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Create a Patient Consultation Report

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Create a Patient Consultation Report1

This guide provides instructions for generating a comprehensive report following a patient consultation.

Document Revision History

  • Last updated: April 2025

Introduction2

When a patient is referred for a consultation, it is important to prepare a report summarising the consultation findings and planned treatment to be sent to the referring practitioner.

At OHCWA, a template in Titanium can be used to complete this. Please note that you must use a PC with Microsoft Word installed to perform this task.

Preparation Before Creating the Report

Once you commence creating a letter in Titanium, the software will lock, and you will not be able to click anywhere else within the application.

Copy Clinical Notes to Word3

Before starting the process, copy and paste your clinical notes into a separate Word document to ensure you have access to them while the Titanium interface is locked.

Access the Original Referral4

It is recommended that you open the original referral from the Documents tab prior to starting. This ensures you have immediate access to the name and address of the referring practitioner.

Document List Reference

DateDocumentCreated ByType
22/01/25ref2S-8780Referral letter
22/01/25Standard EstimateS-8780Signed Document
22/01/25Patient QuestionnaireS-8780Signed Document
22/01/25Treatment Plan ApprovalS-8780Treatment plan approval

Creating the Consultation Report in Titanium

When you are ready to prepare your report, navigate to the Titanium Patient toolbar.

Launch the Letter Creation Tool56

Click on the Create a Patient Letter icon.

The Letter Details box will appear. Note that once this box is active, you can no longer click elsewhere in Titanium until the process is complete.

Select the Referring Practitioner7

Click the Magnifier Glass icon to search for the Practitioner to whom the letter is to be addressed. This is usually the original referring practitioner.

Search by Clinic or Last Name8

You can locate the practitioner by selecting the clinic from the provided list or by searching by their Last Name.

  • Adult DHS clinic codes: Preceded by a hash symbol (#)
  • School dental clinic codes: Preceded by an asterisk (*)

Verify and Edit Referrer Information9

Verify that the Referrer information is formatted correctly. Click the Pen Icon to make any necessary edits.

Formatting Requirements

  • Clinic Name: Due to Titanium template limitations, the clinic name must be entered in the Fax field.
  • Character Limits: There is a character limit in the Fax field; enter as much as possible and ensure the full, correct clinic name is manually verified on the final letter.
  • Adult DHS Clinics: These are typically pre-formatted correctly.
  • School Dental Clinics: These should be formatted with the shortened clinic name in the Fax field.

Choose Letter Template and Options10

Once the “Specialist” (referring practitioner) has been selected, configure the following settings in the Letter Details box:

  • Letter template: Paedo Referral Report
  • Save Copy to Documents: Tick this box
  • Document Type: Admin Document
  • Edit letter before printing: Tick this box

Click OK to proceed.

Review and Complete the Generated Letter11

The letter template will generate, populated with patient and practitioner information. Review the document for accuracy and complete the following highlighted fields:

  1. Date of consultation: Enter the specific date the patient was seen.
  2. Consultation Findings: Copy and paste your findings. Include only pertinent details or a summary; do not include negative findings (e.g., “Anomalies: nil”).
  3. Treatment Plan: Verify the plan is correct. If the patient is planned for a recall, update the relevant paragraph accordingly.
  4. Signature Block: Enter your name (do not include the Dr title) and your specific role (e.g., DMD3 Student, Paediatric Dental Registrar) underneath.

Save and Send the Final Report12

Exporting and Sending

  • Save the Word document using the Patient’s Name as the file title.
  • Change the file type to PDF.
  • Save the PDF in a temporary, accessible location (e.g., the Downloads folder).
  • Send the PDF to the referring clinic via your student email. The clinic’s email address will be listed on the letter template.

Finalizing the Record

  • Delete the PDF file from your temporary folder once the email has been sent.
  • Close the Word document. When prompted to save, select Yes. This action saves the document back into Titanium, where it will be accessible under the Documents tab.

Footnotes

  1. Original PDF page 1: Create a Patient Consultation Report, p.1 ↩

  2. Original PDF page 2: Create a Patient Consultation Report, p.2 ↩

  3. Original PDF page 3: Create a Patient Consultation Report, p.3 ↩

  4. Original PDF page 4: Create a Patient Consultation Report, p.4 ↩

  5. Original PDF page 5: Create a Patient Consultation Report, p.5 ↩

  6. Original PDF page 6: Create a Patient Consultation Report, p.6 ↩

  7. Original PDF page 7: Create a Patient Consultation Report, p.7 ↩

  8. Original PDF page 8: Create a Patient Consultation Report, p.8 ↩

  9. Original PDF page 9: Create a Patient Consultation Report, p.9 ↩

  10. Original PDF page 10: Create a Patient Consultation Report, p.10 ↩

  11. Original PDF page 11: Create a Patient Consultation Report, p.11 ↩

  12. Original PDF page 12: Create a Patient Consultation Report, p.12 ↩

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