Ardens has created electronic versions of Child Safeguarding letters and reports.  The letters can be used to communicate with Children’s Social Services where there is concern for a child, and the forms can be used to produce a report for a safeguarding review meeting.

The documents can be used within an individual patient record and will merge details of the organisation as well as patient details and information from the patient record.

The available Child Safeguarding Letters are:

• Child in Need GP Report
• Child Protection A&E Report of Concern
• Child Protection Concern re secondary care letter or DNA
• Child Protection Core Group Meeting GP Report
• DNA - Child - High Risk
• DNA - Child - Low Risk
• DNA - Child - Moderate Risk 
• Looked after Child Report

To use the Child Safeguarding Letters, access the relevant patient record either:

• Within a consultation - select Document > Create letter
• From the patient record - select Add > Document > Create letter

This will display the New Patient Letter screen.

Click on the magnify glass icon to search for the relevant document template.

This will display the Find Document Templates screen.

Search for the required document template using the search box provided (alternatively, for Resource Publisher sites, select Shared Folders > Ardens National Documents folder > Child Safeguarding Letters. For Template Manager sites, under the Hierarchy tab, select the Ardens Docs folder > Child Safeguarding Letters).

Double click on the relevant document template to launch.

The following example shows the Child in Need GP Report.  

On launching the template within a patient record, you will be presented with a list of the patient’s consultations.

Using the tick boxes, select the consultations that you wish to be included in the report, and then click OK.

You will then be presented with a list of the patient’s immunisations.

Using the tick boxes, de-select the immunisations that you do not wish to be included in the report, and then click OK.

You will then be presented with a list of the patient’s active medications.

Using the tick boxes, de-select the medications that you do not wish to be included in the report, and then click OK.

Finally, you will be presented with a list of the patient’s problems.

Using the tick boxes, select or de-select the problems that you wish to be included or excluded in the report, and then click OK.

The document will then complete the merge, allowing you to complete any relevant fields such as the addressee and signature.

If an electronic signature is required, it will be necessary to stop the editing protection of this document.

Select the Review tab on the menu bar, and then Restrict Editing 

At the bottom of the screen, select Stop Protection 

You will now be able to use the Insert option on the menu bar to select and insert your electronic signature into the Child in Need GP Report.

When you have fully completed the report, click on the File option at the top left of the screen to save to the patient record and to print, as required.  

Once the document has been saved to the patient record, if you wish to email the document, select the Documents tab of the patient record. 

Double click on the relevant document to open.

At the bottom right of the screen, use the options for emailing.

If you are using Microsoft Outlook, click on the Send > via Email option to open an email in Outlook, with the letter attached.

If you are not using Microsoft Outlook, click on the Export button to save the document to a secure location. This can then be selected as an attachment to your email.

If you require any further assistance on the process above, please contact Ardens support on: support-emis@ardens.org.uk