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AquilaCRS icon.png

This topic is for AquilaCRS


Once logged in to Aquila CRS the dashboard is displayed by default as shown below. This acts as a general hub for the patient's record of care.


At the top of the screenshot you can see the AquilaCRS tab, the Menu bar and the Toolbar as previously shown.

View the Menus and Toolbars


The toolbar displays a range of headings, each heading has a drop down list when clicked.

This gives the user access to

  • Printing Options
  • Searches Please seeSearch for patients
  • Validation Report Please see Validation Errors
  • Tools, displaying:-
    • User Options- See Image below
      • UserOptionsBox.jpg
    • Spelling Options.
    • Auto correct Options
    • Bandwidth Usage
    • IBID
    • Replication
    • Database
  • Help (see AquilaCRS for topics)Also Including
    • Test Error Reporting
    • Clear Bug Reports
    • Version Number
  • Quick Search Box QuickSearchBox.jpg Searches for patients name in both in-patients and outpatients lists

Navigation bar

The Navigation Bar is to the left of the screen with buttons beneath the heading; Home, New Patient, Search Demographics, Search for TNID

Central hub for searches Please see Query the Database

Validation Message List, please see . Validation Message List

Each time a patient iBID Folder, Record or Query is opened a new tab will be created to display the open fields. Click tabs to navigate from field to field.

To the right of the Navigation Bar is the Home tab and beneath this your Unit's unique Unit ID number and a toolbar as shown below:


Open Folder:- highlight the patient record you want to open you can click on Open Folder and this takes you into your patient's folder

Open Demographics:- highlight the patient record you want to open and click on Open Demographics and this will take you into the Patient's Demographics

Open iBID:- highlight the patient record you want, click on Open iBID and this will take you to the Record/Demographic screen within the patient's record

Refresh:- click on this to refresh the dashboard lists. This will update the dashboard with recently created or deleted records.

Summaries:- click on this to display the summaries of all patients in the open list. For further information please see IBID Summary

Options:- click on either the button or the arrow within the box and it will display Export to Excel and Recalc Analysis options.

Recalc Analysis: from the Options button, will recalculate the iBID & Dependency records - see below


Once completed a Message will appear similar to the message displayed below.

IBID/Dependency Calculations started at 16:25 18-Aug-2015 453 Dependency calculations completed in 36 seconds. IBID Calculations now running. 217 IBID calculations completed in 92 seconds. 453 Dependency & 217 iBID calculations completed in 128 seconds.

      • COMPLETED ***

There is normally no need to run this analysis unless instructed to do so by an IT technician. If Recalc Analysis is selected in error, carry on as normal as no records will be affected

In Patient, Out Patient Records and iBID Search Tool Bar

The In Patient list displays all active in patients. The Out Patient list displays all out patient iBID records. The iBID Search allows you to search your database using the TNID number.


From this point there are three ways in which to open a record from the iBID In Patients, iBID Out Patients, iBID Search.

iBID In Patient: Click on the iBID In Patient tab to make sure you are looking at the correct list of patients

Highlight the patient record you want to open by clicking on it, then either click on Open Folder or Open Demographics from the toolbar above the patients folder

Alternatively by double clicking the highlighted record in the list will open the patient folder

iBID Out Patients: Click on the iBID Out Patient tab which will show all the out patients in your database.


iBID Search: An iBID Search can be done using the Trauma Network ID where available. Click iBID Search Tab or Search with TNID button on Navigation Bar and enter Trauma Network ID into Search box and click on Open. If there is a record in the your database the record will open in the Record/Demographics screen. If you enter the Trauma Network ID incorrectly, click on Clear field and the information entered will be removed from the box and you can start again.

To Create a new patient record please see Create a new patient record

The Status Bar

At a glance the status bar displays information regarding the replication of the data entered, the logged on user details and the current version of Aquila.


Registry Database Replication

In some installations, such as the iBID system, some data collected will be replicated onto a National Registry. Where this happens, the software will intermittently transmit data to the registry database (usually a centrally located database) whilst the software is still in use.

In the status bar the latest message from the replication system is displayed - clicking the status bar panel will display a complete log history for each session should the user wish to inspect it, or copy & paste to send to technical support.

Logged in as [User]

The status bar shows the currently logged in user and the current user permissions. Click the status bar panel to open your user profile in order to edit the logged on user details, view the login history and password settings. Follow link for further information regarding Your user profile.

Aquila Version

Upon logging in, Aquila will automatically check the server for the latest version of Aquila. Whilst this is taking place the software can be used as normal.

If there is no new version available a message will appear in the replication box on the status bar telling the user "Your software is up to date, will check again tomorrow".

If the software is out of date message will appear in the replication box on the status bar telling the user "Your software is out of date Aquila is upgrading to new version" Aquila will then upgrade to the new version. Once the upgrade has taken place a message will appear the asking the user to restart Aquila.

If the software does not upgrade automatically please contact your IT department or Evolution Healthcare Systems.

For further details the user can click to open the Replication/Status box.

For further information please follow link to Finding the version number of your software

Keyboard status

Bottom Right of the status bar

Editor Types

Date Editor

Can free type date or select from drop down calender. Enter "Today" or press "Clear to exit without entering data.

Time Editor

Can free type time or use scroll bars at the right of data field.

Date & Time Editor

Free type date dd/mm/yyy and time 00.00, or drop down list. Choose "today" button if event was day of inputting data or "Clear to exit field without data entered.

Drop Down / Lookup List

The Lookup List is a collection of common names, places, catagorys, or other types of information that can help you choose a required field. Click on the down arrow to the right of the data field, highlight the relevant information to enter.

Staff Drop Down / Lookup List

Populated by staff names entered as "Users" in Administration.


Checked - Positive with a known value = 1.

Unchecked - Negative with a known value = 0.

Gray - Don't know with a value = null.

Please note: Check boxes are grey (Unknown) by default.

Postcode Editor (2 part)

Free type 1st part of postcode letters and numbers.

Free type 2nd part of postcode numbers and letters.

Text Field

A free type field to enter as much detail as possible.

(Note: Max 255 characters)

Memo Field

A free type field to enter as much detail as possible (Unlimited chars)

Automatically Filled in Fields

Sometimes shaded, Aquila will fill in these fields automatically from the data entered in previous fields.