Visual Charting

Visual Charting is an interactive charting feature that allows staff to visually mark up diagram, such as body maps, dental charts, or face mapping diagrams, and capture structured data directly within client appointment records. Instead of relying solely on text notes, staff can place interactive form inputs directly over image diagrams and use built-in digital drawing tools to annotate specific treatment areas during appointments. This article guides you through configuring and using visual charting custom fields within your SOAP notes and appointment workflows.

Things to know:

• The ability to customize custom fields is controlled by the "Manage Client Setup" access control setting.
• The ability to create visual charting is controlled by the 'Enable Chart Image Custom Fields' hidden setting that can only be enabled by the MyTime team. To enable this setting, please contact support@mytime.com.
• Chart Image fields are created under Custom Appointment Fields and must be assigned to a Staff Intake Form (SOAP Notes) to be used during appointments.
• Once an appointment note containing a Chart Image is saved, its background image, field positions, and drawings are frozen. Future updates to the field template will not alter previously saved historical notes
• For franchise businesses, visibility depends on where the field is created:
  • Parent-Level Fields: Created at the parent account level and automatically available across all child locations.
  • Child-Level Fields: Created at a specific location level and exclusive to that location (hidden from other child accounts).
• Chart Image custom fields are intended strictly for staff use on the Desktop Web App. While they cannot be accessed or viewed on the Online Booking Widget, Client Intake Forms App, Scheduler Apps, or PDF exports, staff members can print them directly from the staff intake form. 

Contents: 

• Creating Chart Image Custom Field
• Chart Image Fields on Appointments

Configuring Chart Image Custom Field

To create a new Chart Image custom field:

1. Navigate to the Clients tab > Manage Clients > Customize Client Fields
2. Scroll down to the "Custom Appointment Fields" section and click Add Field                            
3. From the dropdown in the 'Field Type' section to select 'Chart Image' from the list 
4. Configure the basic field details
   • Field name: Enter a descriptive title (e.g., Visual Charting - Acupuncture Body Map or SOAP Notes Dental Diagram). 
   • Tooltip: Add staff-facing guidance so team members know how to use the field (e.g., "Visual Charting Field: Use drawing tools to annotate targeted areas and fill in overlay fields during treatment"). 
   • Diagram/chart image: Upload a chart image (.png or .jpeg). Leave blank if you prefer positioning inputs on a plain white canvas. 
   • Add interactive inputs directly to the image:
     • Select an input type: Text Box, Dropdown, Number, Date, or Checkbox.
     • Click anywhere on the image preview to position the input.
     • Rename each input as needed and toggle whether it is Required
     • Enable visual annotations: Check 'Drawing on chart' to allow staff to draw over the image during appointments. 

5. Configure annotation options and default controls:

   • Colors: Choose from 5 predefined swatches (Red, Black, Blue, Green, Brown).

   • Stroke Width: Adjust the slider to set line and shape thickness.

   • Tools: Toggle available drawing tools (Pen, Marker, Circle, Arrow).

   • Actions: Use Undo to remove the last stroke or Clear Drawing to reset the canvas. 

6. Click Save 

7. Navigate to the Intake Form tab
8. Locate your Staff Intake form (SOAP Notes) and click the arrow (chevron) on the right to expand it.
   
9. On the left sidebar, find the list of custom fields (including the Visual Chart field) and check the box next to each field you want to include on your form

Visual Charting (Chart Image Custom Fields) on Appointments

1. Navigate to the Schedule and filter by the desired location and date
2. Open the specific appointment
3. Click the Staff Intake form (SOAP Notes) hyperlink 

4. If multiple forms are configured, select the correct form tab at the top of the window.

5. Complete the visual chart:

   • Enter information directly into the text fields, numbers, dates, or checkboxes overlaid on the diagram.

   • Use the drawing tools to mark up regions on the diagram.

   • Click Save to finalize the record. All inputs and drawing layers will be securely frozen and stored with the appointment  

6. Review/Save/Complete the form 

   • Once an appointment note with a chart image is filled in and saved, its inputs, layout, and background image are frozen  

7. Click Save to complete the appointment. All data inputs and drawing layers are securely stored 

For more information, contact us at support@mytime.com or (385) 233-6964.     

Related Articles:

Creating Employee Intake Form (SOAP Notes)

Generating Employee Intake Form (SOAP Notes)

Generating Employee Intake Forms on Scheduler App