Procedures

Gentu offers a comprehensive procedures module, which you can use to make procedure bookings, record your operation notes and outcomes, and review past procedures. 

Create a Procedure

There are two ways to create a new procedure, which are both outlined below.

Create a procedure from the appointment book

You can use this method if, for example, you already know the time and date of the patient's procedure.

1. Open the Appointment Book.
2. Click into the time slot where you wish to book the procedure.
3. Select the Procedure tab.
4. Search for the patient by name.
5. Ensure the Op Date, Op Time and Duration are correct.
6. Click Save.

Gentu will then automatically launch the patient's Clinical file to the New Procedure window.

You can then proceed to fill in the procedure details, as described further below.

Click Save in the procedure details window to save the procedure.

The procedure will then be listed in the patient's consult list within the Clinical tab, showing the booking date underneath the procedure name.

When you select the procedure to view its details, you will also see the booking information under the Booking heading.

Clicking on the date & time link will take you to the appointment book on that date, and open the appointment details window automatically.

Create a pending procedure from the patient's file

If you do not yet know the time and date of the patient's procedure, you can instead create a pending procedure from the patient's file.

1. Open the patient's file.
2. Select Add > Procedure.
3. Enter the procedure details (outlined further below).
4. At minimum you must enter the Procedure Name and the Provider in order to save this pending procedure.
5. Click Save.

 You can re-open the procedure record at any time to add additional details.

Book a pending procedure

When you have decided on a time and date for the patient's procedure, you can book a previously created pending procedure into the appointment book as follows.

1. Open the Appointment Book and navigate to the date on which the procedure is to be performed.
2. Click into the time slot that you wish to book the procedure against.
3. Open the Procedure tab.
4. Search for the patient by name.
5. If the patient has a pending procedure saved in their Clinical file, you will see a notification advising this under the Pending Procedure drop down menu.
6. Click into the Pending Procedure drop down menu and select the name of the procedure.
7. Ensure the Op Date, Op Time and Duration are correct.
8. Click Save.
9. Gentu will create a new procedure booking in the appointment book for this patient.

Note: if you Save without selecting a pending procedure, Gentu will generate a new procedure record instead of linking an existing procedure to this appointment.

Rebook a procedure

If you need to rebook a procedure, you can do so by marking it as Pending and then re-linking it to a procedure booking, once the new time and date have been decided.

1. Locate the procedure booking in the appointment book.
2. Click on the procedure booking to view its details.
3. Press Pending.
   
4. This will remove the procedure booking from the appointment book.

Once you have decided on the new time and date for the procedure you can then rebook it as follows:

1. Create a new procedure booking for the patient in the appointment book at the new time and date.
2. Select the procedure from the Pending Procedure drop down menu, as described in the Book a pending procedure section above.
3. Save the appointment.

Alternatively:

1. Open the patient's Clinical file.
2. Select the procedure and press Open.
3. Enter the new time, date and duration in the appropriate fields under the Booking & Theatre tab.
4. Save out of the procedure.

Delete a procedure

To delete a procedure:

1. Open the patient's Clinical tab.
2. Select the Procedure that you wish to delete.
3. Press the Delete button.
4. Confirm the prompt.

Deleted procedures will be kept hidden in the background, and can be viewed as follows:

1. Open the patient's Clinical tab.
2. Select the Procedure tab at the top of the list.
3. Click the menu icon. 
4. Select Show deleted. 
   

The page will reload to show deleted Procedures in the list.

Procedure details

The Procedure window allows you to enter all the necessary details of the operation: the Booking & Theatre details, Operation Notes, and Outcomes.

Procedure name

Typing into the Procedure Name field will allow you to select from a list of suggested procedure names, based on the SNOMED clinical terminology database.

Alternatively, you can manually enter your own custom procedure name. Simply type in the name of the procedure and press Enter to confirm.

You can enter multiple procedure names. After you have added a second (or more) procedure name, you will see a checkbox appear next to the additional procedure names. You can tick the checkbox to indicate that this is a provisional/conditional procedure. 

If you wish to edit the procedure name after you have already saved out of the record, you can do so by clicking the pencil icon to the far right, which will allow you to edit, remove, or add procedure names. 

Procedure category

You can select a pre-defined procedure category for any procedures booked through Gentu.

Procedure categories can be tracked via the Report Dashboard.

Procedure categories can be added in Settings > Procedure Categories; click the + icon and enter the name for the new category. 

Alternatively you can add a procedure category at the time of creating the procedure: select the Create Procedure Category option from the drop down menu.

Enter the name of the procedure category, and select Save.

Note that procedure categories can only be deleted via Settings.

Booking & theatre details

• Hospital: The hospital or location where the procedure will be performed. You can add or edit hospital details in the Address Book. Note: you must select a hospital for the procedure in order for this procedure to print on the theatre list.
  
  
• Assistant: Assistants can be added via the Address Book. Ensure that the Assists at Procedures checkbox is ticked.
  
  
• Anaesthetist: Anaesthetists can also be added via the Address Book. They must have the Anaesthetist speciality selected in order to appear in the Anaesthetist list.
  
  
• Paediatrician: Paediatricians can also be added via the Address Book, and should have the Paediatrician speciality selected.
  
  
• Third Party Claims: If the patient has an active third party claim (e.g. a WorkCover claim) in Patient Details, you can link it to the procedure. Its details will then print on the theatre list. 
  
  
  
• Billing Items: Here you can select the billing items you think will be used for the procedure. These will print on the theatre list.
  
  
• Notes: Any pre-op notes which may be relevant to the patient's procedure. These will also print out on the theatre list.

Operation notes

The Operation Notes tab lets you record information about the procedure such as any findings, or the technique used.

Information typed into the Operation Notes tab can be used to generate custom operation reports, using the Procedure letter references. 

Alternatively, you can print a pre-prepared operation report by selecting the procedure in the patient's Clinical file and pressing Print.

Outcomes

The Outcomes tab allows you to select the side effects that may occur during or after a procedure.

If you need to add an outcome that is not already provided, you can type your outcome into the Specific Outcomes field.

If you have multiple outcomes to add, you can separate them by typing a comma after each outcome. 

FAQ

> What if I need to delete a Pending Procedure appointment that I have booked?

If you need to reschedule the procedure booking for a patient, then you simply need to click onto the procedure booking in the Appointment Book and then click the Pending button to mark the procedure as pending again.

You can then re-book the procedure when you have confirmed a new date.

> I need to change my Procedure booking date to another date and time. How can I do this?

You can change the procedure booking date by clicking onto the procedure booking in the Appointment Book, or in the Appointments tab in the patients record, and changing the date in the Op Date field:

 If you need to, you can also adjust the time by changing the value in the Op Time field.

Once you click on Save, your procedure will be moved to the appropriate place in the Appointment Book.

> How do I print the Operation Report/Operation Notes? 

Once you have finished entering your post-operative notes and saved out, you can highlight the procedure and select the Print button (next to the Open button) to print out a pre-formatted Operation Report.

> How do I print a Theatre List? 

You can do this by selecting Print > Theatre List in the Appointment Book. Please see the Appointment Book Reports article for more information.

> Can I change the Operation Report template/formatting?

Currently the Operation Report is pre-formatted and not able to be changed. If you did wish to change the look and feel of the operation report, or to print it out with your letterhead (for example), you could consider creating a letter template using the procedure letter references, and printing this out instead of the inbuilt Operation Report. You can add new letter templates via Settings > Letter Templates.