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ChartPro is set up once and then largely left alone. The work is deciding what your chart notes should contain and in what order, which is done from ChartPro Administration.

How a note is put together

Three things stack up:

• A section is one of the five parts of a note: Subjective, Objective, Assessment, Plan and TxPlan. These are fixed.
• A segment is a block within a section - History of Present Illness, Past Medical History, Review of Systems. This is where practices differ, and it is what you configure.
• A form is the structured questionnaire a segment can carry, where free text is not enough.

The Sections panel shows the five tabs with their segments beneath. Each segment has a short code and a number setting its position, and an Edit to open it. Add a Segment to this section adds a new one.

Setting up a segment

Edit Segment Details holds the name and description. Two settings matter more than they look:

• Include a Form attaches a structured form to the segment. A form that is not attached to any segment never appears anywhere. The warning box at the top of ChartPro Administration lists every form currently in that position - worth reading, because a form built and never attached looks from the outside exactly like a feature that does not work.
• Intake Filtering shows a segment only for the patients it applies to, by Gender and Life Stage. Used well this keeps notes short; used carelessly it hides a segment from people who needed it, so set it only where the segment is genuinely irrelevant to everyone else.

Add to Templates puts the segment into your visit templates.

The other admin areas

• Visit Templates - which segments appear for which kind of visit. A new patient intake and a ten-minute follow-up should not present the same note, and this is where that is decided. It is the setting that saves the most time day to day.
• Systems / Symptoms - the vocabulary behind the Review of Systems.
• Conditions - the condition list used in assessments.
• ChartPro Logs - a record of chart activity, for when you need to establish who changed what and when.

Getting started

Do not redesign everything before seeing patients. The supplied sections and segments are a working note for most practices.

1. Chart a handful of real visits with what you are given.
2. Note what you keep skipping and what you keep typing by hand.
3. Remove the first, add the second.
4. Set up Visit Templates once the note settles.

A note designed in the abstract is almost always longer than the one you end up wanting.

Practices giving IV therapy

The IV form is attached in exactly this way, and it is a common reason the IV panel appears to be missing. Enabling IV therapy in ProductPro settings is only the first step - the form still has to be attached to a segment here. See Setting Up IV Therapy Products.

ChartPro AI listens to a consultation and drafts the chart note from it. The provider then reads the draft and decides whether it goes into the record.

There is nothing to install and no switch to turn on - it is available to every ChartPro practice, and it is marked BETA on screen. What there is to do is decide how your practice will use it, before a provider uses it in front of a patient.

Decide about consent first

This records a conversation with a patient. What you must tell them, and whether you need their agreement, depends on where you practise and is not something this article can answer for you. Settle it with whoever advises you on such matters, write down what your providers should say, and do that before the first recording - not after a patient asks what the phone on the desk is doing.

The draft is a draft

The note is generated from a transcript of a spoken conversation. It can mishear, and it can be confidently wrong about a number or a name. The provider signing the note owns everything in it, exactly as if they had typed it.

Make that explicit when you introduce it. The failure worth guarding against is not a bad draft - it is a good-looking draft accepted without being read.

Start with a few willing providers

It suits some consultations far better than others. A structured follow-up transcribes well; a long, discursive intake with three people in the room is harder. Let a couple of providers try it on their own patients for a fortnight and report back before you roll it out.

Watch the usage counter

The Auto Chart button shows each provider's use for the current calendar month against 40 - as a badge on the button and a bar on the recorder. It turns amber as it approaches and changes again past it.

Going over does not stop anything. The counter is an indicator, not a gate: dictation keeps working. It is there so a provider can see their own pace, and so you can see who has actually adopted it.

Review what it is writing

Review past ChartPro AI encounters opens ChartPro AI - Encounter Review, which lists every encounter with its Date, Encounter # and Note Quality, and shows both the Transcript and the ChartPro AI Note side by side.

Look through it a few times in the first month. Reading a transcript against the note it produced is the fastest way to calibrate how much your providers should trust it, and it is the only place you can see that.

Ask your providers to rate notes

Every note can be rated, and almost none are - across all practices using it, a handful of ratings against hundreds of encounters. A rating on a note that came out wrong is worth far more than one on a note that came out fine, so ask specifically for those.

Access the ChartPro Admin Page:

• Navigate to the Tools menu in OfficePro.
• Select ChartPro from the dropdown options to open the ChartPro admin page.

View Existing Segments:

• On the ChartPro admin page, you will see tabs for each section of the chart note (e.g., Subjective, Objective, Assessment, Plan).
• Under each section tab, a list of segments will be displayed, with their sort order value shown in parentheses next to the Edit button.

Add a New Segment:

• Scroll to the bottom of the accordion menu within the section where you want to add a new segment.
• Click on “Add Segment to this Section”.

Configure the New Segment: When adding a segment, you will need to fill in the following fields:

• Section: Choose the section under which this segment will reside (e.g., Subjective).
• Segment Abbreviation: Provide a short name for this segment (e.g., HPI for History of Present Illness).
• Segment Title: Enter the full title for the segment (e.g., History of Present Illness).
• Segment Description: Use this field to describe the purpose or use of the segment for the provider's reference.
• Segment Hints: Include any helpful hints or tips for the provider to assist with charting within this segment.
• Provider Specific: Select whether this segment will be assigned to a specific provider or if it will be available to all providers in your practice.

Save Changes:

• After filling out the necessary fields, ensure you save your changes to add the segment to the specified section.

Adjusting Segment Order

• If you need to change the order of segments within a section, you can do so by editing the sort order value next to each segment. This allows you to customize the order in which segments appear in the ChartPro interface.

Conclusion

This process allows you to customize the charting experience in OfficePro by managing segments within the ChartPro admin page. Tailoring the segments to fit your practice's specific needs can enhance the efficiency and effectiveness of your documentation.