If you’re a doctor, nurse, or clinic manager, you’ve probably muttered at least once: “Why does this charting screen make my life harder?” The reality is, out-of-the-box templates in EHRs almost never fit your real-world workflow. The good news? If your clinic uses Eclinicalworks, you can build custom templates that actually make sense for your team. You don’t have to be an IT wizard, but you do need patience and a good eye for detail.
This guide walks you through the whole process—without the sales fluff. Whether you want to speed up SOAP notes, wrangle orders, or just stop clicking 50 times to document a flu shot, let’s get your templates working for you instead of the other way around.
Why Bother with Custom Templates?
Before you start clicking around, ask yourself: is the default template slowing you down? If so, custom templates can:
- Cut down on repetitive charting.
- Standardize documentation across your team.
- Reduce missed fields and billing errors.
- Make audit trails a whole lot easier.
But (and this is important): only build what you’ll actually use. Over-designed templates are a nightmare to maintain and train on. Keep it practical.
Step 1: Map Out What You Really Need
Don’t even open Eclinicalworks yet. First, grab a pen or a whiteboard. The best templates start outside the software.
- Shadow a few visits. Where do you waste time or miss info?
- List the must-haves. What absolutely needs to be documented?
- Spot the copy-paste traps. What do you repeat constantly?
- Talk to your team. Nurses, front desk, and billers all see different pain points.
Pro tip: Less is more. Every extra field is another click, another chance for someone to skip it.
Step 2: Get the Right Access in Eclinicalworks
You can’t build templates unless you have the right user permissions. Usually, only users with admin or a “template editor” role can create or edit templates.
- Ask your system admin to grant you access.
- Double-check that you have a test patient account to try things out—don’t build on live data.
If your clinic locks down permissions, you’ll need to partner with your IT or superuser. Don’t try to “wing it” with limited access; you’ll just get frustrated.
Step 3: Decide What Kind of Template You Want
Eclinicalworks supports a few different template types:
- Progress Note Templates (SOAP): For clinical documentation.
- Order Templates: For labs, imaging, referrals.
- Procedure Templates: For in-office procedures.
- Intake/Screening Forms: For patient questionnaires.
Pick the type that fits your use case. Don’t force everything into a SOAP note if it belongs in an intake form.
Step 4: Make a Backup (Seriously)
Before you touch anything, save a copy of any existing templates you plan to edit. Eclinicalworks doesn’t have an “undo” button, and if you break something, it’s a pain to fix.
- Export the template or screenshot your settings.
- Name your backup clearly (e.g., “SOAP_Note_2024-06-22_Backup”).
It’s boring, but you’ll thank yourself later.
Step 5: Create or Edit the Template
Now you’re ready to build. Here’s how to do it without wanting to throw your computer out the window:
5.1. Access the Template Editor
- Log in with your admin or editing account.
- Go to the Template Management section:
- Usually: Menu > Admin > Templates
- Or, for SOAP notes: Menu > Progress Notes > Customize Templates
- Choose whether to create a new template or edit an existing one.
5.2. Build Your Sections
- Add only what you need. Start with essentials—chief complaint, HPI, ROS, PE, Assessment, Plan.
- Drag-and-drop fields. Most editors let you reorder fields easily.
- Use dropdowns for standard answers. Cuts down on typos and makes reporting easier.
- Add free-text wisely. Some fields need narrative, but too many open fields defeat the point.
- Set required fields sparingly. Only force what’s truly necessary; otherwise, people find workarounds.
5.3. Tweak Field Properties
- Label everything clearly. “BP” is fine; “Blood pressure (mmHg)” is even better.
- Default values. If 90% of your patients have “No allergies,” pre-fill it.
- Conditional logic. Some versions let you show/hide fields based on answers. Don’t overdo it, or you’ll confuse users.
5.4. Preview and Test
- Save early and often.
- Use a test patient to run through the template as if it’s a real visit.
- Check for:
- Missing fields
- Layout issues
- Unexpected required fields
Step 6: Roll Out to Your Team
Templates only work if everyone actually uses them.
- Train your staff. Show them what’s new, and explain why you made changes.
- Ask for feedback. The first version is never perfect.
- Tweak as needed. If something’s annoying, fix it fast before bad habits set in.
Pro tip: If your team hates a field, it won’t get filled out. Listen to complaints—they’re usually revealing.
Step 7: Keep It Updated (But Not Over-Engineered)
Medicine changes, and so do workflows. Revisit your templates every few months.
- Is anything missing?
- Are fields being ignored?
- Are there new compliance rules?
Don’t add features just because you can. Templates are tools, not trophies.
What Works, What Doesn’t, and What to Ignore
What Works
- Short templates. People actually use them.
- Dropdowns and checkboxes. Faster and more consistent.
- Clear instructions. No one wants to guess what “Other/other” means.
What Doesn’t
- Overly complex logic. If users can’t predict what’s going to pop up next, they’ll avoid your template.
- Too many required fields. Leads to junk data (“N/A” everywhere).
- Copy-paste from Word docs. Formatting gets weird, and you lose structured data.
What to Ignore
- Fancy formatting or color-coding. Focus on usability.
- Building “for the audit” instead of for real visits. Compliance is important, but don’t cripple efficiency.
Common Headaches (And How to Dodge Them)
- Template changes not showing up? Log out and back in, or clear your cache.
- Fields not saving? Check your permissions—sometimes Eclinicalworks silently blocks edits for non-admins.
- Can’t find a needed field? Sometimes fields are buried or use weird naming. Search carefully, or ask your support team.
If you’re really stuck, Eclinicalworks’ support is hit or miss. Sometimes, user forums or colleagues are faster for troubleshooting weird template issues.
Keep It Simple and Iterate
Don’t try to build the perfect template on your first attempt. Start with the basics, roll it out, and listen to your team. The best templates are boring, reliable, and easy to tweak. You’ll save time, cut down on errors, and maybe—just maybe—make documentation feel a little less like busywork.
Remember: simple templates get used. Complicated ones get ignored. Start small, improve as you go, and don’t be afraid to delete what doesn’t work.