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Custom Codes

The Instinctive Notes standard codes can jump start your treatment notes by supporting a range of standard and specialist techniques right out of the box. Even so, you operate in a very diverse environment and the standard codes may not support all the possible requirements that you have as a Chiropractic Professional.

Instead of constantly typing out these special requirements in the notes field you can set them up as custom codes in Instinctive Notes. This optional feature allows you to add any codes that you require and use them right alongside the standard codes that are already available.

Setting Up Custom Codes

Custom codes are set up on the Instinctive Notes web application at au.instinctivenotes.com/settings/codes or by navigating to "Settings >> Custom Codes" from the main Instinctive Notes web application.

Custom codes can only be set up by users with an Admin role.

The three simple steps for setting up custom codes are clearly outlined in the overview screen.

 

Step 1: Set Up Master Codes

Master codes are the list of all possible custom codes that  practitioners can choose from when defining their personal code sets.

The code names and descriptions are always the same across all practitioners who use them.

Simply click the "Manage Master Codes" button to bring up the master codes edit list. Here is a screen with some codes already created.

Use the "Add Code" link to add new codes to your master list. Each code should have a name and a description.

The "Code name" is what will be displayed in the Instinctive Notes App.

The "Remove code" link is only available for codes which have not yet been saved with the "Update Master Codes" button.

Code Naming Restrictions

Generally you may choose any code name you wish, upper and lower case characters, numbers and symbols.

There are some minor restrictions:

  • Names must be 5 characters or less to fit the standard button size
  • There can be no duplicate names, exact matches are automatically removed
  • A code with  "+ " (plus followed by a space) is not allowed

Other than that, anything goes with naming codes.

The Special 'blank' Code

A special "blank" code has been automatically created for you.

This code can be used to create a space in the code set layout (as explained below).

Codes are Permanent

Once a code is created it cannot be deleted or renamed.

This is to maintain the historical integrity of any treatment notes that are recorded with the specific custom code.

To stop using a code in your day to day note taking you simply remove it from your code set (as explained below).

Step 2: Arrange Master Codes into Code Sets

A code set represents the selection and layout of your custom codes for the Instinctive Notes App. Each code set defines the specific codes that will be displayed, the order of the codes and the code colours.

You can create as many different code sets as you want for your account, but you can only assign a single code set to a practitioner at a time.

To get started with your code set just click the "Create Code Set" button.

From there first name your code set. Then use the "Assign a code" link to begin adding and arranging your codes.

For each line simply select a code from the first pick list and assign a colour with the second pick list.

Although there are no restrictions on colour arrangement, colours are useful to group together codes that naturally belong together.

Codes can also be easily removed with the "Remove code" link.

When you are done click the "Update Code Set" button to save your set.

Code Set Restrictions

There are only two restrictions on the creation of code sets:

  • A maximum limit of 40 codes per set to ensure acceptable performance

  • No duplicate codes, duplicates are automatically removed

The Special "blank" Code

Use the special "blank" code to create a blank space in your code set (or empty button on your Instinctive Notes App screen).

You can use the "blank" code as many times as you like in the code set, it is not subject the the duplicate codes restriction, although each time it is used counts towards your maximum codes limit.

Although a colour is defaulted for the "blank" code it will be ignored on the Instinctive Notes App screen.

Code Sets and the Instinctive Notes App

Below is a screen from the Instinctive Notes web site with codes already arranged into a code set along with the corresponding screen in the Instinctive Notes App. You can see that the arrangement of the codes in the code set maps exactly to the screen in the Instinctive Notes App and visual guides are provided to show where new lines in the Instinctive Notes App start.

Codes, using colours for grouping and blank spaces for separation, are laid out exactly as you want them to be.

web_custom_update_code_set_500px.png

Step 3: Assign a Code Set to a Practitioner

Once your code set is saved it must be assigned to a practitioner to become available in the Instinctive Notes App for that practitioner.

Each practitioner can only have one code set assigned.

Simply select a code set from the pick list next to each practitioner and click the "Assign Code Sets" button.

Refreshing User Details in the Instinctive Notes App

Once a code set has been assigned to each practitioner the user details must be refreshed in the Instinctive Notes App to make the custom codes available for use.

From the main Instinctive Notes App screen simply tap the "More" tab then select your name under "User Settings" to bring up the user setting screen.

Simply tap the "Refresh User Details" button to download the custom codes to Instinctive Notes App. If successful the "Custom Codes" line will change to "Yes".

Using Custom Codes in Instinctive Notes App

When you start a new treatment note the custom codes will appear at the top right on the "Adj Codes" tab.

Custom codes operate the same as standard codes, simply tap the code to select it and tap it again to unselect it.

Once selected any codes will appear at the top of the "Overview" tab. The special "Custom:" word is used to separate standard from custom codes in the overview screen.

app-clinical-note-overview-with-custom-codes.png

You can set adjustment methods for custom codes in exactly the same way as for standard codes.

Finishing Up

Instinctive Notes values standardisation but we know that as practitioners you can have very specific note taking and coding requirements.

Custom codes are designed to complement the standard codes that exist in Instinctive Notes. They fit right in to the note taking flow and behave exactly the same as standard codes.

So now you know how to set up and use custom codes in your own practice. As always you can check out our other support resources or contact our support team if you have further questions.

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