Instructor Quick Start Guide

Get Started with ChartFlow in 3 Easy Steps

1. Create a Course
2. Create an Activity
3. Explore Patient Chart
1. Create a Course
If your account matches the screenshot above, Click the blue Create a New Course button to get started.
If you already see an existing Course, click Courses on the left side or skip down to Step 3 to explore the Patient's Chart.
You'll be taken to the Courses page where you'll be able to create a new Course.
Press the +New Courses button to get started.
Enter the following:

  • Course Short Name: Enter a Course Code, such as NUR 101, DTDA 300, HLT 101, etc.

  • Course Name: Enter the full name, such as Introduction to Nursing, Anatomy 101, Pharmacology, etc.

  • End Date: Enter the date when your Course is over to archive and no longer allow Students to view the Course. You can always change the Course date to re-open it. As an Instructor, the Course will be available from your Course list.

  • Course Description: Enter a Description that will be visible to all users in your program.

Hit Save to Create your Course.

After saving this page, You'll see your Course Code appear at the top right. Click to Copy the Code.

You'll also see 3 tabs across the top:


  1. Details: This is the previous screen, where you entered the Course's Name & Description. Return to this page to change any of the Course details.  You'll also see the ability to Add New or Existing Instructors now on this page.

  2. Users: The Users tab will allow you to invite new or existing users into your Course. You'll find the ability to click +Add Users which will then allow you to pick the type of user you'd like to invite (Student, Instructor, or Adjunct.) The next screen will let you add existing users to your Course or invite new users to create accounts.  

  3. Activities: Activities are assignments that allow you to make Patient Templates available for Students. Activities can also be created to allow Students to build their own Patients.  Click for our Guide on Creating & Managing your Activities

Here are links to our Course & Activities guides for more detailed information on these and other advanced functionality available in ChartFlow.

If you need any help inviting new Users to your School/Organization, please contact our team: [email protected]


2. Create an Activity

Press the Activities tab on the right, located directly below the Course Code.

You'll see any existing Activities listed in the table.

If your Course is New and has no Activities, you'll notice the help text at the bottom of the table.

Press +New Activity to get started.
We've zoomed out in our screenshot above. You'll likely need to scroll to see all the details of this page, including the Save button at the bottom of the form.

This is one of the most important pages in ChartFlow as it allows you to control the way Students will interact with our platform.
Here's an explanation of each field:

  • Activity Name: Use something Students & Instructors will quickly understand.

  • Activity Experience: This dropdown affects the type of Activity you create for Students. Each option will change the way Students view their Patients, Assignments, and Instructions on their Activity Dashboard (Student View.)

    • New Patients: Allow Students the ability to create their own Patients. For HIPAA reasons, Students are unable to change the name of each patient they create.

    • Template Patients: Add pre-built patients from the Template library for your Students. By Default, Students receive their own Individual Copies of each Patient Chart.
      • You will also have the ability to click "This is a Group Activity" for everyone in the Course to Share the Patient's data. Groups work exactly as a real world clinical experience, where only one record of the Patient is created.

    • Simulation: Add pre-built patients from the Template library to use in a Simulation setting.  You'll be provided with a Simulation Control Panel—an instructor dashboard that allows you to release new events for unfolding scenarios (ie new labs, vitals, orders, etc), control time (pause, resume, time jumps), and easy 1-click reset between new groups of students.  This Activity is designed for Simulation Labs using ChartFlow with groups of students, either once or multiple times a day.  

Please Note: You will not be able to change the Activity Experience after you've Saved. You're always able to create New Activities for any assignments you may have.

  • +Add Patient: Once you've selected the Activity Experience, you'll see a button on the right side to Add Patients. Depending on the experience you selected, you'll either be able to add New Patients and provide a label that your Students are unable to change OR you'll see the Template Library window that allows you to pick one of ChartFlow's Templates or a Template your Organization has created.

  • Available Visit Types: This will effect the chart layouts Students have access to when accessing a Patient's Chart. Leave blank to leave all Visit Types available or select only the ones you want from the dropdown.

  • Visible: Toggle allows you to hide or make an Activity visible to Students now. As an Instructor, you'll always be able to see and edit your Activity from your Manage Course page. Hiding an Activity will also allow you to schedule when it will automatically become Visibile.  

  • Due Date: Set a date & time when your Students will have Read-Only access. You can always edit the Activity and change this if you need to re-open the assignment for Students.

  • Student Instructions: These Instructions will appear for Students on their Activity Dashboard and also within each Patient. Make these as detailed as possible.

  • Instructor Description: An internal description for you and your colleagues. Students will NOT see this Description.

Once you're ready, press Save to create your Activity.

After Saving, you can exit by pressing the X button at the top right to return to your Manage Course page.

3. Student View to explore the Patient's Chart

From your Activity Dashboard, Click Student View for the Activity you've just created.
You'll find all our Actions buttons on the right side of the table. 
This will allow you to view the Activity from the Student's perspective.
From Student View you're able to view Instructions, and access or Create Patients according to the Activity you built earlier.
Press Create Patient next to Patient 1 to bring up the Patient Details page and build your New Patient.
If you selected Template Patients in Step 2, you will automatically be taken into the Template Patient's Chart. You can review their Patient Details from the left sidebar.
Complete the New Patient page accordingly. 

For HIPAA Reasons, the Legal Name and Preferred Name cannot be edited for New Patient Activities. 
Only Legal Sex is required, Sex at Birth and Gender Identity are Optional fields.

The Age can be adjusted based on Years, Months, Days, or Hours.
Press Save to Create the Patient and View their Health Record.
You'll be taken to the Visit History page.

For New Patients, click New Visit in the Patient Header to get started. 
For Template Patients, you may already be in the Visit or have availabile Visits to review.

The rest of this section will cover how Visits work so you can comfortably navigate and document within ChartFlow.
Documentation Basics
Throughout this section, we'll use the terms flowsheets & forms. Both of these are equivalent to the sections you see on the left sidebar. These flowsheets or forms allow Users to review or input patient information.
Documentation or Charting will also be used interchangeably. Both terms refer to the information Saved in the Patient, either by you or by another User. This information can be an Order, Vital Signs, Notes, or anything else.
Documentation in ChartFlow is Saved in two different ways:
  • Visit: Documentation in flowsheets or forms is tied directly to the Visit. ie, Patient's Vital Signs that were taken in an Outpatient Clinic will only appear when Viewing that Visit. You wouldn't see the Patient's Vital Signs from their Inpatient Hospital Visit when they had an emergency appendenctomy—you would need to enter that specific Visit to review.

  • Patient History: All documentation from all Visits are saved & compiled into these flowsheets. These sections are best used for analyzing long-term trends in Patient Care.
Default View: No Current Visit
Patients that are not currently in a Visit will have the following sections appear by default on the left sidebar:

  • Patient Details: You'll be able view/edit the Name, Sex, Age, etc. Some fields may be locked, depending on the Activity Experience and Patient's Settings.

  • Visit History: All historical visits will be listed. You'll be able to review old charting from those visits.

  • Allergies: All Allergies from all Visits will be listed in this flowsheet. You can easily add new Allergens or mark that existing Allergens were reviewed.

  • Patient History: Sub-menu contains Patient History flowsheet and other historical records that compile information from all Visits.
If a Visit already exists, we can click View Visit from the Visit History section to enter it.

Let's assume we have a New Patient and begin by pressing  New Visit.

After pressing New Visit, you'll be able to select:
  • Visit Type: Different options will change the sections on the left sidebar. Different flowsheets & forms will appear based on the Visit Type you select.

  • Reason for Visit: Free-text section.

  • Visit Start Date: Enter any date & time in the past for when this Visit should begin. The current time will be set by default.

Hit Save to Create the Visit. You'll notice that the sections on the left will change.

By default, Patient Details, Visit History, Allergies, and Patient History appear on every Visit Type. 

The first 3 sections will always remain at the top. Patient History will drop to the bottom of the left sidebar. 

You'll notice after Saving the Visit that the Patient Header now has additional Visit Navigation options.

  • Manage Visit: This will allow you to change the Visit Type, Reason for Visit, Visit Start Date, and also End the Visit.

  • End Visit: Brings up a dialog box that will allow you to enter a Visit End Date and End the Visit. Ended Visits can always be accessed from the Visit History section. You are still able to add new documentation to that Visit, as long as the Activity is before the Due Date.

After Saving the Visit, you'll be able to enter any of the new sections that appear. Let's enter Vital Signs.

If you're viewing a Template Patient, you may see existing documentation.
Press the +New Entry button on the right to enter a new Vital Signs entry.
Each Entry contains a Timestamp. Please note that fields within ChartFlow share data and can only contain one unique timestamp. If our system detects a duplicate, you will be notified and will be unable to save the information until you change the Time.

Flowsheets in ChartFlow will contain different field inputs, including free text, single select dropdowns, multi-selects, checkboxes, advanced, and more. For a detailed explanation on each field, click here to view our Patient Chart Guide.
When you're editing a flowsheet, you'll also see a Save button on the bottom right side. This button is always in the same place, allowing you to easily Save your documentation at anytime. Please more sure that you've Saved before leaving the page or clicking the back button, as this would cause your current unsaved data to disappear.
After Saving your entry, you'll see it on the next screen with your Profile Picture/Initials and the Timestamp listed. You can click on any User's Avatar to view their full name in case there is someone you don't recognize.

Congratulations you're now ready to start using ChartFlow!
There's a lot more advanced features & functionality that we only touched on in this Quickstart Guide. Explore our Help site to learn about Grading, Advanced functionality, and more.