SO008 Typing Templates

Standard Order Category:	Category 2
Who should fulfill this SO?	SO Analyst
Link to the SO request form:	http://communitysystems.vch.ca/published/UR_-_Typing_Template_(VCH).pdf

Reminder to please follow the Standard Order Guidelines on top of the specific instructions outlined below.

Background
Prerequisite: Requester to Complete the SO Request Form
Prerequisite: Approval from Clinical Informatics
Fulfillment Instructions
     Create a New Typing Template
     Modify a Typing Template
     Delete a Typing Template
          Typing templates that title the encounter
          Typing templates that do not title the encounter
Appendix: Import a Typing Template     

Background

This is the main article for Typing Template (TT) SO. This article is sufficient enough for TTs that only print text to the encounter note. For TTs that require more functionality (titling an encounter, setting the encounter type and/or opening a form), please also see Typing Template: Functional Appendix.

Things to keep in mind for all typing template management:

1. If the request involves editing or deleting an existing Typing Template, always back up first and save the file to the SO folder. In case of any issues, we can use this file to re-import/revert it to the state before the changes.
2. Always create/update in DEV environment first. Then after a quick test, export the TT as a Jaffa file in the SO folder, then import the file into prod and VTM.
3. If editing an existing TT, always export a copy of the TT from Support and import it into DEV before making changes. This ensures it is the most up to date copy before fulfilling the request. For instructions on how to export, see Modify an Existing Typing Template section.
4. Regardless of the type of change, using the generic ADMIN user account to add the changes done to EMR VTM. For ease, the Typing Template can be exported from production and imported into VTM. This is so both Training and Self-Training environments will get this update on next refresh. Note: no need to back up the typing template from VTM before applying the changes.

For complete list of Typing Template click here.

Prerequisite: Requester to Complete the SO Request Form

If a request was received for this Standard Order but without using the SO request form, send the form's URL link to the requester. After receiving the form submission, ensure all the mandatory fields are completed before proceeding. If not, discuss further with the requester.

Prerequisite: Approval from Clinical Informatics

Clinical Informatics approval is required. Once the requester has completed the SO request form and the main SO JIRA has been created:

• Set the JIRA status to Waiting for Approval
• Attach the SO Request Form to the JIRA
• Create a subtask for CO008 CIS Approval for EMR-XXXXX, where EMR-XXXXX is the JIRA ID. Assign it based on the CIS based on the Clinical Informatics Specialist (CIS) - Matrix

Fulfillment Instructions

Create a subtask for SO008 Implementation for EMR-XXXXX, where EMR-XXXXX is the JIRA ID. Assign it to yourself. Note: do not create this subtask earlier while waiting for CIS Approval; create it only once CIS has approved. If this is not followed, this will report inaccurate metrics for the monthly performance reports.

Important! Do not create typing templates with tables! In new encounter, when the user hits backspace, the table becomes skewed.

Create a New Typing Template

1. Sign into EMR DEV using an account with a Sys Admin or Support Analyst role. Reminder: Do not create directly into production!
2. Go to Maintain > Templates > Typing Templates to open the Typing Template List window
3. Select the New Template icon
   
4. Enter the Code - This will what the user will type followed by a \ to initiate the typing template (i. e.  s\ will load the Logged on User Signature - Admin Mb2, System on 09 Dec 2026 at 11:27) Note: this must be unique. If you attempt to save with an existing code, it will prevent you from saving
5. Check Available To and set the dropdown to Everyone
   
6. Check Include Font
7. Enter text in the Description field to briefly describe what the typing template is used for
8. Update the TT depending on the purpose of the TT
   • If this Typing Template has multiple purposes (i.e. titles Contact, sets Encounter Type, launches a form and/or writes to encounter note), see Typing Template: Functional Appendix.

   • If the Typing Template's sole purpose is to input text into the Encounter Notes, then enter text in Text tab's content box.

     Notes:

     - Do not create typing templates with tables! In new encounter, when the user hits backspace, the table becomes skewed

     - To use Print Variables, see Typing Template: Functional Appendix

     - Use the placeholder tag («») where appropriate to allow users to toggle between text using the F4 key

     - Please note that after saving the Template in the front end by the end user not all template text formatting will be visible (i.e. bold text) as per current system design
      

9.  Select OK when all changes are completed

10. The template created should show up in the Typing Template List

11. Ensure the code is selected then click on the Export button

12. Save the Jaffa into the SO folder

13. Import the newly saved Jaffa file into production. For instructions on how to import, see the Import a Typing Template section

14. Using the generic ADMIN user account, import the same Jaffa file into VTM. This is so both Training and Self-Training environments will get this update on next refresh. 

Modify an Existing Typing Template

1. Sign into EMR SUPPORT using an account with a Sys Admin or Support Analyst role. Reminder: Do not do this directly into production! 
2. Go to Maintain > Templates > Typing Templates to open the Typing Template List window
3. Find the code from the list to be modified
4. Select code then click on the Export button
   
5. Save it in the SO folder as a file with a descriptive name, including the word backup within it
6. After saving the backup, import the backup Jaffa file into EMR DEV
7. After importing, go into DEV's Maintain > Templates > Typing Templates, and either:
   a. Click on the  Edit Typing Template icon or
   
   b. Right-click the desired typing template and select Edit or
   
   c. Double-click the desired typing template or
   d. Press Enter key
8. Modify as appropriate in the TT editing window. For TTs with additional functionality, see Typing Template: Functional Appendix.
9. Select OK to save
10. If the code or description was changed, the Typing Template List should reflect this change
11. Ensure the code is selected then click on the Export button
12. Save the Jaffa into the SO folder. Do not overwrite the saved backup file; create a new Jaffa file.
13. Import the newly saved Jaffa file into production. For instructions on how to import, see the Import a Typing Template section
14. Using the generic ADMIN user account, import the same Jaffa file into VTM. This is so both Training and Self-Training environments will get this update on next refresh. Note: no need to backup the TT from VTM. A backup from Support/Production is enough

Delete a Typing Template

Workflow

Deleting a typing template will be deployed as a standard order.  Analyst on SO duty will create the Jira request.

Typing templates that title the encounter

Import the Typing Template Use.ihq stored query in SUPPORT.  Path to the query: G:\PCAC_EMR\01 - PCCEMR\Work Items\00 - All Items (JIRA)\01-Standard Orders\User Requests\Typing Template\1-Delete Typing Template stored query

1. Run the query. In the Ask Value field, enter the text that the typing template will title the encounter. This will generate the list of encounters with that encounter title. Ensure the "date created" condition is set to last 6 months.
2. Export and save the query results in the work item folder. If the results show that the Typing Template (TT) is being used by POS outside of the requestor’s POS, notify the appropriate CIS for awareness and proceed with removal.
3. Reminder: POS‑specific Typing Templates are not intended for use by other POS.
4. Follow below steps to delete the typing template:
   • Sign into Production EMR using an account with a Sys Admin or Support Analyst role
   • Go to Maintain > Templates > Typing Templates to open the Typing Template List window
   • Find the typing template code from the list to be deleted
   • Select code then click on the Export button
     
   • Save it in the SO folder as a file with a descriptive name, including the word backup within it
   • After saving the backup, right-click the desired typing template and select Delete

            

• Click Yes in the message "Do you want to delete typing template?"
• Typing template will be removed and will be no longer on the list
• Using the generic ADMIN user account, add the changes done above to EMR VTM. This is so both Training and Self-Training environments will get this update on next refresh. Note: no need to backup the TT from VTM. A backup from Support/Production is enough

Typing templates that do not title the encounter

1. Follow the step 5 from above

Appendix: Import a Typing Template

1. Sign into the appropriate EMR environment using an account with a Sys Admin or Support Analyst role
2. Go to Maintain > Templates > Typing Templates to open the Typing Template List window
3. Click on the Import button
   
4. Navigate to the SO folder, select the Jaffa File and click Open
5. In the Jaffa File Import window, select Show Successes and click Start
   
6. Validate that the typing template has been deployed successfully