systmone data entry templates guide · 2020-07-06 · telephone: 0300 555 0340 3 email:...
TRANSCRIPT
NECS Clinical Systems Specialist Team
©Copyright NECSU Revision date: 11/06/2020
SystmOne -
Data Entry Templates
Guide
Author: NECS Clinical Systems Specialists Team
Telephone: 0300 555 0340 2 Email: [email protected]
Table of Contents
Contents Creating a Data Entry Template ....................................................................................................... 3
Designing a Template ...................................................................................................................... 4
Adding Fields to a Template ............................................................................................................ 6
Template Layout ............................................................................................................................ 10
Publishing a Template ................................................................................................................... 12
Using a Template ........................................................................................................................... 14
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Creating a Data Entry Template 1. Click on the Setup – Data Entry – New Template Maintenance.
2. Click on New Template and complete all required fields in the Details tab.
3. Give the template a Name, a Category, Sub Category and Icon if required.
4. Enter a Description for the template and select any Rules required.
5. If necessary Link to Problems with codes if required and Add code(s) whenever this template is completed.
6. Select a Default Word Letter Template if required.
7. There is also an option to Allow save and retrieve when using the template.
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Designing a Template 1. Click on the Design tab
2. Click on Add New Page to add more pages to the template.
3. Click on Delete the Selected Page to remove pages not required.
4. Click on Move the Selected Page Up/Down to move pages up or down in the list. 5. You can resize the template using the boxes at the bottom left hand side of the screen.
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or use the mouse to drag the template to resize.
6. Alternatively right click on the pages of the template and click Properties to change the title of the page, the background colour.
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Adding Fields to a Template
1. Click on Add new field to the page button to add information to the template. Select an option from the list: a. Numeric Data Entry – can be used to add numeric values, e.g. BP, Pulse, Heart rate and
Calculations such as Calculated BMI etc.
b. Coded Data Entry – can be used to add check boxes, single selection boxes, notes, dates
etc.
c. Other Data Entry – can be used to add Medical Drawings, Quick Action Buttons (Links to
specific letters, Create a reminder) etc.
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d. Static Display – can be used to format the template, e.g. add a Template Heading, Text Box, Lines etc. Tab Group can be used to ensure fields are completed in a particular order and to add background colours to sections of the template (this can only be viewed when scrolled to the very bottom of the Add new field to the page box).
2. Once you have selected an item to add to the template a cross will appear, click and drag the box to the size required.
3. Click on the Add new field to the page button again to continue to add information to the
template. Continue to do this until all the fields you require have been added.
4. Once you have added a field, right click on the field to Cut, Copy, Delete, Amend Properties (e.g. change the size of the question/answer box) and Add Dependencies.
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5. The Construction buttons allow you to order the way the template information will display when completed and in the patient record. These include: Delete, Move to the top, Move up, Move down and Move to the bottom. You can also use the tab key to navigate around the template and select items from toolbars.
6. Double click on a field or right click and select Properties. The options that appear will depend on the field you have selected, but you can amend various areas of the field, including: a. Selection box label. b. Selection options. c. Allow backdating. d. Put entered values in Read Code Journal. e. Put entered values into Summary. f. Episodicity of Read codes. g. Display previous values if entered. h. Show amend notes button. i. Show arrow showing changes. j. Show details button. k. Data entry requirement status drop down you will see the option to make the completion of
this field either Not required, Mandatory or Recommended. l. Data entry requirement linked report if required. m. Laterality – Left or Right. n. Body region – if applicable.
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o. Amount of component to use for data entry – size of label and size of entry field box. p. Component label goes here – gives an example of the size of label and entry field box.
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Template Layout 1. The layout of the template can be amended using the design toolbar (or right click on a field):
a. Add new field to the page. b. Enable ‘snap to’ grid. c. Cut. d. Copy. e. Paste. f. Align by top edge. g. Align by left edge. h. Align by bottom edge. i. Align by right edge. j. Make the same height. k. Make the same width. l. Delete the selection from the page. m. Configure properties of the selection. n. Add Dependencies to component.
Note: Once you have selected the fields you want to align or make the same height the whole design toolbar will be available to use.
2. To add Dependencies to a field right click or click on the green Dependencies arrow in the toolbar. You can specify whether the field will be Active or Inactive when the fields added are either True or False. For example a BP field will be greyed out if a dependency has been added to make it inactive if a BP has been recorded in the record already.
3. Click Add and select a New Dependency from the drop down list e.g. Clinical Report, Multiple selection etc.
4. Select what is required, e.g. a clinical report or read codes for a multiple selection and click Ok.
Once added a dependency can be added or removed.
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5. Click on Preview at any time to preview the template.
6. Click Cancel to return to the template design.
7. Click Ok to save the template.
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Publishing a Template
1. Right click on the template and click Publish Template.
2. Click Yes if you want to publish the template.
3. Select where you want to publish your template, e.g. Locally. Click Ok.
4. Click Yes if you want to publish the template.
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5. Right click on a template to either:
a. Preview Template – View the selected template.
b. Print Blank Form – Print a template without patient details, you can choose which pages.
c. Export Template – Export a template e.g. to another unit.
d. Write Template Specification – Export template to a CSV file.
e. Publish Template – Make template available either locally or wider.
f. Upload Template – Makes template available to other SystmOne Units.
g. Amend Template – Amend the selected template. You will be asked to enter a description
of the changes you have made.
h. Copy Template – Copy the selected template.
i. Delete Template – Delete the selected template (alternatively make it inactive).
j. Table – Open a list of templates either in Word or Excel.
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Using a Template Once the template is published you can either add it to a toolbar or to the Clinical Tree. To Add to a Toolbar 1. Right click on the toolbar and select Configure Toolbar (if you have the access right).
2. Click on the toolbar you want to add the template to and click Amend button Set.
3. Search for the template in the Toolbar name box.
4. Double click on the template you want on the toolbar, or click the plus sign for it to appear in
the Selected Buttons column on the right.
5. Use the Move selection Up/Down buttons to change the template position on the toolbar and Rename selection to change the template name or Delete to remove the template.
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6. Click Ok. The template will appear in the toolbar.
7. Double click to open the template. Once the template is complete click Ok.
8. The template information can be viewed in the New/Tabbed Journal. Note: Alternatively you can amend the toolbar in Organisation Preferences so that the whole organisation can see it.
To Add to the Clinical Tree
1. Right click on the Clinical Tree and select Customise Tree (if permission has been granted for
you to amend the tree).
2. Search for the template.
3. Either double click the template or click the arrow to move the template to the column on the right.
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4. Use the Move selection Up/Down buttons to change the template position on the tree or Delete to remove the template.
5. Click Ok.
6. To view and use the template, open a patient’s record. Within the clinical tree, right click on your listed template and select the template to open it.
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7. Once the template is complete click Ok.
8. The template information can be viewed in the template node or on the New/Tabbed Journal.
9. Click Save to keep the changes to the patient’s record