In response to the recent emphasis which is being put on the importance of ethnicity in patient populations and in healthcare (particularly in the latest updates to the flu DES), we have created protocols to alert practice staff if no ethnicity has been recorded for the patient. 


Ardens Ethnicity Protocol

In order for you to easily record ethnicity for patient who do not have it recorded, we have created a protocol and template. The protocol checks the patient record and launches a template with a drop down for you to record ethnicity if required. 



We are making the protocol available with no triggers added for you to choose how you would like to use it, for example:

  • To be triggered on adding a specific code e.g. Seasonal Immunisation codes
  • Triggered when loading patient record
  • Manually launching via the F12 key


To add a trigger for a specific code:

Access the Template Manager or Resource Publisher module. Ensure you are in the Protocols and Templates area.


Navigate to the protocol by selecting the Ardens > Other Protocols folder.


Select the protocol Ethnicity (Ardens) protocol and click on the Properties button on the EMIS ribbon (and then the Triggers tab) if you are a Template Manager site or the Manage Triggers option if you are a Resource Publisher site. 



Click on the Add option:


 and select the System Trigger for 'Add a Code' and the Run Mode  'Always Run'. 


NOTE - If you do not choose 'Always Run' but instead choose 'Always Prompt' then it will prompt you to run it for every patient, including those who already have ethnicity recorded.


Click on the Add/Edit option and search for relevant code e.g. Seasonal Influenza vaccination - 822851000000102 (includes all children incl adult and child options).



Select the codes and click on OK.




Click on OK.


To set a trigger for 'Load patient record' for reception staff:

Access the Template Manager or Resource Publisher module. Ensure you are in the Protocols and Templates area.


Navigate to the protocol by selecting the Ardens > Other Protocols folder.


Select the protocol Ethnicity (Ardens) protocol and click on the Properties button on the EMIS ribbon (and then the Triggers tab) if you are a Template Manager site or the Manage Triggers option if you are a Resource Publisher site.


Click on the Add option:

 and select the System Trigger for 'Load patient record' and the Run Mode  'Always Run'. Select 'Specific job categories' and choose the appropriate job categories:




Click on OK.


NOTE - please remember to only add triggers to the Protocol NOT to the Template in this case.


To manually launch the protocol:

Press F12 on your keyboard to launch the Protocol Launcher screen.


To add the protocol to your list (needs to be done for each individual user), right click on a preferred letter and select the Add option. 


Search for the 'Ethnicity (Ardens)' protocol in the Protocol Picker screen and double click on the protocol to select. This will now be added to your F12 Protocol Launcher:



To use, simply click on the protocol to check for ethnicity and launch the template if not recorded.


We have also created searches to identify those patients who do not currently have a correct ethnicity code on their record. Please click here for further information.


Coming Soon 

When loading a patient record, the following alert will display in the pink alert box if no ethnicity has been recorded for the patient:



Double click on the alert to launch a template to capture the patient ethnicity status.


Select the ethnicity using the drop down field provided and Save Template:




There is a video on this here:




For more information on our Ethnicity searches, please click here.



For further support please contact support-emis@ardens.org.uk.