Home

InfoFlex Document Definition User Guide

1. D Clinical Data view sew ee Electronic Patient Record Electronic Patient Record with studies Flectonic Patient Record faith studies Right click the Referral event and choose New document J Clinical Domain E g Patient Registration paee Items oo E Patient Summary Collapse Expand Branch Expand Tree VIEW b Mew Event Mew Data Item d oe Ga Che vn qa A aA N DeathDi Copy May 2014 a Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide A Create new definition window is displayed The Details section of the window describes what is being created The Properties section of the window displays some of the properties from the General tab of the document definition Give the document a name of Referral letter Set other properties if you wish Click Edit to edit the document Create New Definition X Details New Definition Type E Document Mcee Parent Detinitiory Ko Event Referral r i k Description Archived Repeat Once you have clicked Edit the document definition is created and saved in the tree and the Edit Document Definition window is displayed gt Edit Document Definition Mame Referral letter The properties of the document are configured on a series of tabs Full details of each property are listed below in section 6 1 As a minimum you should go to the Advanced tab and set the Save in Directory and then go to the
2. On pressing OK any On Mark Cleared actions are carried out Marking or unmarking a document when there are changes to be saved If there are unsaved changes when you mark or unmark the document the following message is displayed Contirm Mark Action and Document Save i X h confirm that you wish to change the mark on this document wr then save the document changes as well Click OK to save khe document with the changed mark or Cancel to leave che mark unchanged and the document unsaved al Press OK to both save the changes and mark or unmark the document Any On Save On First Save actions are carried out in addition to On Mark Set or On Mark Cleared actions Press Cancel if you do not wish to save the changes The document and its changes remain unsaved and the change to the mark is not applied No actions are carried out The changes to the document can then be saved by pressing F5 or the Save button or discarded by not saving the document May 2014 79 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide Marking or unmarking a document when marking requires a password If the Marking requires password option has been switched on the user will be prompted for their password on marking or clearing a mark I Password Required x Username system Password ss Cancel K SS PEE nace aos age No further prompts are displayed unless there are also unsaved
3. Set the Options for the GP Name document item to Meaning H Substitution Document Item Data ltem 1 GP Name IP Code Meaning Bath Codiagnd Meaning Note that after making an entry in one of the format columns you should press return or click out of the field in order for the change to be recognised The entry you have made can then be saved In the item tree highlight the GP Address1 item In the grid right click the GPAddress1 document item then select Link Item a GP Title TE at GP Address Documentltem a GP Address GF Address 1 a GP Address3 GP Address 2 Delete Item a GP Address4 GP Address 3 GP Address 4 a Unlink Iter Data ter GF Code a GP Postcode q Referral r pe 7 Appointme E Postcode oe Hospital N oe ib A i GP sumame coe OMsuitar Pahenk farenarmne Map the remaining items and set their properties as follows Document Item Data ltem Format Case Uptions GF Hame GF Code Tope Meaning GP Address 1 GP Address Proper GP Address 2 GP Address Proper GP Address 3 GP Address3 Proper Patient GP Address 4 GF Address Proper Registration Postcode GP Postcode Upper event GP Surname GF Code Proper Meaning Patent forename Forename Proper Patent surname Sumame Upper dob Date of Birth ddan iy Forename Forename Proper Sumame Sumame Proper date Appointment date dd mmmm location Hospital Name Proper Meaning symptoms Presenting Sym
4. Aes WRCDE AUC CIES aena eee aipeiananindelenersareinee 23 o P ce E cal ene ata es rate EO 23 5 Creating a templat Eenige tanneries 24 Sc LeS Vian sche a e E eae ce wen eta 24 32 WAV OUt an TO at NE oat e 6 cca oicainetecoateenca tt Gaceawienea ded ceneiaanes 25 LI EXE euicusinaidt ene E nt mons taladsmalcutivanat hd 26 6 Creating the document definition in InfoFlex ccssssssseccccsssseeees 27 Ol Document Propere Sosse a AA 29 6 2 Editing the template on the Preview tab ce ecccccccececeessseeeeeeeeees 31 6 2 1 Saving template changes in InfoF lex ec eecccceesseeeeeeeeees 32 7 Simple C062 8 0 10 E esnan aea a ee ee eae 33 Pl Menman a rea ohandaa tte R bended 33 Wad Forman a a a a a 35 7 3 Remapping and unlinking eeeesseeoeeeessessssseerrssssssssseresssssssssererssssss 37 Ta Deieren a a a 37 A Savne ANS mappiin a aea n a ea acer ee recrt ae 37 Previewing the document sseecccosssssseecoccosssscececoosossscecoccososssceecocsossssseee 38 Template Syntax oseiro ai eea EOE Eea aa aaaea 40 9 1 Conditional paragraphs section markefPS ccccccccceeeeeesseseseeeeees 40 I2 Tex SUDU a R se teeea ee 4 Fe 2 GNF 0 0 Deemer Re eer in eRe enor ete ae Ae ae ee Rr a eae 42 9 2 2 Other functions within I XI Sections ccecceecceeeessseeeeeeeesees 43 9 2 3 Alternative methods of substituting text eeeeeeeeeeeees 43 D Ue MU aceasta vaca ca te eeaae cece eta
5. Chameleon Information Management Services Limited INFOFLEX v5 DOCUMENT DEFINITION TUTORIAL Chameleon Information Management Services Ltd 2014 All rights reserved No reproduction copy or transmission of this publication or any part of or excerpt therefrom may be made in any form or by any means including but not limited to photocopying recording storing in any medium or retrieval system by electronic means whether or not incidentally to some other use of this publication or transiently without the written permission of Chameleon Information Management Services Limited or in accordance with the provisions of the Copyright Designs and Patents Act 1994 as amended Any person who does an unauthorised act in relation to this copyright work may be liable to criminal prosecution and or civil claims for damages Document control InfoFlex v5 Document Definition User Guide Confidentiality Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide Document history 3 2 2004 fT O 18 8 2008 11 W May 2009 21 W 22 5 ae Bf 3 2009 January 2010 5 30 3800 May 2010 2 September 5 40 0100 2010 07 5 40 0100 J J J J September 2010 W October 2010 5 40 0200 W December 2 9 5 40 0200 W 2010 10 W l W W W 2 March 2011 5 40 0200 g February 2012 2 11 5 40 0200 J _ al October 2012 2 12 5 50 0200 20 11 12 2 13 5 50 0200 March 2013 5 50 0400 Ma
6. 13 01 2010 18 08 27 Last changed by system on 13 01 2010 at 18 08 27 x oF Hospital Number 111111 A Find File Edit View Insert Format Table Mormal Times Mew Roman 12 EH U Ci ae el SLA BS Oo c d 10 x CE 3 L velauat tee i I 113 N e A oe s L L L L thrai pealboueuloauas elonealaaaelbaoaae Pe i ralan LE E EE LE E E e E u a l E a E ILENI LE u EE onde Pine Pare ont L L i Discharge summary A checkbox is displayed if marking is switched on Hospital Number 111111 Name Susie SMITH Final version b Date of Birth 01 01 1950 Tooltip indicates what the mark represents To mark a document click in the check box To clear a mark click in the check box again Note that settings in design management control whether the user can clear a mark If you mark or clear a mark the document will need to be saved If you mark a document and the Create new on save function is switched on a new instance of the document will be created The tooltip indicates what the mark represents Documents that have been marked are indicated with a red tick in the subject overview This document o Patient Registration is marked si Patient Summary 03 06 2003 15 11 33 hin Discharge summary 1870172010 17 18 59 x Discharge summary 1870172010 17 19 05 pen Discharge summary 1870172010 17 19 09 B Referral 22707 2009 May 2014 20 Chameleon Information Management Services Ltd InfoFlex
7. Advanced Printer Actions History Template Items Preview File Edit View Insert Format Table Normal Times Mew Roman 12 E 7 U gt A gt Ci cor Gel S s ca A 100 T ae Be a Es 3 2 dh E oF T ST a h miny ores d Poyi hoien o L L PATIENT SUMMAR Y Hospital Number lt chosp no gt gt 4 m Page 17 1 Line Cal 100 INS CAPS MUM E Sinfoflex vEstemplate trainirnic OK 2 Cancel Save changes to definition F5 May 2014 32 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 7 SIMPLE MAPPING 7 1 Item mapping Go to the Items tab The template is displayed in the top right of the window The column on the left displays all the data items in the domain that are available to be mapped to the template Document Referral letter A ie General Printer Advanced History Template Items Preview Clinical Study T EA Clinical Study Document Qu H A Patient Registration lt lt 5 YSTEM_DATE dd mmmm yyryy gt gt Dr lt lt GP N ame gt gt lt lt GP Address 1 gt gt lt lt GP Address 2 gt gt lt lt GP Address 3 gt gt lt lt GP Address 4 gt gt lt lt Po stcode gt gt Document Item Data Item Format Case Options Substitution OOO Press the insert items button Insert all items Found in template Each document item on the template will be dr
8. w Generated document File View SAEM o A Dr Green The Clinic 4 The Street Anytown Anywhere AB1 2CD Dear Dr Green Greta GREEN 01 01 1965 Greta Green was seen on 31 July at Epsom Health Care Nhs Trust j Page 171 Line 1 Cal 0 100 INS CAPs NUM You will see that all of the document items have been substituted with the data from InfoFlex Close the window to return to the Preview tab May 2014 39 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 9 TEMPLATE SYNTAX 9 1 Conditional paragraphs section markers Conditional paragraphs are sections of text which only print if there is data in the document item that exists within the specified section If no data exists in the document item that is positioned within section markers none of the text between the section markers will appear on the generated document The format for conditional paragraphs is as follows I SIText text text lt lt data gt gt text text ISES This functionality can be used within addresses to suppress address lines that may be empty or can be used to suppress a whole paragraph of text if no data is entered in the items used Exercise Go to the Preview tab Make the following changes and additions to the template Add section markers to each line in the GP address I SIDr lt lt GP Name gt gt ISESIISSI lt lt GP Address 1 gt gt ISESIISSI lt lt GP Address 2 gt gt
9. Design Import training database OMS General taming datapase 00 Eogam CIMS Studies training databice CIMS Work List and Pathway Viewer training The Username is training and the Password is training Go to the Design Management module Select Module dtpb pes TEER A AcM 4 4 Data Entry Data Analysis Design Management Reporting User Management e new and edit existing data view and dictionary designs Ensure that the Show Document definitions function is switched on a ae D AT A YI E Clinical Data oT E DOMAIN EE clinical Domain ee Clinical Domain Hie Patient Summary aa gI Referral r m Death Details aaa Patient Summary oe qo Referral r ae Referral letter Pitt Aieiaia E Cinal amp ie se Electronic Patent Record sss Electronic Patient Record with stun May 2014 5 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 2 1 Document definition In the Clinical Domain double click the Patient Summary to display the document definition May 2014 6 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide A series of tabs contains the properties of the document Flashing exclamation ee mark indicates this lt gt Edit Document Definition document has been generated in data entry Document Patient Summary Printer Advanced Histo
10. Document Definition User Guide Users can be required to enter their password to mark or clear a mark x Usermame system Password ae O O Cancel K Ea If Marking requires password is switched on the document will need to be saved after the password has been entered Note that a document can be marked if the document is allowed to be edited but a document cannot be marked 1f the Lock Historic property is set 2 4 5 Document protection Document protection settings can be made so that the user is prevented from doing any or all of the following create the document modify the document delete the document When the document cannot be created it 1s disabled in the design tree EG Patient Registration El a Patient Summary S ka Referral r n SE a Referral letter r pe Eg a Discharge letter r S g Admission amp Surgical Event r This document can not be created When the document cannot be modified the title bar of the letter shows that it is Protected Document Referral letter Create date 29 01 2010 12 44 34 PROTECTED Last changed by system on 29 01 2010 at 12 45 35 x Hospital Number 456799 rN File Edit View Insert Format Table This indicates that Normal Times Mew Roman w ie m H 7 U thedocument can eee aa q not be modified EE GRP EE ERP ES O E n E fh E a 3 i i 3 3 4 5 6 7 5 e pa Barad aBonnlby atone Bosrngtasoafs
11. EOC Z ah 7 Drag and drop fo GP Addres t Son a GPAddess M GP Adde 2 N ah GP Address3 l D GP Addigss 3 Se Once you have linked the item the name of the InfoFlex data item is displayed in the Data Item column in the grid Document Item ietetter Format Case Options _ Substitution 7 2 Formatting Once you have linked a document item to a data item you can set the Format Case and Options The properties you can set vary according to the type of data item you have mapped Note that the formats of the items on the template do not have to match the format of the data items in the domain The table below indicates what to enter in each of the format case and options fields Type of item Case Options y O on saving the mapping wee or Proper initial oD raning Both Code and Meaning eg dd mm yyyy Dictionary Automatically completed Dropdown list select Upper Dropdown list select Code on saving the mapping Lower or Proper initial caps Meaning Both Code and Meaning Type in a format eg 0 00 N a N a Note that any units will always be displayed in the document Text N a Dropdown list select Upper N a Lower or Proper initial caps May 2014 35 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide Set the Case for the GP Name document item to Proper Options Substitution Document ltem Data ltem 1 GP Name GP Code Lower Proper h
12. GP Address 1 i D GP Address 2 lt lt Forename gt gt lt lt An gt was seen on lt lt de 0 GP Address 3 rs 0 GP Address 4 4 7 Postcode 0 GP Sumame PETELELLLLTETTTTTTTTTTTTTTTTTTTTTTTTTT Hl E Clinical Domain Document Quer Group ae q Patient Registration al Hospital Number wal NHS Number The tree displays all of the events and items 7 a Sumame that exist in the domain You can therefore 3 jem map any item from the domain into your coma Addhess 1 document ah Address 2 malh Address 3 However care should be taken when aly Address 4 mapping items from repeat events at the p al Postcode same level as the document Itis best to use 7 TE a repeating sections so that you are sure that sie o the item from the correct occurrence of the a Ciceipalich event is used in the generated document oak a GP Code ae a GP Telephone number ah GP Initial ae ab GP Title ak GP Address a GP Address2 a GP Address3 a GP Addressed as i GP Postcode May 2014 34 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide Drag the GP code item from the tree onto the GP Name item in the grid The symbol next to the mouse changes from a no entry symbol to a plus symbol when you are allowed to link the item sete fy Ethnic Origin lt lt Forename gt gt lt ab ccupation eie ab GFP Telephone number Has af Saad ae H Document ltem Data lter
13. ISESIISSI lt lt GP Address 3 gt gt ISESII SSI lt lt GP Address 4 gt gt ISESIISSl lt lt Postcode gt gt ISESI Add the text indicated in bold below to the document The patient reported symptoms of lt lt symptoms gt gt for a period of lt lt duration gt gt I SiThere were also symptoms of lt lt other symptoms gt gt ISESIMy initial diagnosis is lt lt diagnosis gt gt If no data exists in the item to which lt lt other symptoms gt gt is mapped then none of the text between the substitution markers will appear in the generated document May 2014 40 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 9 2 Text substitution Where coded items are used a sentence or paragraph can be printed instead of the code or meaning entered in the item The standard format for text substitution on a template is X lt lt ltemName gt gt Match1 Substitute 1 Match2 Substitute2 Default Text EX When mapping a text substitution item you should always select code in the Options column Note that the substitutions listed on the template do not need to include every code in the code list When generating the document if a code that is not listed in the substitutions on the template exists in the item nothing will be printed for that item on the generated document However can be used to represent everything else and null can be used to represent no data enter
14. Ltd InfoFlex Document Definition User Guide 13 CALCULATIONS IN TEMPLATES Calculations can be carried out in a template Calculations can include data items as well as mathematical operators Calculations must have start and end sections as follows I C format 0 00l lt lt value1 gt gt lt lt value2 gt gt 365I EC Specification of a format in the syntax is optional The result of this calculation will be formatted to 2 decimal places Exercise Edit the Radiotherapy Report document you created in 11 1 above Go to the Preview tab and add a new column to the table to calculate the total dose You may wish to set to the template to landscape view on the Preview tab go to the File menu and choose Page Setup Date type Noof courses Dose Total Dose Complications ISR lt lt type gt gt lt lt no gt gt lt lt dose gt gt Cl lt lt no gt gt lt lt Dose lt lt comps gt gt I ERI 1 ll lt lt date gt gt gt gt I EC The new document items do not need to be mapped because they use the same text as document items that already exist You can save the template changes and preview the document to check that the calculation is correct 13 1 Handling syntax errors Any expressions with non matching brackets are identified when generating the document preview Such errors will show for example as Error in expression at column Invalid expression in the preview but will not show an error when the document is g
15. This function is only available for repeat documents This function is not available if Replace Existing Document is set to Yes This function applies to Documents only and not to Reports Data Entry In Data Entry when the Viewing Mode is set to 1 Show latest as parent the latest document is listed and if there are any historical instances of the document a is displayed Subject Overview eII Patient Registration Click the to show the historical instances of the document Subject Overview eII os E Discharge summary 10 01 2010 15 11 36 5 Discharge summary 1170172010 15 11 43 Bie Discharge summary 12 01 2010 15 11 48 The documents attached to the parent are shown in either ascending or descending order according to the Sort Order that has been set for the subject overview May 2014 73 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide Whenever a branch or the entire tree is expanded any document nodes that have children will NOT be expanded When a new document is generated and historical instances exist the tree is collapsed and before the new document is saved it is shown in the tree at the same level as the parent document Subject Overview x H ka Patient Registration mi aie Referral 13 01 2010 H a T Discharge summary 13 01 2010 15 11 56 mie Fal Discharge summary NE On saving the new document becomes the parent document and all prev
16. and behaves in data entry Close the Edit Document Definition window and display the Clinical Domain and the Clinical Data view l Data View Designs E DOHAIN El Audit pE Clinical Domain T Clinical Domain Clinical Ci g Audit Data view HICA rama l SEa E B A Patient Registration US Clinical Data views n a E ee z lems H Electronic Patient Record MET 1 vee Electronic Patient Record with studies ao Eos E lewabeeasine D kit D maar Dn nkla mi ik ook Ee pe Drag the Referral Letter from the domain onto the Referral event view in the data view When you are allowed to attach the document a link symbol 4 will appear next to the mouse oe Clinical Dornain aa re Clinical Data view Fl qa Patient Registration a EF Patient Demographics O GP Details vee Patient Summary So qa Patient Registration R ltem u E Patient Summary a qo Referral r w Items u a drag and drop F 7 When you attach the document view the Create New Definition window is displayed Create New Definition x Details Create New Definition Type E Document Wie M Dese Parent Definition kE Event view gt Referral r i Edit Linked To Definition E Document Referral Letter i Pa Cancel Properties Mame Description l Archived Ho F Base Document Referral Letter Protection Not protected z May 2014 46 Chameleon Information Management Serv
17. c Select document to generate Always Trigge Trigger When Action Details IF Expression k oy Define Options IY Select generated document after creation T Allow generation of document to be cancelled Perform actions defined on auto generated document after creation 2 Cancel If any On First Save actions are defined on the document that is being auto generated and you wish them to be carried out when the document is auto generated then tick the Perform actions defined on auto generated document after creation option Cancel Press OK when you have selected a document and chosen your required options Define Action f X Event Patient Registration IN ew Generate Document Action P On tev W On First Save IY On Save On Delete In the Trigger Details section give the action a Name select whether the action is to be executed On First Save or On Save and then either set the action to Always Trigger Details Name Execute Always Trigger we W Mandatory triggering in event views based on this event Trigger hen trigger or define criteria on which the action will be triggered Acton Details IF Expression Met Generate Document Bun action as atask Generate new Document Patient Summary a OK 2 Cancel Note Some older databases may contain documents that were defined when the Auto generate property on the Advanced tab was a va
18. for multi disciplinary meetings or as part of the patient s notes Summary of functionality Any data items from the InfoFlex database can be used in a document as long as rules about event relationships are adhered to In the case of coded and dictionary items you can choose whether to use the just the code just the meaning or both code and meaning or to substitute the code with a more descriptive sentence or paragraph In the case of date and value items you can specify the format of the date or value In the case of any text used you can specify its case You can carry out calculations within the document Conditional paragraphs you can choose to remove a whole section of text if there is no data in the InfoFlex item being used in that section You can include sections of repeating data from a series of repeat events Free text You can specify the position of the cursor when the letter generates in case there is further free text to be entered You can use the system date on the letter InfoFlex document definition contains full text editing functionality so that templates can be edited from InfoFlex May 2014 4 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 2 NAVIGATION Log into the CIMS General training database InfoFlex Database cms General training database CIMS Data Import training database CIMS Design Export traning database Usemame CIMS
19. lt lt GP Name gt gt lt lt GP Address 1 gt gt lt lt GP Address 2 gt gt lt lt GP Address 3 gt gt lt lt GP Address 4 gt gt lt lt Postcode gt gt Dear Dr lt lt GP Surname gt gt lt lt Patient forename gt gt lt lt Patient surname gt gt lt lt DOB gt gt lt lt Forename gt gt lt lt Surname gt gt was seen on lt lt date gt gt at lt lt location gt gt The patient reported symptoms of lt lt symptoms gt gt for a period of lt lt duration gt gt My initial diagnosis is lt lt diagnosis gt gt Yours sincerely lt lt init gt gt lt lt consultant gt gt Consultant in Charge Close Word You will not be able to display the template in InfoFlex if it is left open in Word May 2014 26 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 6 CREATING THE DOCUMENT DEFINITION IN INFOFLEX In the InfoFlex training database go to the Design Management module Select Module x Design Management Reporting User Management i new and edit existing data view and dictionary designs Ensure that the Show Document definitions function is switched on You will not be able to create a new document unless Show Document definitions is switched on Display the Clinical Domain EI Data View Designs l p a DOHAIN See Clinical Domain es Clinical Domain El ga Patent Registration bess Items o E Patent Summary g Referral r 4
20. option is set to No or if the parse file is missing or is not more recent than the template then the parse file is ignored and the document will be generated using the standard method ie the template will be re parsed The end user in Data Entry or Reporting will not need to be aware of the parse file They do not need to do anything differently May 2014 83 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 20 GLOSSARY OF TEMPLATE SYNTAX The following document items can appear in templates l 10 11 Template Items mapped to Data Items E g lt lt PatSurname gt gt Query Template Items E g lt lt PatientQuery1 0 gt gt Filter parameters E g PARAMETER start Calculation Sections E g I Cl lt lt Number of Courses gt gt lt lt Dose at this Appt gt gt I ECI Conditional Paragraphs E g I SlAdditional Symptoms were lt lt Additional Symptoms gt gt I ES Text Substitution E g I Xl lt lt Gender gt gt 0 He 1 Shel EX Repeating Sections E g ISRI lt lt data gt gt I ER System Date E g lt lt SYSTEM_DATE dd mm yyyy gt gt Email Items E g lt lt EMAIL gt gt Change the generated document filename E g lt lt FILENAME gt gt Print the generated document filename E g lt lt FILENAME gt gt May 2014 84 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 21 BATCH PRINT ADD IN The In
21. see i neruaaa we toast eeadanncee 43 Die ON SECT ANS cata ates ct atecteerten Sartieatiose era tnree ve tie eames on tei naaneaueretutnnaenepdemeten tes 43 9 5 Syntax for specifying the filename of the generated document 44 May 2014 3 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 10 Adding the document to a data view cccccsssssssssccccccssssssssssccccsssseeess 46 EL Repeating sections scssi oeren a a aa 49 N E E E E S E A E E E E A AEE 52 UM RON COO e iuiere ieee eemepreet snes 53 12 Using Queries in documents cssscsscccccccsssssssssscccccscccssssssssccccssssssees 54 12 1 Mapping queries onto templates crnisss 55 PAE E o AEE EA EE E E E E A E ENE EA E EA 56 o EX Oe A E I nD ae ea 58 12 4 Passing a parameter from a document item to a query sseeeeeeeese 59 13 CAlCUIAGONS in TEMIDIALES sacesssissececdececsctecasekeedeaceececsaseccudvsecectacavecceivacseeessays 61 1e Handine Syntax CITOS iciasins wvincnstaladanend naa T 6l 14 Tmagesin Documents essene a E 62 15 Automatically Generating Documents ssccssssseeceecccssssscececcossssseeceeosossos 64 t6 External DOCuMmemts csicissiicctaiiininaninimudcnnuiii nantes 66 16 1 External documents in Data Entry cccccccssssesseeeeeeeeeeeeeeseseeeeees 69 I7 E maln Documents seresa E aE 71 E CTP late seNe See ara a E N I2 18 Additional Document view properties seececeecccccocsssssssscccceceees
22. to set the case since the text to be substituted exists in the template and will be printed in that format If you do set the case when you are mapping the items the case that you set will over ride whatever case has been used on the template Save the mapping then go to the Preview tab and run a preview of the document for patient 123456 May 2014 42 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 9 2 2 Other functions within I XI sections I XI substitutions can also include formatting such as bold colour etc I XI substitutions can also including other sections such as repeating sections and further substitution sections The substitution text can even contain a table with a repeating section 9 2 3 Alternative methods of substituting text Text can also be substituted without using I XI sections The format is as shown below with all the text substitutions being contained within the document item chevrons lt lt Documentlitem code text to substitute code text to substitute code text to substitute gt gt For example lt lt Gender 0 He 1 She gt gt reported symptoms of lt lt symptoms gt gt for a period of lt lt duration gt gt In this example the lt lt Gender gt gt document item will be mapped to the Gender data item The document will print He where a code of 0 exists in the gender item and print She where a code of 1 exists in the gender item 9 3 Free
23. with the document item lt lt Repeat gt gt as shown in this example Referral Details symptoms Diagnosis to Appointment referral gt gt symptoms gt gt diagnosis gt gt gt gt appt gt gt I ERI A sequential number is added at the beginning of each row Referral Details Number Referral Date Presenting symptoms Initial Diagnosis Category Days from Appointment 2 01 01 2001 3 nausea 4 vomiting A014 Paratyphoid 0 NHS 006 days fever 01 01 2002 A014 Paratyphoid 0 NHS 009 days fever May 2014 53 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 12 USING QUERIES IN DOCUMENTS Data returned by a query can be displayed in a document For example you might use a query to display a table of results from a repeating blood test event Or you might use a query to carry out a calculation and display the result in the document Query results are mapped into documents in the same way as data items Document items which are to be replaced by query results are known as Query document items and are indicated by chevrons at the beginning and end of the text to be replaced in the same way as for document items eg lt lt query gt gt A query might only be bringing back one item of data in which case one query can be mapped to one query document item However a query might have several items in its view In this case one query document item is required for each item in
24. BCC list They can be comma separated or semi colon separated Default is blank EMail documentas The Email can be sent as plain text in the message body i e not as an attachment or a normal RTF attachment or an Adobe PDF attachment Default is normal attachment The document can be an internal or external InfoFlex document The properties for Reports are the same as for other documents 17 1 Template settings Settings in the template can also be used to control aspects of the email This functionality is accessed using lt lt SEMAIL gt gt within the document template The following parameters are set after SEMAIL TO To list one or more email addresses comma or semi colon separated CC CC list one or more email addresses comma or semi colon separated BCC BCC list one or more email addresses comma or semi colon separated SUBJECT Subject field ASATTACHMENT If True then document sent as attachment otherwise inserted into body BODY Body text to be used when doc sent as attachment For example the top line of the template for the document could include the following lt lt EMAIL TO lt lt GP email address gt gt CC a n other something co uk someone_else nhs net SUBJECT GP Letter sent on lt lt S3SYSTEM_DATE gt gt BODY My Letter is Attached ASATTACHMENT YES gt gt lt lt SYSTEM_DATE dd mmmm yyyy gt gt 5 Dr lt lt 6GP Name gt gt ES coGP Address 1 gt gt E5 5 lt lt GP Address g
25. E scale WIDTH width HEIGHT height MAXWIDTH maxwidth MAXHEITGHT maxheight FIXED gt gt REPEAT Specifies the repeat settings 1f more than one image stored for the item It can be an absolute range eg 1 5 where 1 specifies which image to start with and 5 is the number of images to display NONE or DEFAULT NONE and DEFAULT both lead to only the default image being inserted into the document The images are repeated on the same line if possible before wrapping to a new line Only the images that have a tick for the Select for Printing option in Data Entry are included Specifies an absolute value in twips 1 20th of a point or 1 1440th of an inch HEIGHT for the image width or height Specifies an absolute value in twips 1 20th of a point or 1 1440th of an inch MAXHEIGHT for the maximum image width or height FIXED Option to stop the image from being moved or resized once inserted into the document May 2014 62 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide Examples This syntax displays the image in its original size if possible otherwise limited to maximum width lt lt image REPEAT 1 5 SCALE 100 MAXWIDTH 3000 gt gt This syntax displays the image in a fixed size as large as possible lt lt image REPEAT 1 2 SCALE 500 FIXED gt gt This syntax displays the image with an Absolute Width lt lt image REPEAT 1 5 WIDTH 1000 gt gt Saving Documents w
26. Go to the EMail tab The way that the document can be emailed is controlled from here gt Edit Document View Definition Bx Document View Patient Summary i General Advanced Printer EMail Action List History Allow EMail Show before sending CC recipients BCC recipients EMail document as 4 normal attachment An Adobe POF attachment Test in the message bod Edit Document Definition 2 Close Allow Email If Yes then the user is able to email the document If No then the email button is not enabled in Data Entry or in the Reporting module if it is a report Default is Yes Show before sending If Yes then the user can see the Mail compose form before sending and the user can choose not to send the email If No then the email is sent without user intervention However if it is set to No then this requires the template to contain settings to determine who to email the document to Default is Yes Save before sending If Yes then the document is saved before it is emailed If No then the user can choose not to save the document once the email is sent Default is No CC recipients Email addresses of recipients that are always added to the CC list They can be comma separated or semi colon separated Default is blank May 2014 71 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide BCC recipients Email addresses of recipients that are always added to the
27. TING DOCUMENTS You can choose to generate a document automatically by defining an action on the document s parent event See Appendix 2 of the Design Management 2 manual for full details of action definitions To define an action which automatically generates the document edit the event definition of the document s parent event and go the Actions tab Press Add to add a new action Edit Event Definition Ioj x Event Patient Registration i e General Identifier Auto create Events View Switching Actions History Actions x K Edit Hemove lear Promote Denote On the Define Action screen select Generate Document in the If Expression Met dropdown list Define Action a x Ae Event Patient Registration Trigger Details Name New Action Execute T OnHew On First Save Un Save On Delete Always Trigger e MW Mandatory triggering in event views based on this event Trigger hen Acton Details IF Expression Met Auto create Event Event Write Back Generate Document Run Addr ip Select Summary wiew Show Message Datine Switch Data wiew OK 2 Cancel May 2014 64 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide Define Action T X Press the Define Event Patient Registration button then select E ea Tigger Dea xl auto generate kang Action Event g Fatient Registration Execute
28. Template tab and select the Template To continue with the guided exercise go to the Template tab and in the Template field navigate to c infoflex v5 template training Referral letter rtf Template e Nintotlex Vos templatestrainingsAeterral letter Go to the Advanced tab and set the Save in Directory to c infoflex v5 letters training General Printer Advanced History Template Items Preview Document abbreviation i Save in Directory C Alnfoflex Wo lethers training a Click Save or press F5 to save the setting you have made so far May 2014 28 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 6 1 Document properties In addition to the properties listed below it is possible to change the filename of the generated documents This is done using syntax on the template itself See below section 9 5 General tab Name Anyfreetext___ A name of yourchoosing gt S y Repeat Yes No Yes means it can occur more than once for Default is no the same event Document Type Internal External External allows a pre existing external Default is Internal document to be attached to the Subject Overview Printer tab Property What to fill in Explanation Defaults and Requirements Default Printer Select a printer The printer that the document will be Leave blank to use the printed on default printer on the PC Copies Any number The number of copies that will be Default is 0 pri
29. The same parameter name is used in the filter Query Filter Properties Test date filter b Test date Enter Prompt wieit date The end user is not prompted because the value of the parameter is already supplied by the document item mapped in the document template May 2014 59 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide So if a patient had the following subject overview EEA Patient Registration EEA Referral 0101 2008 B Tests of Test results 07 02 2008 ie G Test results 01 032008 ae Test results 01 04 2008 AE Test results 01 05 2008 A Clinic visit 01 02 2008 7 Clinic visit 01 03 2008 ae Clinic wist 0104 2005 be 9 Clinic visit 01 05 2008 then a document attached to a clinic visit would display the test results carried out on the date of the clinic visit Subject Overvie o4 Patient Registration BAE Referral 01 01 2008 Clinic Visit Report E42 Tests 01 01 2008 ff Test results 01 02 2008 Hospital No 123456 oo 4 Test results 07 032008 ea Test results 0104 2008 ED Test results 0170572008 g Clinic visit 01 022008 a g Clinic visit 017 0372008 a Clinic Visit report NEW Clinic visit 07 0472008 Clinic visit 01 40542008 Surname SPAITH Date of Birth 01 01 1967 Date of visit 01 03 2008 Test results Result 01 03 2008 Result 3 May 2014 60 Chameleon Information Management Services
30. ame of the external document that the user selects It is the original filename before it is copied and before it is given the filename specified in the document definition Note that the Filename format property was introduced in InfoFlex version 5 50 0300 Any existing external document definitions will be modified to use the above default filename format This means that external documents using the Copy option and added to a subject in Data Entry using 5 50 0300 or later will have a different filename format from external May 2014 68 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide documents generated using earlier InfoFlex versions ie existing filenames will be unchanged but this is preferred in the interests of clinical safety 16 1 External documents in Data Entry In Data Entry the user selects the document from the Ea Data View Design Design View in the same way as for internal documents My External O pe Referral r Instead of generating the document the user is prompted to find the external document file Look in Extemal Docs i Document 1 pdf If the document is configured to be copied the My Reve copy 1s made automatically when the user presses Open My Documents My Computer My Network File name Documenti pdf bi Places Files of type PDF Files pdf v Cancel The document is added to the subject overview where Subject Over
31. ate a view containing the four items in the table all four items are in the Radiotherapy event Create a filter with the criteria Type of radiotherapy Type A Create a query using the view and filter you have just defined Map the template On the Preview tab preview the document for patient 123 Ensure some records are returned Put the Radiotherapy query document in the Training data view and go to Data Entry In the Training data view find patient 123 Generate the Radiotherapy query document and attach it to the first Referral event Ensure that only radiotherapy events attached to the same event as the document are listed Generate the Radiotherapy query document and attach it to the second Referral event Ensure that only radiotherapy events attached to the same event as the document are listed Return to Design Management and edit the query Set the Context query parameter to Patient Registration Go to Data Entry and generate the Radiotherapy document Ensure that it returns all the radiotherapy events regardless of which Referral event the document is attached to May 2014 58 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 12 4 Passing a parameter from a document item to a query The Query Parameter Name column on the Items tab of the document definition allows a parameter from a document item to be passed to a query For example In this design there is a Clinic Visit Repor
32. but the behaviour of documents in the subject Overview will vary according to the settings that have been made These are described below 2 4 1 Show only most recent documents If the document is set to Show latest as parent then initially only the latest document is displayed in the tree If there are any other instances of the document a plus symbol is displayed a Patient Registration Click the to show the historical instances of the document Subject Overview eII E Discharge summary 1070172010 15 11 36 Discharge summary 1170172010 15 11 43 iea Discharge summary 127 0172010 15 11 48 The documents attached to the parent are shown in either ascending or descending order according to the Sort Order that has been set for the subject overview When a new document is generated and historical instances exist the tree is collapsed and before the new document is saved it is shown in the tree at the same level as the parent document Subject Overview _ x E Patient Registration Gf Referal 1301 2070 m E Discharge summary 13 01 2010 15 11 56 Discharge summary ME On saving the new document becomes the parent document and all previous versions are attached to it o Patient Registration 4 Referral 13 01 42010 H E Discharge summary 14 01 2010 15 27 27 Subject Overview May 2014 18 Chameleon Information Management Services Ltd InfoFlex Document Definition Use
33. changes in the document If there are unsaved changes when you mark or unmark the document and the Marking requires password option is switched on the following message is displayed after the password has been entered Confirm Document Save x P The document will also be sawed k P j Click OK bo save the document with the changed mark or Cancel to leave the mark unchanged and the document unsaved Cancel Press OK to both save the changes and mark or unmark the document Any On Save On First Save actions are carried out in addition to On Mark Set or On Mark Cleared actions Press Cancel if you do not wish to save the changes The document and its changes remain unsaved and the change to the mark is not applied No actions are carried out The changes to the document can then be saved by pressing F5 or the Save button or discarded by not saving the document Actions Two action triggers are available when defining actions on a document definition On Mark Set and On Mark Cleared can trigger actions to be carried out These action triggers can be selected in combination with any other trigger and can be used for any of the actions that are available for documents On First Save and On Save actions are processed before On Mark Set and On Mark Cleared actions May 2014 80 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 18 5 Using Marking with Create New on Save When both th
34. d Hospital Number 111111 Discharge summar j A checkbox is displayed M Name Susie SWITH Final version Tooltip indicates what Date of Birth 01 01 1950 the mark represents The tooltip indicates what the mark represents When a document has been marked a black tick is displayed in the check box on the toolbar and a red tick is displayed on the document in the subject overview This document B E Patient Registration is marked ae Patient Summary 03 06 2003 15 11 33 ve Discharge summary 1870172010 17 18 59 be Discharge summary 1870172010 17 19 05 lt Discharge summary 1870172010 17 19 09 S 45 Referal 22 07 2009 May 2014 78 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide To mark a document click in the check box on the toolbar A confirmation message is displayed Press OK to confirm the mark and Cancel to cancel the mark Confirm Mark Action x J Confirm chat you wish to change the mark on this document Cancel __cencel On pressing OK any On Mark Set actions are carried out To clear a mark click in the check box again Note that settings in Design Management control whether the user can clear a mark The same confirmation message is displayed Press OK to confirm clearing the mark and Cancel to leave the mark in place Confirm Mark Action i x Confirm that vou wish bo change the mark on this document Cancel __cencel
35. d document for the selected database and so simply adding text before or after the standard filename will preserve uniqueness e Special characters are not allowed in filenames e g 1 e Dates should be reformatted using the FORMAT syntax see examples above to avoid having forward slashes colons or dots in filenames e If you put dots in the filename then InfoFlex will not put the DOC on the end automatically because it assumes you ve supplied your own file extension So avoid formatting dates as dd mm yyyy e You can use lt lt Filename APPEND txt gt gt or similar on plain text letters or reports so that the file extension shows it is a text file Or csv or xml or other appropriate extension e Do not put repeating data in the filename It will just take the first value e The lt lt Filename gt gt parameter can be used in the header or footer of the document Putting lt lt Filename gt gt in the header or footer will cause the filename of the document to be printed in the header or footer May 2014 45 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 10 ADDING THE DOCUMENT TO A DATA VIEW To make a document available to a user in data entry the document must be copied into the data view A document that exists in a data view is known as a document view The properties that can be set in the document view are limited to those which relate to how the document is viewed
36. d in the document definition Default is no Default is no Default is no Switches on the ability to mark documents as defined in the document definition Yes means the document will automatically be generated on saving the event it is attached to Yes means the document will automatically be printed as it is generated Yes means the document will be displayed before it is printing if the above option is set Yes means Word will automatically be opened when Note that the some of the properties on the Advanced tab can also be set in the domain When the document is copied into the data view any of these properties that have been set are copied into the document view However 1f you later change what is set in the document in the domain the document view is not updated Similarly if you change what is set in the document view the document in the domain is not updated the letter is generated When you generate the document in data entry it is the properties from the data view that are used not the properties set in the domain May 2014 47 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide Printer tab Property What to fill in Explanation Defaults and Requirements Default printer Select a printer The printer that the document Can be left blank then the will be printed on default printer will be used Copies Any number The number of copies that will Default is 0 be printed Ema
37. dition to setting the Link level for complex filters For example in this design the clinic visit summary document returns data about clinic 7 E eee visits within a prompted time period Referal fr Clinic visit summary r farsen a Clinic visit r With the context set at Referral level the document will only display data from clinic visits attached to the same Referral as the Clinic visit summary document With the context set at Patient Registration level the document will display data from all clinic visits Example Ee Patient Registration A patient has this subject overview and the Be Referral 0101 2010 Clinic visit summary document contains a a Clinic visit summary 10 09 2070 15 11 15 query returning data from the Clinic visit Do Clinic visit 01 01 2010 event ff Clinic visit 0201 42010 I Clinic visit 03 01 2010 Referral 01 09 2010 49 Clinic visit 01 09 2010 A Clinic visit 02 09 2010 s Clinic visit 03 09 2010 If the query context is set at Referral level only those clinic visits attached to the same Referral as the Clinic visit summary document are returned Clinic visits 01 01 2010 l Attended D Discharged to GP s care 02 01 2010 1 Elective 2 Did not OPD Follow up in attend OPD 03 01 2010 l Attended RW Return to ward May 2014 56 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide How
38. documents after Word system policy This system policy can be set in User Management When this policy is enabled it removes the need to save the document in InfoFlex when it has already been saved in Word and reduces the number of keystrokes required after viewing or editing a document with Word When switched on the policy applies to all documents across the database The policy is switched off by default When the policy is enabled when a document has been viewed or edited with Word the message box shown when returning to InfoFlex will always show just an OK button This will happen whether the document is read only or editable On return to InfoFlex whether the document was saved in Word or was not changed no further prompts are shown If the document has been changed in Word changes are brought into InfoFlex automatically and the InfoFlex document is saved automatically If the document has unsaved changes made in InfoFlex and is then viewed with Word e If changes are made and saved in Word the document and event will be autosaved with no prompts and the previous changes will also be included in this save e If changes are made in Word and not saved or no changes made the document will remain unsaved in InfoFlex and the user will need to save or be prompted on navigating away from the document See the InfoFlex User Management User Guide for details of how to switch the policy on and off See also the InfoFlex Data Entry Us
39. e Generated Document window and close the Edit Document Definition window May 2014 11 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 2 2 Document view definition Documents behave in the same way as events in that in order for a document to be available to a data entry user it must exist in the data view A limited number of properties relating only to how the document 1s viewed are available in the data view A document is known as a document view when it exists in a data view Double click the Patient Summary in the Clinical Data view i DATA VIEW Clinical Data view Fl Clinical Data view A qo Patient Registration sn Referral r ngid Death Details A more limited number of tabs are available containing only those properties that relate to how the document is viewed Edit Document iew Definition se oji Document View Patient Summary i General Printer Advanced History Hame Patient Summary ah a Description Archived Ho d Linked Document Patient Summar Edit Document Definition Ld Save a IK Pa Close As with other definitions there is an Edit Document Definition button that links to the document definition in the domain May 2014 12 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 2 3 Generating a document Adding a document is like adding a new event to a patient Ensur
40. e Marking and the Create New on Save functions are switched on in a document the following rules apply e Marking or unmarking an existing saved document does not create a new document e Editing and saving a marked or unmarked document creates an unmarked document e Editing and then marking or unmarking and accepting the confirmation message leaves the original document unchanged and with its original mark state and the new document updated and with the new mark state applied May 2014 81 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 19 SAVE DOCUMENT PARSE DETAILS TO AVOID RE PARSING TEMPLATES WHEN GENERATING 19 1 Overview In order to improve the speed of generating documents from large templates a Save the parse details option is available in Document and Report Definition When this option is switched on a file containing the template s parse details is created alongside the template This file is used when the document is generated from Data Entry or the Report Viewer The speed of generation is improved because the parse details already exist in the parse file and the document is generated using the parse file instead of the template Important Note We recommend that this function is only used for large complex templates where the speed of generation in Data Entry or Reporting is noticeably slow We also recommend that any document template should only be used for one document defini
41. e document Actions can be defined to happen on setting or clearing a mark The action types that can be defined are Event Write Back Run Add In Show Message Design Management There is an Allow marking option in the Document definition on the Advanced tab To switch this function on set Allow marking to Yes To switch this function off set Allow marking to No When Allow marking is set to Yes the following additional properties are enabled Allow mark to be cleared Determines whether a mark can be cleared once a document has been marked Marking requires password Determines whether the user is prompted for their password when marking a document If Allow mark to be cleared Yes the password will also be required for clearing Note that the user credentials are checked but no record 1s made of the check Also only current user s password is allowed and it is not possible to login as a new user via this mechanism Mark tooltip text Sets the tooltip text that appears when hovering over the checkbox on the Documents toolbar in Data Entry ie it defines the meaning of the mark If not set the tooltip defaults to Mark document Allow marking Yes r Allow mark to be cleared Mo r Marking requires password Mo r Mark tooltip test Final version Once Marking has been defined in a document definition it must then be enabled in the corresponding document view definition s There is a Marking enabled option on the Advanced tab of
42. e that you first highlight the parent event in the subject overview then in the Data View Design double click the document you wish to attach The generated document is displayed on the screen Document Patient Summary NEW l x Se Hospital Number 123 A Find File Edit View Insert Format Table Title Times New Roman 16 e f f U Editing toolbar L L E L ss PATIENT SUMMARY a toolbar Hospital Number 123 Name Jane SMITH o Date of Birth 01701 18570 Address 1 High Street Any Town some Place Once you have generated a document you need to save it even if you do not edit it in any way If you do not save it the document will not remain on the patient s subject overview La Press the Save button or F5 to save the document Once you save the letter it will be displayed on the subject overview with the date of generation alongside the document name Subject Overview El Ea Patient Registration H A Referral 1370172003 SEE J A Death Details A Find 2 3 1 Printing documents To print the document press the Print Fax document button on the Documents toolbar to the right of the document a May 2014 13 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 2 3 2 Editing documents You can type into straight into the document or use any of the standard editing functions on the document toolbar The ability to edit needs to be enabled in the documen
43. eated A check will be carried out when the document is generated from Data Entry or Reporting to ensure that the May 2014 82 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide parse file has been created since the template was edited The parse file will only be used to generate a document or report if the parse file was created more recently than the template If the parse file is older than the template it will not be used and the document will be generated in the usual way We recommend that if the template is edited using Word then the Items or Preview tab of the document definition should also be edited and saved to cause the parse file to be re generated Note that making changes to item definitions in the Design Management module will not cause the parse file to be re generated If item definitions that are used in the document are changed for instance updating the date or value format and these changes need to be reflected in the document then the parse file must be regenerated by editing and saving the Items or Preview tab of the document definition 19 3 Generating documents When a document is generated from Data Entry or the Reporting module a check will be made to see whether the Save the parse details option has been set to Yes If so and if a parse file exists and is more recent than the template then the parse file will be used to generate the document If the Save the parse details
44. ed Examples 1 In the example below They indicates that They should be substituted if the gender field contains anything other than O or 1 SX lt lt gender gt gt 0 He 1 She They SEX 2 In the example below They indicates that They should be substituted if there is nothing in the gender field SX lt lt gender gt gt 0 He 1 She They SEX Exercise l Change the line The patient reported symptoms of lt lt symptoms gt gt for a period of lt lt duration gt gt to I XI lt lt Gender gt gt 0 He 1 She Theyl EXI reported symptoms of lt lt symptoms gt gt for a period of lt lt duration gt gt The lt lt Gender gt gt document item will be mapped to the Gender data item The document will print He where a code of 0 exists in the gender item and print She where a code of 1 exists in the gender item and print They where anything else exists in the gender item 2 Add the following text above Yours sincerely I have referred the patient XI lt lt surgery gt gt 1 for surgery 0 I EXI I X lt lt drug gt gt 1 for drug therapy 0 I EXI I XI lt lt radio gt gt 1 for radio therapy 0 I EXI I XI lt lt chemo gt gt 1 for chemotherapy 0 I EXI Each document item will be mapped to a different coded item in the database If code 1 exists in the lt lt surgery gt gt data item then for surgery will appear on the generated document If code 0 exis
45. eee 4 a La LL AL Lc LS aL LL l a fe n a Ele Edit view Insert B Wew Ctrl M Ka Unde E Normal Page Break a Open trl a ba Redo Print Layout ay Field p Page Width Tl Symbol m gave Ctrl 5 Cut a Willer Save 4s Copy ee Ee Picture ere G2 Paste Fa Ruler Object Page Setup A Ei Print Preview Clear 4 Show Codes Print Ctrl P Select All Cr Exit h Find Table Format aay elec Font p aon Insert P h aE Delete Style Properties May 2014 31 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 6 2 1 Saving template changes in InfoFlex After making changes to the template on the Preview tab press the Save Template button on the toolbar in order to save the changes in the Word document lt Edit Document Definition oj x a Document Patient Summary i s General Advanced Printer Actions History Template Items Preview File Edit view Insert Format Table Normal y Times New Roman y 12 x B Z U PEACE ae ALEE EA LATEA LARA LA PAR LARTRA LA L L 4 PATIENT SUMMARY Hospital Number lt lt h osp no gt gt Note that the Save Template button only saves template changes Any changes to the InfoFlex Document Definition should additionally be saved using the standard Save button or FS Edit Document Definition Ioj x B Document Patient Summary i D General
46. enerated in Data Entry W orklist May 2014 61 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 14 IMAGES IN DOCUMENTS Image items can be displayed within generated InfoFlex documents Note that only images which have a tick for the property Select for Printing in the Order Images dialog in Data Entry will be printed in a document Adding image items to document templates Image items are mapped into templates in the same way as other document items although some additional syntax is required Edit Document Definition Document Bronchoscopy Picture General Printer Advanced Actions History Template ltems Preview 425 Next session ir A Date of appoin Ta Chemotherapy ate a Other regime c Ta Complications a Other complice won fy Next session IF Ta Pathological T Ta Pathological H ug Ta Pathological M Ny Picture ad Overall stage Notes Mame lt lt surmame gt gt oe New Data Iter Appointment Date lt lt Appontment Date gt ab New Data lterr Picture lt lt hietef RE PR A T 2 gt Moc New Data Iter se Ye Boolean item dig Bronchoscopy en Sh 4 More than 3 pr on ge New Data terr ad Contains code Lt a Test Image Ca E m oe Smoker 15 Test IsBlank a Denved from D The additional syntax is as follows the options can be omitted if they are not required lt lt item name REPEAT from count SCAL
47. er Guide May 2014 15 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide E ON Find 2 3 4 Emailing documents To email the document press the Email document button on the Documents toolbar to the right of the document ii i ary Note that by default all documents can be emailed The ability to email T individual documents and configuration of the behaviour is switched on and off in the document view definition See section 17 _ ia The dialog for the email system that has been configured will be displayed If A the InfoFlex Email addin is installed the Mail Compose form is displayed EMail document m W Mail Compose Compose gt separate multiple addresses with a comma Priority Normal Senda copy to me The document may be sent as an attachment or as plain text in the body of the email It is also possible for the recipients and Subject and body text to be filled in automatically These options are configured in Design Management The Send button is enabled once an email address is entered in the To field The first time the user presses the Send button unless the Use Fixed Credentials option is in use the user is prompted for their Username and Password NHSmail Login Username inks net Password PO Verity Password Full Name ceel May 2014 Chameleon Information Management Services Ltd InfoFlex Document Defin
48. er templates You should create and save the document template before you start to create the document in InfoFlex Usually the template should be saved as type Rich Text Format rtf There are certain circumstances when the template needs to be in Word format for instance when multiple page sizes are required me A f X e E Toos History My Documents Desktop File name template rtf My Network mi s Places Save as type Rich Text Format rth Cancel Word Document doc Web Page htm himt Text Only txt Text Only with Line Breaks Ext The template should be saved in the template path for the specialty you are working in This is normally on a server and the path would be eg servername Infoflex v5 User groups specialty template live remplatename rtf Once you have created the template in Word you can use the text editing functionality in InfoFlex to update and correct any errors in your template When you have finished creating your template ensure that you save and close the template The template will not display in InfoFlex if it is still open in Word 5 1 Template syntax Any text on the template which will be replaced by data from the InfoFlex database is known as a document item Document items are indicated by delimiters at the beginning and end of the text to be replaced You can choose the delimiter however the recommended default is the double chevron Eg lt lt PatSu
49. ever if the query context is set at Patient Registration level all clinic visits for the patient are returned since any clinic visits beneath the Patient Registration event can be returned Clinic visits care attend OPD 03 01 2010 l Attended RW Return to ward 01 09 2010 1 Elective 2 Did not OPD Follow up in attend OPD 02 09 2010 1 Elective 1 Attended OPD Follow up in OPD 03 09 2010 l Attended RW Return to ward May 2014 57 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 12 3 Exercise Create a new document in word Save it as an rtf document with the name Radiotherapy query document rtf in the folder c infoflex v5 template training Add the following text to the template Radiotherapy summary Hospital Number lt lt HospNo gt gt Surname lt lt Surmame gt gt Forename lt lt Forename gt gt Date of birth lt lt DoB gt gt Summary of radiotherapy visits Date of radiotherapy Type of radiotherapy Dose i ssid Complications ISRi lt lt Query 0 gt gt lt lt Query 3 gt gt I ERI Create a new document in InfoFlex in the Training domain attached to the Referral event Name the document Radiotherapy query On the Template tab set the template to c infoflex v5 template training Radiotherapy query document rtf On the Advanced tab set the Save in Directory to c infoflex v5 letters training On the Items tab open QDM Cre
50. ewing with Word Revision of 12 and 12 1 for queries 13 New calculation example Added section 2 3 generating a document Improvements to emailing Addition of 2 3 4 updates to section 10 17 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide CONTENTS 1 PTD CR OCU CUION AA seh sachanscsdhssech caaacesesvadaaes E 4 ILL Summary OF FUNCTION ANY eese E as 4 2 Navia OM easan ara aE EEEE EEE EESTE 5 2L Document GEM MIT ON ess enea EAA 6 2 2 Document vewde nmi Ohsas in ducacneaebstetiaetece 12 23 G neraine a doc ment asceten tase anasausi veniadsncansdaesiune a 13 2o Paunang docume iiS ee usnc uesterivatenuicndat seins 13 2a Edun doCUme Mses E levaeatneeie eis 14 2 3 3 Behaviour of the document when viewed with Word 14 2 0 Ema hng docume BUS ee E E 16 24 Document PLO PCtleS isana E E 18 2 4 1 Show only most recent documents sssssseoeeesssessseeeerrsssssssee 18 2 4 2 Prevent historical document from being edited cce 19 2 4 3 Create new document ON saving sessssssseseerrssssssescerrsssssssees 19 2 4 4 Marking documents siiecsisndesdscesirecetewcxersun senedondudsenesssntadeterexeneeenes 20 24S Document Prolece a ms gavees tee veedameiaves 21 PROCESS oiite a aa a a a a aa aa 22 PhOnO S ee cece ede sasceueoeccce coctaateeescsecuudeuanneusoecscucecuantueasesecundeusssecsoacecens 23 A TONS steam cennacesuateudle naiemacietanigeiid E E E 23
51. foFlex Batch Print add in allows a set of documents that has already been generated to be printed in one print job without needing to select the documents individually in Data Entry or in the Reporting module The documents can be filtered so that for example only documents of a certain type are printed or only the documents from a chosen set of subjects or only the documents generated in a certain time period The user can define a print job and then re run it as required The Add in is set up in User Management and run as a wizard in Data Entry Please see the separate document User Guide for Batch Print Addin doc for further information May 2014 85
52. gin ab Occupation ab GP Code a GP Telephone num ab GP Initial a GP Title ab GP Address ab GP Address ab GP Address ab GP Address4 a GP Postoode Ea Referral r ae a Appointment d zH Document ltem 19 consultant date diagnosis dob M raria May 2014 8 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide Synchronising document items and data items Selecting an item on the template or in the grid will automatically highlight the corresponding items in the template grid or tree S ae Bih Dear Dr lt lt 0sP Surname ath Address 1 a Address 2 a Address 3 a Address 4 ea ab Fostcode M Sex Presenting Sympte M Marital Status eS i Sumame Ay Ethnic Origin d GF Postcode ans ab Uecupation Coane at poo 3 Patient forename Forename Hospital Hame a ay Forename vm E Date of Birth a Address 1 ve a Address 2 ve a4 Address 3 ve a4 Address 4 api a4 Postcode ses TP Sex T Symptor jies FF Marital Status Sumame 1 Surrarne a Fy Ethnic Origin Postcode H GP Postcode ace ab Occupation a 3 Patient surname k SuUmamE at a GP Code Patient forename Forename a4 GP Telephone q4 location k Hospital Name ve a4 GP Initial Initial ab GP Title 7 GP Surname GP Code se at GP Address GP Code Using the keyboard to na
53. ices Ltd InfoFlex Document Definition User Guide Click Edit to edit the document view definition The following properties can be set General tab Property What to fill in Explanation Defaults and Requirements A name of your choosing Me ee eee Description Any free text A description for reference Optional purposes entry linked to in the domain linked document in the domain Cannot create delete Sets a level of protection Default is Not Protected modify Advanced tab Property What to fill in Explanation Defaults and Requirements o Show All or Show latest as parent Lock historic Yes No documents V Marking enabled View before printing View with MS word o Yes means the adding or editing of text will be allowed Yes means a new instance is created on saving the original document Changes are saved in the new instance rather than the original Show latest as parent means only the latest instance of the documents is shown initially Other instances are grouped underneath and be viewed by expanding the latest instance Yes prevents all but the latest instance of the document being edited Default is no Default is no Only available for repeat documents where editing is allowed Default is Show all Only available for repeat documents Default is no Only available for repeat documents where editing is allowed Default is no Only available if marking has been define
54. il tab See section 17 for details of this tab Click Save to save the document view definition Ensure that both the document and the document view are unarchived then go to data entry to test the document May 2014 48 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 11 REPEATING SECTIONS Repeating sections are used when data items are taken from repeat events The repeating sections allow items from several instances of the same event to be displayed on the document in a table Repeat sections can also be used to indicate which occurrences of a repeat event should be displayed eg the last three instances or the first two instances Section markers are used to indicate the beginning and end of a line where repeating data 1s used The standard format for repeating sections is to place I RI at the beginning of the section and I ERI at the end of the section In this example the table will display one row for each instance of the Referral event Date of Referral Presenting symptoms Initial Diagnosis ISRI lt lt Date gt gt lt lt Symptoms gt gt lt lt Treatment gt gt I ERI It is possible to specify that only certain occurrences of the event should be displayed Two numbers are included in the opening section marker The first number indicates whether the first or last occurrences of the event are displayed If the number is positive the first occurrences are displayed If the n
55. ing columns InfoFlex Document Definition User Guide You can order any of the columns in the grid including the column containing the sequential numbers by clicking on the column heading An up or down arrow next to the column heading indicates pe ay that column is sort ascending or descending GS Document ltem P Data ltem Substitution le consuitarit Consultant Proper Meaning Appointment date E mmm fa diagnosis Initial diagnosis lt M gt Lower Meaning 10 dob Date of Birth ddy ram yyy 16 duration Duration of symptorr Forename Forename Proper GP Address 1 GP Address Proper GP Address 2 GP Address Proper Sizing the window You can increase decrease the size of the item grid compared to the size of the template display by dragging the divider up or down lt lt Forename gt lt lt Sumame gt gt was seen on date gt gt at lt lt locaton gt The patient reported symptoms of lt lt symptoms gt fora penod of lt lt duration fH Document Item Data ltem Consultant zM Appointment date dd mrmr Initial diagnosis gbl Date of Birth Duration of symptor Forename 19 consultant Proper Meaning Lower Meaning ddymirn yy Proper gmat Case Options Substitution You can also increase decrease the width of the item column compared to the template item erid by dragging the divider left or right wah Address 3 5 aB Address 4 a Postcode Sex F Marital Status A Ethnic Ori
56. ious versions are attached to it Subject Overview x E ka Patient Registration m q Referal 13 07 2010 H Discharge summary 14 01 2010 15 27 27 If the Viewing mode is set to 0 Show all then all instances of the document will always display in the Subject Overview tree El ka Patient Registration oA 13701 2010 Fal Discharge summary 10 01 2070 15 11 36 a E T Discharge summary 11701 2010 15 11 43 aa 2 ummary 12 01 2070 15 11 45 siess Fal Discharge summary 13 01 2070 15 11 56 ae T Discharge summary 14 01 2010 15 27 27 May 2014 74 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 18 2 Preventing historical documents from being edited Lock Historic Documents It is possible to prevent historical instances of a document being edited Design Management There is a Lock historic documents option in the Document View definition on the Advanced tab To switch this function on set Lock historic documents to Yes To switch this function off set Lock historic documents to No gt Edit Document Yiew Definition e m x E Document View Discharge summary i General Advanced Printer EMail Action List History Allow editing Yeg P Create new on save Mo wf Viewing mode fi Show latest as parent 7 Lock historic documents bA ark inna ernahled When Lock historic documents is set to Yes only the most recent in
57. ith Images To reduce the size of document files that contain images documents should be saved in Word format rather than RTF format Image compression and resolution properties can then be set These options are set on the Advanced tab of the Document Definition dialog Edit Document Definition ok g Document Patient printout i iD General Advanced Printer Actions History Template Items Preview Document abbreviation am Save in Directory CNinfotlex vo etters testing m Replace existing document Allow editing Auto generate Print on generating View before printing View with MS yord Generated document file format sord Image Compression Gualty 0 100 50 Image Max Resolution dpi 300 lel Save a OF 2 Cancel Must be set to Word to enable the following two properties Value from 1 to 100 best quality If O then uses the internal default 50 Image Max Resolution dpi Dots per inch default is 300dpi average printer resolution Note that allowing users to save documents as Word files does not mean that full Word functionality is enabled Documents are still limited to the capability of the txText control For instance there still cannot be tables within tables or merged cells within tables Also note that templates must still be in RTF format May 2014 63 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 15 AUTOMATICALLY GENERA
58. ition User Guide The user needs to verify the password to ensure it is correctly typed This is to avoid the user being locked out of their email system because they entered the wrong password They can also enter their Full Name which will be used in the email headers When the user presses OK the email is sent If the OK button is not enabled then the user should retype the passwords to ensure that they match The user will not be prompted again for their Username and Password while they are still in the same InfoFlex session InfoFlex stores the Username and Full Name that 1s associated with an InfoFlex user but not the password for security reasons The next time the user logs into InfoFlex and emails a document the Email username and Full Name will automatically be filled in with the same names as in the previous session and the user will be required to type in their password Different login details can be used if necessary If the Send a copy to me box is ticked on the Mail Compose form then a blind copy of the email is sent to the user s NHSmail account Please see the InfoFlex Email Addin User Guide for full details of configuring and using the InfoFlex Email Add In May 2014 17 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 2 4 Document properties Properties can be set in design management which alter the behaviour of documents The data entry user cannot switch these settings on or off
59. lid way to automatically generate documents Documents where the Auto generate property is set to Yes will be auto generated successfully without the need to define an action However if the Auto generate property is set to No it is not possible to set it to Yes and an action should be defined Document Protection Documents whose protection level is set to Cannot Create can still be autogenerated This has the effect of allowing auto generation but preventing manual creation in Data Entry May 2014 65 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 16 EXTERNAL DOCUMENTS External documents allow a user to attach documents that are not InfoFlex generated documents to a subject in Data Entry External documents are added to the subject overview in the same way as normal internal InfoFlex documents except that the user browses for the document instead of the document being generated by InfoFlex External documents can either link directly to the selected document or copy the document into a specified folder and link to the copy In InfoFlex the document will be opened using the application that normally opens documents of that type on the user s PC External documents are defined in Design Management To define a new external document create a new document in the normal way in Design Management In Data Entry if an external document is configured to be copied the copy is made at the time the file is
60. located a number once they are mapped and saved Map the new items and set their properties as follows H Document ltem Data ltem Options UO Hospho Hospital Number Proper D forename Forename Propet SLIName Sumame Upper D date Date of this radiotherapy doy rind iy pe Type of radiotherapy Proper Both Code and Meaning Planned number of courses Lower event oss Dose at this appointment 0 D comps Complications Lower Meaning Save the mapping then go to the Preview tab and run a preview of the document for patient 123456 May 2014 52 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide Now add some syntax to the repeating section marker to specify the instances that will be returned then preview the document to make sure the correct instances are returned For example this syntax returns the last instance of the radiotherapy event Date Type Notofcourses Dose__ __ Complications SR llik lt date gt gt _ lt lt type gt gt x lt no gt gt i lt lt dose gt gt lt lt comps gt gt I ERI Or this syntax returns the first two instances of the radiotherapy event Date Type Notoftcourses ___ Dose Complications SR 0 2ic lt date gt gt ___ lt lt type gt gt _ix lt no gt gt _ lt lt dose gt gt lt lt comps gt gt I ERI 11 2 Row Count You can add a document item which inserts a sequential number on each row Simply insert a new column in the repeating section
61. m a dictionary you may wish to include a salutation item in the dictionary or if the signatory is taken from a dictionary you may wish to include a letter ending or letter reference in the dictionary You can map any items from the domain into the document even if those items are not present in the data view to which the document will be attached This allows users who may not have the rights to edit certain items to generate documents that contain those items 4 2 Repeat events You should also choose which event to attach your document to carefully especially where repeat events exist at several levels in the design Itis normally straightforward if items are taken from parent events that are repeat However care should be taken if items are used from repeat events at the same level as the document and in this case repeating sections should normally be used 4 3 Planning Begin by drafting out the structure of your document In the example below text in Italics would be replaced by information from InfoFlex Date GP s name GP s address etc Dear GP name Patient s name came to my clinic on date Description of symptoms Description of findings Description of actions to be taken Yours sincerely Clinician s Name Clinician s Title May 2014 23 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 5 CREATING A TEMPLATE InfoFlex uses Rich Text Format documents as lett
62. me the user must take care to ensure that the resulting document name is unique in the folder in which it is saved to avoid two documents being generated with the same name Also care must be taken to prevent documents being generated with an invalid filename that cannot be saved The options are as follows To add text before the default filename lt lt FILENAME PREFIX value gt gt To add text after the default filename or lt lt FILENAME APPEND value gt gt change the file extension from doc To add text before and after the default lt lt FILENAME PREFIX value filename APPEND value gt gt To set the filename completely lt lt FILENAME value gt gt To specify a sub directory lt lt FILENAME PREFIX value gt gt This sub directory needs to exist and it must be a sub directory of the Save in Path specified in the document definition To insert the filename into the document lt lt FILENAME gt gt Value can be a document item or text or other standard template features such as gt ARAMETER or NOW If you wish there to be a space between the prefix or suffix and the rest of the filename include the space in the value and put double quotes round the whole value Examples 1 Example using a prefix of the current date time lt lt SFILENAME PREFIX Report lt lt SNOW FORMAT YYYYMMDD HHNNSS gt gt gt gt gt C InfoFlex Letters Report 20120911 102530 M1L3 9999 123 DOC 2 Example using a prefix of a repor
63. ment Services Ltd InfoFlex Document Definition User Guide Word document The generated document HTML will still have a doc extension If Plain text necessary the extension can be changed using special syntax in the template see section 9 5 The template does not have to be in the same format as the generated document Eg you could have an RTF template that generates a plain text or html document However care needs to be taken not to include features in the template that are incompatible with plain text or html Set to Word to enable image compression and reduce the size of generated documents where there are images Image Compression Quality Value 1 100 If set to Zero then the default 50 is Only enabled if Generated used 100 best quality document format Word Default is 50 Image Max Resolution Value dpi Dots per inch default is 300dp1 Only enabled if Generated average printer resolution document format Word Default is 300 Allow marking Yes No Enables a check box in data entry Default is no which allows the user to mark an instance of the document If set to yes the following three fields need to be set Must also be switched on in the data view No means a mark cannot be cleared marking Yes requires the user s password marking Yes as a tooltip in Data Entry marking Yes Template tab Requirements already created using Word Left delimiter Leave as default Indicates the start of a d
64. ments attached to the Referral event can use repeating data from the Referral event Documents attached to the Referral event can use repeating data from any event at the same level as the document ie events which also have the Referral event as their parent a Radiotherapy report A 9 Chemotherapy r Documents attached to the N AF Follow Up 1 Radiotherapy event can use repeating data from the Radiotherapy event Note however that in complex designs it will be more appropriate to use queries See Section 12 Examples This template returns data from all instances of the Referral event Referral Details Referral Date Presenting Initial Diagnosis Category Days from Referral symptoms to Appointment ISRI lt lt Date of lt lt Presenting lt lt Initial lt lt Category gt gt lt lt Days from Ref to referral gt gt symptoms gt gt diagnosis gt gt appt gt gt I ERI In the generated document one row is displayed for each instance of the Referral event Referral Details Referral Date Presenting Initial Diagnosis Category Days from Referral symptoms to Appointment tonsillitis vomiting Paratyphoid fever vomiting Paratyphoid fever May 2014 50 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide This template returns data from the latest instance of the Referral event Referral Details Referral Date Presenting Initial Diagnosis Category Days from Referral
65. n Replace Existing Document is set to Yes This function can be used with both Viewing modes and with both settings of Lock historic documents This function applies to Documents only and not to Reports Data Entry In data entry when Create new on save is switched on every time a document is saved a new document is created from the current document Any changes made in the current document are saved in the new document and not in the current document In this way a history of changes to the document is preserved New documents are displayed in the subject overview in accordance with the options that have been set for the document See also section 18 5 Using Marking with Create New on Save Actions When an existing saved document is subsequently edited and saved and the Create new on Save property is switched on any On Save actions that have been defined will be carried out but On First Save actions will not be carried out May 2014 76 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 18 4 Marking documents It is possible to mark a document Marked documents are indicated by a check box on the Document toolbar in Data Entry and a red tick in the subject overview The meaning of the mark is configurable for instance Final version It is possible to specify whether a marked document can be unmarked and to force the user to enter their username and password on marking or unmarking th
66. na B Hoste Bae tee When the document cannot be deleted a prompt message is displayed if you try to delete it InfoFlex Data Entry f X 4 ERROR 130027 Can not delete the curently selected document as their deletion is protected within the current Data View May 2014 21 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 3 PROCESS The process of creating a document is as follows Planning Draft the structure of you letter and ensure that the data you wish to use is being collected Creating a template Create a document using Word and add your template text to it including the document items that will be substituted by data from the domain Creating a document in the InfoFlex domain Create a document definition in InfoFlex Mapping the template Map the document items on the template to items from the InfoFlex design Previewing the template Test the template to ensure that data is being substituted correctly Adding the document to a data view Once you are happy with your document enable it for use in data entry by adding it to a data view May 2014 22 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 4 PLANNING 4 1 Items It is important to plan the structure of your document and to ensure that all the data to be included in the document is being collected in InfoFlex For example if the addressee is taken fro
67. ndatory when Copy existing document is set to Yes Path to directory where copy should be saved New Filename Format Mandatory when Copy existing document is set to Yes See below for an explanation of the syntax Show in internal viewer If true then the Word or RTF document should be shown in the internal viewer This is not available for non Word or RTF documents Automatically open external viewer If True then the external application is started when the document is opened Only relevant if Show in internal viewer is set to No Note that these properties are set in the document definition and NOT in the document views May 2014 67 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide Filename format When documents are copied into a specified folder Copy existing document is set to Yes a New filename format must be specified The filename format defaults to New filename format kKEYO lt FILENAME lt AECNUM gt which produces a filename of 123456 Pathology Report 98765 pdf This filename ensures that any two documents from the same InfoFlex domain in a database will have different names The path of where the document is saved can also be used to ensure uniqueness for example use different folders to separate documents from a Testing database and the Live database The following keywords are available to use in the Filename Format field Not all of the keywords are unique to the gene
68. nted Portrait or Landscape The orientation of the paper Default is portrait Advanced tab Property What to fill in Explanation Defaults and Requirements Document Abbreviation Any free text oS G O Save in Directory Select a The directory where letters generated The directory must exist directory in data entry will be stored If it does not exist it will not be automatically created and letters will not be saved Replace existing document Yes No Yes means that if a document of this Only relevant for non type already exists it will be replaced repeat letters if another one is generated If set to Default is no no you will need to delete the letter before re creating it Allow editing Yes No Yes means the adding or editing of Default is no text will be allowed Auto generate Yes No No longer used You should define a Default is no Generate document action on the parent event instead Print on generating Yes No Yes means the document will Default is no automatically be printed as it is generated View before printing Yes No Yes means the document will be Default is no nell displayed before it is printing if the ie above option is set View with MS word Yes No Yes means Word will automatically Default is no be opened when the letter is generated continued Generated document format RTF Changes the format of the generated Default is RTF May 2014 29 Chameleon Information Manage
69. ocument item text that will be replaced with data from InfoFlex Right delimiter Leave as default Indicates the end of a document item Insertion marker Leave as default Indicates the position that the cursor Default is Ht will occupy on generating the letter Substitution marker Leave as default Within a document item indicates Default is where an InfoFlex code is to be replaced with other text Leave as default po Default is On the Template tab you should only edit the Template property Do not change any of the other properties on the Template tab For the sake of consistency the default settings for these template markers should always be used May 2014 30 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 6 2 Editing the template on the Preview tab Templates can be edited on the Preview tab It is advisable to maximise the window so that you can see the contents of the screen more easily gt Edit Document Definition If the template does not display on the Preview tab check that the template exists in the template path you have specified and is named correctly Ensure that you have closed the template in Word The Preview tab contains standard text editing and formatting tools including tables and tabs File Edit View Insert Format Table Normal TimesNewRoman 12 E 7 U A DaHa Game Ao T e oe Gee E h EE F F F F F F F F F a
70. opped into a table below the template lt lt SYSTEM_DATE dd mmmm yyyy gt gt Dr lt lt Ea gt lt lt GP Address 1 gt gt lt lt GP Address 2 gt gt lt lt GP Address 3 gt gt lt lt GP Address 4 gt gt lt lt Postcode gt gt Documentltem Dataltem Format Case Options Substitution il 0 GP Name 0 GP Address 1 0 GP Address 2 0 GP Address 3 0 GP Address 4 0 Postcode 0 GP Sumame 0 Patient forename 0 Patient sumame 0 dob If the same data item is used more than once in the template and the text of the document item within the chevrons is the same for each occurrence of the item see 5 1 above the item will only appear once in the table May 2014 33 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide If you select a document item in the template the highlight in the grid moves to the corresponding item Similarly if you click a document item in the grid the highlight in the template moves to the corresponding document item in the template lt lt SYSTEM DATE dd mmmm yyryy gt gt Dr lt lt sP NM ame gt gt lt lt GP Address 1 gt gt lt lt GP Address 2 gt gt lt lt GP Address 3 gt gt lt lt GP Address 4 gt gt lt lt Fo stc od ea p Dea Dr lt lt GF Surname gt gt H Document Item Dataltem Format C lt lt Patient for ename gt gt lt lt Patient surname gt 0 GP Name 0
71. ptorr Lower Meaning duration Duration of symptorr vem diagnosis Initial diagnosis Lower Meaning init Initial Upper consultarit Consultant Proper Meaning May 2014 36 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 7 3 Remapping and unlinking Note that to remap an item to a different item you can simply drag another item from the tree onto the document item in the grid The new data item will replace the existing data item Alternatively you can right click the document item in the grid and choose unlink and then remap the item Document ltem GP Address 1 Delete Item GP Address 3 GP Address 4 ee Pastende Mi ee 7 44 Deleting To completely remove an item from the list of document items for example 1f you have removed that document item from the template right click the item and choose Delete Item Document ltem Data ltem Hosphlo Hospital Number forename SUTPIMe Sumame date Date of tl l Link Item tupe Type ofr nG Planned Unlink Item dose Dose att Rename comps Complic 7 5 Saving the mapping Click Save to save the mapping Note that before you save you must click out of a field first in order for the entry made in it to be recognised On saving each document item is given a number a Document ltem Data ltem GP Surname GP Code M gt B Patient forename Forename 9 Patient surname Sumame dob Date of Birth dd mm yyp
72. r Guide If the document is set to Show all then all instances of the document will always display in the Subject Overview tree as normal H cor Patient EET a ia on 13 01 2010 pe Fal Discharge ummary 10 01 2070 15 11 36 sie F T Discharge summary 11701 2010 15 11 43 nes S ummary 12 01 2070 15 11 48 oie Fal Discharge ummary 13 01 2070 15 11 56 ae T Discharge summary 14 01 2010 15 27 27 2 4 2 Prevent historical document from being edited A Lock historic documents option can be set This prevents all but the latest instance of the document being edited 2 4 3 Create new document on saving A Create new on save option can be set If itis set then every time a document is edited then saved a new document is created from the current document Any changes made in the current document are saved in the new document and not in the current document In this way a history of changes to the document is created New documents are displayed in the subject overview in accordance with the properties that have been set for the document May 2014 19 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 2 4 4 Marking documents It is possible for a document to be Marked eg as a final version of the document When marking is switched on a check box is displayed in the Document toolbar A tooltip indicates what the mark means Document Discharge summary Create date
73. rated document lt KEYO gt The subject s primary identifier This is the value entered in the item configured to be the primary identifier in the domain eg Hospital Number There is one primary identifier for each subject in the domain The primary identifier is normally unique to the subject within the domain lt RECNUM gt The document event s record number This is the internal reference number given to each document that is added to a subject in Data Entry or Work List There is one for each internal and external document added to a subject and it is unique within the domain lt SUBJKEY gt The subject key The subject key is an internal reference number given to each subject in the domain There is one subject key for each subject in the domain The subject key is unique to the subject within the domain lt DEFKEY gt The document definition s key This is the internal reference given to each document definition created in Design Management There is a separate key for each document definition in the database lt SHORTNAME gt The document definition s short name This is the Document Abbreviation defined on the Advanced tab of the document definition in Design Management lt FULLNAME gt The document definition s full name This is the Name defined on the General tab of the document definition in Design Management lt FILENAME gt The selected external documents original filename excluding path This is the filen
74. rch 2013 5 50 0400 _ n o May 2014 Minor changes and screenshot updates for revised database Addition of Image items Addition of Generate Document actions External docs emailing docs I XI sections amendments to repeating sections create new on save parse template protection Additions to notes in 18 2 and 18 4 re marking and lock historic create new document on save Update to process 3 Addition of sections 6 1 and 6 2 moved from section 5 Updates to calculations 14 and repeating sections 11 chapters Addition of queries section 12 Renaming of some sections Restructuring of exercises to distinguish exercise and explanation Section 20 becomes section 12 3 Passing a parameter from a document item to a query Batch print add in Update to View with Word property in data view section 10 section 18 generated documents Minor updates Correction to template substitution syntax in 9 2 Move 9 5 mapping section to 9 2 1 Updated 11 1 exercise Updates to 19 2 parse file generation Update to rules in 18 3 Correction to syntax screenshot section 17 1 Updates for 5 50 0200 New section 12 1 mapping queries onto templates BCC syntax in template header Updates for 5 50 0400 Renaming copied external documents 16 Specifying filename of documents 9 5 Restructuring of 6 1 and creation of 6 2 Updates for 5 60 0100 13 1 Handling syntax errors in template calculations 6 3 Behaviour after vi
75. rname gt gt The text of the document item can be any text it does not have to match the name of the item in the InfoFlex database However it is useful if the text incorporates an abbreviation of the item name to help remind you when you are mapping the items May 2014 24 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide If the same data item is to be used more than once in the template the text of the document item can be the same for each occurrence of the item on the template For example if the GP name is used in the address and in the salutation the document items can be the same QE lt lt GP Name gt gt gt lt lt GF Aare lt lt GP Address 2 gt gt lt lt GP Address 3 gt gt lt lt GP Address 4 gt gt lt lt Postcode gt gt System date The PC s system date can be used in documents See section 9 4 for details 5 2 Layout and formatting We recommend that tables with hidden gridlines are used to ensure that text lines up correctly Bold and Italics used to format any text or document item on the template will be reflected on the generated document May 2014 25 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 5 3 Exercise Create a new document in Word Save it with the name Referral letter rtf in the folder c infoflex v5 template training Add the following text including formatting to the template Dr
76. rrals Referral date Diagnosis Presenting Initial Diagnosis Treatment aoe Test results a ae Fh My query _ pe Gh Referrals ete A Doc Group 1 Ce Doc droup 2 zZ E Doc roup 7 a E PA Trahing Queries E 5 Patient Feistration Tef date alest YSRi lt lt Tests 02 gt 4 lt Tests gt gt l I I Drag and drop AE feni ltem EE Data terp Format Case Options Query Parameter Name Substitution ea Refluery Referrals i E Tests aN SS A a S s s It is possible to open Query Design Manager to edit queries from the Items tab Right click a query or query group in the Design tree and choose Query Design Manager General Advanced Printer Actions History Template ters Preview El Clinical Domain A Clinical Domain Docume dueres ik Eea i Patient Re EAP ab Hospi Expand Branch a4 NHS oat Sumai ee Tree ah Foren Query Design Manager EE Date AN l oa Address 1 May 2014 55 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 12 2 Context The Context property in the query definition is used to set the common parent for the data returned for each subject By default the lowest possible level of common parent is set The Context can be used to set the common parent to a higher level and thus broaden the scope of the data returned The context is set in ad
77. ry Template Items Preview Hanne Patient Summary ae Description As in other definition windows in design management a flashing exclamation mark indicates that data has been entered in this definition For documents this means that this document has been generated for some patients Go to the Items tab gt Edit Document Definition Displays the template Tree displ ee displays Clinical Domain the items 1n Clinical Domain Docume h d 3 d Patient Registration tne esign ab Hospital Number a NHS Number a Surname a Forename PATIENT SUMMARY E Date of Birth a Address 1 lt chosp no gt gt ab Address 2 a Address 3 lt lt name gt gt lt lt rame2 gt ab Address 4 a Postcode Sex Be hs atts ake Documentltem Dataltem Format Case Options _ Substitution a thnic Origin 23 lt U gt Code a Occupation GP tel GP Telephone numl Lists the document aB GP Code GP add 5 GP Postcode f a GP Telephone num GP add 4 GP Address4 items that are to be a GP Initial GP add 3 GP Address3 d a GP Title GP add 2 GP Address mapped to items 1n a GP Address GP add 1 GP Address ad GP Address2 GP surname the design a GP Address3 GP init GP Initial a GP Address4 GP title GP Title a GP Postcode occ Occupation G Referral r v eth Ethnic Origin b J fed Save wf OK X Cancel May 2014 7 Chameleon Information Management Services Ltd Order
78. selected not when the document event is saved So if the user subsequently cancels creating the document the copy is still made This is to prevent the user editing the original file before the event is saved On the General Tab the Document type defaults to Internal which would be the normal InfoFlex generated document using an RTF template For external documents choose one of the other options External Word External RTF and External Other Edit Document Definition l Blix g Document New Document A i General Advanced Printer Actions History Template Items Preview Mame New Document Description Archived es Repeat No r Study IG eneric Document type Internal External Mord External ATF External Uther Close External Word Word document Can be displayed in InfoFlex internal viewer although not editable in the viewer Will show the Word button to open in external application and allow editing External RTF RTF document Can be displayed in InfoFlex internal viewer although not editable in the viewer Can be opened and edited in the external application External Other Other types of documents eg PDF or JPG The open button in the document toolbar in Data Entry will show the external document image and not Word Can be opened and edited in the external application May 2014 66 Chameleon Information Management Services Ltd InfoFlex Document Definition U
79. ser Guide If any of the External types are EAP eine Bx selected the Advanced Items and Preview tabs are hidden and Document Patient summary i a new External tab is displayed File filter POF Files pdf pdfallFiles PAA O0 Find in Directory C infoFlex v5NlettersMtesting Extemal docs am Copy existing document Save in Directory New filename format Show in internal viewer Automatically open external viewer No x x ed Save Td OF Pa Cancel File filter File filter string in the format namel filter1 name2 filter2 e g Rtf files rtf rtf All files Find in Directory Default directory when prompting for existing document Copy existing document If set to Yes the selected file is copied into another folder rather than the original being used Important notes 1 If set to Yes a Save in Directory must be specified and a New Filename Format must be specified The Filename Format ensures that the filenames of copied documents are unique and removes the risk of copied files being overwritten by subsequent copied files with the same filename 2 If Copy existing document is set to No and the same copy of a document is selected for more than one patient then that same single copy is used for each patient Any user viewing or editing the document is viewing or editing the original document Any changes made in that document are therefore visible to all patients Save in Directory Ma
80. ssssssssssooo 73 18 1 Show only most recent document in subject overview tree Viewing TOG lt 5 s5 er ercacarous eseliatirati ste aant ed casnee da aretemadeevatsimsaduaticedtath yaveleeends 73 18 2 Preventing historical documents from being edited Lock Historic POC WSS ais teeter tee cette Mase pee coe ethene T TS 18 3 Automatically create new document ON SAaVE cccccceeeesseseeseeeeees 76 LSA Mark ine docume eea N TT 18 5 Using Marking with Create New on Save s ssssseeessssssssoeeresssssssseeeees 81 19 Save document parse details to avoid re parsing templates when SONNET L i E EE E E T E E O O 82 TIT OVON a A S 82 19 2 Cream a parse Tenisaren a A S 82 19 3 Generatin GCOCUM CIS arepa cksuevalaondenteuywaetawns 83 20 Glossary of template SyntaXx cccccccccsssssssssccccccssssssscsssccccsccesssssssscssoses 84 21 Batch Print AGG icssicestesssnconssntspevesstcnsenauvecssnsatesebesnbsgevasstecesaswuacsevessescksens 85 May 2014 3 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 1 INTRODUCTION The document definition functions in InfoFlex enable you to write letters or other documents which have a standard structure format or layout and text and which make use of the information stored in your InfoFlex database Examples of documents include 1 1 GP letters concerning a patient s visit and giving details of findings and actions taken Patient summaries that may be used
81. stance of a document in the subject overview tree can be edited in Data Entry Notes This option can be set regardless of which viewing mode is being used Any instance of the document can still be deleted if this option is switched on Any instance of the document can still be marked if Lock Historic documents is set to Yes This function is only available for repeat documents This function is only available if Allow editing is set to Yes This function is not available if Replace Existing Document is set to Yes This function applies to Documents only and not to Reports May 2014 75 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 18 3 Automatically create new document on save It is possible to create a new document on saving an existing document thus preserving a history of changes made to a document Design Management There is a Create new on Save option in the Document View definition on the Advanced tab To switch this function on set Create new on save to Yes To switch this function off set Create new on save to No gt Edit Document Yiew Definition _ o X B Document View Discharge summary i General dvanced Printer EMail Action List History Allow editing Create new on save Viewing mode Notes This function is only available for repeat documents This function is only available when Allow Editing is set to Yes This function is not available whe
82. symptoms to Appointment I R 1 1l lt lt Date lt lt Presenting lt lt Initial lt lt Category gt gt lt lt Days from Ref to of referral gt gt symptoms gt gt diagnosis gt gt appt gt gt I ERI In the generated document only one row is displayed Referral Details symptoms to Appointment vomiting Paratyphoid fever May 2014 51 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 11 1 Exercise Create a new document in Word Save it as an rtf document with the name Radiotherapy report rtf in the folder c infoflex v5 template training Add the following text to the template Radiotherapy Summary Hospital Number lt lt HospNo gt gt Patient lt lt forename gt gt lt lt surname gt gt Date Type Notoftcourses Dose__ _ Complications ISRi lt lt date gt gt lt lt comps gt gt ISER Create a new document definition in InfoFlex in the Clinical Study domain attached to the Radiotherapy event Name the document Radiotherapy Report On the Advanced tab set the Save in Directory to c infoflex v5 letters training On the Template tab set the template to c infoflex v5 template training radiotherapy report rtf Go to the Items tab Press the Insert items button to add the new items on the template to the grid Re ft Insert all items Found in template The new items are initially displayed in the grid without a sequential number The items will be al
83. t s prompt parameter lt lt SFILENAME PREFIX Report lt lt SPARAMETER startdate FORMAT YYMMDD gt gt gt gt gt C InfoFlex Letters Report 120401 M1L3 9999 123 DOC May 2014 44 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 3 Example using a suffix of the current date time lt lt SFILENAME APPEND lt lt SNOW FORMAT YYYYMMDD HHNNSS gt gt gt gt gt Ci lntoer lex Vbetters 123456 MOBIL 3 68 120911 102520 D0C 4 Example using a text suffix which will be the same for all the generated documents lt lt SFILENAME APPEND For Export gt gt gt C InfoFlex Letters M1L3 9999 123 For Export DOC 5 Example putting the document into a sub directory lt lt SFILENAME PREFIX Export Folder gt gt gt C InfoFlex Letters Export Folder 123456 M9E1L1 3 68 DOC 6 Example using a prefix of the patient s consultant name The consultant is a document item and should be mapped on the Items tab in the usual way lt lt SFILENAME PREFIX lt lt Consultant gt gt gt gt gt C InfoFlex Letters JSMITH M1L3 9999 123 DOC 7 Example using a prefix and a suffix and changing the file exension lt lt SFILENAME PREFIX lt lt Consultant gt gt APPEND lt lt SNOW FORMAT YYYYMMDD HANNSS gt gt AML gt gt gt Ci IntoFl x Letters IJSMITA M1L3 9999 123 20120911 102530 xML Further Notes e The default filename ensures uniqueness for the generate
84. t gt SES S lt lt GP Address 3 gt gt SES lt lt GP Address 4 gt gt E5 lt lt Postcode gt gt SES Dear Dr lt lt 6P sumame gt gt lt lt Patent forename gt gt lt lt Patent surname gt gt lt lt dob gt gt lt lt GP email address gt gt would be mapped to a data item containing the email address of the GP These lines will not be visible when the document is generated but they are used if the document is emailed May 2014 72 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 18 ADDITIONAL DOCUMENT VIEW PROPERTIES Please note that the behaviour of these functions was revised to that described below in InfoFlex version 5 40 0200 Please see the release notes for full details of the changes 18 1 Show only most recent document in subject overview tree Viewing mode It is possible to initially show only the most recent document in the subject overview tree Design Management There is a Viewing mode option in the Document View definition on the Advanced tab To switch this function on set the Viewing mode to 1 Show latest as parent To switch this function off set the Viewing mode to 0 Show all gt Edit Document iew Definition O x E Document View Discharge summary i General Advanced Printer EMail Action List History Allow editing Yes F Create new on save Yiewng mode Lock histone documents Marking enabled Notes
85. t attached to the Clinic visit event It 1s required that the Clinic Visit Bee i Clinical Domain report contains the test results from the test that was B Patient Registration carried out on the date of the clinic visit Previously it El Referral r would be hard to specify which test results event to i 7 e Ey wist r put in the document because the date of clinic visit is not available to the query which finds the test results The date of clinic visit is an item mapped in the document template to the correct clinic visit We shall use the Query Parameter Name function to give the date of clinic visit a parameter name which can then be used as a parameter in the query that finds the test result The Date of Clinic Visit item in the Clinic Visit event is mapped into the Clinic Visit report A Query Parameter Name is set for the Date of Clinic Visit in the document definition H Document Item Data ltem Quer Parameter Hame Hosp No Hospital Number Upper Surname G urmame Upper The Date of visit DoE Date of Birth dd mmyyyy is given a Query 4 Date Date of visit ddy rnin eS ae wisit date Parameter Name query Test results query A query is defined using a filter that contains the Date of Test The Date of Test is given a prompt parameter name which matches the Query Parameter Name This means that the Date of Visit will be passed to the filter and the filter will find the test results where the Test Date Date of visit
86. t view definition see section 10 Document Patient summary HE File Edit View Insert Format Table Normal Times New Roman 12 B 7z u S33 AS Se 2 eh EE i coe LQ am a wh ioe oe TL E _ DA A 1m If you wish to edit the document using Word press the Open with Word amp Find button on the Documents toolbar to the right of the document aE Je 2 3 3 Behaviour of the document when viewed with Word Open with Word There is a database wide system policy that controls how the document behaves when it has been viewed or edited with Word Default behaviour When a document has been viewed or edited with Word a message box is shown on returning to InfoFlex The message controls whether any changes made in Word should be applied to the InfoFlex document Even if the changes have been saved in Word the user needs to decide whether to apply them to the InfoFlex document Once the user has handled the message the user then needs to save the document or choose not to save the changes by moving away from the document and choosing not to save If the document is editable this message is displayed Click OF to accept changes and return to the application or Cancel to discard any changes Cancel May 2014 14 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide If the document is not editable this message is displayed Auto save
87. text When the document is generated in data entry you can choose to specify where the cursor will appear 1f there is free text to be added to the document HHHH should be included in the template in the position you wish the cursor to occupy Exercise Add above Yours sincerely 9 4 System date The system date can be included in the document The standard format is lt lt SYSTEM_DATE dd mm yyyy gt gt You can choose the format of the date as follows dd mm yyyy 15 01 2000 dd mmm yyyy 15 Jan 2000 dd mmmm yyyy 15 January 2000 Exercise Add lt lt SYSTEM_DATE dd mm yyyy gt gt to the top of the template Click Save to save the changes to the template May 2014 43 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 9 5 Syntax for specifying the filename of the generated document Documents generated by InfoFlex are given a default filename that is unique However it is possible to change the filename using special FILENAME syntax in the template You can add a prefix or suffix to the default filename You can include special items data or text in the filename change the file extension or you can change the filename completely You can also specify that the document should be saved in a subfolder of the document s Save in Directory You can also use the FILENAME syntax to print the filename in the document If the special FILENAME syntax is used to change the filena
88. the document view definition By default this is set to No Edit Document iew Definition Ioj x Document View Discharge summary i General Advanced Printer EMail Action List History Allow editing Yes P Create new on save Yes r Viewing mode D Showa 0 Lock historic documents No wf Marking enabled Auto generate May 2014 77 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide Note that if Marking is defined in the document definition but not switched on in the document view definition the marking check box is still visible in data entry This is so that the user can see if a document has been marked in another data view The check box is disabled so the user will not be able to mark or unmark any documents Notes A document can be marked if Allow Editing is set to No A document can be marked if Lock Historic documents is set to Yes See also section 18 5 Using Marking with Create New on Save Data Entry In Data Entry when marking is enabled a check box is displayed in the Document toolbar Document Discharge summary Create date 13 01 2010 14 08 27 Last changed by system on 13 01 2010 at 18 08 27 lt gt Useritel hotter BRED Ay Fi File Edit View Insert Format Table Mormal Times Mew Roman lz H i U 7 coe BLA amp Be By 100 ce Dn DAL Pa LEE LAE Lra LE LT EA LA LE L L L L UL L L if marking is enable
89. the view The same query document item name should be used for each item within the view A sequential number indicates which item in the view will be displayed in that query document item Note that the first item in the view is given the number 0 and the second item is given the number etc In this example the query mapped to lt lt queryA gt gt has five items in it Referral date Diagnosis Presenting Initial Diagnosis Treatment symptoms lt lt queryA 0 gt gt lt lt queryA 1 gt gt lt lt queryA 2 gt gt lt lt queryA 3 gt gt lt lt queryA 4 gt gt If a query might return several rows of data for multiple instances of an event a repeating section should be used Referral date Diagnosis Presenting Initial Diagnosis Treatment Symptoms ISRl lt lt queryA 0 gt gt lt lt queryA 1 gt gt lt lt queryA 2 gt gt lt lt queryA 3 gt gt lt lt queryA 4 gt gt I ERI May 2014 54 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 12 1 Mapping queries onto templates In the list of item on the Items tab query document items representing the same query are listed only once even though they might appear several times on the template Query document items are mapped to queries in the same way that document items are mapped to data items General Advanced Printer Actions History Template Items Preview Ba D omain Summary of Refe
90. tion If the same template needs to be used in several document definitions separate copies of the template should be made so that each document definition uses its own template 19 2 Creating a parse file To use the function go to the Template tab of a document definition and set the new Save the parse details option to Yes gt Edit Report Document Definition ol X B Report Document My Report i General Advanced Printer Actions History Template terns Preview Template C Alnfoflex vo htemplate straining shy report rth m Lett Delimiter Right Delimiter Insertion Marker Substitution Marker Section Marker Save the parse details On saving the document definition a parse file is created The parse file is stored in the same folder as the document template and has the same filename to which the document key is appended and a ifx extension eg if a template was called Referral Letter rtf then the corresponding parse file would be called Referral LetterM1E2L3 ifx Note that the size of the parse file can be significantly larger than the template size Note also that it is not possible to edit the parse file using Word or Notepad If the document definition is subsequently re saved the parse file will be recreated either if the template has been edited from the preview tab or if changes have been made to the item mapping If the template itself is edited using Word the parse file will not be recr
91. ts in the lt lt surgery gt gt data item then no text will appear on the generated document Each subsequent item will behave similarly May 2014 41 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 9 2 1 Mapping Go to the Items tab Press the Insert items button to add the new items on the template to the grid Bee ft en Insert all items Found in template The new items are added at the bottom of the grid and are initially displayed without a sequential number The items will be allocated a number once they are mapped and saved I have referred the patient lt lt surgery 1 for surgery 0 gt gt lt lt drug 1 for drug therapy 0 gt gt lt lt radio 1 for radio therapy 0 gt gt lt lt chemo 1 for chemotherapy 0 gt gt HHT ES Document ltem Data ltem substitution date dd mmmm 14 location 0 spmptoms lt M gt duration diagnosis lt M gt a8 D other symptoms 0 sUngery oO drug therpay ol radio therapy oD chemo therapy eMe Map the new items and set their properties as follows OU Gender Sex Froper Code O other symptoms Other presenting symptoms specify Lower 0 surgery for Surgery Lower Code OU drug therpay for Drug Therapy Lower Lode event OU radio therapy for Radiotherapy Lower Code UO chemo therapy for Chemotherapy Lower Lode Note that where text substitution is concerned there is no need
92. umber is negative the last occurrences are displayed The value of the number indicates where in the sequence of records to start eg start at the third record start at the last but one record The second number indicates how many occurrences are displayed 1 can be used with a positive first number to indicate that all subsequent occurrences are displayed For example Records returned Explanation 1 indicates return 1 record 5 indicates return 5 records 3 indicates return 3 records 3 indicates return 3 records ISR 2 1l lt lt data gt gt I ERI All records starting from the second record 2 indicates start at the 24 record indicates return all the subsequent records ISR 4 1l lt lt data gt gt I ERI All records starting from the fourth record 4 indicates start at the 4 record indicates return all the subsequent records 1 indicates return 1 record 3 indicates return 3 records 3 indicates return 3 records 3 indicates return 3 records First figure indicates whether Second figure indicates the first or last occurrences how many occurrences are returned should be returned May 2014 49 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide When positioning the document in the tree care should be taken to ensure that the desired data can be returned Documents can use repeating data from their parent event and from events that are at the same level as the document Docu
93. view it can be saved Patient Registration Patient Summary 25 04 2007 10 30 59 My External Document 25 04 2007 14 39 22 Referral 06 07 2000 Drug Therapy Event 12 07 2000 qa Complications treatment 1307 2001 I Death Details May 2014 69 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide It can be opened by pressing the appropriate button in the document toolbar This button will change depending on whether Word is used to open the document or another application Open document with external application es Note that opening External documents does not lead to prompts to return to InfoFlex etc as Open with Word does for internal documents This is because InfoFlex cannot manage external documents the external application cannot be interrogated to check for changes etc May 2014 70 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 17 E MAILING DOCUMENTS The Document View holds the properties that will determine whether and how the document is emailed By default a document can be emailed Template settings are not necessarily required Some email systems including NHSmail require an additional InfoFlex Email add in MAPI32 0cx may be required on the local PC if NHSmail is not being used Please contact your Implementer for details To configure emailing a document In the Design Management module edit the Document View
94. vigate through the grid Use the up and down arrows to move through the cells Use enter or F2 to edit a cell Use up and down arrows to move through codes lists within a cell Use enter to accept changes made to a cell May 2014 9 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide Go to the Preview tab gt Edit Document Definition B Document Patient Summary The Preview tab allows you to test the document and ensure that the data is being brought back correctly The Preview tab also allows you to edit the template using a full set of text editing tools File Edit wiew Insert Format Table Title v TimesNewRoman 16 BF U i cor Ge LR amp Al a ga ioe T 0 _ gt PATIENT SUMMARY Hospital Number lt lt chosp no gt gt Name dinam et gt Siname gt gt Press the Preview button Preview J i May 2014 10 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide A Preview Details window is displayed Subject Id Dataview men Enter the patient number 123456 in the Subject Id box and select the Clinical Data View then press OK CIC x Subject Id f 97456 w Generated document SABA io l a PATIENT SUMMARY Hospital Number 1234456 Name Greta GREEN Date of Birth 01 01 1965 Address 1 High Street Anytown Anywhere Domewhere AB 20D Female Close th
95. y Forename Forename Sumame Sumame date Appontment date dd mmmm location Hospital Hame 15 symptom Presenting Symptom lt hM gt May 2014 37 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide 8 PREVIEWING THE DOCUMENT Once you have created and mapped the template you can run a preview to check how the template is working Before running a preview you should ensure that you have entered data in the data items used in the template for a particular patient You will need to know the primary key of the patient when you run the preview Go to the Preview tab Press the green right arrow Preview button File Edit Yiew Insert Format Table Normal v TimesNewRoman 12 BU ESSBB2B AR Ca ESR j BB o g 10 z E EB eaae 2 E h EE 4 So a a oI EE oii obi Lo ha oo aa a A lt lt SYSTEM_DATE dd mm yyyy gt gt Dr lt lt GP Name gt gt lt lt GP Address 1 gt gt lt lt GP Address 2 gt gt lt lt GP Address 3 gt gt lt lt GP Address 4 gt gt lt lt Postcode gt gt On pressing the Preview button a Preview Details message is displayed Enter the number 123456 select the Clinical Data View then click OK w Preview Details May 2014 38 Chameleon Information Management Services Ltd InfoFlex Document Definition User Guide The document will be generated in a new Generated document window Maximise the window to see the document fully

InfoFlex Document Definition User Guide

Contents

Download Pdf Manuals

Related Search

Related Contents