Area
• Dropdown
• Checkbox
• Date
• Number

Adding a New Input to the Library

If an input does not exist in the library:

1. Click Add Input
2. Enter the following information:

Input Name
 Example: resident_mood

Description
 Example: Resident emotional state during the interaction.

Input Type
 Select the appropriate field type.

Default Value (optional)

3. Click Save

Default Values and the Default Value Builder

When creating an input, there is a field called Default Value. This allows a default value to automatically appear when the input is used in a template.

For example, if you create an input called session_time, you may set the default value to 20 minutes. When staff use the template, the field will automatically display 20 unless the user changes it.

In addition to manually entering a default value, the system also includes a Default Value Builder.

To use the builder:

1. In the Default Value field, click Builder at the bottom of the input creation screen.
2. A list of available options will appear.

These options include:

Current Date

Resident Information Fields, such as:

• Full Name
• First Name
• Middle Name
• Last Name
• Nickname
• Former Name
• Date of Birth
• Room Number
• Gender
• SSN
• Medical Record ID
• County Case Number
• Marital Status
• Religious Preference
• Ethnicity
• Primary Language
• Citizenship
• Living Will
• Special Needs
• Education
• Occupation
• Transferred From
• Referred By
• Military History
• Hobbies
• Special Interests
• Email
• Diet Comment

When one of these fields is selected, the system will automatically populate the input with that resident’s information when the note is created.

For example, if Date of Birth is selected, the resident’s date of birth will automatically appear in the note when staff use the template.

When using the Default Value Builder, users can also add their own text between selected fields.

This allows you to create more descriptive default values that combine resident information with custom wording.

For example, you could combine Full Name and Date of Birth with text in between:

Full Name "who has a birthday" Date of Birth

When the template is used to create a note, the system will automatically populate the field with that resident’s information.

Example:

John Smith who has a birthday 03/12/1950

This feature can be helpful for creating descriptive default values that automatically include resident information without requiring staff to type it manually.

Using the Default Value Builder can save time and help ensure accurate resident information is included in documentation.

Editing a Template

To modify an existing template:

1. Go to Administration
2. Click Note Templates
3. Select the template
4. Click Edit

You can update:

• Template content
• Inputs
• Instructions for staff

Click Save when finished.

Using a Template When Writing Notes

When creating a new note, you can start from a template.

From the Facility Dashboard

1. Go to the Facility Dashboard.
   1. In the Resident List, click Add Note.
   2. Select From Template.

2. The Resident Search screen will open.

   4. Begin typing the resident’s name until the correct resident appears in the list.
   5. Click on the resident’s name.

3. This will open the Template Search screen.

   6. Click Search to display the list of available templates.
   7. Select the template you would like to use.

4. _____________________________________________________________________________________

   Completing a Note from a Template

   After selecting a template, the Create Note from Template screen will open.

   This screen displays the template name along with the prompts and input fields that were defined in the template.

   1. Click inside each input box and enter the required information.
   2. Complete all relevant fields for the note.
   3. When finished, click Generate Note.

5. The system will then open the Create Resident Note entry screen.

   Reviewing and Editing the Generated Note

   On the Create Resident Note screen, you may:

   • Edit the date and time
   • Change the subject
   • Select a different note category if needed

6. The generated note will appear in the note editor. You may review and make any edits using the available editor tools, including modifying any of the text that was generated from the template inputs.

   Saving the Note

   1. After reviewing and making any necessary edits, click Save.

The saved note will then be displayed in the resident’s record.

From the note menu, the user may choose to Lock the Note.

Once a note is locked, it cannot be opened or edited unless the user has edit permissions.

Saving Notes

Once the note is completed:

• The note can be saved to the resident chart
• Notes can be included in reports
• Notes can be printed or exported as PDF

Printing Notes

To print resident notes, use the Reports section.

1. Go to the Facility Dashboard.
2. Click Reports.
3. Select Resident Notes.

From this screen, you can search for and generate reports that include resident notes for printing or downloading.

Using the Resident Notes Report allows you to select the resident and date range to include the notes you want in the report.

Why Notes Are Printed from Reports

Notes are printed through the Reports section so you can select specific residents and date ranges when generating the report. This allows facilities to print multiple notes together or produce documentation for audits, reviews, or inspections.

The report can then be printed or downloaded as a PDF for record keeping or sharing with authorized staff.

Benefits of Using Note Templates

Using note templates helps facilities:

• Reduce time spent typing notes
• Maintain consistent documentation
• Improve charting accuracy
• Support compliance during inspections