Ardens have provided resources to help practices to capture all unplanned clinical contact with patients. Unplanned contact relates to contact for 5 minutes or more, and which is not booked into an appointment slot.


All planned contact should be recorded in an appointment slot and monitored by GPAD data.


The Ardens Unplanned Patient Contact template helps to record the various encounter types, which can then be reported on using the Ardens searches.


Access the template in one of the following ways:

  • Click on the Run Template option within the consultation.
  • Click on the Add > Data using Template option outside of a consultation.


Clicking on either of the options above will display the Template Picker screen. 

Search for the "Unplanned Patient Contact" template using the search box provided or via the navigation pane. Select the template and click on OK.

Complete the template using the required fields and ensure you save the information using the Save option on the ribbon.


In order for practices to report on this information, Ardens has provided a search and multiple reports which will report on each type of encounter that has been recorded via the Unplanned Patient Contact template.


To access the search and reports, navigate to the Population Reporting module > Ardens Searches > 1.32 Administration – Appointments > Info - Unplanned patient contact searches folder.


Select the folder ‘Unplanned patient contact (linked to template) and then select Run on the ribbon. 

Then select Yes to the following screen:

A Run Parameters screen will then be displayed.  The parameter is ‘On the month of’, so the parameter settings need to be set for the month you wish to report on.  Further information on setting parameters can be found here.

The search and all its associated reports will also run and return results.

To view the results of a report, highlight the report you wish to view, and select View Results on the ribbon.

Each report will give an aggregate report on the number of that type of encounter.

If you require any further assistance on the process above, please contact Ardens support on: