Pathology - Templates (rich text, smart fields, and auto‑population)

Use the Pathology Templates form to create and manage reusable report templates for observation tabs (e.g., Gross, Microscopic, Diagnosis, Synoptic, Comments). Templates leverage the LIS’s advanced rich text editor (ribbon UI, similar to MS Word) and merge fields to auto‑populate patient, specimen, and case data-saving time and improving consistency.

Why use templates

• Speed: Insert complete, standardized sections in one click; reduce typing and formatting.
• Consistency: Enforce structure, terminology, and required elements across pathologists.
• Accuracy: Auto‑populate fields from the LIS (patient, specimen, provider, dates, synoptic data).
• Compliance: Ensure required statements (methods, disclaimers) and CAP synoptic elements are always present.

Rich text editor perks (MS Word–like ribbon)

• Styles and formatting: headings, fonts, lists, alignment, page and section breaks
• Tables and images: build structured tables (e.g., IHC grids), embed labeled photos/diagrams
• Snippets/macros: quick insert of commonly used phrases and blocks
• Find/replace, spell check, and smart quotes
• Page layout awareness for polished output (headers/footers controlled by report layout)

Data you can auto‑insert (merge fields)

Insert merge fields from a picker; they resolve at runtime:

• Patient: name, MRN, DOB/age/sex, identifiers
• Order/case: accession/order number, collected/received dates, performing site
• Specimen: site, laterality, part/label (A, B, C…), procedure, clinical history
• Provider/client: ordering physician, client/facility
• Report: author(s), sign‑off date/time, cosigners, amendment status
• Observations: gross/micro text blocks, synoptic discrete elements (CAP), comments
• Ancillary/IHC/molecular: method, analyte, results, interpretive text, references
• Attachments/links: image references, external report notes
• Custom: lab‑defined variables, disclaimers, CPT/ICD text (if used on the report)

Template types and scoping

• Observation templates: Gross, Microscopic, Diagnosis, Synoptic/Protocol, Comment
• Test‑specific: assigned to Surgical Path, Cytology, IHC add‑ons, Molecular, etc.
• Specimen‑specific variants: e.g., “Skin Excision,” “GI Biopsy,” “Breast Lumpectomy”
• Auto‑insert rules: insert on tab open or on test selection; or make available on demand
• Result history

Workflow: create and use a template

1. Create a template

• Pathology → Templates → New.
• Choose Type (observation tab), Test scope, and Name.
• Author content with the ribbon editor.
• Insert merge fields and, if needed, conditional blocks or per‑part repeaters.
• Save and set Active; assign to tests/services and set auto‑insert behavior (optional).

2. Use a template in Result Entry

• Open the relevant observation tab (e.g., Diagnosis).
• Click Templates → select the desired template.
• Choose Insert mode: Insert (append), Replace (overwrite), or Insert at cursor.
• Fill any smart fields (fill‑ins, dropdowns) and finalize text.
• Preview compiled report and Save.

3. Maintain

• Version updates with change notes; set Effective From/To dates.
• Deactivate deprecated templates (preserve history).

Time‑savers you should enable

• Snippets library: quick phrases (e.g., margin status language, method statements)
• Smart fields: fill‑in prompts, checkboxes, dropdowns to standardize responses
• Synoptic binding: map CAP elements to discrete LIS fields and auto‑render narrative
• Dynamic IHC tables: auto‑populate marker, intensity, % positive, interpretation

Best practices

• Keep one template per scenario (specimen/procedure) to minimize edits after insertion.
• Use discrete synoptic fields for CAP elements; render narrative from those fields to ensure data quality and registry exports.
• Place disclaimers and method notes in a shared snippet to keep them current across templates.
• Avoid embedding PHI in templates; rely on merge fields for identifiers.
• Pilot new templates with a small group; collect feedback and update versions before broad rollout.

Troubleshooting

• Merge fields not resolving: Ensure correct field tokens and that the source data exists (e.g., specimen site entered).
• Template not available on a test: Confirm it’s Active and scoped to the test/service.
• Formatting looks different in final report: Check the report layout/template; paragraph and table styles may be overridden by the master report style.