Documents, Forms and Templates

The Document Templates functionality is designed to help practices create, manage, and reuse standardised documents for patient and administrative communication. By using predefined and customisable templates with built-in merge fields, practices can automatically populate documents with patient and practice data, ensuring accuracy, consistency, and professional presentation while significantly reducing the time spent on repetitive document creation.

SMS Templates 

SMS templates are short, predefined text messages for reminders, notifications, and alerts sent to patients. They play a key role in reducing no-shows and keeping patients consistent with their oral care. These templates are easily customisable, allowing dental practices to send timely, professional reminders with minimal effort.

 SMS template should be short.  160 symbols = 1 text credit.

1. Open the Admin section and navigate to the Documents, Forms and Templates section.
2. Click SMS templates.

How to add a new SMS template

1. Click + New.
2. Enter a document name.
3. Choose a category and language.
4. Enter the message text. You can add mail merge fields to automatically include patient-specific data in the SMS.
5. Click Save.
6. The new sms template will then appear in the list on the left-hand panel.

Adding a Link to a Medical Form in an SMS Template

You can include a link to any medical form configured in the system within an SMS template.

• Click the green Portal Request Items button.
• Select the required forms.
• Copy the ~portal_request~ mail merge field and save the configuration.
• Paste ~portal_request~ into the SMS template text.
• Save the template changes.

How to edit an SMS template

1. Open the Admin section and go to Documents, Forms and Templates.
2. Click SMS templates.
3. Expand the list and select a template you want to edit.
4. Make the necessary changes.
5. Click Save.

How to delete a template

1. Open the Admin section and go to Documents, Forms and Templates.
2. Click SMS templates.
3. Expand the list and select the form you want to delete.
4. Click Delete.

Email Templates 

They are used to create standardised email messages for patient and practice communication, ensuring consistent wording and branding. 

Emails have no character limits, allowing users to include more detailed information, images, and formatting as needed.

How to add a new Email template

1. Click + New.
2. Enter a document name.
3. Choose a category and language.
4. Enter the email text.
5. You can add mail merge fields to automatically include patient-specific data.
6. Format the content as needed by changing font styles, structuring text with paragraphs, and adding tables, lists, or clickable links.
7. Add a portal request item if required
8. Click Save.
9. The new email template will then appear in the list on the left-hand panel.

Adding a Link to a Medical Form in an Email Template

You can include a link to any medical form configured in the system within an Email template.

• Click the green Portal Request Items button.
• Select the required forms.
• Copy the ~portal_request~ mail merge field and save the configuration.
• Paste ~portal_request~ into the email template.
• Save the template changes.

How to edit an email template

1. Open the Admin section and go to Documents, Forms and Templates.
2. Click Email templates.
3. Expand the list and select a template you want to edit.
4. Make the necessary changes.
5. Click Save.

How to delete a template

1. Open the Admin section and go to Documents, Forms and Templates.
2. Click Email templates.
3. Expand the list and select the form you want to delete.
4. Click Delete.

Letter Templates 

They provide reusable formats for printed or electronic letters, such as referrals, confirmations, and official correspondence.

How to add a new Letter template

1. Click + New.
2. Enter a document name.
3. Choose a category and language.
4. Create a letter in the editor area.
5. Use mail merge fields to insert patient-specific data automatically.
6. Format the content as needed by changing font styles, structuring text with paragraphs, and adding tables, lists, images or clickable links.
7. Click Save.
8. The new letter template will then appear in the list on the left-hand panel.

How to edit a letter template

1. Open the Admin section and go to Documents, Forms and Templates.
2. Click Letter templates.
3. Expand the list and select a template you want to edit.
4. Make the necessary changes.
5. Click Save.

How to delete a template

1. Open the Admin section and go to Documents, Forms and Templates.
2. Click Letter templates.
3. Expand the list and select the form you want to delete.
4. Click Delete.

Form Templates 

They are used to design structured digital forms for patient data collection, consents, and clinical or administrative documentation.

How to add a form template

1. Open the Admin section and navigate to the Documents, Forms and Templates section. Click Form templates.
2. Click + New.
3. Enter a form name.
4. Choose a Category and a Language.
5. Click the + button and select the widget you want to add. (1)
6. Once the widget appears on the screen, click on it to adjust settings or add necessary text. (2)
7. Add mail merge fields to display the actual patient data in the form. (3)
8. Repeat steps 4–6 until the template is complete.
9. Click Save.
10. The new form template will then appear in the list on the left-hand panel.

How to edit a form template

1. Open the Admin section and go to Documents, Forms and Templates.
2. Click Form templates.
3. Expand the list and select the form you want to edit.
4. Make the necessary changes.
5. Click Save.

How to delete a form template

1. Open the Admin section and go to Documents, Forms and Templates.
2. Click Form templates.
3. Expand the list and select the form you want to edit.
4. Click Delete.

System Templates

This section contains templates used by DentalPlus for internal processes and tasks.

How to add a system template

• Open the Admin section and navigate to the Documents, Forms and Templates section. Click System templates.
• Click + New. (1)
• Enter a document name.
• Choose a Category and a Language.
• Create a template in the editor area. (2)
• Use mail merge fields to insert patient-specific data automatically. (3)
• Format the content as needed by changing font styles, structuring text with paragraphs, and adding tables, lists, images or clickable links. (4)
• Set it as the default if required (5)
• Click Save.
• The new system template will then appear in the list on the left-hand panel.

How to edit a system template

1. Open the Admin section and go to Documents, Forms and Templates.
2. Click System templates.
3. Expand the list and select a template you want to edit.
4. Make the necessary changes.
5. Click Save.

How to delete a system template

1. Open the Admin section and go to Documents, Forms and Templates.
2. Click System templates.
3. Expand the list and select a template you want to edit. If the selected template is set as the default, the system will display a warning to let you know before you make any changes.
4. Click Delete.