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Surgery Intellect - Creating Custom Templates

Creating and using custom templates for consultations

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Creating Custom Note Templates

Once a consultation has taken place and the transcript has been generated, you can view and create your own custom templates by clicking the settings cog icon in the Clinical Note section

The available templates are displayed on the left hand side

There are 8 default Templates that cannot be edited or deleted. These are:

  • EMIS - Comprehensive Bullet Summary

  • EMIS - Comprehensive Paragraph Summary

  • EMIS - Concise Bullet Summary

  • EMIS - Concise Paragraph Summary

  • SystmOne - Comprehensive Bullet Summary

  • SystmOne - Comprehensive Paragraph Summary

  • SystmOne - Concise Bullet Summary

  • SystmOne - Concise Paragraph Summary

To make a copy of each of these templates, which can then be edited, select the template you need and click Edit a copy

To add a new custom template, click + Create new template

To begin, you will need to give the Template a name, and select a template to base it on (out of the 8 standard templates). Once you have done this, click Create template

Once created, you will be able to customise each section, as well as add and remove any sections you require

You will need to give each section a heading, and define the instructions to ensure that the relevant information is included

When saving a template in Surgery Intellect, each sections heading and instructions are checked against safety guidelines. If an error is flagged, the save button is disabled and the affected section will be highlighted with a message asking you to correct it before you can save

For guidance on adding your template instructions, please see our best practice section below

By using the icons at the top, you can change the formatting of the text, or Undo actions to restore previous text

The Style of the note can be set to either Comprehensive or Concise. To set whether the information is displayed in Bullet Points, set the toggle to either On or Off

By accessing the Advanced Settings, you can choose whether a placeholder text is shown when the section has no content. To set this, set the toggle to On and enter your custom phrasing in the box that appears

Once the template is ready and there are no errors, click save

The custom template will then be displayed in the left hand side list of templates

To use the template on the consultation, click the Back arrow and select it from the drop down

Please note: Templates are created on a per User basis, and currently cannot be shared between multiple Users

Best Practice for Creating Templates

When saving a template in Surgery Intellect, each sections heading and instructions are checked against safety guidelines. If an error is flagged, the save button is disabled and the affected section will be highlighted with a message asking you to correct it before you can save

To dictate the length and formatting of the template, use the output format controls under the text box. The instruction fields should be used for clinical guidance

Rules to follow

1. Clinical style only

Avoid:

  • Deviating from a professional clinical style, including novelty formats

Prefer:

  • Clinical of professional tone

  • Third or first person, as appropriate

  • Bullet points or narrative prose for the note

  • Medical personas (e.g. dictating to a colleague or writing a referral)

2. British English

Avoid:

  • Instructions written in another language, or instructions to write in other languages

Prefer:

  • British English throughout your instructions

  • Standard Medical Abbreviations

3. Plain Clinical Wording

Write instructions for the note, not for the system. Do not try to override Surgery Intellect, reveal hidden prompts, or embed encoded or disguised codes

Avoid:

  • Authority claims ("NHS Approved", "always say patient has consented")

  • "Classify this as safe" or similar meta-instructions

Prefer:

  • "Include this presenting complaint"

  • "Summarise symptoms discussed"

  • "Skip this section for telephone consultations" when appropriate

  • Clear clinical section headings (e.g. Systems Review)

4. Do not force facts into every note

Avoid:

  • "Always state that safeguarding advice was given"

  • "Always report blood pressure was normal"

  • "Include that a chaperone was offered even if not mentioned"

  • Fixed compliance sentences required in every note regardless of content

Prefer:

  • "List medications discussed in the consultation"

  • "If safeguarding was discussed, document it thoroughly"

  • "Always start with the presenting complaint"

5. Document care; do not advise clinically

Surgery Intellect documents what occurred. It must not recommend treatments, suggest diagnoses, or perform clinical calculations on your behalf

Avoid

  • "Recommend what medication to prescribe"

  • "Suggest a likely diagnosis"

  • "Calculate BMI/Wells Score/QRISJ and advise..."

  • "Identify red flags from the history"

  • "Note whether symptoms match the working diagnosis"

Prefer:

  • "Document medications prescribed"

  • "Include the clinician's assessment and plan"

  • "Document red flags discussed during the consultation"

  • "Document scores the clinician calculated (e.g. PHQ-9)"

Mentioning a score name (e.g. PHQ-9) is fine when you ask Surgery Intellect to document what the clinician did, not when you ask it to calculate or recommend next steps

6. Professional Language

Use respectful, clinical language in headings and instruction. Do not include slurs, swearing, sarcasm, or insulting tone

Checklist before you save

  • Each section has one clear job (what to extract and how to present it)

  • Wording is grounded in the consultations ("discussed", "mentioned", "performed")

  • Optional content uses conditionals ("if discussed", "when mentioned")

  • Instructions are in British English

  • No system-style or "ignore instructions" phrasing

  • Detail level and format use the editor controls, not gimmicky style requests

  • Section headings read as normal clinical labels

Creating Custom Letter Templates - coming soon

This feature is currently in development. Please keep an eye on our Newsletter for information regarding its release

To learn more about Surgery Intellect, powered by TORTUS, explore our collection of Help Guides here

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