Ardens has designed New Patient resources to help practice staff capture relevant information for new patient's joining the practice. The resources consist of a document template for the patient to complete at point of registration and a clinical template to easily record the activity.
New Patient Template
The New Patient Template can be used to capture data for areas such as the patient's family history, lifestyle information and 3rd party consent. Please continue to use the EMIS Registration module to complete the registration, carer and next of kin details.
To access the template from the patient's care record, select the Add > Data Using Template option on the EMIS ribbon.
The Template Picker screen will now open. This will list all of your recently used templates (if you have not searched for any previously this list will be empty).
Type 'new patient' into the search box and click the magnify glass. (alternatively select the Ardens folder on the right hand side > Reception Admin templates > New patient template):
Select the template and click OK
After selecting the template, the Consultation Properties box will appear. The Admin staff will usually change the Consultation Type to Administration Note or an alternative appropriate entry as per your practice protocol. By ticking the Store as default for this session box, you will not need to complete this box again for the session you are logged in.
The template has been broken down by pages on the left hand side, to easily navigate to information. Please note – you only need to complete the data necessary at that time.
The Information page will display a link to the Ardens Support Desk should you need any further assistance.
The Registration Admin page allows you to record information such as the registration details, named accountable GP and Residential status.
The 'Residential Status' section includes the option to enter the 'Patient door access key code'. Please note this will be visible on any EMIS summaries produced and you must follow your practice protocol regarding this.
The Social History page allows you to record details of the occupation of the patient, military veteran, homelessness status and more if required.
This Ethnicity and Gender page allows you to record the patients ethnicity, title, the name they would prefer to known by and also the patients religion.
The Language / Communication page allows you to record where the patient was born, the language they speak and whether they need an interpreter.
The Carer Status page allows you to record a patient is a carer or has a carer. Please note – recording the carer codes from this page will only record to the patient's notes and we strongly recommend using the Carer section in the Registration module to record this information correctly.
The Next of Kin page allows you to record information of the patient’s next of kin to the patient record. We strongly recommend using the 'Family/Relationships link' tab within the patient's registration page to record this information correctly.
The Consent page can be used for recording consent/declining to SMS, Email, Summary Care Record, EPS (Electronic Prescription Service) along with Donor consent. There are also links to opt out forms for Summary Care Record and Organ donation for you to print for your patients, or for you to copy the link to send to the patient via SMS message.
The LPA+DNACPR+3rd Party Access page can be used to capture the patient's consent to share their medical data with 3rd parties, specifying name, relationship and contact details. Tick the box below if at a later date consent has been withdrawn.
If the patient has a Power of Attorney you can select this from the drop-down choices to add this data:
The Lifestyle page allows you to capture the patient's latest smoking status, BP, Alcohol Intake, Exercise and BMI. Please be aware that red writing within a template denotes information coded within that area is required for payment purposes.
The GPAQ page can be used to record the patient's level of physical activity. Select from the drop-down list to record as much information as the patient has completed. From the answers you have selected a Physical Activity Index can be calculated.
The Alcohol screening page allows you to calculate the Audit-C Score. Audit score and FAST score are also able to be calculated.
The blue hyperlinks will take you to external websites for details on each of these alcohol screening tests as well as a link to the Gov.uk website:
The Disabilities page allows the recording of Visual, Hearing or Other Disabilities. Select from the drop down choices, adding additional free text if necessary:
The Family History page can be used to capture the details of the patient’s family history. Selecting the relevant option will then allow you to select the family member. If required you may add an additional family member by selecting the Add qualifier drop down field.
The Meds& Allergies page can be used to record if the patient takes regular medication (please ensure you are following your practice protocol). The option to record drug allergies can also be found here but please ensure you check the allergy section of the patient record to avoid duplication.
The Smears Information page can be used to record details of the patient's latest smear test, hysterectomy and current pregnancy (if not already displayed). The Patient Participation Group page allows you to record whether the patient has been invited to join the practice PPG and whether or not they have joined.
New Patient Document Template
Ardens has designed a printable registration form to work in line with the New Patient template. It incorporates the areas mentioned above, to make capturing information in the template simpler.
Practices may wish to print a batch of the following document templates to hand out/send with the GMS forms. To do this, access the Template Manager or Resource Publisher module and navigate to the Document Templates area.
Select the Ardens Docs > Registrations and Deductions folder. There are two different versions available depending on what is required:
Select one of these templates and click on the Edit button to open.
Select the Test Merge option to the top right of the screen.
This will launch the pre-populated document with the practice organisation details (you may have to select a patient, but no patient details will display).
Click on the File option to print, then email (Share option).
Click on the 'x' to close the document, followed by File > Close option to close the document template.
If you require any further assistance on the process above, please contact Ardens support on: firstname.lastname@example.org