Why this matters
Faster workflows: Put the most-used templates at the top so staff can start documentation in fewer clicks.
Role‑specific views: Configure the tree separately for each role (e.g., Nursing, Athletics, Counseling) so everyone sees what’s relevant to them.
Cleaner organization: Group related templates (e.g., recurring treatments) into folders to reduce clutter.
Before you begin
Go to Settings → Instance Settings → Encounter Templates.
The list shows all encounter templates in your instance, both system templates and any custom templates you’ve built.
What appears is based on template visibility. When you pick a role (e.g., Athletics), you’ll see the templates that are visible to that role.
Tip: If a template you expect to see is missing, check that template’s visibility for the target role.
Configure the tree (per role)
Open the configuration screen
Go to Settings → Instance Settings → Encounter Templates. Choose the Role you want to configure.Reorder templates
Click and drag a template to change its position. For example, drag Field Visit to the top if it’s your most common encounter.Create and manage folders
Create a folder: Scroll to the bottom and click Create Folder. Click into the name to rename it (e.g., Recurring Treatments).
Add items to a folder: Drag a template slightly to the right until you see the placement line indented, this indicates it will land inside the folder.
Remove items from a folder: Drag the template left until the placement line is flush with the left edge, now it will sit outside the folder.
Reorder within a folder: Expand the folder (caret) and drag items up or down as needed.
Rename folders anytime
Click the folder name to edit it (e.g., change Recurring Treatment to Recurring Treatment Options).Publish or discard
Discard Changes: Reverts everything you’ve done in this session.
Publish Changes: Applies the current layout for the selected role.
(Optional) Edit a template directly
Click Edit on any template listed to open its template editor. Use this when you need to update the template itself. Tree order/folder changes still require Publish Changes to take effect.
Best practices
Ask each team: Gather the top 5–8 templates used “90% of the time” and place them at the top.
Name folders by workflow: Examples: Recurring Treatments, In-Clinic Visits, Administrative. Clear labels help new staff ramp up faster.
Keep it shallow: Prefer a few well‑named folders over deep nesting. Too much hierarchy slows people down.
Iterate safely: Use Discard Changes while experimenting; publish only when the structure feels right.
FAQs & troubleshooting
Why don’t I see a certain template in the list?
It’s likely not visible to the selected role. Click edit to update the template’s visibility, then return to this screen.
I published, but the dropdown didn’t change.
Confirm you edited and published for the same role you’re testing in the Encounters flow.
Does changing the tree alter the templates themselves?
No, order/folders don’t change template content. Use Edit on a template to change the encounter template content.