Confirm Delete

This is the delete confirm screen. Press OK to proceed, else Cancel.

Confirm New

Depending on which tab of the Medical Records or Visit Editor screen that you have open, this window allows you to select the type of medical record entry, alert/reminder, or document to be created. Select the required one and press OK, else Cancel to abort.

For the Summary tab, the window is: (the partially visible last item is 'Weight')

For the Reminders and Alerts tab, the window is:

For the Documents tab, the window is:

Confirm Refresh

This window is displayed when you press the Refresh button to refresh a letter from its template. Press OK to confirm, Cancel to abort.

If Version current document is checked, then when the letter is regenerated, the current copy will be saved as a version, otherwise it will be replaced.

Create/Edit Alert

This is the screen used to create or edit a patient Alert. See Concepts|Alerts for background.

The fields are as follows:
Alert Type - select from those available - these are set via Administration|Lookups|Patient Alert Type
Priority - this displays the priority of the alert - see above link
Reason - a short version of the Notes text
Notes - the long version of the reason for the alert
End Date - the date on which the alert was ended (ie set to Completed status)
Status - can be either In Progress or Completed

Create/Edit Attachment

This is the screen used to create or edit an attachment document in the patient's medical records. See Concepts|Documents for background. Note that although you can use this facility to attach an image file, it is probably better to use the Image facility for this.

The fields are as follows:
Start Time - the date on which the entry was created - defaults to today
Description - any pertinent description
Status - this can be In Progress, Completed, or Finalised.  In Progress implies that you are still working on this; Completed implies that you have finished - but the entry can still be editied; and Finalised means that it is really complete and can no longer be edited.
Printed - this box will be checked when the form has been printed
Clinician - the appropriate clinician
Attachment - press the Select button to attach the file - after the file is attached its name (notes.txt in this case) is shown here.

The Versions tab shows the previous versions. Note that you can use the Add button to add another, but you can also use the Select button.  If you use the Select button to attach another file, then the previous 'top' version will just be pushed onto the version list.

As you can guess from the above, there is no problem in adding the same file name twice. In fact although two notes.txt files have been attached, each in fact contains different text.

Create/Edit Form

This is the screen used to create or edit a form document in the patient's medical records. See Concepts|Documents for background.

The fields are as follows:
Start Time - the date on which the entry was created - defaults to today
Description - any pertinent description
Status - this can be In Progress, Completed, or Finalised.  In Progress implies that you are still working on this; Completed implies that you have finished - but the entry can still be editied; and Finalised means that it is really complete and can no longer be edited.
Printed - this box will be checked when the form has been printed
Form - select the form to print - these are the document templates that are of Type 'Patient Form'
Product - select a product if appropriate. This is here so that if the form selected is sensitive to the current product, the form can include product information.  Thus, for example, we do not have to have a vaccination certificate for each type of vaccination - we can just have a general certificate that prints the name of the current product.
Clinician - the appropriate clinician - normally the form will display the clinician's name

Create/Edit Image

This is the screen used to create or edit an image document in the patient's medical records. See Concepts|Documents for background.

The fields are as follows:
Start Time - the date on which the entry was created - defaults to today
Description - any pertinent description
Status - this can be In Progress, Completed, or Finalised.  In Progress implies that you are still working on this; Completed implies that you have finished - but the entry can still be editied; and Finalised means that it is really complete and can no longer be edited.
Printed - this box will be checked when the form has been printed
Clinician - the appropriate clinician
Image - press the Select button to attach the file - after the file is attached its name (Bree.jpg in this case) is shown here.

The Versions tab shows the previous versions. Note that you can use the Add button to add another, but you can also use the Select button.  If you use the Select button to attach another file, then the previous 'top' version will just be pushed onto the version list.

Note that there is no problem in adding the same file name twice. Thus if your images arrive in files called img001.jpg, there is no problem if there is already an image imported from a file named img001.jpg.

Create/Edit Investigation

This is the screen used to create/view/edit investigations.  For background see Concepts|Investigations.

The fields are as follows:
Start Time - the date on which the investigation was initiated
Investigation Type - the type of investigation - these are set up via the Administration|Types|Investigation screen
Notes - you can enter any appropriate notes
Status - this will initially be 'In Progress' - for other settings see Concepts|Investigations
Reviewed - this box gets checked after the results have been reviewed
Clinician - the associated clinician
Report - use the Select button to add the results report to the investigation. Note that if there is an existing report and you add another, the first will be pushed down into the Versions tab. You can upload any sort of file at all. If you are using the automatic facility (see Concepts|Investigations) to attach investigation results, then you should not have to use the Select button to attach results.

The Print Form button is used to reprint the Investigation form.

The Versions tab is used to display and manage the versions of the reports. Normally the Add button is not needed - as discussed above you just use the Report|Select button to add a new version of the report. The display area shows the previous versions in a column format. Selecting a version causes its fields to be displayed (and these are the same as above). The column headings are:
Date - the date of the version
Description - this showns the Notes field
Document - this shown the results file - you can click on it to download and display it.
 

Create/Edit Letter

This is the screen used to create or edit a letter document in the patient's medical records. See Concepts|Documents for background.

First lets look at the screen shot for a new letter:

The fields are as follows:
Start Time - the date on which the entry was created - defaults to today
Description - any pertinent description
Status - this can be In Progress, Completed, or Finalised.  In Progress implies that you are still working on this; Completed implies that you have finished - but the entry can still be editied; and Finalised means that it is really complete and can no longer be edited.
Printed - this box will be checked when the letter has been printed
Clinician - the appropriate clinician
Template - select the template to be used - these are the document templates that are of Type 'Patient Letter'
Document - you DO NOT need to press the Select button when you are creating a new letter. Simply selecting the Template will generate the letter from the template and insert the appropriate information.

Now the edit screen. The senario is as follows: you created the letter as above.  Then you decided that you needed to edit it, so on the Documents tab of the Medical Records screen, you selected the letter and then clicked on the actual letter to download it and open it in your word processor. You then saved a copy (as say Referral Letter-2), edited in the required changes and then saved it.

On the Medical Record screen you now press the Edit button to get the Edit Letter screen. You then press the Document Select button - this will open a browse window to allow you to select your 'Referral Letter-2' and upload it. The screen will then appear as below. The initial version has been saved as the previous version, and your new one as the new current version.

As intimated above, the Versions tab shows the previous versions. Note that you can use the Add button to add another, but you can also use the Select button.  If you use the Select button to attach another file, then the previous 'top' version will just be pushed onto the version list.

There is no problem in adding the same file name twice. In the above example the file names were different but they could have been the same.

Parameters

If a template containing parameters is selected (i.e. Fill-In fields in Microsoft Word, or Input Fields in OpenOffice Writer), a window like that below will be displayed prompting for the values of those parameters. On OK, these will be merged with the document. Note that the order of the prompts cannot be specified, ie if the template has prompte P1, P2 and P3, these may be displayed on the screen in the order P2, P1, P3.

The parameters are normally text fields and hence you can use macros to enter the information.

Create/Edit Medication

This is the screen used to create or edit a medication entry in the patient's medical records.

If the medication entry is being created as a result of invoicing the item, then this screen will only be displayed if the medication product entry has it's Dispensing Label option ticked. It is always displayed to edit the medication entry, or if the entry is being created via the New|Medication button on the Patients|Medical Records screeen.

The fields are as follows:
Date - the date the medication record was created - defaults to today
Expiry Date - the expiry date of the medication. Note that since the field is blank when the record is created, it is very easy to use a 'relative date' to set the expiry date - in the above case '4w' was used to create the date.
Quantity - the quantity
Label - the label text- this will be initially set from the medication product record
Print Label - pressing this button prints the label using the template, 'Drug Label'
Medication - the medication product
Clinician - the clinician
Dispensing Notes - these will be displayed if there are any

Note that if it is important to you that the Dispensing Notes be displayed when the item is added to the invoice but you would not normally print a label (and hence the product's Dispensing Label option is not ticked), you should edit the product to have the Dispensing Label option ticked, but either leave it's Label Text blank, or set to say 'No label required'.

Create/Edit Note

This is the screen used to create or edit a note in the patient's medical records.

The fields are as follows:
Date - the date of the note - defaults to today
Note - the note text goes here. If needed you can change the size of the note window using the handle at the bottom left of the text window.
Clinician - the clinician

Create/Edit Prescription

This is the screen used to create or edit a prescription. See Concepts|Prescriptions for background. In the picture below, the prescription has already been dispensed once so the 'Dispensing' tab is shown. If the prescription was being created the Dispensing tab would be absent.

The fields are as follows:
Date - the date on which the prescription was created - defaults to today
Expiry Date - the date on which the prescription expires. After this date, the prescription cannot be dispensed nor deleted. Note that this is totally separate from the Expiry Date set when you dispense the item - which is of course the expiry date of the dispensed medication. This date defaults to today plus the Prescription Expiry interval set for the practive - see Administration|Organisation|Practice. If you have not set this, then it defaults to zero and the Expiry Date will default to today.
Quantity - the quantity to be dispensed each time
Repeats - the number of repeats
Medication - the product
Label - the dispensing label text - this defaults to that set for the product. This will be the label when you actually dispense from this prescription.
Clinician - the clinician
Times Dispensed - the number of times that this prescription has been dispensed.

The Dispensing Tab shows the information for previous dispenses of this prescription.

Note that when you set up the prescription, you are functionally authorising the dispensing a total of (qty x (repeats+1)).  Hence if you set the Quantity to 2 and the Repeats to 5, the total quantity being authorised is 12.

Note also that when the prescription is dispensed neither the Quantity nor the Label text can be altered. If these do need to be altered, this must be done by editing the prescription itself.

Create/Edit Problem

This is the screen used to create or edit a problem in the patient's medical record. See Concepts|Problems for background. The following screen shows a problem being edited.

The fields are as follows:
Date - the date the problem was created - defaults to today
Problem - enter a description/title for the problem
Status - this can be Unresolved or Resolved
Resolved Date - the date on which the problem was resolved
Clinician - the associated clinician

The Records tab displays the current records and allows them to me added or deleted. There are two sorts of records, Medication and Notes.

The screen below shows a medication record being edited. Note that when a medication record is added a warning message will be displayed saying that the medication will not be charged for.

The screen below shows a Note being edited. The horizontal slashed areas just indicate that this picture has been editied to make it smaller.

Create/Edit Reminder

This screen is used to create and edit reminders. Normally reminders are created automatically by the system (ie as a result of invoicing an annual vaccination, the system will create the reminder for the next one), but they can also be created manually using this screen. Similarly, they are normally processed automatically by the Reporting|Reminders processing. However, in some circumstances you may want to cancel them or change their due date manually. Note that you cannot delete a reminder - to do this you change its status to Cancelled.

The fields are as follows:

Date - the date on which the reminder was created
Reminder Type - the Type of the reminder
Due Date - the due date (ie when the vaccination is due)
Status - this can be In Progress (ie active), Completed (ie the associated event, eg the vaccination, has occurred), or Cancelled. Normally the system will adjust the state to Completed (when the event occurs) or Cancelled (when the reminder becomes too old), but you can also change the state using this screen.
Reminders Sent - displays the number of reminder notifications generated
Last Sent - the date on which the last one was generated
Completed - the date on which the reminder was completed. Note that if the reminder is cancelled by the system, the date on which this happened is not shown here, is this is a Completed date, not a Cancelled or Completed date.
Error - if an error occurred the last time that the reminder was processed by Reporting|Reminders|Send All, this will be shown here
Product - the associated product
Clinician - the associated clinician

Create/Edit Visit

This window is used to create or edit the patient's visit record. Note that if you are using the workflow facilities, and in particular the Consult button on the Workflow|Work List screen, then the visit record will be created for you.

The fields are as follows:
Start Date - the date on which the visit started - defaults to today
Complete Date - the date on which the visit was completed
Reason - the reason for the visit
Clinician - the clinician
Status - you can set this to In Progress or Completed

The Print button will print the complete visit information (ie including notes, medication, weight, etc) - not just the above information.

Create/Edit Weight

This window is used to create or edit the patient's weight record.

The fields are as follows:
Date - the date on which the weight was measured - defaults to today
Weight - the weight
Units - the units - you can select Grams, Kilograms, or Pounds
Clinician - the clinician

New Medication Record prompt

The New Medication Record prompt is displayed when creating Medication records  from:

• Patients|Medical Records|Summary
• Patients|Medical Records|Problems

When Medication records are created this way:

• the customer is not invoiced
• the medication quantity selected does not change the stock level

If there is no need to invoice the customer, or change stock levels, click OK.

If the customer should be invoiced, then click Cancel, and add the medication via:

• Customer|Charges
• the Visit Editor