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Best Practice for a Department Intellisense Template

Gary Watkins Updated by Gary Watkins

This article will describe how to apply and maintain best practice for Department Intellisense Templates.

If you haven't already read the article about general Intellisense best practice, please take a look here:

When editing and amending a Department template, there will be certain differences between a Hospital or Result template. This article will ensure that the templates are most effective.

Template Name

Follow the best practice by naming all Department templates using this logic: Department: Accident and Emergency.

This will aid identifying potential duplicates, and also allow you to filter templates for maintenance reviews.

Department Keywords

When considering keywords for a Department, the study of, and the student, with words ending with ..ology and ..ologist will be the most useful.

You can include other words likely to appear in documents relating to that specialty as well. These may vary, and you must ensure that you do NOT include any generic words that could confuse the system.

Words such as: NHS, Hospital, department, report, patient, result, town and city names of local locations can trigger inappropriate templates and confuse users when filing a document. They can be used as part of a longer phrase, but not on their own.

A&E is a great example of how a department can be identified in many ways. A good example of a keyword list is:

A & E, accident and emergency, a&e, Emergency Department, Accident & Emergency, ed, emergency dept, casualty

Each word or phrase, separated by the commas, could be found in an Accident and Emergency dept letter. Note the spelling, spaces, use of the ampersand, and note that keywords are NOT case sensitive.

To add new keywords to a template:

  1. Type in the key word or phrase into the Enter Keyword field.
  2. Select Add Keyword.

To remove keywords:

  1. Select the X on the right of the list. This will remove the selected item from the list.
  2. Select Save at the bottom of the template screen.

The Any or All Keywords must match options are defaulted to Any. There are very few instances where All would be useful.

Department Filing Criteria

After defining your keywords, the template must offer the relevant filing details for the template to be most effective. The fields used when a Department template is triggered, are shown in this table below.

Only the Bold text is what you would expect to see in your fields.

Field

Description

Description

Clinical Letter

Organisation

Leave blank

Department

Accident & Emergency (Name of Department, selected from a list)

Person

Leave blank

Folder

A&E (Folder matching, or relevant to Department picked from a list)

Clinical Codes

Seen in Hospital Casualty (Relevant administrative code, selected by code or written description)

Read 9N19. or SNOMED 185210004

Fields left blank or missing from the above table, such as Person and Notes are rarely used, but can be populated as practices may require.

As multiple templates maybe triggered when filing, the gaps will be filled by other templates. there are other articles about the other best practice templates, follow the links below to read more on how each template differs.

How did we do?

How Should Intellisense Templates Be Used for Filing Accuracy?

Best Practice for a Hospital Intellisense Template

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