Template Guide for Trinity Referral Client
Version 1.0
Overview:
Provide a guide that will help in the design of simple text templates that will work within the healthcare environment.
PLEASE NOTE: This is a basic guide for templates. For more advanced customised templates or services design please contact Medical-Objects for a consultation. Charges may apply for this service.
Contents |
Template Construction for Trinity Referral Client
When creating your templates in your Practice Management System, there are a few guidelines to follow in order to make sure the letter is able to be recognised by the receiving practice management software (PMS). The receiving practice management software will often only import free text format successfully, therefore we have provided a guide to help with the design of your templates. In your template you can use the pre populating template fields provided in your practice software as a replacement for the text entries used in this guide. e.g. Doctors Name, Address, First Name, Last Name
What to avoid when designing templates:
- Do not use Headers and Footers or floating text boxes
- Do not use images, business logos or icons in your letter
These objects will not be recognised by the receiving practice management system (PMS).
Referral Template Design
The following template shows the various techniques used to display your letters. Each technique used in the following screen shots will be numbered from 1 to 7.
1. The first step is to place a full stop on the first line this will ensure text that is typed in the following lines stays formatted correctly
2. The centre, left or right align tool in your text editor tool bar can be used to create your free text header as shown below
3. The right align tool was used to display the practice providers
NOTE: The referral client will detect the first provider number in the referral as the receiving provider. So to avoid this from happening Medical-Objects Trinity needs to be configured to ignore the sending practice provider numbers so that it will only detect the receiving provider’s details. (This will be shown in Referral Configuration).
4. The Left align tool was used to display the receiving practice details. If the recipient’s provider number is displayed, Medical-Objects Trinity will detect the receiving provider’s number and add it to the Referral To box. In order to detect the receiving provider’s details the referral client will scan the template letter for provider numbers that are not associated with the provider numbers in routing for the practice
5. If you use tabs, tab stops should be used; the standard tab method will not hold formatting after the transmission into the receiving PMS.
NOTE: Tab Stops can be set in some text editors.
6. Bullet points can be used to format your text, the receiving software will recognise the different types of bullets
7. Simple tables can be used in your letter, on the receiving end the table will not be visible but the data in the table will still hold its formation
Template Design
The Trinity Referral Screen
Once you have selected Ctrl + A then Ctrl +C the Medical-Objects Trinity screen will be displayed. As you can see the referral displayed below uses the same box numbers used in the template design stage.
This section will now explain how the layout of your template can reduce the time required to send referrals. The following numbered boxes correlate with the numbers used in the previous section, this is to show the outcome of the template design stage.
Box 5 Patient Details: You will notice the patient details have been inserted into the report details screen automatically. You must have Re: in the document to activate the Trinity Client.
- If the Patient name follows the identifier Re: the Trinity screen will automatically insert the details in to the patient details for you as show below
- If the Patient date of birth follows the DOB: the report details screen this will also automatically insert the details in to the patient details for you as show below
Box 4 Address Details: The provider you are sending to will be displayed in the Addressed To box if you place their details correctly with provider number as shown in the design stage of the template and the ignore local providers is configured in Medical-Objects Trinity.
Trinity Referral Screen
Template Result displayed in Medical Director 3.7
The referral template that we previously created holds its formatting. The table has not displayed the grid lines but has held the text arrangement.
Template Result displayed in Best Practice
The letter template holds its formatting. The table has not displayed the grid lines but has held the text arrangement.
Trinity Referral Configuration
This section shows you how to ignore the local providers so that they do not display in the referral as a receiving doctor.
This step needs to be performed on each Medical-Objects Trinity install.
1. Right click on the Trinity icon in the system tray. Select Admin then Ignore Provider IDs
2. Once you select Ignore Provider IDs the following window will appear
3. Select Lookup to add the providers from your practice. The following window will appear
4. Perform a search for your providers associated with your practice, and repeat for each provider that will be listed on the electronic referral
5. Once you have added the providers, click OK on the Ignore Provider IDs screen
6. Congratulations, this procedure is complete
Should you require any more information or have encountered a problem please call the support helpdesk on (07) 5456 6000.
