Ways to Save Time Charting in Healthie

Healthie's charting feature allows you to streamline your charting workflows, saving you time and ensuring proper documentation for your clients. 

Create Your Custom Charting Templates

Healthie's Charting feature (EHR) allows you to electronically take notes on clients in an organized way, using customized templates that also allow for automations like pre-fill and incorporation of intake form answers into charting templates. 

As part of setting up your charting workflows within Healthie, you are able to create custom charting templates, as well as modify existing templates that are available to you within Healthie. Moreover, you can set a default charting template if you have several that you'd like to use, and add e-signature and metrics fields to your template as well. Building your own charting templates allows you to use chart notes that work for your business and your clients’ needs. 

Navigate to Forms > Form Builder > Charting Form > Create Form. You can then choose from the question banks available, and drag and drop questions into your template, and changes are saved automatically.

Read more details about creating your custom charting templates here. 

Enable Pre-Fill & Smart Fields on Chart Notes

Pre-Fill for Chart Notes

As you are charting on the same client over multiple sessions, you may want fields from your charting template to pre-fill from previous notes you have taken on a client. This can be useful for automatically seeing previous notes you have taken on a client, as well as building on previous chart notes in a follow-up session, as opposed to starting from scratch, which can save you time while charting on clients. 

To enable pre-fill for your chart notes, navigate to Forms > Form Builder > Charting Forms. Toggle "Pre-fill" for each specific charting template you'd like to enable this setting for. When Pre-fill is enabled for a charting template, by default, your charting note for a specific client will pre-fill from the previous session. You are then able to build on top of these previous notes, knowing that edits that you make to the most recent chart note will only affect the CURRENT note, and will not affect previous notes.

Smart Fields

Healthie's intake form and charting template tools contain Smart Fields, which are auto-fill features that connect the intake form responses with Client Profile and Charting Template fields, to prevent providers from having to input the same piece of information more than once, into the portal. This saves providers and clients time collecting client information, and Smart Fields span client information, financial data, insurance information, and health fields. 

You can have smart fields extend to some or all of the questions in your Charting Template. This is inherently determined by the question overlap between your Intake Form and Charting Template. Smart fields are distinct from Charting Pre-fill, in which chart templates pre-fill from the previous chart notes you have created on a single client. 

To locate the smart fields, navigate to Forms > Form Builder > select one of your forms.

On the left-hand side, you will see Question Bank Default. If you change the category from Default to Client Info, you will notice all the box options will change. All the options under "Client Info" will autofill into the client's profile and other areas on the platform. If you use the boxes that are under the category "Default" will not autofill in other areas in the platform. For the "Charting" category only these fields will autofill into the client's profile: allergies, food sensitivities, and food preferences. 

Commonly used smart fields include:

• The field "Physician information" will populate in Client Settings when a client enters this information
• The field "Phone number" will populate on the Client Overview Page when a client enters this information
• The fields "First Name" and "Last Name" will pre-populate on the Client Overview Page, as well as in your Charting Template
• If you request Billing information be kept on file, it will show up in Client Overview and Billing
• Adding the ICD-10 and CPT code fields within your charting note will pre-populate into a client's Superbill / CMS 1500 form 
• Gender identity

Leverage your Client’s Quick Profile

Quick Profile allows you to retrieve relevant information that may be useful as you are charting and / or taking additional actions on a client. This enables you to have important information on a particular client at your fingertips for faster reference to complete actions required for client care. 

Specifically, Quick Profile enables you to reference fields that may include:

• General information:
  • Client Information: Profile picture, Full Name, E-mail address, Phone Number, Group, DOB (age), Last Height, last Weight
  • Tasks related to a client
  • Quick notes
  • Appointments
  • Insurance Authorization (if on file for a client)
  • Packages
  • Financials
  • Local time for your client (based on their time-zone) & client time-zone
• Goals: Recently completed and outstanding goals of a client
• Entries: Recent journal entries uploaded by a client
• Forms: Recently completed forms by a client, which will load in a new browser tab when clicked. 

Writing Quick Notes in a Client’s Profile

Within a client’s Quick Profile, Quick Notes can be used to store and quickly retrieve general information about a client that does not need to be included in a chart note. For example, if you would like to keep track of specific facts about a client that you can quickly refer back to in subsequent sessions, quick notes can be used. 

These notes can be seen in the client overview, charting, and in a created appointment. Quick notes are private, and cannot be seen by the client. Quick notes save automatically when you type, and there's no need to press "Save."

Mark Chart Notes as Written/Not Written

There may be instances in which you'd like to double-check that a chart note has been written for each appointment on your calendar. This is useful, for example, if: 

• You take insurance, and need to confirm that for auditing purposes, each session has its own chart note
• You have back-to-back clients and would like to run through your schedule at the end of the day, to follow up and add chart notes for each client

Healthie's feature Chart note Written / Not written makes it easy to track which sessions you have completed charting for, vs those that still need to be done. 

You can access this feature within your Calendar > Appointment Session. Here is information on how this works:

• If you have a chart note that was created for a day in which you have a client appointment, "Chart Note Written" will automatically be updated if you look at the Appointment Details within "Calendar". 
• If you click the details "Chart Note Written" you will be taken to the chart note

Chart During Appointments

If you leverage Healthie Telehealth for your appointments, you can easily chart during sessions to save time post-appointment. Charting during appointments can make a huge difference to your workflows and productivity within your business. First, you can take notes as your client speaks, instead of having to try to remember what they said post-session. You can make real-time assessments, accurately record any symptoms or changes, and note new recommendations as you make them.

With Healthie, you are able to take notes with the same functionality as during an in-person session and select the charting template of your choice. Simply click the "Create Charting Note" option on the top-right and give your new note a title. You'll still be able to see your client's video while you're charting, and you can adjust the video image size as needed for a better charting experience. Note that your client does not see these notes; rather, they see their video call with you.