Create and customize form templates that students use when creating clinical logs, defining fields, structure, and data collection requirements

Clinical Log Templates

The Clinical Log Templates page allows administrators to create and customize form templates that students use when creating clinical logs. Templates define the fields, structure, and data collection requirements for clinical documentation.

Overview

Clinical log templates provide a flexible way to standardize clinical log documentation across your institution. Templates define:

Custom fields for patient demographics and clinical data
Field types and validation requirements
Pre-configured options for select fields
Integration with medical coding systems (ICD-10, CPT)

Templates are assigned to classrooms, and students use the template fields when creating their clinical logs.

Getting Started

Creating a New Template

Navigate to Templates → Clinical Log Templates tab
Click "Create Clinical Log Template" or "New Template"
You'll see the template creation page with preset options

Quick Start with Presets

The easiest way to get started is using a preset template:

Available Presets:

Nursing: Includes age range, gender identity, race/ethnicity, setting, and ICD-10 codes
Medical: Comprehensive template with diagnosis, chief complaint, acuity, medications, and codes
Physician Assistant: Similar to medical with PA-specific focus
Occupational Therapy: Therapy-focused template
Physical Therapy: Physical therapy documentation
Speech Language Pathology: SLP-specific template

Using a Preset:

Click on a preset button (e.g., "Nursing")
The template is automatically created with all preset fields
You're redirected to the edit page where you can customize

Note: If you already have fields in your template, applying a preset will replace all existing fields. You'll be asked to confirm this action.

Template Configuration

Template Name

Enter a descriptive name for your template
Examples: "Standard Nursing Template", "Medical Clinical Log", "Pediatric Clinical Template"
The name auto-saves when you click away from the field (in edit mode)

Adding Fields

You can add fields in several ways:

Method 1: Add Custom Field

Click "Add Field" button
Select "Custom Field" from the dialog
Configure the new field:
- Label: User-friendly name (e.g., "Patient Age Range")
- Type: Choose the field type
- Required: Check if this field must be filled
- Options: For select/multi-select fields, enter comma-separated options

Method 2: Add Standard Fields

Click "Add Field" button
Browse the list of standard fields
Check the boxes for fields you want to add
Click "Done" to add selected fields

Standard Fields Available:

Patient Age Range (multi-select)
Gender Identity (multi-select)
Race/Ethnicity (multi-select)
Clinical Setting (multi-select)
ICD-10 Codes (searchable-select)
CPT Codes (searchable-select)
Primary Diagnosis (text)
Chief Complaint (textarea)
Patient Acuity Level (select)
Medications Administered (textarea)

Bulk Actions:

Select All: Add all standard fields at once
Deselect All: Remove all standard fields

Use Case: Single-line text input
Example: Primary diagnosis, patient name
Configuration: Label, required flag

Textarea

Use Case: Multi-line text input
Example: Chief complaint, notes, medications
Configuration: Label, required flag

Number

Use Case: Numeric values only
Example: Age, weight, vital signs
Configuration: Label, required flag

Select

Use Case: Choose one option from a list
Example: Patient acuity level, setting type
Configuration:
- Label
- Options (comma-separated list)
- Required flag
Options Format: Enter options separated by commas (e.g., "Low, Moderate, High, Critical")

Multi-Select

Use Case: Choose multiple options from a list
Example: Age ranges, gender identity, race/ethnicity
Configuration:
- Label
- Options (comma-separated list)
- Required flag
Options Format: Enter options separated by commas

Searchable-Select

Use Case: Search from large lists (medical codes)
Example: ICD-10 codes, CPT codes
Configuration:
- Label
- Data Source: Choose "ICD-10 Codes" or "CPT Codes"
- Required flag
Note: Students can search by code or description when filling out logs

Field Configuration

Label

The user-friendly name shown to students
Auto-generates a key from the label (lowercase, underscores)
Can be edited at any time

Field Type

Determines the input method students will use
Changing type may reset options/source settings
See "Field Types" section above for details

Options (Select/Multi-Select)

Enter comma-separated values
Example: "Option 1, Option 2, Option 3"
Options are trimmed and empty values are removed
Changes save automatically when you click away

Data Source (Searchable-Select)

ICD-10 Codes: International Classification of Diseases codes
CPT Codes: Current Procedural Terminology codes
Students can search by code number or description

Required Flag

Check this box to make the field mandatory
Required fields show a red asterisk (*) to students
Students cannot submit logs without filling required fields

Managing Fields

Reordering Fields

Fields can be reordered using drag and drop:

Click and hold the grip icon (⋮⋮) on the left side of a field
Drag the field to the desired position
Release to drop
The new order auto-saves (in edit mode)

Visual Feedback:

Dragging: Field becomes semi-transparent
Drop zone: Highlighted with blue dashed border
Order saves automatically

Editing Fields

Click on any field to expand its configuration
Edit the label, type, options, or required flag
Changes auto-save (in edit mode) or save when you click "Save Template"

Deleting Fields

Single Field:

Click the trash icon on the field you want to remove
The field is immediately removed
Changes auto-save (in edit mode)

Bulk Delete:

Check the boxes next to fields you want to delete
A selection bar appears showing the count
Click "Delete Selected"
Confirm deletion in the dialog
Selected fields are removed and changes auto-save

Select All Fields:

Use the checkbox at the top to select/deselect all fields at once

Field Key Generation

Keys are automatically generated from labels
Format: lowercase, spaces become underscores, special characters removed
Example: "Patient Age Range" → "patient_age_range_123"
Keys are used internally and shouldn't be edited manually

Auto-Save

When editing an existing template:

Template Name: Auto-saves 1 second after you stop typing
Field Changes: Auto-saves 1 second after changes
Field Order: Auto-saves immediately after drag-and-drop
Field Deletion: Auto-saves immediately

Visual Feedback:

No explicit "saving" indicator (saves happen in background)
Changes persist even if you navigate away
Floating save button available for manual save

Saving Templates

Manual Save

Click the floating Save button (bottom-right corner)
Or use the save button in the header (if available)
Validates that template name is provided
Shows success/error toast notifications

Auto-Save (Edit Mode)

All changes save automatically
No need to manually save
Works in the background

First Field Creation

When creating a new template:

Template is automatically created when you add the first field
You're redirected to the edit page
Template name must be entered before adding fields

Best Practices

Start with Presets: Use presets as a starting point, then customize
Logical Order: Arrange fields in the order students will encounter information
Clear Labels: Use descriptive, clear labels for all fields
Required Fields: Only mark fields as required if they're truly essential
Option Lists: Keep select/multi-select options concise and relevant
Test Templates: Create a test log to see how the template appears to students
Consistent Naming: Use consistent naming conventions across templates
Documentation: Consider adding field descriptions in labels if needed