Create a new patient record
This topic is for AquilaCRS
Search patient records
Before entering a new patient, a search must be done to identify if the patient already has an IBID record, from a previous episode.
Click on new patient icon on the Aquila CRS tool bar.
Enter the patient information available in the required search fields
Recognised Values
Text entered into the search fields can be any combination of the following items, and in any order. Text is case insensitive.
NHS Number- Enter a valid NHS number. Search will find this NHS Number or the rest of the search criteria to ensure complete results.
Gender - Enter male or female
Hospital Number - Enter hospital number. E.g. RM34587534
Date of Birth - Enter a valid date in the format dd/mm/yyyy, e.g. 01/04/1977
Postcode - Enter the full postcode, including space, e.g. M23 9LT. Or just enter the first part for a broader search, e.g. M23
Research Cases - Tick box
Audit Cases - Tick Box
Duplicate Folders - Tick Box
Vulnerable Person - Tick Box
Key words from the Folder description - Prefix each word with #, e.g. #kettle #cooker #toaster
Email address - Enter any valid email address.
Names - Text not recognised from any of the above are treated as names in the format given-name family-name or single words are assumed to be family-name. E.g. Jane Doe or doe
N.B. Further information regarding searches can be found on the Search for patients page
The search will bring up the last 200 records used, click on the "Max Results" Button on the results tool bar for the maximum results available.
Check the results carefully, the NHS number or DOB should not have changed however the name and address may have done.
If the patient appears on the list of results click on the patient to highlight and click on the "Open Folder" icon on the tool bar. This will open the patient folder and display any previous episodes.
To amend an IBID patient record, highlight the record by clicking it and use the "Open IBID" Icon on the Tool bar. For a new record click "New IBID Record"
Create New Patient
Once it is established the patient has no record, click the "Create Patent" button on the search tool bar.
This will open a New Patient Demographics Form
The patent's personal details are recorded in the Demographics form. The patents IBID folders are linked to this form for each episode that occurs.
For more information on Patient demographics please see Patient Demographics page.
Once a patent record has been completed a patient folder will need to be created to record the patients episode. Many episodes can be created under each patient record, for further information on patent folders follow link to About Patient Folders.
Editor Types
Date Editor
Can free type date or select from drop down calender. Enter "Today" or press "Clear to exit without entering data.
Time Editor
Can free type time or use scroll bars at the right of data field.
Date & Time Editor
Free type date dd/mm/yyy and time 00.00, or drop down list. Choose "today" button if event was day of inputting data or "Clear to exit field without data entered.
Drop Down / Lookup List
The Lookup List is a collection of common names, places, catagorys, or other types of information that can help you choose a required field. Click on the down arrow to the right of the data field, highlight the relevant information to enter.
Staff Drop Down / Lookup List
Populated by staff names entered as "Users" in Administration.
'Yes/No/(Don't Know Drop Down
A special kind of drop down list to allow a clearer selection of yes, no & don't know when compared to the tick box. Used predominantly in the iBID editors, but due to roll out to all data-entry fields. Input via keyboard can be acheived by pressing Y or N on the keyboard.
Tickbox
Checked - Positive with a known value = 1.
Unchecked - Negative with a known value = 0.
Gray - Don't know with a value = null.
Please note: Check boxes are grey (Unknown) by default.
Postcode Editor (2 part)
Free type 1st part of postcode letters and numbers.
Free type 2nd part of postcode numbers and letters.
Text Field
A free type field to enter as much detail as possible.
(Note: Max 255 characters)
Memo Field
A free type field to enter as much detail as possible (Unlimited chars)
Automatically Filled in Fields
Sometimes shaded, Aquila will fill in these fields automatically from the data entered in previous fields.
