SSMT for TouchWorks Version 10.0 - 1276

7/31/2019 SSMT for TouchWorks Version 10.0 - 1276

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Confidential. 2005 Allscripts, LLC All rights reserved.

SSMT

TouchWorksSoftware Version: 10.0

Last Updated: January 2005


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AcknowledgmentsPrepared by Heather King and Karen Bunch. Please send any feedback to [email protected].

Copyright NoticeCopyright 2005 Allscripts, LLC. All rights reserved.

This document is protected by the copyright laws as an unpublished work.

Confidentiality and Proprietary RightsThis document is the confidential property of Allscripts, LLC. It is furnished under an agreement with

Allscripts, LLC. and may only be used in accordance with the terms of that agreement. The use of this

document is restricted to customers of Allscripts, LLC. and their employees. The user of this document

agrees to protect the Allscripts, LLC. proprietary rights as expressed herein. The user further agrees not to

permit access to this document by any person for any purpose other than as an aid in the use of the

associated system. In no case will this document be examined for the purpose of copying any portion of

the system described herein or to design another system to accomplish similar results. This document or

portions of it may not be copied without written permission from Allscripts, LLC. The information in thisdocument is subject to change without notice.

TrademarksTouchWorks, TouchWorks Charge, TouchWorks Document, TouchWorks Dictate,

TouchWorks Note, TouchWorks Order, TouchWorks Result, TouchWorks Rx+, TouchWorks

Scan, TouchWorks Transcribe, Physician Homebase, TouchWorks Workflow, TouchWorks

Pocket Library, Snapshot, Problem and Just Right, Just-in-Time Information are registered and/

or trademarks of Allscripts, LLC. All other brand and product names are trademarks or registered

trademarks of their respective companies.


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Confidential. 2005 Allscripts, LLC. All rights reserved.

SSMT

The following document describes the TouchWorks Starter SetMoving Tool (SSMT) and how it can alleviate some of the tedious

tasks associated with implementation.


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4SSMTIntroduction


IntroductionCustomers can now work along side TouchWorks representatives to

import data configurations through new migration tools.The Starter Set Migration Tool (SSMT) was created to help

accelerate the installation process for customers by providing helpful

and easy tools. SSMT allows TouchWorks representatives to quickly

import customer configurations into one TouchWorks system, such as

the Test system at the customer site. While that same data can be

rapidly extracted, modified and then deposited into another

TouchWorks location, such as the Live system. In the simple case,

this should make moving data from test to live a matter of hours, with

little chance for error.

With the help of the customer, a TouchWorks representative also uses

the TouchWorks Build Workbook. This workbook utilizes MicrosoftExcel which allows customers to start gathering data immediately and

can be imported from the excel spreadsheet into the TouchWorks

database from SSMT.

A TouchWorks representative can also extract configurations, with

customer permission, and share them with other customers. These

configurations can all be mixed and matched for appropriate

customers. For example, is there another customer with the same

pharmacies as this customer? Those pharmacies can be moved

through SSMT in a few minutes.

Within the past year, the Starter Set Migration Tool (SSMT) has

come a long way in the implementation process.

Truly reducing the total amount of work to implement using

the SSMT tool

Customers now working along side of TouchWorks

representatives

Importing data configurations through the new migration tool.

Utilizing the Clinical Content Library (CCL) with SSMT

functionality

Tool is being used to help the success of the 3-D methodology.

Identified in the feature checklist for the build activity guide. SSMT no longer needs to be installed as a separate application.

Product Overview SSMT works in batch mode, and was built to be very Excel-friendly.Extracted information may be pasted into Excel where they may be

changed. Special care should be taken when pasting values that can


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SSMT5

Introduction


be consider as a numeric value by Excel. By default Excel will

convert data into numeric values. This can cause leading 0's and

trailing 0's after the decimal point to be truncated. Columns that need

to preserve the textual value (ie entrycode or entry mnemonics)should be formatted as text. In many cases, we may have a good

starting place for the customer, based on some other customer's

patient work. When the changes are completed, the data can be

copied and pasted in chunks of about 1000 rows at a time, and

instantly processed into the database.

A word of caution - this is a batch-oriented "safeties off" tool. While

all inserts and changes are processed through the regular TouchWorks

stored procedures and is subject to their constraints, especially since

this was built to insert thousands of records at a time - it is easy to do

enormous damage to a database very quickly. If you insert 100 Chart

Locations into the Division loader, 100 Divisions will be created inseconds.

Please back up your systems before loading information. And of

course do this in test before attempting anything in live.

Excel SSMT uses Microsoft Excel as an editor for configurationinformation.

Information extracted from an existing system is pasted into

Microsoft Excel where a system administrator can edit the data.

Warnings SSMT is a powerful tool that can shave weeks off an implementationschedule. However, with that power comes the opportunity to ruin

pristine data. Great care should be taken when using SSMT to ensure


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6SSMTIntroduction


that an existing system is not compromised. Cautions and warnings

are called out in this book; pay special attention to these areas.


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SSMT7

What Can I Load With SSMT?


What Can I Load With SSMT?SSMT allows Allscripts Project Managers and System Administrators

to extract and deposit tables containing the data used in theTouchWorks system.

The following data can be extracted and deposited from one system to

another system:

Allergen

Answer (9.2)

Billing Area

Body Site

Call Processing (10.0)

Charge Groups (ICD9)

Charge Groups (Procedure)

Charge Groups (Visit)

Chart Location

Charge Codes

CPT4 Modifier

CPT4 Modifier Groups

Discount Type

Display Names (9.2)

Division

Document Type

Document Security Code

Exploding Sets

Favorites - Allergens - Med (10.0)

Favorites - Allergens - Hx (10.0)

Favorites - Billing Provider (10.0)

Favorites - Diagnosis Code

Favorites - Medication

Note

SSMT will not pull over custom SIGs. You must use

Favorites - SIGs.

Favorites - Orderable Items


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8SSMTWhat Can I Load With SSMT?


Favorites - Problem

Favorites - Procedure Charge

Favorites - Provider (10.0) Favorites - Referring Provider (10.0)

Favorites - Scheduling Provider (10.0)

Favorites - SIG

Favorites - Vaccines (10.0)

Favorites - Visit Charge

Financial Authority Status

Group

HMP (10.0) HMP Mapping (10.0)

ICD9 Codes

Injury Type

Label Type

Note mTemplates

Note Text Templates

Order Charge

Order Groups Order Detail

Order Questions

Order Results

Patient List (10.0)

Performing Location

Pharmacy

Printing Defaults

Providers (includes Users) Referring Providers

Religion

Remove Reason

Security Classifications (9.2)


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SSMT9

What Can I Load With SSMT?


Security Classifications - Codes (9.2)

Security Codes (9.2)

Specimen Source Task Name (9.2)

Task View - User

Team (9.2)

TWSiteUserWorkType (10.0)

TWSiteWorkType (10.0)

TWWorkType (10.0)

Units (9.2)

User Groups User Patient Lists

Note

User patient lists can be copied within the same database.

They could be copied system to system if the patient list

name is unique. (Currently uses ID.)

User PHB Components

User PHB Preferences

User Preferences - Clinical

Note

User preferences (clinical) can be copied within the same

database. They could be copied system to system if text

strings do not contain dictionary IDs.

User Preferences - PDA

User Registration (10.0)

User Security Classifications (9.2)

User WF Preferences - Framework

Vaccine Manufacturer

Where Performed


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10SSMTInstallation


Installation

Backup the Framework and Clinical DatabasesBackups to all databases you plan to work on should be conducted

prior to using the SSMT.

1. Contact Technical Services to ensure there is available space

on the server.

2. Open Enterprise Manager.

3. Select the appropriate SQL Server.

4. Expand the dropdown options.

5. Expand Databases.

Backup the Frameworkdatabase

1. Right-clickIDXWF.

2. Select All Tasks.

3. Select Backup Database.

4. A SQL Server backup dialog box will appear. Click the

Remove button under Destination.

5. ClickAdd.

6. This will prompt you to enter in filename and location.

Click on the button next to the File Name path.

7. Search on the SSMT folder created on the C:/ drive.

8. Ensure the Filename specifies Live vs Test as well as IDXwf

(ex: TestIDXwf.bak). ClickOK.

9. This will return you to the previous dialog box. ClickOK.

10. Check the Overwrite existing media button and then click

on the Option tab on the top of the window.

11. On the Options tab, keep the Remove inactive entries fromtransaction log checked and uncheck the Check media set

name and backup set expiration. ClickOK when done.

12. ClickOK and the database backup will begin.

A message will appear when the backup of the Framework database

is complete.


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SSMT11

Installation


Backup the Worksdatabase

1. Right-clickWORKS.

2. Select All Tasks.

3. Select Backup Database.4. A SQL Server backup dialog box will appear. Click the

Remove button under Destination.

5. ClickAdd.

6. This will prompt you to enter in filename and location.

Click on the button next to the File Name path.

7. Search on the SSMT folder created on the C:/ drive.

8. Ensure the Filename specifies Live vs Test as well as Works

(ex: TestWorks.bak). ClickOK.

9. This will return you to the previous dialog box. ClickOK.10. Check the Overwrite existing media button and then click

on the Option tab on the top of the window.

11. On the Options tab, keep the Remove inactive entries from

transaction log checked and uncheck the Check media set

name and backup set expiration. ClickOK when done.

12. ClickOK and the database backup will begin.

A message will appear when the backup of the Works database is

complete.


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12SSMTGetting Started With SSMT


Getting Started With SSMTTo launch the application, do the following:

From a Web server named "ABC", open a Web browser to http://ABC/touchworks/Imps/SSMT/SSMT.asp.

You will be prompted to enter the name of the server, name of the

database, UserID, and password.

Note

The UserID does not have to be "sa", but must have rights in

the database.

After you have logged in successfully, the name of the server and

database will be shown at the top of the screen at all times.

Complete the following information:

Database Serverindicates the name of the database server

where the databases are located

Clinical Databaseindicates the name of the clinical server

(for example, WorksTest)

Framework Databaseindicates the name of the IDX Web

Framework database (for example, IDXWFTest)

UserIDindicates the User ID used to access the SQL server


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SSMT13

Getting Started With SSMT


Passwordindicates the password used to access the SQL

server

ClickLogin to database.


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14SSMTExtracting Data From SSMT


Extracting Data From SSMTOnce you have logged into the SSMT, the system displays the SSMT

page.

This page allows you to choose a table from either the Works

database or the IDXWF database (these may be named differently),

view the content of that table, and then copy that data.

To begin extracting data, do the following:

Note

There is additional information available for specific tables.

For more information, see the [].

1. In the Which Table box, select the table (or type of data)

from which you want to extract data. (For a list of available

data items, see the [].)


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SSMT15

Extracting Data From SSMT


2. ClickExtract Data. selected table.

3. Copy the heading information for the table.

Select (that is, click and drag) the two rows in the table at

the bottom of the window, and then press CTRL-C.

Launch Microsoft Excel (leave the SSMT page open), and

open a new document.

!

Caution

Before copying any data into the new document, format the

table cells as text.

Click Format, and then select Cells.


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16SSMTExtracting Data From SSMT


On the Format Cells page, Number tab, select Text, and then

click OK.

Place the cursor in the first cell, and then press CRTL-V.

The system pastes the heading cells into the document.

4. Copy the table data to the spreadsheet.

Switch back to the SSMT page (leave Microsoft Excel

open), and then place the cursor anywhere with the data.

ClickCTRL-A, and then clickCTRL-C.

Switch back to Microsoft Excel, and place the cursor in

the first cell in the third row, and then pressCRTL

-V

. Thesystem pastes the data into the document.

You can now begin tweaking the data using Microsoft Excel.

Note

SSMT is designed to work with Microsoft Excel. However, the

data extracted from SSMT can be copied into other Note

applications, but compatibility with these applications is not

guaranteed.

Additionally, it is possible to copy data from one instance of

SSMT directly to another, without manipulating the data in

Microsoft Excel. However, this is a risky endeavor and should

be approached with caution.

New column The last column in each table is labelled New? There are twoacceptable values:

Y (Yes)indicates that the data in this row is a new entry (that

is, a new entry in the table)


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SSMT17

Extracting Data From SSMT


Note

All newly inserted data and data modifications are subject to

the same rules and constraints that the System

Administration tool and the Web Framework impose.

Blankindicates that the data in the row is an updated

existing entry

You need to edit this column manually. (That is, this information will

be blank by default after pasting the data over from the SSMT page.)

Note

SSMT does not remove data entries. It adds and updates

entries only.


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18SSMTLoading Data To SSMT


Loading Data To SSMTOnce the data has been manipulated appropriately, it can be loaded

into a table in one of the TouchWorks databases.To load the data, do the following:

1. Launch a second instance of SSMT, and then connect to the

targetdatabase. (For more information, see the [].)

Note

It may be helpful to keep two browsers open simultaneously,

one that displays SSMT connected to the sourcedatabase

and the other with SSMT connected to the targetdatabase.

2. Switch back to Microsoft Excel. Select the data in the table

(not including the headings), and the press CRTL-C. The

system copies the data.

3. Switch to the second instance of SSMT. Select the table to

which to load data.

4. In the table at the top of the page, press CRTL-V to paste the

data from Microsoft Excel.

5. ClickLoad Data. SSMT loads the revised data into thetarget database.

6. When a line of data is loaded successfully into the database,

the system clears it on the page. Data that encounters errors

remains on the page.


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SSMT19

Troubleshooting Data Errors


Troubleshooting Data ErrorsThe following section describes problems that may occur when

loading data using SSMT.

Too much data If you encounter the following error while loading data, you haveselected too much data.

Request object error 'ASP 0107 : 80004005'

Stack Overflow

/TRXWeb/SSMT.asp, line 885

The data being processed is over the allowed limit.

SSMT works best when data is loaded in batches of 1000 lines.

Duplicate entries If you encounter one of the following errors:

Duplicate Entry Code

Duplicate Mnemonic

the data could not be loaded because another existing item in the table

has a matching mnemonic or entry code.

Corresponding codesdont exist

If you encounter the following error:

[code] Not Found (for example, Note Section Not Found)

a code used within the data definition does not exist.

Note

If you are defining a text template for a particular note

section, and the note section specified in the definition does

not exist, you will encounter the error Note Section Not

Found.

Correcting problematic Once you have identified problematic data and know how to correct,data you can do one of the following:

Edit the data in the table on the SSMT page, and then click

Load Data again.

Copy the problematic data to Microsoft Excel, edit it there, and

then copy and paste it back into SSMT.


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20SSMTAppendix


AppendixWhen importing the following tables, be aware of additional loading

information: Charge Groups, ICD9

Charge Groups, Visit and Procedure

Groups

ICD9 Codes and CPT4 Modifier

Medications and Problem Favorites

Order Charges

Order Details

Order Groups Order Results

Order Questions

Note Text Templates

Special Instructions for Charge Groups ICD9SSMT associates ICD9 codes with a subgroup and with multiple

groups. ICD9 codes must exist for the system to add them to a

subgroup and group. If the groups or subgroups do not exist, the

system automatically creates them. The approach organizations and

their clinicians are likely to take when building these groups should

start at the group level, as this leverages representatives from that

group. This is not only more manageable due to the sheer number of

codes, but a customer may only be using a small portion of the ICD9

codes because of the specialties implementing TouchWorks.

SSMT uses the following logic when loading ICD9 codes:

Each line contains only one code and is filed individually.

If a code does not exist in the ICD9 dictionary, SSMT will not

create it. SSMT reports an error for that group/subgroup/codeand moves on to the next entry.


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SSMT21

Appendix


The system updates the display name for the code only if it is

passed in for a given code.

Sample data:

Special Instructions for Charge Groups Visit and ProceduresSSMT associates CPT4 codes with orders. CPT4 codes must exist for

the system to add them to a subgroup and group. The system

automatically creates groups and subgroups if they do not exist.

Special Instructions for GroupsAllscripts recommends that organizations extract groups before other

tables. Change the entry code and/or mnemonic for Internal Medicine

to IntMed. This may prevent issues later.

Allscripts does notrecommend creating groups with this action.

Create them automatically with charges, orders, or notes.

Note

Modify existing groups to correspond with the names of the

groups, which are automatically created.

This allows you to change the name of the group

Special Instructions for ICD9 and CPT4 CodesThis is used to change the display names associated with the codes.

This is particularly useful for iPaq users, where screen space is

limited.


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22SSMTAppendix


If you are inserting new code values into the system, and the display

name and entry name are the same, you only have to copy the code

and the entry name. If you are only pasting in the code and entry

name, you can paste in up to 2000 rows at one time.

The ICD9 and CPT4 tables included in the starter set is an

abbreviated set that is needed for demonstration purposes. Full ICD9

and CPT4 spreadsheets are available.

Note

Unlike previous versions of SSMT, ICD9 and CPT4 codes are

notautomatically created. They should be moved from the

practice management system to insure that interface works

properly.

Special Instructions for FixCodes (the Spreadsheet)"Fixcodes" is a Microsoft Excel spreadsheet that works with the

extracted form of the ICD9 and CPT4 codes.

Open the spreadsheet, and when prompted, clickEnable Macros.

Copy the ICD9s (or CPTs) from the Web page and paste them into

the worksheet called "Data." (For practice, move to the 100-200 rows,

and insert a blank line. When the data is edited appropriately, delete

the blank row, and the macro will process the entire spreadsheet.)

In the FixCodes spreadsheet, there is a macro with four features that

ensure a standard representation on the code tables:

1. It edits the case of words. For example, ATRIAL

FIBRILLATION, becomes Atrial Fibrillation, and MAL

NEOPL LUNG NOS becomes Mal Neopl Lung Nos.

2. It can systematically make replacements.

In the case of the second example, there are two

replacements to make "Nos" to "NOS", and replace "Mal

Neopl" with "Cancer."

On the FindReplace worksheet, complete the appropriate

values in the Find and Replace columns.

These entries are case sensitive. All entries in the Find column are replaced by the data in

the Replace column.

These tasks are completed in order from top to bottom.

3. It can move words to the front of the entry.


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SSMT23

Appendix


On the MoveFirst worksheet, these words are moved to

the front, after all replacements are made. For example,

this changes "Local Salmonella Inf NOS" to "Salmonella

Local Inf NOS."


4. It can move words to the end.

On the MoveLast worksheet, these words are moved to

the front of the entry, after all replacements are made.


Special Instructions for Medications and Problem FavoritesThese pages move favorites from a test to a live environment or fromone provider to another.

The data contained in these extracts is coded and should notbe

modified by hand, with the exception of data in the Username

column.

To copy favorites from one provider (MSmith) to another (JDoe), do

the following:

Extract all favorites using SSMT.

Paste those values in Microsoft Excel.

Edit the data that reads MSmith to read JDoe.

Copy just that section of the spreadsheet, and paste it into

SSMT.

Load the data.

Special Instructions for Order ChargesThis information originates from a sources that is familiar with theassociated billing codes for the orders. All CPT4 codes must exist;

they may be associated with the orderable item. The performing

location must exist in the Performing Location table. This must be

completed after Order Results are loaded.


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24SSMTAppendix


Special Instructions for Order DetailsThis information originates from a person who regularly orders tests.

Entire picklists may be ordered with this tool. Both picklist entriesand picklists are created as needed. Picklist entries are separated by a

"~." The names of the picklists must be unique, as should their values.

For example, if a later entry changes the picklist "Side" from

"Left~Right~Bilateral~" to "Left~Right~," then for all orders that

reference "Side," there are two acceptable values. If there are no

instructions or picklists for a particular order, you do not have to load

it here.

Special Instructions for Order GroupsThis information originates from a clinical person, or someone withaccess to the superbill. Order name and order code are shown for

reference onlydo notedit them here.

The Subgroup (or parent class) should equal the subgroup when the

order was set up originally in Order Result. An order can be inserted

into multiple groups by entering the groups' entry code in the last

column separated by "~."

Groups and subgroups are automatically created if they do not exist.

Orders can appear in multiple lines if necessary.

Special Instructions for Orders ResultsThis data originates from the lab vendor(s). They describe the results

that are attached to the orderable items, and that data is inserted into

the database using SSMT.

After you paste in some Result-Order sets, you may receive the

following error:

Subgroup does not exist

Subgroups may be created with the Order-Result pairs. If thesubgroup happened to be created after the Order-Result was

attempted, you would receive this error.

ClickLoad Data with no changes, and the data may be inserted

correctly. Up to six levels of hierarchy may be created (so at worst,

youd clickLoad Data six times).


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SSMT25

Appendix


The subgroups or categories must exist, or they must be created (and

attached to an existing subgroup).

Every orderable item must have at least one entry in this table. At

least the non-result result must be associated with every orderable

item.

When moving data from one site to another, it is possible that the

subgroups have been changed. Be sure to verify these.

This must be done before any other Order data can be loaded; this is

the set that creates the orderable items.

Update to the spreadsheet is a macro:

It identifies all of the errors in the data.

It indicates errors with bold text (either the order or the result).

It moves errors to the top of the list in red.

They can be loaded from their "red" state if needed.

Additional considerations:

Codes and mnemonics are automatically trimmed to ten

characters.

If no result type is supplied, "Numeric" is entered.

Result type is checked.

The name is ignored by SSMT. Multiple results or orders can

have identical names. (That is, two lab vendors could provide

results that are both named "Sodium.")

Special Instructions for Order QuestionsThis data originates from an individual who regularly orders tests.

In the Order Codes field, multiple orders that ask the same question

can be added to the same line, separated by "~."

Special Instructions for Note Text TemplatesA library of text templates for use with the TouchWorks Note module

are available from www.allscripts.com/imps. This Web site includes:


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26SSMTAppendix

400+ text templates that have been circulated in Word (Barb

Bergman)

Text templates from other TouchWorks organizations (CUMC,

Holston currently)

Up to 50 templates can be viewed simultaneously.

To download a template, check the templates option, and thenclickDownload.

Templates are downloaded in the SSMT format, so they immediately

be pasted into another TouchWorks installation. Templates can be

viewed, created, or edited. The templates can then be uploaded.

To extract templates using SSMT, do the following:

1. Copy the templates.

2. Paste the templates into the Batch Upload page of the Notes

Website.

3. Enter the name of the organization.

Note Sections must be one of the entries in Appendix 2.

Groups are created automatically as needed.

Template names must be unique within a group and section. For

example, there can be two note templates with the name

"Wound Care," one in the ER group and another in the Family

Practice Group. There can be a template named "Normal" in

IntMed in the ROS section as well as in the Physical Exam sec-tion. These templates are unique, and they can be edited sepa-

rately.

Content in the template body are automatically converted to

the HTML version of a return which is "
." These are auto-

matically converted before loading back into the database.

Tab characters are converted to "" and are automati-

cally reconverted when Notes are pasted back in.

Access Modules must be one of:

NOTE DOC

CP

Documents

SSMT for TouchWorks Version 10.0 - 1276