The patient list will be your first point of call for finding and editing patient information. Through this window you can perform complex searches of patient data, merge records and create letters, among many other functions. Think of the patient list as a virtual filing cabinet for all your patient records!
The patient list can be accessed through Open > Patients. You can then navigate through the patient list and to different locations such as demographics, letters and labels from the icons in the top left of the Patient List screen.
Search – The Search window will automatically open when you enter the patient list. However, you can also access this window by clicking the search icon or going to Records > Find which will bring up a search box for the patient list.
Through this window you can search for patients by surname, first name, chart or NHS, date of birth or mobile phone number. Selecting the ‘Hide Inactive Records’ tickbox will mean only active patient records will be displayed in the resultant window. You can also select Cancel or OK which will show you a blank patient list.
Add – Selecting the Add icon will bring up a New Patient Window. Any details entered into this window will then show themselves in the Patient Demographics once saved.
View All – View All will bring up the full patient list in alphabetical order.
Print – Print will open a QuickReport window where you can create a search for a select group of patients. For more information on using the QuickReport function you can refer to this article.
Delete – Selecting the trash can icon will allow you to delete the patient record that is currently highlighted. You will be prompted to confirm you wish to delete this record. Note: Clicking Delete will permanently delete this patient from the database. You will be unable to restore this patient through Genie without restoring a backup. If you do not wish to continue, select Cancel.
Merged Letters – Selecting the Merged Letters icon will allow you to create a new merged letter or form for the highlighted patient.
Labels – the labels icon will allow you to create a new label for the addressee. When you select this icon a drop down menu will appear listing out the interested parties. You can select any of these names to create a label for this addressee. There is also a ‘Built- in Labels’ option which will allow you to select the format of the labels (either Avery or Dymo).
Edit Record – Selecting the Edit Record icon will bring up the patient demographics window for the selected patient. Any changes made in this window will reflect in the patient demographics once saved.
Copy the Selected Record – This icon will duplicate the patient record that is currently highlighted. The patient demographics window will open and you can make any necessary changes for the new patient in here. Once saved, this duplicated record will show in your patient list.
Create a referral or reply letter- Selecting this icon will allow you to create a referral or reply letter regarding the selected patient. You will be prompted with a Search Address Book window, through which you can search for the addressee. If the recipient is not currently in your address book you can select OK and you will be prompted to either create a record or leave the addressee details blank. Once you have made a selection, you will be taken to the letter building window.
Graph – Will allow you to view a graph of the patients on display in your patient list broken down by age -vs- sex.
If you have ICPC2-Plus or ICD10-AM codes installed, searches are easier, faster and more accurate. You can check which codes you use, if any, by looking in File > Practice Preferences, double-clicking the clinic name, and selecting the Miscellaneous tab. This function will allow you to perform complex searches of your patient list based on ICPC and ICD10 codes. This may assist you in building searches of patients with particular health problems or procedures. For more information on ICPC coding please refer to ICD10 and ICPC Searching in the Patient List.
Search by medications – This button allows you to search your prescriptions on Brand, Generic name, Class and Polypharmacy
Search by consult – This function will open up a Query window that will allow you to search through the consults for your patients. You can use this to find consults performed on a certain day, presenting problems or providing doctor, as well as other criteria. To start the search, select the appropriate field within the Available Fields box. On the right hand side, select the appropriate comparison in the Comparisons box. Type in the identifier you wish to search for in the Value box. For example, you could enter ‘Consult Date’, ‘is equal to’, 25/05/2018 to bring up consults created on 25 May 2018.
Search for attachments and images – This function allows you to search images added within a certain date range or attached with a keyword using the Info button. Selecting this icon will bring up an Attachments window that will allow you to enter identifiers. You can than select query which will bring up patients that have attachments that meet the search criteria.
Open the ImagePro control window – This icon will open the ImagePro Control window and allow you to batch import files, or import a file directly to the highlighted patient.
Bulk Send SMS – This function allows you to send an SMS to a large group of people. Selecting this icon will send through a group SMS to all records currently showing in the patient list, not only the ones that are highlighted. To send these messages only to a select group of people, either highlight the options that you wish to send to and select Records > Use Selected. Alternatively you can search for a particular group of clients using Records > Search and querying the list. This option is also available within the address book. For more information on sending and receiving SMS through Genie, please refer to the SMS Reminders article.
Within the patient list, you are presented with some other menu options at the top of the window that can be utilised. One of these menus, the Records menu, allows you to utilise some further functionality outlined below:
Find – Find will bring up the search box. You can enter in patient details to bring up this patient record.
New – New will open a window to create a new patient.
Delete – Delete will delete the highlighted record. You will be prompted to Cancel or Delete. Once deleted it is not possible to restore the patient record without restoring a backup.
Use Selected – This function will shorten the patient list to show only the records currently highlighted.
Show All – This will show all the records stored within the patient list.
Recently Viewed – This will show the last ten records viewed from the window currently open.
Clicking on either the Show All option or one of the options numbered 1 to 10 will show the relevant record/s in the window.
Search – Allows you to perform precise searches of your data. Through this function you can query certain details so that only records showing this criteria will show up.
Sort – Allows you to perform multiple sorts on the records displayed.
Replace Field Contents - Allows you to replace the contents, or part of the contents, of any field in all of the records currently on display. This can be a very useful, but dangerous feature and should be used with care. Only the Administrator has access to this feature and should contact Genie Support if they wish to use it.
Find Duplicates - This will allow you to find duplicate records within your patient list. This may be helpful after converting data from another program where duplicate records may have been created.
The Patients menu is only available from within the Patient List and provides a myriad of further options outlined below:
Find Duplicate HIs – This will find all patients with the same HI number in their patient demographics
Find Unverified HIs – This will find all patients with HI numbers that have not been verified
Find Family - This allows you to highlight one patient record and find other family members. The other family members must have the same Account ID as the original patient. That is, they all have the same Account Holder. Alt+clicking on this menu item will display patients with the same Chart Number. Ctrl+clicking on this menu item will display patients with the same Medicare Number.
Find Birthdays – This will find patients with birthdays between the selected date range
Find Marked – This will find all patients that have the Marked checkbox ticked
Unmark All - This will untick the marked checkbox of all patients in your database.
Mark Selection – This will tick the marked checkbox in the clinical window of all patients currently displayed. You can select the patients that you wish to mark by highlighting them and using the Record > Use Selected function. This can be useful when performing searches that require multiple searches on the patient database. You can search for the marked patients when performing a search by selecting 'Marked', 'is equal to', 'True'.
Unmark Selection - This will untick the Marked check box in the patient's Clinical Window of the patients currently displayed in your Patients List.
Today’s Appointments - Displays a list of patients who have an appointment on a date specified by you. You can also narrow your search by selecting to run the search for only a specific provider. You can also choose to display procedures only. This list can be used to aid in typing reply letters.
Today’s Consultations - Displays a list of patients who have consultation records on a date or date range specified by you. You can also narrow your search by selecting to run the search for only a specific provider.
Letters Dictated Today – This will show a list of patient’s who have had a consult and a letter dictated today. When the consult note is created, Letter Dictated must be selected in order for the patient record to show in this list.
Letters for Displayed Patients. – This will open the Outgoing Letters window, displaying any letters for the patients showing in the patient list.
Find Inactive Patients – This function will allow you to search for inactive patients in a certain number of months.
Email patient record – The email module must first be configured in Genie to email patient records.
This item allows you to email the Clinical Window contents of the highlighted patient to another Genie user as long as you have them in your Address Book. It will create an email in Genie’s email module’s Outbox with a subject of “Genie Transfer*-Record of X”. When the intended recipient downloads the email into Genie, the attachments are automatically moved into a folder called 'Export' within the Genie folder.
If you are the recipient of an email with a subject such as the above, you can import the patient record by opening the Patients list, selecting File > Import, and clicking on the Genie Format button.
If you have downloaded the email into another email program, you can still import the patient record by creating a folder called 'Export' in the Genie folder, and then saving the attachments into this folder. This method could be used as part of a referral to a specialist, or to transfer a patient record from one data file to a remote data file used by someone in the same practice.
- The transfer can only be made between two Genie data files. It does not work with other software programs.
- The procedure doesn’t check for a pre-existing record when importing the email attachments, so you could end up with duplicated patient records
Flagged patients – This will display all patients that have been flagged, regardless of whether they are currently overdue for their flagged visit.
Add a recall – Allows you to add a recall for the highlighted patient
Recalls due – This will display all recalls that are currently due. Further information about using the Recalls module can be found in the Recalls article.
Review Correspondence – Opens the Outgoing Letters window.
Print Batch – This will printout prescriptions that were batched to be printed later for the selected patient
Update Ages - Updates the patient's Age field for each of the displayed patient records. The Age field is automatically calculated from the Date of Birth when a patient record is created and is updated whenever the Patient Demographics or Clinical Windows are opened. If a patient hasn’t been seen for some time, their recorded age may be incorrect. If you perform a search based on ages then the results of your search may be inaccurate unless you perform this update first.
Merge Patients – This will allow you to merge duplicate records by highlighting the two records (shift + click) and selecting Merge Patients. This will merge the two records into one. This procedure will also combine all images and scanned documents for the two patients.
Disease Register - This function is available if your practice type (File > Set Practice Type) is set to General Practice, Obs/Gynae/IVF Specialist, Rheumatology, Dermatology, or Other Specialty. This will open the Disease Register Module. Refer to our manual for further information about this functionality.
Diabetes Care Status - This function is available if your practice type (File > Set Practice Type) is set to General Practice, Rheumatology, Dermatology, or Other Specialty. Refer to our manual for further information about utilising this functionality.
Item Register - This function is available if your practice type (File > Set Practice Type) is set to General Practice, Obs/Gynae/IVF Specialist, Rheumatology, Dermatology, or Other Specialty.
This will open the Item Register Module for the patients on display in the Patients List. The Item Register allows for the easy monitoring and tracking of when a patient was last billed a tracked item number. It is particularly useful for GP Management Plan items that can only be billed once a year. If searching for certain patients only (e.g. > 75years old) then perform the search in Open > Patients, Records > Search first, before going to Patients > Item Register.
Overdue INR’s - This function is available if your practice type (File > Set Practice Type) is set to General Practice or Obs/Gynae/IVF Specialist.
Displays a list of patients that are overdue for their INR. This is determined by the date that is entered in the Next Test date field in the INR Control window in the Clinical Window (Tools > INR Control).
Pending Births - This function is available if your practice type (File > Set Practice Type) is set to General Practice or Obs/Gynae/IVF Specialist. Refer to our manual for further information about this list.
Overdue Smears - This function is available if your practice type (File > Set Practice Type) is set to General Practice or Obs/Gynae/IVF Specialist. This will display all female patients aged between 20 and 70 (exclusive), who have not been marked as Inactive, and who have not been marked as Don't Recall for smears in the Clinical Window, and who have not had a recorded pap smear in the past 2 years. For Pap Smears that need to be recalled more frequently than every two years you can utilise the Recalls system.
Note: This function is available if you are either downloading pap smear results electronically, or manually entering the dates of pap smears in the Clinical Window.
Overdue HPV Testing - This function is available if your practice type (File > Set Practice Type) is set to General Practice or Obs/Gynae/IVF Specialist.
Selecting this option will produce a prompt asking you to select which patients you would like to display. Genie will either display all female patients between 25 and 74 (inclusive) who are overdue for HPV testing; or all female patients between 70 and 74 (inclusive), as they are eligible for their exit test.
Ticking the Don't Recall for HPV checkbox in a patient's Clinical window will cause Genie to omit that patient from both displayed lists.
Immunisation Module - This function is available if your practice type (File > Set Practice Type) is set to General Practice.
This opens the Immunisation window allows you to produce a manual ACIR report. For further information on ACIR online refer to our manual.
Orthopaedic Score Analysis - This function is available if your practice type (File > Set Practice Type) is set to Orthopaedic Surgery. This will allow you to search for patients in a period of time who have a specific Score Type.
If you think somebody else would appreciate reading this article feel free to email them a link.