Form Manager - General Information

For all access levels that will be given permission to use the Form Manager, follow the steps below:

1. Go to Administration > Access Levels.
2. Select the existing access level or create a new access level.
   
   
   
    
3. Select the 2nd User Access tab.
4. Check the box for Form Manager.
5. Click Save and repeat for each access level that will be given permission to use the Form Manager.

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1. Go to Administration > Form Manager.
   
    
2. Select the Program on the left side.
3. Click the Set Active button to create the first active chart structure. If there is already an active chart structure move to the next step.
4. Click (Design) to assign the desired forms to create the chart structure.
   
    
5. Click Add Section to create a section for forms to be assigned to. It is common to have multiple sections to group forms into by type such Progress Notes, Consents, Assessments.
6. Select a Section that has already been created from the list.
7. Or create a new section by clicking New.
   • Enter a section Name.
   • Select a color for the section.
   • Click Save to add the section to the Section List.
8. Once you select the desired Section, it will appear in the Current Chart Structure. 
9. Exit the Section List Screen to begin assigning your forms to the section.

   Note: To remove a section, select the section in the Current Chart Structure and click Remove Item. You will see a warning. Click OK.

   
   
    
10. To add forms to a section, search for the section by scrolling or using the search bar and drag the desired forms from the Forms List into the Current Chart Structure.
    

    Note: To remove a form from the current chart structure, select it in the Current Chart Structure and click Remove Item. You will see a warning. Click OK.

    
    
    
     
11. Click Save.
    • This DOES NOT apply your changes to the active chart structure.
12. Click Set Active to save and apply your changes to the active chart structure.

    Note: In Form Manager, there is an additional Chart Structure every time you click Set Active.

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Instead of recreating the same chart for each program, there is built-in functionality that allows you to copy a created chart structure. You can only copy the chart structure that is ONE version prior to the active chart structure. For example, if your active chart structure is #4 then you can only copy #3. Complete the following steps to copy a chart structure in one program to another program.

1. Go to Administration > Form Manager.
2. Select the Program you want to copy.
   • Duplicate the Active Chart Structure in order to copy it.
     
     
      
3. Click (Design) to open the active chart structure.
4. Click Set Active to create a new version of the chart structure.
   
   
    
5. Exit the Chart Structure Designer.
6. Now that you have two versions of the same chart structure, right-click on the version that does not have (Design) next to it. The two versions will have the same date and time stamp.
   
   
    
7. Select a Program to copy the chart structure to.
8. You will receive a pop-up saying “This action will overwrite the current Design chart structure for XYZ Program! Do you wish to continue?". Click Yes.
9. You will see Chart Structure copied successfully in the bottom right corner of Form Manager.
10. Repeat steps 6 and 8 for every program you wish to copy the chart structure to.

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Custom Form Manager allows you to create custom forms for your agency.

Go to Administration > Form Manager > Custom Forms.

Follow the steps below to create the form layout.

1. Select the Form Type you would like to use from the drop-down menu.
2. Select the Template you would like to use from the drop-down menu.
3. Enter a name in the Form Name field.
4. The Textforms field will display the form layout selected.
5. Click Save.

After you save the form, the format you created will display and allow you to customize it. Follow the steps below to customize the form:

1. Enter the Header of Form.
2. Enter the Body of Form.
3. Check the box if the Patient’s Signature is needed.
4. Check the box if the Staff Signature is needed.
5. Click Save.

The custom form is now available in the Form List to be added to an active chart structure.

• • The custom form is identified by Custom in the Type column.

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The Form List is where you can view and edit forms, as well as set form-specific settings, such as age restrictions, email notifications and print view options.

Go to Administration > Form Manager > Form List.

1. Use the Search field to find specific forms.
   
   
    
2. To view the form template, right-click on the desired form, select View Form Template.
   
   
    
3. To rename a form, right-click on the desired form and select Rename Form.
   
   
    
4. Enter the New Form Name and click Save.
   • If a form template is used by multiple different programs, the new name will apply to all.

   • NOTE: You are not able to rename the Short Name of a form.

     
     
     

5. To set an age restriction on a form, right-click on the desired form.
   
   
    
   • Select Set Show Form Under Age to make a form viewable only for clients under the specified age.
     • Enter an age and click Save.
   • Select Set Show Form Over Age to make a form viewable only to patients over the specified age.
     • Enter an age and click Save.
        

       NOTE: When these options are turned ON, the specified age will appear to the right of the option. When there is no specified age, nothing will appear to the right of the options.

       
       
       

6. To send or stop sending an alert to the primary therapist on completion of the form, right-click on the desired form, select Send alert on form completion to primary.
   • When this option is turned ON a checkmark will appear to the right of the option. By selecting this option, you will be turning it OFF to stop sending the alert.
     
     
      
   • When this option is turned OFF nothing will appear to the right of the option. By selecting this option, you will be turning it ON to start sending the alert.
     
     
      
7. To print or not print the image header, right-click on the desired form.
   • When this option is turned ON nothing will appear to the right of the option. By selecting this option, you will be turning it OFF and will not print the image header.
     
     
      
   • When this option is turned OFF a checkmark will appear to the right of the option. By selecting this option, you will be turning it ON and will print the image header.
      
8. To print or not print the form header, right-click on the desired form.
   • When this option is turned ON nothing will appear to the right of the option. By selecting this option, you will be turning it OFF and will not print the form header.
     
     
      
   • When this option is turned OFF a checkmark will appear to the right of the option. By selecting this option, you will be turning it ON and will print the form header.

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Setup MAR is used to create preset Medical Withdrawal Protocols and the Medication Administration Record (MAR) for the designated protocol. The MAR Setup allows you to populate the client’s MAR form with dosage, frequency, and other information for dispensing.

Go to Administration > Form Manager > Setup MAR.

1. Select an existing layout from the drop-down menu.
   
   
    
   • To create a new layout, click Add/Remove Layouts .
   • Click off the existing layouts so nothing is highlighted.
   • Enter the name of the new layout in the Name field.
   • Click Save Item.
     
     
      

     NOTE: To remove a layout, double-click the layout so that it appears in the Name field > check the Inactive box > click Save Item.  Return to the MAR Setup window and click Refresh to remove the layout.

     
     
     
2. Enter Medical Withdrawal Protocol Information.
   
   
    
   • Enter the type of dependency the patient needs a protocol for detoxification from.
   • Enter the type of tapering protocol that will be used.
   • Enter additional comments regarding the protocol.
3. Check the box to enter a unique explanation in the comment field if necessary.
   
   
    
4. Care to be Provided
   • Check the box for Tapering to enter any comments regarding the tapering of the medication.
     
     
      
   • Check the box For DT's or pending DT's to allow for Ativan I.M to be given, for 911 to be called and for the patient to be transferred to an acute care hospital in the event of a DT or pending DT.
      
   • Check the box For Withdrawal Symptoms to allow for Clonidine P.O. or a skin patch (TTS - Transdermal Therapeutic System) to be ordered for continued withdrawal symptoms.
      
   • Check the box For Allergy and enter the name of the medications that may be used for allergies, depending on the patient’s medical history and severity of symptoms.
      
   • Check the box For Seizures and enter any medications that may be used for seizures, depending on the patient’s medical history and severity of symptoms.
      
   • Check the box For Sleep to allow for Vistaril or Benadryl 25-50 mg P.O. PRN Q.H.S. to be given for sleep. This also allows that if these medications are not effective then Trazadone or another medication may be used as per medical orders.
      
5. The Medications table is used to define what medications should be prescribed, when they should be administered, the dosage, and the frequency.
   • The frequency drop-down options are set up in advance through the Lookup Manager 🡪 MAR Frequency.
     
     
      
   • Enter which Day of the protocol the medication should be administered.
   • Enter the Time the medication should be administered.
   • Enter the Medication that should be administered.
   • Enter the Dosage of the medication that should be administered.
   • Enter the Frequency that the medication should be administered.
6. Click Save and repeat these steps for each Medical Withdrawal Protocol you wish to create.
7. Once you have finished creating your layouts, the SA6 Medication Administration Record (SA6_MAR) form or a different MAR form must be placed in the active chart structure to utilize these layouts.
8. Go to the client’s Chart Details.
9. Select the MAR form from the Available Forms list.
   
   
    
10. Select the desired layout from the Layout drop-down menu to pre-fill the Medical Withdrawal Protocol.
    
    

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