Overview

Ardens maintains a comprehensive library of clinical resources in EMIS Web, including templates, searches, alerts, recal systems, referral forms and supporting tools.


Resources are updated regularly to reflect:

  • National guidance changes

  • Contractual and reporting requirements

  • Coding updates and best practice

  • Improvements to logic and usability


To ensure optimal performance and visibility of Ardens resources, organisations should also follow Ardens’ recommended system housekeeping guidance.


Version Numbering

Ardens templates, protocols and documents will use a date-based version number to clearly show when a resource was published.


Format: YY.MM.DD
Example: v.26.02.14 (published on 14th February 2026)


This allows practices to easily confirm they are using the most recent version.


Searches

  • Searches are updated by Ardens every 3-4 weeks on a scheduled basis. See this support article for further information. 

  • Searches are also published on the Ardens Portal for immediate access if organisations require them urgently

  • ES&R units are not included within scheduled updates and therefore will need to be updated manually via the Ardens Portal. 


Templates & Protocols

  • Templates and Protocols (Alerts and Launchers) are deployed centrally via EMIS Resource Publisher.

  • Organisations must ensure the relevant Data Sharing Agreement is activated to receive updates automatically.

  • Practices do not need to manually download, select, switch, or update resources. There is only one current version of each Ardens resource in circulation at any time, which becomes available automatically upon release.

  • Templates, Alerts, and Launchers are not available on the Ardens Portal.

  • Practices may need to do a refresh of resource publisher 

  • Template updates may occasionally take up to 24 hours to appear in EMIS Web after release. This is expected and dependent on EMIS processing times.


Documents

  • Documents, including referral forms, are deployed via EMIS Resource Publisher.

  • Ardens updates referral forms using an overwrite method. Existing EMIS Document Templates are never duplicated; they are replaced with the latest version.

  • Organisations must ensure the Pro Data Sharing Agreement is activated for referral forms to appear correctly within EMIS Web.

  • Updated documents may take up to 24 hours to appear in EMIS Web, in line with standard EMIS processing behaviour.

  • Requests for new or updated documents should be submitted to the Ardens Document team (documents@ardens.org.uk) once they have gone through any local governance processes.

  • Document updates must be supplied in Microsoft Word format (.doc, .docx, or .rtf). PDF or image-based documents cannot be uploaded.

  • Documents are not available on the Ardens Portal.