Day 2 Contents

    DAY 2

    Meet Your Core Toolkit

    Gentu is our main platform, but you'll use several key tools daily to stay organized and secure.

    Slack Logo

    Slack

    For all internal team communication. Use channels for topics and threads to keep conversations organized.

    Zoom Logo

    Zoom

    Used for all phone calls (inbound/outbound) and virtual meetings. Always have your camera on for team meetings.

    1Password Logo

    1Password

    Your secure password vault. You will log in once at the start of the day to access all other system passwords.

    QuickBooks Logo

    QuickBooks

    Used for clocking your work hours daily and submitting all formal leave requests.

    DAY 2

    Deep Dive: Using Slack Effectively

    Mastering Slack is key to seamless team collaboration.

    Use Channels Correctly

    Be mindful of: External Channels (doctor can see) vs. Internal Channels (staff only).

    Acknowledge & Action

    When tagged, show it's seen. Add an emoji reaction (like ✅) or reply in a thread.

    Organize Your Workflow

    Use Threads to group conversations. Use Pin/Bookmark to save important links in a channel.

    DAY 2

    Intro to Gentu: Patient Management

    Gentu is our core Practice Management Software. Let's start with the patient file.

    Gentu Patient File

    DAY 2

    Gentu: Creating a New Patient

    Creation Steps

    1. Navigate to Patient List and click New Patient.
    2. Ensure the patient has a valid referral before creating the profile.
    3. Enter all demographic details.
    4. Add referral information.
    5. Click Save.
    New Patient Form in Gentu

    DAY 2

    Gentu: Viewing & Editing a Patient

    Patient Record in Gentu

    Navigating the Record

    1. Use the search bar to find a patient.
    2. Click their name to open the record.
    3. The record has multiple tabs: Details, Clinical, Account, etc.
    4. Click Edit to update and Save to finalise.

    DAY 2

    Gentu: Using Admin Notes

    Key Internal Communication

    Admin notes are for important, non-clinical information.

    Examples: "Referral required", or "Outstanding Debt".

    You can "flag" a note to pin it to the top of the patient's profile banner.

    Flagged Admin Note in Gentu

    DAY 2

    Gentu: Booking an Appointment

    Appointment Book in Gentu

    Booking Steps

    1. Navigate to the Appointments page.
    2. Click on the desired time slot.
    3. Search for and select the patient.
    4. Confirm details like Location and Type.
    5. Click Save.

    DAY 2

    Gentu: Rescheduling an Appointment

    How to Reschedule

    You can either drag-and-drop the appointment or edit it manually to change the date/time.

    Always add a note explaining the change and send an SMS to the patient with the new details.

    Rescheduling an appointment

    DAY 2

    Gentu: Cancelling an Appointment

    Cancelling an appointment

    Cancellation Process

    1. Click on the appointment to open it.
    2. Change the Appointment Status to "Cancelled".
    3. Add a note explaining why.
    4. Move the cancelled appointment to the end of the day to keep a record.

    DAY 2

    Gentu: Booking a Procedure

    Confirmed vs. Pending

    The method changes depending on if you have a date.

    • Directly Book: If the date is known, use the "Procedure" tab in the appointment book.
    • Create Pending: If the date is NOT known, go to the patient's file and "Add > Procedure".
    • Book Pending: To schedule a pending procedure, find it in the appointment book dropdown.
    Procedure tab in Gentu

    DAY 2

    Gentu: Creating a Pending Procedure

    Add Procedure in Gentu

    For Unconfirmed Dates

    Use this when you don't have a date or time for the surgery yet.

    1. Open the patient's file.
    2. Select Add > Procedure.
    3. Enter the procedure details.
    4. Click Save.

    DAY 2

    Gentu: Booking a Pending Procedure

    Linking to the Calendar

    Once you have a date, you can book a pending procedure.

    1. Go to the Appointment Book and click the time slot.
    2. Select the Procedure tab and find the patient.
    3. Use the Pending Procedures dropdown to select the procedure.
    4. Click Save.
    Pending Procedures in Gentu

    DAY 2

    Gentu: Managing Correspondence

    Incoming Letters

    Go to Results / Letters > Incoming to review and triage all new correspondence. Assign each item to the correct practitioner.

    Outgoing Letters

    To create a letter, go to a patient's record, click Add > Letter. To send, find it in Results / Letters > Outgoing > Ready to Send.

    DAY 2

    Gentu: Using Appointment Wrap-Up

    Doctor-to-Admin Communication

    After a consult, the doctor uses the "Wrap-Up" feature on the appointment to leave instructions for billing, follow-ups, and tasks.

    It's your job to action these wrap-up notes promptly.

    Appointment Wrap-up notes in Gentu

    DAY 2

    Gentu: Using Tasks

    Task list in Gentu

    Internal Task Management

    Gentu has a built-in task system to track actions for a patient. Tasks can be created within a patient's file and assigned to a user or the practice.

    DAY 2

    Knowledge Check

    1. What is the correct way to cancel an appointment in Gentu?

    Delete the appointment from the calendar.
    Change the status to "Cancelled" and move it to the end of the day.
    Drag the appointment to the following week.

    2. When would you create a "Pending Procedure"?

    When the date and time for the surgery is not yet known.
    For all day-case procedures.
    After the procedure has already happened.

    3. What is the "Wrap-Up" feature used for?

    For the doctor to leave billing and follow-up instructions for admin staff.
    To send a final summary letter to the patient.
    To archive old patient records.
    Back to Agenda

    Day 2 Contents