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manual:personal_settings_manage_my_templates

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Managing Templates

To manage your templates click on Manage My Templates on the Settings Side Menu.

To create a new template, click Add New Personal Template

Give the template a name by which it will be identified in the relevant template list.

Select the type of template you wish to create from the drop down list. This determines where you will be able to access the template:

  • Compose/Letter/Document - to be used in Compose new MMEx messages or create new letters/documents
  • Progress Note - use the template for creating progress notes in a patient record
  • Referral/General Report/Discharge Summary - will appear in template lists found in a number of report and discharge summary forms.
  • SMS Reminder - used for SMS reminders from Calendars and/or Bulk Actions (Patient Reporting)
  • ED Triage Assessment Summary
  • Document Header

Enter text and use the formatting tools to create your desired template.

Template Tools

Template Auto-Fills

At the side of the template entry field you will see a number of drop down fields. These are Auto-Fills.

Each Autofill will link to a specific data value or element of the patient record into your template when you create the letter, progress note or SMS.

To use an autofill,

  1. choose the autofill you wish to use
  2. place your cursor where you want the autofill marker to be placed in the template
  3. click the + icon next to the drop down list.

The autofill will be added into the template Example: The Auto-fill:

The template:

The result:

To view the complete list of autofill options and what data (specifically) they import into a finished letter, click here.

Custom Tags

If your template type is Compose/Letter/Document, you will see an additional auto-fill option appear.

Custom Tags give you the opportunity to be able to create a template that allows you to select from a range of optional responses before you create the template in the Letter Wizard.


The custom tag auto-fill looks like this: «CustomTag, CustomTagName, InputType, Value1;Value2»

In this example, I am creating a template that will allow me to tailor my letter to suit the patient. For the custom Tag, give it a name, a Display Name and select an input type. The input type is what you will see in the Letter Wizard. Options include:

  • Text
  • checklist -can select multiple options
  • radio buttons-can select one option
  • dropdown list- can select one option.


Click the Save Template button at the bottom of the page to save your template.

The tag in your template appears like this: «SawPatient, I saw the patient, DropDown, Today;Yesterday;Last Week»

A completed template may look like this:

In the LetterWizard, the custom tags will appear on the front page like this. (Examples from top to bottom - Drop down list, Radio buttons, Text, Checkbox

And will populate the template with the user's selected responses.

Upload an Image

You can add an image into a template by clicking on the Image icon in the formatting options.

There are a number of options available for sourcing the image and putting it into the template. Upload is the simplest. Click Choose File to select an image that is saved to your desktop or computer. Then click Send it to Server.

You will be taken to the Image Properties tab, make any modifications you wish to and click OK.
The image will appear in your template.

Adding a Signature to your Letter Template

Sign each letter individually

To ensure you are able to add a specific clinicians' signature to a letter, you will need to include the «SenderSignature» as part of the template.

You can add this from the 'Autofill' options in the drop down from Sender (Current User) options , from the right hand side of the Template window.

In the Letter writer, place your cursor where you wish your signature to appear.

Click on the Signature content button at the bottom right corner of the screen.

A signature box will open up.

Sign inside the box, click OK and the signature will be placed in the letter.

Embedding signature in a template

‘Write’ the signature and take a photo or scan into the PC.

Save the image as a ‘jpg’ image approx. 300 x 120

If the signature has been scanned in as a pdf document, use your Snipping Tool to “cut” the signature from the page and save it as a .jpg file.

In MMEx, on the Settings menu, select Manage My Templates.

NOTE: it is recommended that if using this method, to ensure other users cannot use this template uncheck the box for 'Visible to Organisation'. You will be the only person who sees this template for selection.

Once you have selected all other criteria for your template, you can add the ‘signature.jpg’ to the template using the Image Manager tool in the toolbar.

Select Upload to upload a picture file to the template.

Choose Select. This will open a Windows Explorer type window for you to navigate to the file you saved earlier.

Choose the picture you wish to use from your folder.

Select Open to add the picture.

Select Upload to upload the file to MMEx.

Select the signature picture from the open window.

And select Insert to insert the picture into the template.

This is what it may look like, dependent on your requirements for the template.

When you are happy with your Letter Template with a signature, select ‘Save Template’

Locate your individualised template:

Open Letter Writer from the Messaging side menu.

Select the template you wish to use and the patient that the letter is for then click OK.

You will see something like below with the letter template applied, including your new signature.

Adding Page Breaks to a Template

If you have a need to add 'page breaks' to your letter or form, please ensure you leave a space before and after the place where you add a page break.

Select this icon to add a Page Break.

Copying a Template

If you wish to copy a template from one organisational silo to another, or to copy part of an existing template into another one.

Open the template you wish to copy (Template Management > Edit Template)

On the Edit Template screen, click the Source button

Highlight and copy everything within the text window.

Close that template and click Add new template. Ensure that this template is of the same template Type as the one you wish to copy (IMPORTANT)

Click the Source button in the new template

Paste in the copied source from the previous template

Click the Source button

The resulting text should be identical to the original template.

Advanced Template Techniques


Click here for some advanced tips and tricks for creating complex letter writer forms and templates.

Keyword Management

Used in conjunction with Progress notes, you can add reminders or actions required while adding notes on a patient file. On the Settings Menu, select Keyword management.

Click on Add new Keyword.

Add required information and click Save.

A list will propagate as you add more keywords as per below.

Add the ‘keyword’ in the progress note and you will see the outcome of these in Red below the bottom of the Progress note window.

Shortcut Management

Create a Shortcut

On the Settings menu, click on Shortcut Management.

Click on Add New Shortcut

Enter the Short cut information. It maybe an acronym

or perhaps a word that represents a sentence.

Use a Shortcut

With a patient record open, in the progress notes field, enter a progress note using your shortcuts.

You will see a new button - When your note is complete click on Replace Shortcuts
The shortcut text will be replaced by the extended text.

manual/personal_settings_manage_my_templates.txt · Last modified: 2020/04/21 03:55 by sarahb