Workflows for Document Templates on Mac and Troubleshooting Guide

First, let’s review the recommended workflow for Using Templated Word Documents for Mac Users to avoid these issues. Then we will go over the workarounds for resolving the documentation errors that can occur, and/or resolving prior documentation mistakes.

Starting a new Document Template

1. Create your document (Typically from right clicking on an appointment block | Document Session | From Last Using Document Template)
2. This will prompt a download window at the bottom of the screen. You will want to select the option to Save. 
3. From this point, consider the document on a timer to be reuploaded back in Valant.
   1. You can open and work on and Save the document itself as needed.
   2. If after starting/downloading the document template, you need to return to finish it later. Please follow the steps below for Save Templated Document.
   3. Our recommendation is to Save Templated Document if the document will need to sit longer than six hours from when it was downloaded.
4. NOTE: When a document is created, it will create a blank copy of the template into Unsigned Documents (which is a copy of what you first downloaded) This will be replaced when you correctly upload using Save Templated Document.

Steps to Save Templated Document:

1. Make sure the document is correctly named.
   1. The Document Name of the file (most commonly saves by default in the downloads folder) should match exactly to the name of the document as seen in Documents | Unsigned Documents
      1. if you have downloaded a note multiple times there will be a (1) or (Copy) at the end which you need to remove prior to Saving Templated Document.
2. Navigate to Documents | Save Templated Documents.
3. Bring up the file you need to upload with Select File. Then Press OK to proceed with uploading the document. You will get a green message at the top of your Valant page confirming it was saved successfully.

Continue work from a Fresh Copy of the Saved Templated Document:

1. Return to Documents | Unsigned Documents.
2. Locate the Document you wish to resume.
3. Use the Action Drop-down to Choose Edit.
4. Follow the download prompt to SAVE to your computer. Open the document and resume working on the note.
5. You will use Save Templated Document (Or the Save and Close if using the Word Add-in on PC) to upload when finished or if you need to continue working on the note at a later time (6+ Hours from when the document was re-downloaded).

Common Error Message and Cause:

One or more documents failed to save. 

One or more documents failed to save. WUBRG_20200908_ProgressNote.docx: The document you are trying to edit is no longer available for editing.

This error message means the document you are trying to upload was already signed to the chart. This is typically the result of accidentally signing the blank copy of a template in Documents | Unsigned Documents.

This can also be caused by deleting the document from the List in Unsigned Documents.

Note: It is recommend to NEVER delete unsigned documents unless you have verified it is correctly present with a completed copy of the note in the patient’s chart or you created a Note for a session in Error.

Resolve using the Recreate Template Troubleshooting Steps (see below). Users will need to copy the data from the completed note into the newly downloaded blank template.

The Document Saved to the Computer has Expired, and Will not Upload to Valant Via Save Templated Documents, despite correct name and it still being present in Unsigned Documents.

Caused by not using the Save Templated Document method to upload the In Progress/Completed document and letting it reach expiration (Valant Recommends re-uploading if you are not likely to touch the document for more than 6+ Hours) Use Replace with Fresh Unsigned Copy method to resolve and upload the completed document data into Valant.

Object Reference Error:

While this error can have multiple causes, the easiest resolution is to use the method described in Recreate Template Troubleshooting Steps. You will need to copy the data from the completed note into the newly downloaded blank template. Once Complete and verified to be uploaded correctly, you can Delete the Object Reference Error template from Unsigned Documents. We are happy to setup screen share to identify the specific cause of this issue if it is occurring for multiple documents.

Re-create Template Troubleshooting Steps:

1. Create a Fresh Unsigned Copy of the Document Template.
   1. From the Menu | Navigate New | New Templated Clinical Note.
      1. Fill in Patient Name , Date, as well as Primary and Add-On Codes to match the original session
      2. Choose the matching Document Template from the original document.
      3. Add any additional Participants who also need access.
      4. Finally Press OK, and it will create a new blank document in Unsigned Documents and download the template.
2. Unlock and Copy the Original Note.
   1. Open the original completed document.
   2. Navigate to the Review Tab | Restrict Editing
   3. This will open a side bar on the right. At the bottom there will be a Stop Protection button.
   4. This will unlock the document from being fill in Only.
   5. CTRL +  A (or Command + A on Mac) to Select All of the document. CTRL +  C (or Command + C on Mac) to Copy.
3. Unlock the Fresh Copy of the Note and Save to Valant
   1. Open the freshly Downloaded Template
   2. Navigate to the Review Tab | Restrict Editing
   3. This will open a side bar on the right. At the bottom will be a button which lists Stop Protection.
   4. This will unlock the document from being fill in Only.
   5. CTRL +  A (or Command + A on Mac) to Select All of the document.
   6. CTRL +  V (or Command + V on Mac) to Replace the document with the Pasted Completed Copy
   7. SAVE (In Word)
   8. You can then upload the document using Document | Save Templated Document (or the Word Add in if fixing an issue with a Windows Users)
   9. Once you have Uploaded the document into Unsigned Documents, Use the Preview option from the Action Drop-down. This will download a PDF copy of the note, which you can check to make sure it contains the completed copy of the note.
4. Once the correct document is brought into Valant, want to make sure you have Inactivated the older version

Replace with Fresh Unsigned Copy:

1. Create a Fresh Unsigned Copy of the Unsigned Document Template (Usually Blank)
2. Unlock and Copy the Original Note.
   1. Open the original completed document.
   2. Navigate to the Review Tab | Restrict Editing
   3. This will open a side bar on the right. At the bottom will be a button which lists Stop Protection.
   4. This will unlock the document from being fill in Only.
   5. CTRL +  A (or Command + A on Mac) to Select All of the document. CTRL +  C (or Command + C on Mac) to Copy.
3. Unlock the Fresh Copy of the Note and Save to Valant
   1. Re-download the Document Template by navigating to Documents | Unsigned Documents.
      1. From the Action Drop-down on the right of the document you are fixing, Choose Edit.
      2. This will download a fresh copy of the template to the computer (Usually Blank if not saved to Valant Prior).
   2. Open the freshly Downloaded Template
   3. Navigate to the Review Tab | Restrict Editing
   4. This will open a side bar on the right. At the bottom will be a button which lists Stop Protection.
   5. This will unlock the document to no longer be fill in Only.
   6. CTRL +  A (or Command + A on Mac) to Select All of the document.
   7. CTRL +  V (or Command + V on Mac) to Replace the document with the Pasted Completed Copy
   8. SAVE (In Word)
   9. You can then upload the document using Document | Save Templated Document
      1. Be sure to check the name of the fresh copy to be sure it matches correctly to what is listed in Unsigned Documents (may need to drag the fresh copy to the desktop in order to be able to rename it).
   10. Once uploaded the document into Unsigned Documents, Use the Preview option from the Action Drop-down. This will download a PDF copy of the note, which you can check to make sure it contains the completed copy of the note.