Templates and Notes | Shared Section Phrases

Purpose

This article will provide information and guidance on Shared Section Phrases within DocNow. 

Audience

DocNow administrators and end users. 

Overview

Shared Section Phrases allow administrators to create documentation options that can be used in any note templates. When one provider makes an updated to a shared section phrase, any other provider who is using a template with the same phrase will have the most up to date information loaded into their note. This phrase can be used for many different sections of a note in DocNow such as HPI, ROS, Physical Exam, Plan, etc. Once configured by the admin, providers can fill in the data, edit it in follow-ups, and have the data automatically carried forward from the last signed note.

This feature allows a different way to pull note information forward in progress notes. The original method for pulling information forward was using .prevnote dot phrases under system recognized headings. 

Using shared section phrases has the following benefits: 

• Eliminates the need to use system defined headings because Shared Section Phrases can be used anywhere in a note. 
• Shared section phrases provide shared data points between multiple providers for the same patient. For instance, if you use a shared section phrase for an HPI, any other provider who uses a template with the same shared section phrase will see the most recent HPI values in their notes. 
• Saves time - instead of updating the content of multiple initial notes to make changes, the shared section phrase only needs to be changed one time. 
• Provides a simple configuration to allow different specialties to have their own Shared Section Phrases. For instance: two specialties could share the same Heading in a template but use different Shared Section Phrases to keep distinct Physical Examinations. 
• Allows note sections to have both data that pulls forward and other features such as free text under the same header. 

Table of Contents

• Admin Set Up 
  • Creating Shared Section Phrases
  • Adding Shared Section Phrases to Templates
• Provider Workflow

Admin Set Up 

Creating Shared Section Phrases

1. Navigate to
Admin Portal > Phrases > Shared Section Phrases

2. Add a New Shared Section Phrase

Admins can add a new shared section phrase from the Shared Section Phrases tab.
Each shared section phrase must end with section@dn (e.g., assessment_section@dn).

• The phrase can include:
  Dropdowns
  Phrases
  Free text fields
  Nested dot phrases 
  
  
  

Adding Shared Section Phrases To Templates

After an administrator has created a Shared Section Phrase they can add it to any template they would like.

Because the Shared Section Phrase does not rely on system headings and .prevnote functionality, it can be used essentially anywhere in a note. The most common use case would be to create Shared Section Phrases that correspond to information that providers need to pull forward and update note to note. 
 

Provider Workflow

When a provider loads a template that contains a Shared Section Phrase the phrase will resolve and show the most recent values selected from a previous note. If this is an initial note then the Shared Section Phrase will not show any indication of data being filled in before. 

From the provider perspective there will be no difference in filling out this section than filling out any other note section in DocNow. 

Note: Although its recommended that an administrator insert the Shared Section Phrases into a note template, providers or other end users can always manually trigger a Shared Section Phrase just like any other dot phrase by typing in . and then the text of the phrase's name.

Upon signing the note, all entered data under that shared section phrase is stored and associated with the patient.

When the same shared section phrase is used in a follow-up note, it automatically pulls in the most recent data saved under that phrase for the patient (from the last signed note).

In each follow-up note, the provider can:

• Modify existing selections/data
• Add new data into text fields (***)

When the note is signed, the updated data is stored and becomes the latest version for that patient under that shared section phrase.

Each subsequent follow-up retrieves the latest stored data for that phrase.