Key Concept
The Staff App has the ability to allow annotations on PDF documents. This allows new types of forms to be used where the client may need to circle options, add text near content, and draw pictures. Essentially, exactly the same things that can be done on a printed page with a pencil without having to scan it into the chart later.
Using the Annotation Tools
The PDF viewer in the Staff App has four(4) functions that will appear in the toolbar when the document allows annotations.
Text Annotations
The first annotation type is a Text Editor which adds dynamic text boxes to the form. This allows the client to type responses into the form where pre-existing data entry fields do not exist.
When it is selected, the toolbar will show additional options for the color of the text and the size.
This tool is useful for forms where the client (or the provider) might want to add text explanations for what was drawn, or the client isn't comfortable writing on the device with the electronic pencil and prefers a keyboard.
Pencil Annotations
Select the Pencil tool to use a digital pencil, such as an iPad pencil, to write on a form like paper. The options will appear once it is selected.
This tool works intuitively just like using a pencil on a real piece of paper. Each “writing” will create a separate annotation that can be edited after it is drawn.
Undo/Redo
After using the Text or Pencil tools, it may be necessary to undo the changes (i.e. an eraser). The Undo button will erase each annotation or undo changes to an annotation in the reverse order it was done. If the Undo button erases more than what is intended, the Redo button can restore the changes.
Document Delivery
Annotation forms are added the same way other forms and correspondences are added, via the Document Delivery system. The document must be set up in the Document Management area to Allow Annotations (see below). The document will appear in the Pending Documents section with a note stating it is only for the Staff App, because the annotation tools are not available on the Client Portal.
If a situation comes up that the document will not be done electronically, then additional steps are required. The first and most important factor at this moment is determining if the client has completed this form (or will) by other methods such as printing and scanning. If the document is abandoned, then deleting the row is appropriate. Once you know that it should be tracked as completed, then scroll to the right on the Pending Documents list and see the “Complete” button. Clicking and following the prompts will result in the document moving to the completed documents list. The Information message will indicate that it was done manually.
Document Template - Allow Annotation
To allow staff to use annotations in a form in the Staff App, the template must be designed for it as well as configured on the Template page. Two settings are required, first selecting an Electronic Use option, and be flagged as ‘Allow Pencil/Annotation Tools’.
The first setting can be confusing, but for a template to be used electronically, it must have a need greater than printing it. Generally, to inform Neo that a document is completed, we ask it to be signed. So, even if the document does not use signature boxes, it is still recommended that at the end of the annotation event, the client signs it to confirm they believe the document to be completed.
The second setting ‘Allow Pencil/Annotation Tools’ pivots the template from the common forms and documents sent to the Client Portal and Staff App, to something that is only available on the Staff App. Clients in their homes are very unlikely to have the proper equipment and technical knowledge to work with annotation forms. The provider needs to be with them and guide them on using the technology in the Staff App.
Finally, the designer of the template should use the preview button and verify that the form offers enough space to realistically use a pencil tool. If Text annotation is expected, it may be better for the forms designer to add the text boxes to the form now. Then the provider doesn't have to add them manually every time. Editing PDF forms is a complicated subject beyond this article, but the goal of a template is to make things easier for the client and provider, so the template should meet common expectations for data entry and leave annotations for dynamic forms where we can't know in advance where text will be needed.