Managing Form categories

Updated on: 10/09/2024

Within AENTE, the form categories feature is of utmost importance, as we know that this feature, along with a few others, is responsible for the operation of (EMR) forms within the system and services. This is where the items that the user will fill out are added. Poor configuration of this feature will create bottlenecks and obstacles in its usage.

Creating Form Categories

To begin creating Form Categories, certain prerequisites must be met, as outlined below:

1. You must have a provider account.
2. Your provider account must be assigned a role with the appropriate permissions for creating form categories, including the following:

Click here to view the permissions.

1. Form Category Get All
2. Form Category Show
3. Form Category Create
4. Form Category Update / Update
5. Form Category Get Master List
6. Form item Get All
7. Form Item Create
8. Form item Update / Update All
9. Notice Get All

Once all necessary configurations are in place, you can proceed with the steps below to create a form category:

1. Click on the module labeled “Settings.”
2. After entering the module, select the option “Form categories.”
3. Click the blue button to initiate the creation of a new Form category
4. Upon accessing the creation form for categories, you can begin filling out the required fields. These fields are sufficient to correctly create a form, and they include: Name | Description

Note: Although filling out the optional fields is not mandatory, doing so is important for ensuring that your business benefits from a wider range of essential validations.

5 - After ensuring that all the required fields have been filled out, simply click the blue button labeled “Create form category”, and that’s it! Your form will be successfully registered in the system.

Editing Form Categories

To begin editing an category, you must first meet the following prerequisites:

1. You must have a provider account.
2. Your provider account must be assigned a role with the appropriate permissions for editing form categories, including the following:

Click here to view the permissions.

1. Form Category Get All
2. Form Category Show
3. Form Category Update / Update
4. Form Category Get Master List
5. Form item Get All
6. Form Item Create
7. Form item Update / Update All
8. Notice Get All

Once all necessary configurations are in place, you can proceed with the steps below to edit an form category:

1. Click on the module labeled “Settings.”
2. After entering the module, select the option “Form categories.”
3. When the list of forms appears, enter the name of the category you wish to edit in the search field.
4. If a form matching the searched name exists, the system will display options corresponding to your search.
5. After locating the desired form category, click on it.
6. At this point, the system will display the categories, pre-filled with the information provided at the time of its creation.
7. Now, simply delete the information from the desired field and enter the new data.

Example: If the “Name” field needs to be changed because the category has a new name, just delete the old name and provide the new one.

8. Once all the necessary information has been edited, click the blue button labeled “Update form category,” and that’s it! Your form will be successfully updated in the system.

Deleting Form categories

Note: Nothing is deleted from the system and everything that is “deleted” is actually a status change. Once an item has been deleted your may recover and change the status back to active.

To begin deleting a form category, you must first meet the following prerequisites:

1 - You must have a provider account. 2 - Your provider account must be assigned a role with the appropriate permissions for deleting form categories, including the following:

Click here to view the permissions.

1. Form Category Get All
2. Form Category Show
3. Form Category Delete / Delete All
4. Form Category Update / Update
5. Form Category Get Master List
6. Form item Get All
7. Form Item Create
8. Form item Update / Update All
9. Notice Get All

Once all necessary configurations are in place, you can proceed with the steps below to delete a form category:

1 - Click on the module labeled “Settings.” 2 - After entering the module, select the option “Form categories” 3 - When the list of forms appears, enter the name of the form category you wish to delete in the search field. 4 - If a category matching the searched name exists, the system will display options corresponding to your search. 5 - After locating the desired laboratory, click on it. 6 - At this point, the system will display the form category, pre-filled with the information provided at the time of its creation. 7 - Now, simply click on the “Delete form category” option, and that’s it! The category will be successfully removed from your list of forms.

Example: If a category is deleted and linked to some service, it will be automatically unlinked due to audit and action log requirements.

Restoring form categories

To begin restoring a form category, you must first meet the following prerequisites:

1. You must have a provider account.
2. Your provider account must be assigned a role with the appropriate permissions for restoring form categories, including the following:

Click here to view the permissions.

1. Form Category Get All
2. Form Category Show
3. Form Category Restore / Restore All
4. Form Category Update / Update
5. Form Category Get Master List
6. Form item Get All
7. Form Item Create
8. Form item Update / Update All
9. Notice Get All

Once all necessary configurations are in place, you can proceed with the steps below to restore a form category:

1. Click on the module labeled “Settings.”
2. After entering the module, select the option “Form categories.”
3. At this point, you will need to adjust the filter to display only deleted form categories by selecting the option “Only Trashed.”
4. After completing the previous step, the system will display all categories that were once part of your operations but are now deleted. Enter the name of the form category you wish to restore in the search field.
5. When you locate the desired category, click on the option shown in the list.
6. Upon seeing the yellow card above the form, click on “Restore.”
7. That’s it! The category that was previously deleted has now been restored to your list of active categories and can be used without issue.

How to Add Items to Form Categories

To add an item to a form category, certain prerequisites must be met:

1. You must have a provider account.
2. Your provider account must be assigned a role with the appropriate permissions for managing associated laboratories, including deletion.
3. Your account must have form items that are created and active.

Once all the necessary configurations are in place, you can follow the steps below to adicionar um item a uma categoria de formulário:

1. Click on the module labeled “Settings.”
2. After entering the module, select the option “Form categories.”
3. Click the blue button to start creating one or Form categories.
4. After filling out the required fields, click “Create form category.”

Note: It is important to know that form categories have 4 layers, with 3 being the most important. They function in a tree structure, one within the other. Therefore, after creating the first layer, two more layers must be created before items can be added, as this action only takes place in the third layer.

5. Return to the list of form categories and start creating another form category.
6. Fill out all the required fields (or optional ones).
7. Click the “select master” button, search for the first form category created in step 4 of this guide, and select it.
8. Click the “Select and Proceed” button.
9. Click “Create form category.”

Note: At this step, the second layer has been created. It will be very useful when adding a form category within services and procedures, as in these resources, we search by the name of this layer. 10. Return to the list of form categories once again and start creating another form category. 11. Fill out all the required fields (or optional ones). 12. Click the “select master” button, search for the second form category created in step 9 of this guide, and select it. 13. Click “Select and Proceed.” 14. Click “Create form category.” 15. After completing this step, the “Medical record items” tab should be visible on the screen. Click on it. 16. Click “Add item.” 17. Done! If the prerequisites are met, the list of form items should be visible. 18. After selecting the items you want to add to your form, click “Save Changes.”

Note: The order in which the items will appear is determined by the arrows next to the item name.

How to Link Form Categories to Procedures

To link form categories to a procedure, certain prerequisites must be met.

1. You must have a provider account.
2. Your provider account must be assigned a role with the appropriate permissions for managing form categories and procedures
3. categorias devidamente criadas e os itens adicionados corretamente as mesmas na sua account

Once all necessary configurations are in place, you can proceed with the steps below to Link Form Categories to Procedures

5. Click on the module labeled “Medical.”
6. After entering the module, select the option “Procedures.”
7. Click the blue button to initiate the creation of a new Procedure
8. Upon accessing the creation form for procedures, you can begin filling out the required fields. These fields are sufficient to correctly create a form, and they include: Code | Name
9. Clique no campo EMR

Note: After clicking the field, the list of form categories should be displayed for selection.

10. Search for the name of the SECOND form category created in step 9 of the guide on “How to Add Items to Form Categories”.
11. Click Create Procedure, and Done! The category has been successfully attached to the procedure, and consequently, the form items as well.