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TouchWorks EHR Template Guide

Wesley Combs avatar
Written by Wesley Combs
Updated over a week ago

TouchWorks EHR Template Guide

Article Type: Integration Guide
Target Audience: TouchWorks EHR Users
Last Updated: January 2026

Overview

This guide explains how to configure and use custom note templates in Ambient Scribe with TouchWorks EHR integration. Templates must follow specific naming conventions and section formats to properly map content to your EHR.

Prerequisites

Before setting up custom templates:

  1. Ensure you have TouchWorks EHR integration enabled

  2. Your TouchWorks templates must be configured as extensible (allowing external writes)

  3. You must have appropriate permissions in TouchWorks to use the templates

Template Naming Convention

Critical: To ensure your template works with TouchWorks, the template name must include the exact TouchWorks note type in curly braces {}.

Format: Friendly Name {Exact TouchWorks Note Type}

Examples:
- Office Visit {Office Visit} - Maps to TouchWorks "Office Visit" note type
- Follow-up {Progress Note} - Maps to TouchWorks "Progress Note" note type
- New Patient {New Patient Visit} - Maps to TouchWorks "New Patient Visit" note type

The text inside the curly braces must exactly match the note type name as configured in your TouchWorks system (case-sensitive).

For detailed naming conventions, see EHR Template Naming Conventions.

How TouchWorks Templates Work

Ambient Scribe maps your note sections directly to TouchWorks extensible note sections. When you select a template, the system automatically organizes your transcribed content into the appropriate sections defined in TouchWorks.

Setting Up Your Template

Step 1: Configure Template in TouchWorks

Ensure your template in TouchWorks:
- Is marked as extensible (can receive external data)
- Contains the sections you want to populate
- Has a unique template name

Step 2: Add Template to Ambient Scribe

  1. Navigate to Settings in Ambient Scribe

  2. Select Note Templates

  3. Click New Template

  4. Fill in the three required fields:

Name: Enter your template name with the TouchWorks note type in curly braces
- Format: Friendly Name {TouchWorks Note Type}
- Example: {Office Visit} or My Office Visit {Office Visit}

Instructions: Define what content goes in each section using [Section] headers

Example Output: Show how the final note should look with plain section headers

TouchWorks Section Mapping

Ambient Scribe recognizes the following standard TouchWorks sections:

Section Name

TouchWorks Section

Chief Complaint

Maps to Chief Complaint section

History of Present Illness

Maps to HPI section

Review of Systems

Maps to ROS section

Physical Exam

Maps to Physical Exam section

Results/Data

Maps to Results/Data section

Procedure

Maps to Procedure section

Plan

Maps to Plan section

Discussion/Summary

Maps to Discussion/Summary section

Complete Template Examples

Each template has three parts you can copy and customize:

Office Visit Template (8 sections)

Name:

{Office Visit}

Instructions:

[Chief Complaint]
- Capture the patient's main concern in their own words
- Keep it brief and focused on the primary issue[History of Present Illness]
- Provide a detailed narrative of current symptoms
- Include onset, duration, characteristics, and associated symptoms
- Document alleviating or aggravating factors
- Note impact on daily life[Review of Systems]
- Conduct a systematic review of each body system
- Include both pertinent positives and negatives
- Cover: General, Skin, HEENT, Respiratory, Cardiovascular, Gastrointestinal, Musculoskeletal, Neurological[Physical Exam]
- Document vital signs if mentioned
- Include all examination findings
- Note both normal and abnormal findings
- Be specific about location and characteristics[Results/Data]
- Include any lab results mentioned
- Document imaging findings
- Note any diagnostic test results[Procedure]
- Document any procedures performed
- Include technique and findings
- Note patient tolerance[Plan]
- List all treatment recommendations
- Include medications with dosing
- Document follow-up instructions
- Note referrals if needed[Discussion/Summary]
- Summarize key findings and decisions
- Document patient education provided
- Note any specific instructions or precautions

Example Output:

Chief Complaint
Patient presents with persistent cough for 2 weeks.History of Present Illness
The patient reports a dry, non-productive cough that began approximately 2 weeks ago. The cough is worse at night and with exertion. No associated fever, chest pain, or shortness of breath. Has tried over-the-counter cough medicine with minimal relief. No recent sick contacts or travel.Review of Systems
General: No fever, chills, or weight loss
HEENT: No sore throat, nasal congestion, or ear pain
Respiratory: Persistent dry cough as noted in HPI, no dyspnea or wheezing
Cardiovascular: No chest pain or palpitations
Gastrointestinal: No nausea, vomiting, or reflux symptoms
Musculoskeletal: No joint pain or swelling
Neurological: No headaches or dizzinessPhysical Exam
Vital signs: BP 120/80, HR 72, RR 16, Temp 98.6°F
General: Alert and oriented, in no acute distress
HEENT: Pharynx clear, no erythema or exudate
Lungs: Clear to auscultation bilaterally, no wheezes or rales
Heart: Regular rate and rhythm, no murmursResults/Data
No laboratory or imaging studies performed at this visit.Procedure
No procedures performed.Plan
1. Likely post-viral cough syndrome
2. Prescribed dextromethorphan 30mg PO q6h PRN for cough
3. Recommend honey and warm liquids for symptom relief
4. Return if symptoms worsen or persist beyond 4 weeks
5. Consider chest X-ray if no improvementDiscussion/Summary
Discussed likely viral etiology of cough with expected resolution within 4-6 weeks. Patient educated on symptom management and warning signs to watch for. Agreed with conservative management plan.

Progress Note Template (5 sections)

Name:

{Progress Note}

Instructions:

[Chief Complaint]
- Brief statement of the primary concern
- Use patient's own words when possible[History of Present Illness]
- Document progress since last visit
- Note any changes in symptoms
- Include response to current treatment
- Document new concerns[Physical Exam]
- Focus on relevant systems
- Document changes from previous exam
- Include vital signs if available[Plan]
- Update treatment plan based on progress
- Adjust medications as needed
- Document next steps[Discussion/Summary]
- Summarize overall progress
- Note patient compliance
- Document any barriers to treatment

Example Output:

Chief Complaint
Follow-up for hypertension management.History of Present Illness
Patient returns for 3-month follow-up of hypertension. Reports good compliance with lisinopril 10mg daily. Home blood pressure readings averaging 130/85. No side effects noted. Denies chest pain, shortness of breath, or edema. Has been adherent to low-sodium diet.Physical Exam
Vital signs: BP 132/84, HR 68, RR 14
General: Well-appearing, no distress
Cardiovascular: Regular rate and rhythm, no murmurs
Lungs: Clear bilaterally
Extremities: No edemaPlan
1. Continue lisinopril 10mg daily
2. Continue dietary modifications
3. Recheck labs in 3 months (BMP, lipid panel)
4. Follow-up in 3 monthsDiscussion/Summary
Blood pressure improved but not at goal. Patient motivated to continue lifestyle modifications. Discussed importance of medication adherence and regular monitoring.

Follow-up Visit Template (4 sections)

Name:

{Follow-up Visit}

Instructions:

[Chief Complaint]
- State reason for follow-up
- Note time since last visit[History of Present Illness]
- Document interval history
- Note treatment response
- Include any new symptoms
- Document medication compliance[Plan]
- Continue or adjust current treatment
- Order any needed tests
- Schedule next appointment[Discussion/Summary]
- Summarize visit and decisions
- Document patient understanding
- Note any concerns addressed

Example Output:

Chief Complaint
2-week follow-up for acute bronchitis.History of Present Illness
Patient returns after completing 7-day course of azithromycin for acute bronchitis. Reports significant improvement in cough, now only occasional and non-productive. No fever, chest pain, or dyspnea. Completed full antibiotic course as prescribed.Plan
1. No additional medications needed
2. Continue supportive care
3. Return if symptoms recur or worsen
4. Annual flu vaccine recommendedDiscussion/Summary
Acute bronchitis resolved with antibiotic treatment. Patient counseled on prevention strategies including hand hygiene and avoiding tobacco smoke exposure.

Section Header Flexibility

The system is flexible with section headers:
- Case-insensitive: "chief complaint" = "Chief Complaint" = "CHIEF COMPLAINT"
- Optional "Section" suffix: "Review of Systems" = "Review of Systems Section"
- Bracketed format: [Chief Complaint] also works

Version Selection

TouchWorks supports two template versions:
- v11 (default): For extensible encounter notes with XML section mapping
- v10: For legacy document types

To specify a version, prefix your template name:
- v10: {v10.Office Visit}
- v11: {Office Visit} (no prefix needed)

Tips for Success

  1. Match Section Names: Ensure your template section headers match TouchWorks section names exactly (though case doesn't matter)

  2. Include All Sections: Include all sections from your TouchWorks template, even if some might be empty

  3. Test First: Test with a single patient encounter to verify proper section mapping

  4. Check Extensibility: Verify in TouchWorks that your template is marked as extensible

Troubleshooting

"No extensible encounter note found" error

  • Verify the template name matches exactly (within the curly braces)

  • Confirm the template is marked as extensible in TouchWorks

  • Check that you're using the correct encounter

Sections not mapping correctly

  • Ensure section headers match TouchWorks section names

  • Remove any extra formatting or special characters

  • Try using the bracketed format: [Section Name]

Content appearing in wrong sections

  • Check for typos in section headers

  • Ensure each section header is on its own line

  • Verify no duplicate section headers exist

Best Practices

  1. Consistent Naming: Use consistent template names across your practice

  2. Document Templates: Keep a reference of your templates and their sections

  3. Regular Updates: Review and update templates as your documentation needs change

  4. Training: Ensure all providers understand the template structure

Need Help?

If you encounter issues with TouchWorks templates:

  1. Verify your TouchWorks integration is active

  2. Check that templates are properly configured as extensible

  3. Ensure template name includes correct note type in {curly braces}

  4. Contact support with your template name and any error messages

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