How to Manage Smart Text Templates

Smart Text Templates are pre-built report layouts assembled from Smart Text groups and items. When a clinician creates a new clinical record, HealthTrack offers available templates to load, saving time on repetitive report structures.

This article covers creating and managing Smart Text Templates. To configure the underlying Smart Text groups and items, see How to Configure Smart Text. To use Smart Text when writing reports, see How to Use Smart Text.

It is important to note that Smart Text Templates are record type-specific. To edit templates for that specific record type, you must access the Template Manager from that record type in Clinical Records.

Open the Smart Text Template Manager

Open a clinical record and select the Report tab.
Click the drop-down arrow next to the Hide Smart Text button.
Select Edit Templates.

The Smart Text Template Manager opens, showing the available Smart Text groups and headers on the left and a rich text editing area on the right.

Create a new template

In the Smart Text Template Manager, click New.
Enter a name for the template.
Set the Visible To field via the drop-down menu:
- Anyone (default) - all users and doctors can access the template.
- A specific doctor name - only that clinician can see and use the template.
Build the template content by double-clicking Smart Text groups and headers on the left panel. The selected headings and their associated text are added to the template.
Optionally, enter or paste text under headings to customise the template content. You can use the rich text formatting toolbar to adjust font, size, bold, colour, and other formatting.
Click Save.

When building a template from an existing report, do not copy and paste the complete report including headers. This causes the Template Manager to lose heading formatting and order. Instead, double-click the header first, then copy and paste only the body text under that header.

A template must contain at least one heading before it can be saved. Attempting to save a template with no headings displays a warning message.

Edit an existing template

Open the Smart Text Template Manager.
Select the template from the list.
Make your changes to the content, headings, or formatting.
Click Save.

Duplicate a template

To create a copy of an existing template with minor changes:

Open the Smart Text Template Manager.
Select the template you want to copy.
Click Duplicate.
Rename the duplicated template and make any changes.
Click Save.

Use a template when creating a clinical record

When you create a new clinical record and open the Report tab, HealthTrack displays the Template Selection screen with all available templates for that record type.

Double-click a template to load it into the report.

If the report already contains text and you load a template, HealthTrack asks whether to Append (add the template content to the end) or Clear and Replace (remove existing text and replace it with the template). Appended template content does not retain header tracking.

Change template visibility

To restrict or share a template:

Open the Smart Text Template Manager.
Select the template.
Change the Visible To field to Anyone or a specific doctor.
Click Save.