A Comprehensive Guide to the Office Wizard – CareStack

The Office Wizard in CareStack is a feature within the Practice Settings that allows you to create and customise forms and letters for your practice. Let's see how to use Office Wizard to create and customise forms and letters easily! You will also learn how to view the created forms or letters and edit them.

Topics Covered

Create a New Form or Letter From Scratch
Using the Form Builder
Actions on a Form, Letter or Word
Duplicate a Form or Letter
Rename a Form or Letter
Touchpoints to Access Form or Letter

Create a New Form or Letter From Scratch

Watch this video for a quick walkthrough.

The Office Wizard lets you build a form or letter from scratch in a few simple steps. Let's explore each step.

Navigate to the System Menu > select Practice Settings > Office Wizard.

Click Start from scratch.

In the Create a new Form or Letter modal,

Choose the Workflow Type as Form or Letter, as required.

Enter the required information.

Assign a Name to identify the letter or form.
Choose the Document Type of the selected form or letter.
Select the Location of the practice where this form or letter can be added to the patient profile.

Check the following boxes as needed.

Add to Clinical Chart: Forms set to Mark as Clinical will be displayed in the Chart for easy access.
Add to Patient Onboarding Form: Forms set as Patient Onboarding Form will be automatically added to a new patient’s profile to be completed in the Portal or Patient Connect.
- Users have the option to trigger the onboarding form for all patients or for patients within a specific age group.
Trigger a new form: If the form should be completed on a regular schedule, set the form to Trigger for a designated interval.
- Enter the desired trigger interval in number of day(s).
Retain answers from previously completed form: You can also set it to Retain the patient responses from a previously completed form.
Share by default to Patient Portal once complete: Enable this option to set all documents to be automatically shared to the patient portal once completed.
Do not auto-share incomplete forms to Patient Portal: Enable this option to prevent the incomplete form from automatically being sent to the Patient Portal.
Click Create.
Click Save as Draft if you do not want to finalise the details and want to customise them later.

A toast notification will appear on the top right stating, 'Form created successfully'.

That is how you create a form or letter from scratch. Click here if you would like to know how to 'Create Letters with Word Document Templates'.

Continue to the next section to learn how to build the form or letter using the different components and formatting tools.

Note: Practices can set up the required document types for forms and letters in Practice Settings. To perform this, navigate to the System Menu > select Practice Settings > Document Types. You can either Edit or Deactivate an existing one or create a new one by clicking on + Add Document Type.

Using the Form Builder

You can start editing as soon as you have created the form or letter. If you are on the Office Wizard page, perform the steps below.

Locate the intended Form or Letter.
Click the three-dot menu.
Click Edit to make any changes.

A heading component will automatically be available on the form or letter.
You can rename the heading, as needed.
- To rename, click the pencil icon.

Make the required change(s).
Click Save, once all changes have been updated.

Click and drag the desired component type (Basic or Preset) from the list on the right and drop it to the center area.

Tip: Basic components are system defined, while Preset components are customisable. Click on the pencil icon to edit a preset component or click on the bin icon to delete it.

Enter the required content for the component.
- Utilise all formatting tools to edit and customise your text in terms of font, size, colour, etc.
- Click Full Screen to perform the text editing using the full screen mode.
- Click and drag the drag handle on the right to resize the text editor to the normal mode.

Tip:

Utilise the formatting tools as needed.
For better spacing, use the following options:
- Enter moves the cursor to a new line without adding extra spacing.
- Shift + Enter moves the cursor to the new line and inserts paragraph breaks.
- The Line Height option helps control spacing between lines.

To save time, you can use quick links to enter information such as Account City, Clinical Name, etc.
To add Account level, Location level, Patient level, Clinician level and Patient level quick links, select the Add Quick Links tab and use the search bar to find the intended item.
- To illustrate, let's select CLINICIAN_FIRSTNAME and then CLINICIAN_LASTNAME to add the first and last names separately. The quick link will add the content to the field.

Click Save.

You can add a space for the Signature(s) of the Patient, Clinician, or Witness at the bottom of the form or letter.
To do this, click Add Signature.

Select the required signature types by checkmarking the relevant boxes.

To add a header:

Click Add Header.

Choose the Logo Alignment.
Choose the Header Address and Header Logo Type.
Click Save.

You can change the font in a global setting.
- Select the required Font under Form Components on the top right.

Repeat with additional components until you have your full form or letter.
After completing, click Publish.
- If you do not want to publish, click Save as Draft to finalise the form or letter later.
Click Preview to view the form or letter without any borders in a completed output.

Actions on a Form, Letter or Word

Explore this video for an in-depth walkthrough.

To view all the forms that you have created, follow the instructions below.

Navigate to the System Menu > select Practice Settings > Office Wizard.

On this page, you will find all the forms, letters and Word documents stacked up.
If you have selected All, the forms, letters and Word documents will be displayed together, where the Forms will be indicated by a red colour, while Letters and Word documents will be marked in blue.

To sort, select the Forms, Letters or Word button.

Utilise the search bar to find the required forms, letters or word documents.
There are filters for Sort By last modified date, Document Type, and Status.