The "Document Templates" functionality in the "Surgery" menu is used to manage documents’ templates created on base of any PDF files. Creating a template consists of marking on a PDF document places for later data entry. Once you have selected the above functionality there is displayed a list of templates and at each of them there are icons (when you hover the mouse on the icon there is a hint of what each icon means):

• Edit template data - allows to edit the template’s basic data such as name, description, and a PDF file that will be used to create a template
• Edit template content - allows selecting on the introduced PDF file, locations for later data entry (icon is visible only for templates which have specified PDF file)
• Export template - allows to download the template to the computer disk as a file with the JSON extension for later import on another instance of the jHIS system (icon is visible only for templates which have specified PDF file)
• Remove template – allows to remove a template

Below the list of documents’ templates there are buttons:

• Add template - allows to add a new template to the system
• Template import- allows to import to the system a template stored on disk in a JSON file

Template names, which are part of a multi-page template (that is, they cannot be used alone), are in italics.

To add a new template, click on "Add template" button. You will see a form of adding a template of the document in which you must enter at least the name of the template. Specifying kind of information within "Patient history" field will cause that the copies of all documents created in surgery on the basis of that marked template will automatically be getting to the "History" in the patient card and will be associated with the given information kind. Type of template determines its destiny ("Interview" - a template available in the "Interview" tab in the visits / surgery / stay window in the doctor's surgery, "Examination" - the template available in the "Examination" tab in visit / surgery / stay window at the doctor's surgery, "Patient’s documentation" - unused, "Referral / others patient’s prints"- a template available in the "Referral" tab in the visits / surgery / stay window in the doctor's surgery, “Hospital stay” - a template available in the “Stay” tab in the visit / surgery / stay window in the doctor's surgery, “Recommendations” - a template available in the “Recommendations” tab in the visit / surgery / stay window in the doctor's surgery; you can specify more than one destination) and clinics indicate where it can be used. The "Previous page" field allows you to combine document templates into multi-page documents. As each document template can only describe one page of a document, to create a multi-page document, create document templates for each page and then link them together using the "Previous Page" box in the correct order. For example, to create a document with three pages, you must define three document templates, e.g. "Document X (page 1)", "Document X (page 2)" and "Document X", while defining "Document X (page 2)" in the field "Previous page" indicate "Document X (page 1)" and when defining "Document X" in the field "Previous page" indicate "Document X (page 2)" - then the templates "Document X (page 1)" and "Document X (page 2) "will not be available for users to fill out (as they are components of a" Document X "multi-page document) and" Document X "will be filled in as a three-page document (" Document X "is the template that defines the last page of a multi-page document aw due to the fact that this template will be displayed for the user, do not include "(page 3)" in its name, because such a name would be misleading for the user filling the dockument). The "Select file" button is used to select the PDF file that will be used to create a template. After filling the form, save the data by clicking "Save" button and then return to the templates’ list by clicking "Back" button.

To modify the template data click the "Edit template data" icon at a particular template from the list. You will see a data form of template of the document in which you can make changes (the trash icon at the PDF file allows for its removal) and then save it by clicking "Save" button and return to the list of templates by clicking "Back" button.

To export a template into file, click on the "Export template" icon at a given template from the list. There will be displayed a window of downloading the file on disk, in which should be specified a directory to download and approved downloading.

To import a template from a file, click "Template import" button under the list of templates. There will be displayed a window of loading file from disk, in which should be specified the file to load and approved its loading.

To delete a template, click the "Delete template" icon at a given template from the list.

WARNING!

In a form of adding a new template and in a form of editing data of template there should be chosen always up to one single-paged PDF file.

To modify the content of the template (to create a template based on the attached PDF file), click the icon "Edit template content" at the template from the list. You will see a view of the PDF document which is the kind of background of template and panels of tools for marking on a PDF document places for later data entry and defining their parameters.

In the upper left corner there are displayed the following icons (from left):

• Return – when you click this icon, you can return to the list of document’s templates
• Draw rectangle – when you click on the icon, you can select on a PDF document (holding down the left mouse button and dragging the cursor on the background of a PDF document) any area intended for later data entry as text
• Point rectangle – when you click on the icon and then click on the PDF document then your document is automatically check in the largest possible area without setting it to text, pictures, lines and other elements in the PDF document intended for the subsequent input of data in the form of text
• Draw checkbox – when you click on the icon, you can select on a PDF document (holding 512 down the left mouse button and dragging the cursor on the background of a PDF document) any area intended for the subsequent input of data in the form of selections (✓)
• Point checkbox – when you click on the icon and then click on the PDF document then your document is automatically check in the largest possible area without setting it to text, pictures, lines and other elements in the PDF document intended for the subsequent input of data in the form of selections (✓)
• Delete figure – when you click on the icon, selected (active) area intended for the subsequent input of data is removed from the PDF document
• Save fields – when you click on the icon, fields and their parameters put into form are saved in a database

If already exist documents created basing on the template, then at the middle top appears a message. Such a template after the entering changes will be saved as a new template, (so as a copy of the existing template and the existing template will be no longer available to fill).

In the upper right corner there is displayed the icon which clicked displays a preview of the document corresponding to the defined template and filled with sample data (before previewing save the template using the appropriate icon in the upper left corner).

In the column on the right there are displayed the available data sources, panels with parameters of different areas marked on the PDF document and icons with arrows up and down (over panels with parameters) that allow to fold and unfold panels with parameters. Data sources define how you want to retrieve data to the document (if they have to be filled automatically as eg. patient's personal data). In turn, the selection of a new area of the document creates a new panel with the parameters of the area in the right column. Clicking on the already selected area on the document highlights (through surrounding by frame) the area and the corresponding panel with the parameters in the column on the right. Conversely, clicking on the panel with the parameters in the column on the right side highlights (through surrounding frame) of the panel and the corresponding area on the PDF document.

To select the area to input data in form of text on a PDF document, click on the toolbar icons located in the upper left corner on the "Draw rectangle" icon and then point the cursor on the PDF document in the place where the area has to be selected, press the left mouse button and by holding the button down drag the cursor to the location to which the area has to stretch and release the left mouse button. On the other hand, to select automatically the area to input data in form of text on a PDF document, click on the toolbar icons located in the upper left corner, on the "Select rectangle" icon and then point the cursor on a blank space on a PDF document where you want to select area and click on it and the system automatically selects the area. Created areas can be moved by setting the mouse cursor over the area and then pressing the left mouse button and holding the button pressed, move the mouse pointer to destination and there release the left mouse button. You can also change the size of created areas by setting the mouse pointer on the corner or the middle of the edge of the area and then pressing the left mouse button and holding the button pressed and move the mouse cursor up to the desired size and then release the left mouse button.

For both manual as well as in case of the automatic selection of area for entering data in the form of text, except the area on a PDF document, in the right column there will also appear the panel with the parameters of such area. Panel of parameters consists of three tabs:

• Description - defines the way of filling the field (area) of content, data type, and if the field type is a list then also allows you to define the values which a list should contain

  The field can be filled with content automatically by downloading data from a source ("source") or manually by typing by the user ("own" option) – in first case indicate what value from the data source should be used for filling the field (area) on a PDF document, in second case default value could be entered for that field and possibly maximum number of characters that can be entered within that field could be specified.

  You can create three types of fields: text field ("text" type), text area ("multiline text" type), date field ("data" type) and a list of options to choose ("list" type).

   

  In case of a "list" type, options should be defined by typing the following labels and clicking on the button with "+" sign at the entered name of label (already entered labels can be removed by clicking on the button with the "x" sign at the label).

   

  If the value of a given field is to be included in the summary of the patient's visit (this only applies to the use of a given document template as an examination template), then the "EHR (examinations)" option should be selected in the given panel.

• Style - allows you to specify type, size and style of font and alignment of text in a field (area) of PDF document

   

   

• Coordinates - allows to manually specify coordinates defining the position of the field (area) in the PDF document and manually resize it

   

   

Moreover, in each of these tabs you can enter the name of the field (the area) - a name is very important for future fulfillment of a template. In the upper right corner of each panel there are three buttons:

• button with arrow up – allows to move panel with parameters up i.e. to chanage order of panels visible within right column (significance of order of panels is that fields within forms used to fill document templates are arranged in such an order as panels in document template)
• button with arrow down – allows to move panel with parameters down i.e. to chanage order of panels visible within right column (significance of order of panels is that fields within forms used to fill document templates are arranged in such an order as panels in document template)
• button with the „×” sign – allows for removal the panel and with it the removal of the area to which the panel refers.

To select the area to input data in the form of selections (✓) on a PDF document, click in the toolbar of icons located in the upper left corner on the "Draw checkbox" icon and then point the cursor on the PDF document in the place where area has to be selected, press the left mouse button and holding the button down drag the cursor to the location to which the area has to stretch and release the left mouse button. On the other hand, to select automatically the area to input data in the form of selections (✓) on a PDF document, click in the toolbar of icons located in the upper left corner on the "Select checkbox" icon and then point the cursor on a blank space on a PDF document where you want to select area and click on it and the system automatically selects the area. Created areas can be move by setting the mouse cursor over the area and then pressing the left mouse button and holding the button pressed, move the mouse pointer to destination and the release the left mouse button. You can also change the size of created areas by setting the mouse pointer on the corner or the middle of the edge of the area and then pressing the left mouse button and holding the button pressed, move the mouse cursor to the desired size and then release the left mouse button.

For both manual as well as in case of the automatic selection of area for entering data in the form of selections ( ), except the area on a PDF document, in the right column there ✓ will also appear the panel with the parameters of such area. In this panel you can enter the name of the field (the area) - a name is very important for future fulfillment of a template, specify the way of fulfilment of the field (area), specify whether among all fields with the same name it will be possible to mark only one of them or any number of them while filling document template and enter values of the field. At the value of the field there is also a down arrow which clicked allows you to display coordinates specifying the location of the field (area) in the PDF document and its size (values can be changed manually). In the upper right corner of each panel there are three buttons:

• button with arrow up – allows to move panel with parameters up i.e. to chanage order of panels visible within right column (significance of order of panels is that fields within forms used to fill document templates are arranged in such an order as panels in document template)
• button with arrow down – allows to move panel with parameters down i.e. to chanage order of panels visible within right column (significance of order of panels is that fields within forms used to fill document templates are arranged in such an order as panels in document template)
• button with the „×” sign – allows for removal the panel and with it the removal of the area to which the panel refers.

   

   

If you need to put on a PDF document several areas to enter data in the form of selections (✓) bearing a common name then after placing the first such area in the panel of its parameters, click "Draw new" button and then put a new area on a document - for such the area does not appear a new panel with the parameters in the right column, but in the panel where you clicked the "Draw new" button there will be an additional field to enter the value for the newly created area. By repeating the operation you can add more areas of the same name.

Pressing the "Draw New" button also results in that in the toolbar of icons visible in the upper left corner of the browser window there is an additional icon with „×” sign next to the name of area. As long as this icon is visible until further areas on the document will be appended to the same panel. Clicking on this icon interrupts the process of attachment to the panel another areas placed on the document. If the panel relates to many areas of the same name, click on the button with the „×” sign at the upper right corner of the panel will delete the panel and with it remove all the areas to which the panel refers.

To clear the area of document (and with it the corresponding panel with the parameters shown in the right-hand column), at first click on the area and then on the toolbar of icons located in the upper left corner on the "Delete figure" icon.

After defining the template, save it by clicking in the toolbar icons located in the upper left corner on the "Save" icon. Then you can see a preview of the finished document created on the basis of defined template and filled with sample data - to do this, click on the PDF file icon that appears in the upper-right corner of your browser window. If the effect is unsatisfactory, or work on a template has not been completed, you can then continue to work keeping in mind the need to save a template at the end of work. After work, you can return to the list of all documents’ templates by clicking the "Back" icon in the toolbar of icons visible in the upper left corner of the browser window.

Filing documents based on defined template is done by filling a form (created automatically by the system based on the definition of the template). The fields correspond to the areas defined in the template - have the same names and types as specified by defining the contents of the template. Fields’ values from the data source by default are filled (with the possibility of change), the other fields remain empty for manual filling. For example, for a document created using the following template:

the System displays the following data form to be placed in such a document:

Filing documents based on templates takes place in the "Documents" in the patient card (see "Registration" chapter, "Patients (active cards)" subchapter), and in the process of arranging visits ("Scheduled visits in clinic" chapter).