Configuring Drop-Ins

Drop-Ins (previously named Text Snippets) allow you to configure a block of formatted text and then quickly insert that block of text into a Scribble or Progress Note.

Examples:  

• Census Note
• Covid Response
• SMART Goals
• Suicide Hotline info
• Common contacts used by your organization

More examples are provided at the end of this topic.

Key features:

• Accessed via the / command or when the ~ is typed in a Scribble or progress note
• Can include formatting
• Can be multiple lines
• Administrators can set up Organization Level Drop-Ins

Differences between Expansions and Drop-Ins

• Expansions: Automatic, can be enabled/disabled
• Drop-Ins: Access via the / command or via typing the ~, can be multiple lines, can include formatting

Viewing a Drop-In

1. Click the Settings Gear in the left Navbar:
2. Click Drop-Ins in the left navbar: 
3. The display shows all of the Drop-Ins you have configured.
4. You can search for a specific Drop-in using the Search bar above the list of Drop-Ins 
5. The list of Drop-Ins is also sortable by the name, by clicking on the Drop-In column header in the list. 
6. Change the Results per page number if you wish to see a larger list of Drop-Ins:
   

Adding a Drop-In

To add a Drop-in,

1. From your Drop-In list, click + Drop-In:
   
   1. Non-Admins will have the ability to 
      1. Create user-level drop-ins 
      2. Import drop-ins to their personal drop-in set
   2. Admins will have the ability to 
      1. Create organization-level drop-ins 
      2. Create user-level drop-ins 
      3. Import drop-ins to their personal drop-in set
2. Type a name for your Drop-In in the Drop-In field:
3. Type your Drop-In content in the Full Text Field:
   Note that your Drop-In content can be as short or as long as you want (up to 3,000 characters). It can include formatted text. Spelling and Grammar Correction is also available in your Drop-In. Any line breaks or spaces added within the drop-in or at the end will be included when used throughout the Bells applications. 
   For more information, see Text Formatting and Spelling and Grammar.
   
   
4. Click Save Drop-In to save or click Cancel to discard your changes:

That's it! Your new Drop-In looks like this:

Drop-Ins can also be created while writing Scribbles or Progress Notes.  Simply highlight the text you want to be a Drop-in and a pop up menu will appear. Select Make drop-in to add it to your drop-ins.

Option Placeholders

Within your drop-ins, you can set up an Option placeholder. Option placeholders allow you to make selections (single choice or multiple choice) within the drop-in to then be used in scribbles, templates, or progress notes. These drop-ins can additionally be used in the mobile application. 

To add an option placeholder when configuring your drop-in, use the $ to add a placeholder. In the list of options, you will find options for singleChoice and multiChoice.

When selected, you will be presented with the display to configure the options to select from in the drop-in. 

When setting up the placeholder, you will enter option values. These will be the options presented when used in the application. The first field will by default be set to Default. That means the value in that option field will be the defaulted option in the drop-in when used. 

When used in the application, clicking the blue text in the drop-in will present you with the options to select. If set up for single choice, only one value can be chosen. If set up for multiple choice, more than one value can be chosen. 

Drop-In Import Library

Clicking the " Import from Library" button under the + Drop-In button will open a new display to choose drop-ins to import and use for Scribbles or Progress Notes in Bells.

In the Import Drop-Ins display you see available drop-ins grouped by categories (headers in gray), followed by the drop-ins for each of those categories. You can select all the drop-ins in a category or select any number of drop-ins to import across multiple categories. The categories are examples of the types of services the drop-ins might be associated with and the "Any Service" category can be associated across all the services. 

Once a drop-in is imported, it will show with the other drop-ins for your organization and can be further edited for use in progress notes or Scribbles just like any other drop-in. Imported Drop-Ins import as a user-level drop-in. If you're an administrator, you can convert the imported user-level drop-in to an organization-level drop-in. 

Editing a Drop-In

When you find you need to tweak the wording in a Drop-In, making changes is very simple.

1. From your Drop-Ins list, click on the drop-in in the list or click the pencil icon on the right side of the Drop-In in the list:
   
2. Edit the Drop-In name.
3. Edit the Full Text of the Drop-In.
4. Click Save Drop-In to save your changes or click Cancel to discard your changes.
    

Organization Level Drop-Ins

When an administrator creates an Organization Level Drop-In, they can set the drop-in to allow user override or not. Setting the Drop-In to allow user override allows users to have a user-level drop-in with the same name as the organization-level drop-in. If the drop-in is not set to allow override, then only the organization-level drop-in with that name will be used. 

Organization Level Drop-Ins are usable by all users across the organization. 

Drop-In Sharing

Personal Drop-Ins can be shared with other Bells users. 

When the drop-in is clicked in the list, the drop-in editor will display. There is a new field at the bottom of the editor for "Share with". 

You can search for the Bells users to share the drop-in with and then save the drop-in. The drop-in will be shared with the selected users. 

When a drop-in is shared, a notification will display at the top right of the Bells application.

Clicking the notification bell icon will open your list of notifications. Notifications will show for shared Scribbles or shared Drop-Ins. 

The drop-in display is grouped by categories for Personal-, Shared- with and Organization-level drop-ins. 

Shared Drop-Ins can also be utilized on the mobile application.

Deleting a Drop-In

When you no longer need a Drop-In and want to remove it,

1. From your Drop-Ins list, click the trash can icon on the right side of the Drop-In in the list:
   
2. At the prompt, click Yes to delete your Drop-In or No to keep your Drop-In.

Additional Drop-In Examples

Configuring Expansions 

Expansions are a way to automatically expand a few letters into longer text. Some examples:

• IPO = In the presence of
• BP = biological parent
• RH = Remarkable Health
• FH = Foster Home

More examples follow at the end of this topic.

Key features:

• Automatic
• Can be enabled/disabled
• Administrators can set up Organization-Level Expansions

Differences between Expansions and Drop-Ins

• Expansions: Automatic, can be enabled/disabled
• Drop-Ins: Access via the / command or via typing the ~, can be multiple lines, can include formatting

Viewing your Expansions

• Click the Settings Gear in the left Navbar:
• Click Expansions in the left navbar:
• You now see a list all of the Expansions you have configured:

Adding an Expansion

To add an Expansion.

1. From your Expansions list, click
   1. Non-Admins will have the ability to 
      1. Create user-level expansions 
      2. Import expansions to their personal expansion set
   2. Admins will have the ability to 
      1. Create organization-level expansions
      2. Create user-level expansions 
      3. Import expansions to their personal expansion set
2. Type a name for your Expansion in the Name field:
   
3. Type your Expansion in the Expansion Field:
   
4. If you'd like the expansion to only expand on the first occurrence in the note, toggle the setting on
5. Click Save to save or click Cancel to discard your changes:
   

A couple of notes about your Expansions

• The name must be unique
• The name is limited to 10 characters
• The name cannot include a space or any of these symbols: @ ~ : # 
• The name is not case-sensitive
• Try to avoid names that are also a word on their own so that you don't have expansions popping in unexpectedly.  
• Expansion text cannot exceed 300 characters. 
• Expansions can be configured to expand each time or only once in the note. 

That's it! Your new Expansion looks like this:

Expansions can also be created while writing Scribbles or Progress Notes by highlighting text you wish to configure as an expansion.  A pop up menu will occur. Select Make expansion to add it to your expansions.

Expansion Import Library 

Clicking the "Import from Library" button under the + Expansion button will open a new display to choose expansions to import and use for Scribbles or Progress Notes in Bells.

In the new display - Import Expansions you will see available expansions grouped by categories (headers in gray) followed by the expansions for each of those categories. You can select all the expansions in the category or select one or many expansions to import across multiple categories. The categories are examples of types of services the expansions might be associated with and the "Any Service" category can be associated across all the services. 

Once an expansion is imported, it will show amongst the other configured expansions for your organization and can be further edited for use in progress notes or Scribbles just like any other expansion. Imported Expansions will import as a user-level expansion. If you're an administrator you can convert the imported user-level expansion to an organization-level expansion.  

Editing an Expansion

When you find you need to tweak the wording in an Expansion, making changes is very simple.

1. From your Expansions list, click on the Expansion in the list or click the pencil icon on the right side of the Expansion in the list:
   
2. Edit the Expansion Name.
3. Edit the Expansion Text.
4. Click Save to save your changes or click Cancel to discard your changes.

Organization Level Expansion

When an administrator creates an Organization-Level Expansion, they can set the expansion to allow user override or not. Setting the Expansion to allow user override allows users to have a user-level Expansion with the same name as the organization-level Expansion. If the expansion is not set to allow override, then only the organization-level expansion with that name will be used. 

Organization-Level Expansions are usable by all users across the organization. 

Deleting an Expansion

When you no longer need an Expansion and want to remove it,

1. From your Expansions list, click the trash can icon on the right side of the Expansion in the list:
   
2. At the prompt, click Yes to delete your Expansion or No to keep your Expansion.

Bulk Import

If you already have a list of expansions that are commonly used, your Bells administrator can import them in Bulk. Administrators will see the bulk import option under Add Expansion:

Clicking Bulk Import opens the import display:
 

The Bulk import uses the following comma-separated convention:

Name,Expansion text <Enter>
Name2, Expansion text 2 <Enter>

  Where <Enter> represents pressing the enter key

Keep in mind that the same rules as far as expansion name and length apply in bulk that apply to individual expansions.  

After you click Import, you will get a confirmation of how many expansions were loaded. Any expansions that are unable to import will show in a list. You will need to review and correct them.

Example Import and resulting success/error display:
 

Using Expansions

Once an Expansion is set up, all you have to do to use it is to type the name of the expansion in your progress note or scribble and hit your space key. The text will expand and show the full expansion text. 

Additionally, expansions can auto-complete when used in a scribble or progress note. When you start typing the text of the expansion (not the name but the text for the expansion and a minimum of 4 characters), placeholder text will appear in the display for the remaining expansion text. Hitting your tab key will auto-complete the expansion for you. Please refer to the example below.

Configured Expansion: 

Behavior in the Scribble or Progress Note: 

Additional Examples