Record Types Module

Overview

The Record Types module is where you define the different categories of medical records used in your clinic or hospital. Think of it as creating labels for different types of patient documentation. This simple but essential module ensures consistency across all medical records in the system.

Navigating to Record Types

1. Look for the Medical Records section in your left sidebar menu
2. Click on Record Types (first in the list)
3. You'll see a list of all defined record types

Understanding Record Types

What is a Record Type?

A Record Type is a category that classifies different kinds of medical documentation. Examples include:

• Consultation notes
• Progress notes
• Laboratory results
• X-ray reports
• Prescriptions
• Referral letters

Why Use Record Types?

• Organization: Keep different medical documents properly categorized
• Consistency: Ensure all staff use the same terminology
• Searchability: Find specific types of records quickly
• Reporting: Generate reports by record type
• Workflow: Different types may have different review processes

Creating a New Record Type

Only Two Fields Needed:

1. Record Type Code (Required)

• Format: lowercase letters, numbers, and underscores only
• Examples:
  • consultation
  • progress_note
  • lab_result
  • prescription
  • referral
• Purpose: Used internally by the system for identification

2. Display Label (Required)

• Format: Normal text with spaces and capital letters
• Examples:
  • Consultation Note
  • Progress Note
  • Laboratory Result
  • Prescription
  • Referral Letter
• Purpose: What users see when selecting record types

Example Pair:

• Code: consultation
• Label: Consultation Note

Viewing Record Types

Simple Table Display:

• Code: The system identifier
• Label: What users see
• Timestamps: When created/updated (hidden by default)

Sorting and Searching:

• Search: Find by code or label
• Sort: Alphabetically by either column
• Simple interface: Only essential information shown

Best Practices

Naming Conventions:

• Codes: Use clear, descriptive names in lowercase
• Labels: Use professional, standardized terminology
• Consistency: Stick to the same naming pattern
• Clarity: Make it obvious what each type represents

Common Record Types to Create:

1. Consultation Note: Initial patient visits
2. Progress Note: Follow-up appointments
3. Laboratory Result: Test results
4. Imaging Report: X-ray, ultrasound, etc.
5. Prescription: Medication orders
6. Referral Letter: Specialist referrals
7. Discharge Summary: Hospital discharge notes
8. Procedure Note: Surgical or procedure documentation

Important Notes

System Impact:

• Don't delete: Record types may be in use by existing records
• Plan carefully: Set up all needed types before heavy system use
• Test first: Create a few types and test them in the system
• Document: Keep a list of your record types for reference

Editing Guidelines:

• Labels can be changed: If users need clearer descriptions
• Codes should be stable: Avoid changing codes once in use
• Add new types: As your documentation needs evolve
• Deactivate instead of delete: Use soft delete if no longer needed

Common Scenarios

Scenario 1: Setting Up a New Clinic

1. Create essential record types:
   • Code: consultation, Label: Consultation Note
   • Code: prescription, Label: Prescription
   • Code: lab_result, Label: Laboratory Result
2. Add specialty types as needed
3. Train staff on when to use each type

Scenario 2: Adding a New Service

1. Identify new documentation needed
2. Create appropriate record type
3. Train staff on using the new type
4. Update any templates or forms

Scenario 3: Renaming for Clarity

1. Edit the Display Label
2. Inform all staff of the change
3. Update any printed materials
4. Keep the Code unchanged

Quick Reference

Format Rules:

Field	Rules	Example
Code	lowercase, no spaces, underscores allowed	progress_note
Label	Normal text, capitals allowed	Progress Note

Common Types:

• Basic: consultation, progress_note, prescription
• Results: lab_result, imaging_report
• Administrative: referral, discharge_summary
• Specialty: surgical_note, anesthesia_record

Need Help?

Simple Module, Big Impact:

• Start small: Create only what you need initially
• Grow gradually: Add types as your practice expands
• Standardize: Use common medical terminology
• Review annually: Update types as needed

Getting Support:

• System prevents duplicate codes
• All changes are logged
• Can restore deleted types if needed
• Contact support for bulk setup needs