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Managing Filing Templates

Kevin Wall Updated by Kevin Wall

This article will show you how to manage Filing Templates.

Filing Templates are used when filing, these are especially useful if Intellisense has NOT been able to identify key filing information. Particularly if the document is a poor copy, or has handwriting included.

These types of templates are useful for filing administrative forms from the patient, such as:

  • Consent forms
  • Change of Address
  • New Patient Registration forms
  • Questionnaires
  • ECGs.

Using the Template

You can use the template when filing in the following way.

  1. Select the Patient record.
  2. At the top of the Filing Details panel, select the Templates drop-down. If you have any templates configured, a list will appear.
  3. Select the required template from the list.

The content in the template will overwrite any findings by Intellisense in the fields: Description, Organisation, Department, Folder and a Clinical code, if included in the template.

Filing Templates may also predefine the Review status of the type of document, this is defined in the settings.

Configuring a Template

Filing Templates are found in Settings > Filing > Templates. Configuring these templates is straightforward. The Description and Section are both mandatory, denoted by a red asterisk by the field.

The Filing Criteria fields are recognisable from the filing screen, and are displayed on the screen in the same layout.

As suggested many of the Filing Templates will be classed as Admin Letters, and a good example of a useful template is a Consent Form.

Below is a chart with suggested content in bold for all required fields following best practice.

Filing Template

Suggested Content

Type

Description

Admin Letter

Selection

Organisation

Practice Name

Your practice name

Consent form

Department

Consent Form

Free type field

Person

Not required for completion

Folder

Administration or Consent Forms

Selection

Clinical Code

Consent given to share patient data with specified 3rd party Code 9NdG. Read

Or, Patient consent document Code 721914005 SNOMED

Many different Clinical codes could be selected for this example, this would depend on your practice processes.

Copying Existing Templates

If you have templates already created, and they follow the suggested best practice, you can simply copy the template. This saves a lot of time in creation, and enables the templates to be consistent and follow best practice with just a little input required to create a new template.

  1. In the Filing Templates list, in the Action column, select the drop-down.
  2. Select Copy. This will create a template retaining ALL the details, except the Description field.
  3. Make amends as required.
  4. Entera new name for the Template.
  5. Select Save.

This is an immediate change, and the new template will be available via the Capture and Filing screen, in the Templates drop-down for the next document filed.

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Managing Document Folders

Creating and Using Custom Annotations

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