1. OceanMD
  2. Ocean Healthmap
  3. Autofill Templates

Autofill Templates

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Introducing Autofill Templates

Prerequisites

What are Autofill Templates?

  • Autofill templates allow eRequest senders to save frequently used requests as templates that can be applied to future requests with a single click.
  • This eliminates the repetitive process of manually completing forms for commonly requested services, such as diagnostic imaging or lab orders.
  • This feature is available to users within the Healthmap, and templates can be created for any listing that is accepting eRequests.
  • For example, a primary care provider may create Autofill templates to streamline the sending of eRequests for common clinical conditions to specialists, allied health providers, or community support services.
  • Similarly, specialized care providers may create an Autofill template for sending a diagnostic imaging eRequest as part of a pre-surgical workup process.
  • The image to the right shows that after a user applies a template, the request form is automatically filled with the answers saved in the template.

Benefits of Using Autofill Templates

  • Save Time: Instantly populate repetitive fields and speed up the process of sending an eRequest.
  • Enhance Consistency: Ensure the same high-quality information is sent every time.
  • Stay Flexible: Create personalized Autofill templates that fit your specialty or workflow.
  • Ensure Completeness: Reduce delays from missing fields or incomplete eRequests.
  • Simple and Intuitive: Autofill has been designed with ease of use in mind, integrating the feature seamlessly into existing Ocean workflows.

Creating Autofill Templates

Prerequisites

Autofill templates are created directly within the Ocean Healthmap after opening a request form for a Directory Listing.

Autofill templates are specific to the Directory Listing and request form that they were created for. This means a template can only be used to fill the specific request form within the specific Directory Listing that it was created for, and can only be used or edited from the Ocean Site that created it.

Creating an Autofill Template

  • Navigate to oceanhealthmap.ca, and log in to your Ocean user account by clicking 'Sign In' in the top right corner.

  • If you are a user on more than one Ocean Site, select the Ocean Site that you would like to create the Autofill template within.

    Note: Autofill templates are saved in the Ocean Site where they are created.

  • In the 'Template Name' field, enter a descriptive name for the template. This is the name that users will see when selecting the template.

  • If you have Site Admin access in your Ocean Site, use the 'Sharing' setting to specify who will be able to use the template.

    Sharing Notes:

    'Private' means only you will be able to use the template.

    'Shared' means any user on your Ocean Site will be able to use the template.

    If you do not have Site Admin access in your Ocean Site, the template will be 'Private' by default.

  • Enter the answers to the request form that you would like to save in the Autofill template.

    Note: Ensure that no personal health information is included in the Autofill template. Templates should only contain generic, reusable content to support patient care.

  • Click the 'Create' in the bottom right corner.
  • The Autofill template will be available for selection at the top of the request form.

Using Autofill

Prerequisites

Autofill has been designed with ease of use in mind, integrating the feature seamlessly into your existing Ocean workflow:

  • After initiating your eRequest and opening the desired recipient's request form, the Autofill functionalities are readily accessible at the top of the form.
  • Using the dropdown menu, simply select your Autofill template for the specific request form.
  • The request form will be autofilled with the relevant details saved in the template.
  • As a safety reminder, a message will appear at the bottom of the window when an Autofill template is used, prompting you to review and verify that all form information is accurate before sending.

Once sent, the eRequest will look and behave the same as a typical eRequest. There are no downstream impacts to the eRequest when an Autofill template is used.

Editing Autofill Templates

Prerequisites

If you created an Autofill template and would like to modify it later on, you can simply edit and re-save it for future use.

Editing an Autofill Template

  • Navigate to oceanhealthmap.ca and log in to your Ocean user account by clicking 'Sign In' in the top right corner.
  • If you are a user on more than one Ocean Site, select the Ocean Site that contains the Autofill template that you would like to edit.

  • Click the 'Manage Autofill Templates' button in the bottom left corner.

    Note: Alternatively, click the 'Manage' button within any listing's request form

  • In the 'Manage Autofill Templates' page, click 'Edit' on the template that you would like to edit.

    Note: Users with Site Admin access can 'Edit', 'Duplicate', and 'Delete' all templates in the Ocean Site, including 'Private' templates created by other users.

  • The Autofill template will open, allowing you to edit the 'Template Name' and the form answers saved within it.

    Note: Users with Site Admin access can also modify the 'Sharing' setting of all templates.

    Note: Ensure that no personal health information is included in the Autofill template. Templates should only contain generic, reusable content to support patient care.

  • After making your desired changes to the template, click 'Save' in the bottom right corner.

Sharing Autofill Templates

Prerequisites

The 'Sharing' setting for an Autofill template determines which users in the Ocean Site can use the template when sending an eRequest.

  • 'Private' templates can only be used by the creator of the template.
  • 'Shared' templates can be used by any user in the Ocean Site that the template was created in.

Sharing During Template Creation

  • When a user with Site Admin access creates an Autofill template, they can choose to set the 'Sharing' setting to either 'Private' or 'Shared'.
  • When a user without Site Admin access creates an Autofill template, the 'Sharing' setting is not available and will be set to 'Private' by default.

Sharing After Template Creation

  • Click the 'Manage Autofill Templates' button in the bottom left corner of the Ocean Healthmap.
  • In the 'Manage Autofill Templates' page, the 'Sharing' column indicates the current sharing setting for each template.
  • After clicking the 'Edit' button on a template, the 'Sharing' setting can be modified and re-saved.

Can Autofill templates be shared across different Ocean Sites?

No, Autofill templates cannot be shared across different Ocean Sites. Autofill templates are specific to the Directory Listing and request form that they were created for, and the Ocean Site that created them.

What happens to my Autofill template when the request form changes?

Prerequisites

Autofill templates may become outdated if the eRequest recipient makes changes to the request form (e.g., adding, removing, or modifying questions) after the template was created. When an outdated Autofill template is applied, the user will be warned that request form for the template has changed since it was last saved, and one or more fields in the template may no longer match the updated form.

Depending on Site Admin access privileges of the user and the sharing settings of the template, the user may be able to review and update the template, or they may need to contact a user with Site Admin access to update the template:

  • If a user with Site Admin access applies an outdated Autofill template, Ocean will notify them that the template has changed since it was last saved and that some fields may no longer match the current version of the request form. The user can click 'Review Template' to proceed to edit and update it.
  • If a user without Site Admin access applies an outdated 'Private' Autofill template, Ocean will display the same message. The user can click 'Review Template' to proceed to edit and update it.
  • If a user without Site Admin access applies an outdated 'Shared' Autofill template, Ocean will also display the same message. However, the user must contact their Site Admin to review and update the template in this case.

Which eForm item types do not transfer from a populated request form into an Autofill template?

Prerequisites

Depending on personal preference and/or clinical workflows, users may prefer to spend dedicated time creating Autofill templates for eRequests that they frequently send, and/or they may prefer to create new Autofill template for later used based on an eRequest they are sending for a specific patient.

In any case, it’s important to ensure that Autofill templates do not contain patient-specific details or personal health information, given their inherently reusable nature.

When a user enters responses to the request form before clicking the 'Create new' button in the Autofill bar, Ocean will carry the responses into the new Autofill template being created.

  • However, to decrease the likelihood of patient-specific details or personal health information being inadvertently carried into and saved as part of an Autofill template, certain eForm item types will never be carried from the request form into the new Autofill template.

These include:

  • Text Field
  • Text Field (Numeric Only)
  • Text Area
  • Date
  • Approximate Date
  • Diagrams
  • For the eForm item types listed above, Autofill template creators may enter generic and reusable content in the Autofill templation creation window to save for future use.
  • Users are reminded at the bottom of the template creation window that Autofill templates should not include personal health information.

What happens if I disable the "Autofill templates" setting in my Ocean user account settings?

  • If you disable the 'Autofill templates' setting in your Ocean user account settings, you will lose access to Autofill features in the Ocean Healthmap.
  • However, any Autofill templates you previously created will be saved and will become available again if you choose to re-enable the setting in the future.

While the setting is disabled, any 'Shared' templates you created will remain accessible to other users within your Ocean Site. Any 'Private' templates you created will be hidden from Site Admin users in the template management page.