Getting started

  1. Make sure you have selected the Provider (our doctor -use F2 if necessary).
  2. Select 'Dictation Mode'
  3. Select 'Type'
  4. You will see a list of patients from the Appointment bookings for the selected date. If the correct date is not selected either:
    1. User the left and right arrows situated beside the (blue) date; or:
    2. Select 'Display' and change the date.


  5. Once you have the correct list of patients displayed in the middle section of the screen, highlight the patient you require


  6. Select New


  7. Select the appropriate type from the list of options (remember, Operation Reports go under Operation Notes and consult letters go under Letter). 

What to do when the patient you have dictation for is not listed.

  1. Either:
    1. Select the date of the clinic or operating list that the patient was booked in, or;
    2. if the patient did not have a recent appointment (i.e. the doctor is dictating about some results or tests that were performed) select 'Other Patient' from the menu bar


      The 'Patient Selection' screen will display.
  2. Select your patient in the usual way.
  3. The patients name will be listed in the section annotated 'Patient(s) not on the day list
  4. Continue typing as per the instructions above 

How to type patient letters

  1. Select 'New'.
  2. From the 'Select Option' screen, select 'Letter'.


    The 'Letter To' screen will display.
    This screen allows you to select who you are sending the document to. This is where you tell the program who you would like to send the document to as well as whom you are "CCing" the document to. There is no need to type these details into the document (if you do that the program will not be able to send electronic copies or print out the right number of paper copies and envelopes).

    The Associated Providers is entered in the patient Registration window. It may be necessary to go back to the Patient Registration window to add this information as we adjust to SPM and as we work our way through the files converted from Blue Chip. 

    NOTE: The Referral information displays at the bottom of this screen to assist you. The most recent referral will be selected by default. If this is not the correct referral, use 'Select' to select another referral (for this provider).
    If the Referring Doctor and the GP (family doctor) are the same, you will not be able to select both the Letter to and Copy to options. The 'Copy To – GP' option will be dimmed.
  3. The selections made from this screen will head up the letter automatically with:
    1. Date
    2. Addressee
    3. "Dear (Salutation)"
  4. Once you have made the correct selections for the letter you are currently typing, select 'OK'. The word processing screen will display

  5. Position your cursor below 'Dear' and above any copy to text.
  6. Type 'L' and press F8 to select the template to drop in the Re details etc.
  7. Use additional F8 templates as required.
    These can be created to single words, paragraphs of an entire letter.
  8. Once you have finished typing your letter, spell check the letter (Ctrl + S / mouse click)
  9. Save your letter by selecting 'OK' (F12 / Alt O of mouse click)
  10. You will return to the 'Type Dictation' screen, the item you have just typed will be listed in the right hand column as well as the left hand column where it will be italicized
  11. Either continue typing additional items for the highlighted patient; or select a different patient from the list 

Spell Check
To spell check the document either click on the icon or Ctrl S.

How to type Operation Reports

  1. Select 'New'.
  2. From the 'Select Option' screen select 'Operation Note'.
     
  3. A 'New Operation Note' screen will appear with a blank document for you to type the Operation report.
  4. You may select a 'Subtype' from the drop down list. 
  5. Click onto the body of the word processing screen and press F8 to bring up a list of operation templates.
    HINT: all operation templates start with 'O' so by typing this before pressing F8, you will only see the list of operation templates. If you know the full code for the template, by typing this and pressing F8, the template will drop straight in. If this does not work in your practice, discuss this with your Practice Manager.


  6. If any 'pick list' choices have been included in the template, you will be prompted to make these. Type the number of your selection and press 'Enter'


  7. Once all the selections have been made, the text of the template, complete with selected choices will appear on the screen


  8. Continue typing the sections of the operation report as per the dictation
  9. Additional template desk can be dropped in as required, i.e. type the code / or first part of the code and press F8
  10. Spell check the report
  11. Save the operation report by selecting 'OK' (F12 / Alt +O / mouse click).