These are orders that can be automatically triggered by an event or set of criteria in IDEAS.

A template is created in System Configuration - this means that you can pre-configure ;

• a set text in the order

• sent to a specific person/group of people

• can be scripted to pull in information from the patient record

e.g. if a templated order is automatically sent in response to booking an appointment, the templated text can include;

• the name of procedure resource and staff member associated with the appointment that has been created

• the day and time it has been booked for, who booked it etc

• Instruction for the user receiving the order on what to do next

Use Case Examples for Automated Orders

• when an egg collection appt is booked, an order can be sent to the lab to let them know

• When an embryo transfer appt is booked by the lab, an order can be automatically be sent to nurses to let them know

• an order can be sent to the finance department after a particular set of criteria (e.g. when a fresh treatment cycle has been created, the funding source completed and a treatment plan has been added), so that the finance team know that an invoice should be raised for that patient

this is an automated order and the order cannot be customised each time it is sent

it will be automatically sent - you cannot choose to sometimes not send it

When configuring templated orders care should be taken to consider if the criteria fits all scenarios, and if it doesn’t , what criteria could be used to make sure it is only sent appropriately .

Example 1

• does it need to be sent in every circumstance or only those where fresh sperm has been identified in the gamete source of the associated treatment cycle?

• If lab team are relying on an order to identify what’s going on in the lab on a particular day , they need to remember that this will not pick up cycles where there will be an egg thaw rather than fresh collection

Example 2

• does everyone complete a medical questionnaire PN , or could some patients be ‘missed’ using this mechanism?

• Do the nurses just need to know about all patients or do they also need notified when there is a completed PN in e.g a male record, or a record where the patient is identified as a donor?

• Do nurses only need to know about the completion of this PN when there is an accompanying treatment cycle with a start date in the patient record?

• is this PN completed multiple times? would the orders become overwhelming and thus easily missed if too many are being generated?

• Does nurses check their orders often enough for this to be an appropriate process?

Mellowood use only - configuration;

Automated orders require the creation of a template using scripting in File>System Configuration>Templated Orders.

This will be done by Mellowood Support team, not by the clinic

templated orders associated with appointments

automated orders created by appointments are associated with a product key. This key is then associated with the appropriate event in Drugs Tests and Procedures (DTP ) that is the Procedure type in the appointment DTP Config. - Other (appointments and procedures)