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How Should Intellisense Templates Be Used for Filing Accuracy?

John Austin Updated by John Austin

This article will describe how Intellisense templates can aid filing accuracy and speed using best practice.

What are Intellisense Templates?

Intellisense templates improve the filing process by using keywords and phrases from letters you receive to offer refined options to fill in the filing fields:

  • Description
  • Organisation
  • Department
  • Filing Codes.

Intellisense templates can be created within by selecting Settings > Filing > Intellisense Templates.

Follow the links below to look at the format of different types of templates.

  1. Department template
  2. Hospital template
  3. Result template

Template Naming Convention

The best practice is to use a naming convention for different types of template. This helps alphabetise and organise the templates, and also help you find duplicates in your list.

The template names you can see from the list in Settings > Filing > Intellisense Templates.

It is recommended to use a prefix described in the table below in the square brackets.

Template

Description

Best Practice

Department

[Department name] A template that identifies the Department/Specialty the letter was sent from.

Best Practice for a Department Intellisense Template

Hospital

[Hospital name] A template that identifies the Hospital or Organisation where the letter originates.

Best Practice for a Hospital Intellisense Template

Letter Type

[Discharge Summary] A template that identifies a type of document, particularly useful for the Discharge Summary and Did Not Attend letters, that need separating from the Clinic letters.

Result

[Result name] A template identifying Results in documents.

Best Practice for a Result Intellisense Template

Unscheduled Care

[OOO Services] A template identifying NHS 111, Out of Hours, Walk in, Urgent Care and Minor injuries services offered.

Keywords

Keywords or phrases ensure that the templates are triggered for the relevant content in a document. Keywords MUST be present in the document, spelt and spaced correctly. Keywords in a template are NOT case sensitive.

Intellisense CANNOT identify a string of words on more than 1 line.

Template

Description

Example

Department

Words identifying the study of: ..ology, and the student: ..ologist will often be sufficient.

Cardiology, Cardiologist, Cardiac are good examples to be used for a Cardiology department template.

Hospital

Words or initials of the hospital or location identifying where the patient was seen.

Queens Medical Centre, QMC would be useful. Ensure the wording matches the layout of the words in a letter.

Result

Words identifying the result, and the process in which the result is obtained are useful.

X Ray, x-ray, xray and xr are all regularly used and popular variations found on documents.

Unscheduled Care

Words and acronyms identifying out of hours services.

Walk in centre, Walk-in Centre (note the hyphen) and WIC are all regularly used and popular variations found on documents.

Please be aware NOT to use generic words on their own as a keyword. Words such as: NHS, Hospital, department, report, result, town and city names of local locations can trigger inappropriate templates and confuse users when filing a document.

How did we do?

Best Practice for a Department Intellisense Template

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