Templates

A Template is a reusable form definition. Every clinical document your facility produces, from a Biopsychosocial Assessment to a CIWA-Ar withdrawal monitoring scale to a Discharge Summary, lives as a Template. Each template has a name, a category that controls where it shows up on the patient chart, an optional description, a list of fields, per-role access rules, and a small set of behavior flags (required-for-admission, required-for-discharge, recurring). When a clinician fills one out for a patient, that's a Form, an instance of the Template, tied to the patient and current Episode. Templates are what your facility builds; Forms are what staff actually fill in. Templates are managed from the Workflows page (gated by the Manage Workflows permission), and most facilities ship dozens to hundreds of them tuned to their exact protocols.

Aeglero's template builder supports 15 field types covering everything residential clinical documentation actually needs: Text, Textarea, Number, Date, Time, Yes/No, Check All That Apply, Dropdown, Multi-Select Dropdown, Scale (e.g., 0–4 for CIWA-Ar dimensions), Matrix/Grid for tabular data, Signature (a real drawn signature captured on a canvas), Section Break and Title for organization, and the standout: Patient Data. A Patient Data field auto-pulls a value from the patient's chart and snapshots it into the form at the moment of signing. You can drop in 22 different patient properties: date of birth, age, gender, marital status, ethnicity, preferred language, insurance, ASAM Level of Care, primary diagnosis, care team name, assigned provider, admission date, current medications, allergies, status, phone, email, emergency contact and phone, referring provider, primary care physician, and pharmacy. The snapshot behavior matters legally: if a patient's address changes three years after a Discharge Summary was signed, the signed form still shows the address that was true at signing, exactly what a medical record needs to do.

Each template gets its own per-role access list, and access has three levels rather than the usual binary on/off: View lets a role see existing forms but not fill or edit them, Edit lets a role create and fill drafts but not lock them as legal records, and Sign lets a role both fill and complete forms. Roles you don't assign get no access at all; the template is invisible to them. This means you can build a Biopsychosocial template that a counselor can edit but only a licensed clinician can sign, a Withdrawal Monitoring scale that nursing edits and signs, and an Authorization to Release Information that only admins can touch, all with completely different role-by-template permission matrices. Admins always get sign access automatically across every template, so support and audit work isn't blocked by per-template configuration. The access model is per-template, not per-category, so within the same category you can have forms with completely different role visibility.

Three flags turn a template into an active part of clinical workflow rather than a passive document. Required for Admission means the admission flow (covered on the Front Desk page) blocks until this template has a completed form for the patient's current episode, and the front desk staff member trying to admit gets the missing template name in the blocking error. Required for Discharge does the same thing on the discharge side. Recurring lets you set a time interval (e.g., 'every 8 hours' for CIWA-Ar) and Aeglero will lazily auto-generate a fresh draft on the patient's chart whenever the interval has elapsed since the last completed instance. Recurring drafts are only generated for users whose role has at least Edit access, won't be re-created if there's already an open draft (forcing completion of the previous one first), and won't auto-create the first-ever instance. That one is manual, so a template doesn't start ticking on every patient before clinical staff have actually started using it. Together these flags turn the template system into your facility's workflow engine: clinical safety becomes a property of the templates you build, not a manual process you have to remember.

When a clinician completes and signs a form, several things happen atomically. First, Aeglero validates that every required field has a value. If any are missing, the sign action is rejected and the missing field labels are returned so the clinician knows exactly what to fill. Second, every Patient Data field on the form is resolved against the live chart and snapshotted into the form's saved data, so the signed record contains the patient values that were true at signing. Third, the signer's name, drawn signature image, and a precise sign-time timestamp are attached to the form. Fourth, a SHA-256 hash of the canonically-serialized form contents is computed and written into the audit log alongside the FORM_SIGN event. Combined with Aeglero's tamper-evident hash-chained audit log, this gives you cryptographic proof that the signed form contents haven't been altered after the fact. Fifth, completed forms become immutable: there's no edit path, period. Deletion of a completed form requires the separate Delete Completed Forms permission, since completed forms are signed legal medical records and the system treats them that way by default.

Templates live under categories that follow the residential treatment workflow (Pre-Admission, Admission, Consents, Withdrawal Monitoring, Clinical Assessments, Outcome Measurements, Sessions, Discharge), and you can add custom categories on top. Each template's category controls where it appears as a tab on the patient chart. Templates have two statuses, Active and Archived: archive a template you've stopped using and it disappears from the new-form picker but every completed form created from it stays fully readable and queryable. Aeglero refuses to hard-delete a template that has any form instances, because doing so would orphan signed legal records; you have to archive it instead, with a clear error explaining why. Every template change is written to the audit log with a field-level diff (added, removed, reordered fields, role access changes from view to sign, status flips, recurrence toggles), and every form action is logged too: created, viewed, draft saved, signed, deleted. The audit log is intentionally PHI-aware: for sensitive field types like free text and signatures, the log only records 'field X: changed' rather than the actual content, so the audit trail itself doesn't become a second copy of clinical narrative. Autosave events on drafts are deduped within a 10-minute window per (user, form) so a clinician saving every keystroke doesn't flood the log, but every sign event and every deletion is always logged with no deduping.