Add annotations to a form Praxis Desk

You can draw handwritten annotations into a form — for example to highlight something during a consultation. You can do this before the patient fills out the form, and also on a completed form. In Anmerken (Annotate) mode you can also fill in answers directly on the form, see Fill in directly on the form. Both are available for every form, not only Thieme consent forms.

Prerequisites

Required license

This feature requires the Formulare erweitert or Formulare erweitert + Thieme Aufklärungsbögen add-on for Praxis and Desk, or a package that includes annotations.

• The form has the status Offen (Open) or In Bearbeitung (In progress) — the patient hasn't submitted it yet — or the status Abgeschlossen (Completed). If it's Ausgefüllt (Filled out) but not yet completed, Offisy opens the review-and-complete window. There, switch to Anmerken (Annotate) using the toggle next to Ausfüllen (Fill out), provided you have the Formulare: Anmerkungen permission and the add-on.
• The Formulare: Anmerkungen permission in the role editor. Without it, the annotation feature is not visible. You can still view existing annotations.
• Cooperation partners with custom access don't get the Formulare: Anmerkungen permission automatically. With full access to forms, it's included.

How to do it

Before the form is filled out

1. In the form list or the patient record, click the open form. The [form name] teilen (Share) window opens with a QR code, link, and email sending.
2. Click Anmerken (Annotate) at the bottom left. The form view opens directly in drawing mode.
3. Draw with the drawing tools and click Save.
4. Click Zum Ausfüllen teilen (Share for filling out) to return to the Share window, and pass the form on to the patient as usual.

offisy · Patienten · Patientenakte · Formulare

Fig. 1How to draw annotations before the patient fills out the form (example: Anamnesebogen Innere Medizin).

The icon next to Anmerken opens the form in a new browser tab. You can draw and save there. You see changes from that tab as soon as you open the window again.

On a completed form

1. Open the completed form.
2. Click Anmerken (Annotate) to show the drawing tools.
3. Draw with the drawing tools and click Save.

Drawing tools

Fig. 2The drawing toolbar at the bottom of the form in Anmerken mode (example: R 99 test sheet).

Pick a tool from the toolbar. The tools are icons, and Offisy shows the name as a tooltip:

• Select — select and move placed elements
• Pen — freehand drawing
• Marker — freehand marking
• Line, Ellipse, Rectangle — geometric shapes
• Text highlighter — highlight form text in color
  • On touch devices, drag one finger across the form text. Offisy applies the highlight when you lift your finger. Use two fingers to scroll the sheet. On a desktop, you drag with the mouse as before.
• Text — place a text note
• Eraser — remove annotations

Additional settings:

• Pick red or yellow, or open Eigene Farbe (Custom color) for a color of your own.
• With the text tool active, also pick a size: Kleine Schrift (Small font), Mittlere Schrift (Medium font), or Große Schrift (Large font).
• On forms with multiple steps, use the arrows Vorheriger Schritt (Previous step) and Nächster Schritt (Next step) next to Step X of Y above the form to jump to the step you want. Each step keeps its own annotations.
• Use Undo and Redo to correct your last steps.

Click Save to save your annotations.

Once saved annotations exist, you can switch between Annotations and Original at the top left.

Note: If you leave the form with unsaved annotations, Offisy asks you to confirm. When you close the window, you can choose Verwerfen und schließen (Discard and close) or Weiter bearbeiten (Keep editing). When you move on (Zum Ausfüllen teilen, Abschließen, An Patient senden), you can choose Speichern und weiter (Save and continue) or Verwerfen (Discard). When you reload or close the browser tab, the browser shows its own prompt.

Delete the annotations in a step

Click the trash icon (tooltip Zeichnung dieses Schritts löschen, "delete this step's drawing") in the toolbar. Confirm the prompt to permanently remove the freehand drawing (pen, marker, line, ellipse, rectangle) in the currently open step. Deleting the drawing leaves text notes and highlights untouched. To delete a single text note or highlight, select it with the Select tool and press Delete.

Common errors

• "Die Anmerkungen wurden zwischenzeitlich von jemand anderem geändert" message when saving: Someone else saved annotations in the meantime. Reload the document and re-enter your change.
• "Dieses Formular wurde bereits abgeschlossen oder durch eine neuere Version ersetzt" message when saving: Offisy refuses to save. Open the current document to edit annotations.