About Patient Folders

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Folder Home

Patient folders are created to record any episode of care (treatment or trauma) a patient has for each specialty.

An episode can be a burn, plastic surgery procedure or specialist care by a burns team. A patient folder forms the central point of the patient record overall. Each patient folder may have one or many medical specialties linked to it. In the case of iBID only the Burn Injury specialty is included.

The folders are a central hub for each patient record, and it will link to the patent demographics, contain the patients iBID episodes and link the patient's daily dependency care to the patent record.


At the top of the patient folder, a summary of the demographics information is displayed, to enable the user to confirm the patient's details before proceeding. It is important to do this to make sure the most up-to-date details are recorded for each patient. An "Edit" or "Dismiss" button is also present to enable ease of editing. Click the "Edit" button and the patient's demographics will be displayed in "Edit" mode. Once the Dismiss button is selected the field will display a short summary containing Patient Name, NHS Number, Date of Birth and Age.

When an item from the navigation bar is activated the patient demographic summary will automatically be minimised to allow maximum screen usage. The patient summary will be maximised again if the patient folder has not been edited for seven days or more.

The top field of the folder itself is a text field (up to 255 characters) and is pre-filled with "New Folder" and the date. Please feel free to replace this with a better description of the contents of the patient record, searchable keywords can be free typed in to this field, such as Scald injury to right arm from domestic kettle.

Navigation Bar

To the left side of the screen is the navigation bar, and is split into three groups; the Action, View or Summary Group.


The Action Group allows the user to Create the following:

New iBID Record:- by clicking on the iBID Record button.

New Dependency Record:- by clicking on the Daily Dependency button.

New Visual Assessment:- Opens a Lund & Browder Diagram.

New Significant Event:- by clicking on the Significant event button.

New Media":- Imports Images from Various media, devices or files.

The View Group: allows the user to view the existing patient records and any events the patient has undergone.

iBID Record:- Displays all current patient iBID records. For further information please see Creating an IBID Record.

Dependency Records:- Displays a calendar list of all current Dependency records. For further information please see Daily Dependency.

Dependency Chronology:- Allows the user to see all existing and missing dependency records in calendar view, Dependency records can also be created and viewed from Dependency Chronology. For further details please see Dependency Chronology

Significant Events:- Displays a list of Significant Events the patient has such as Clinic appointments, reviews, observations or other significant Events not already entered in the iBID record or Dependency record. For further information please see Significant Events.

Visual Assessments:- Displays a list of existing Visual Assessments, new Visual Assessments can also be created. For further information please see Viewing a Visual Assessment.

Validation Messages:- Displays a list of all Validation Messages for the current patient. For further information please see Validation Message List

Other Folders:- Displays folder's for other specialties.

Images:- Displays a list of imported images. For further information please see Imaging Folder Contents.

The Summary Group provides the user with printable lists of the following:-

Burns Care Journal:- a timeline of events for each case. For further information on Burns Care Journal please see Care Journal.

iBID Summary:- a short snapshot of the patient's episode from demography to follow up. For further information on iBID Summary please see iBID Summary.

iBID Record Contents:- A comprehensive list of the patient's demographics, iBID record and dependency records. For further information on iBID Record Contents please see iBID Record Contents.

Folder Details

Located at the bottom of the Navigation bar click on the tab to display Folder Details.


Start date:- this is automatically filled in with the date the folder was created.

Pass Phrase:- this is a security code or password for services outside the NHS to have access to the information inside the record, such as the fire brigade or police. To reveal the password click unmask.

Flag for Audit:- put a tick in the box if the case is to be flagged for audit as this a searchable field.

Flag for Research:- put a tick in the box if the case is to be flagged for research as this a searchable field.

Flag as Duplicate:- in the event of a duplicate record being created for the same patient this tick box will mark one as duplicate. Highlight the duplicate record, then tick the Flag as Duplicate tick box.

Key Words : the search for keywords is not yet implemented, so please use the folders description field to enter searchable keywords.

Remember to Save any information you have entered.

Folder View

iBID Record List

Once the patient folder has been created subsequent iBID records can be displayed in a card type view for each iBID record when the "Large View" button is pressed as shown below.

Large Folder view.jpg

At the bottom of the card view Spark Lines are displayed to monitor patient's dependency progress at a glance. This data is taken from information entered into the HDU/ICU, Organ Support, Nurse Dependency and Pain fields. Spark lines are not editable or viewable in any other location within Aquila.


On the iBID Record Tool Bar the following options are displayed:-

  • Refresh button RefreshButton.jpg. If you click on this button it refreshes all data within that record.
  • Open iBID record button. Highlight the iBID record card you wish to open, click the open folder icon OpenIbidButton.jpg on the iBID record tool bar and the selected patient iBID record will open.
  • New iBID Record button NewIbidButton.jpg. If you click on this button a new blank iBID record will be created.
  • Large View button LargeViewButton.jpg (This will open the card view or compress the card details view in to a summary view).
  • Dependency Chronology Button DependencyChronologyButton.jpg, opens a full list of Dependency records to allow the user to identify missing or incorrect dependency records and allows any missing dependencies to be created from this central point. For further details regarding Dependency Chronology please see Dependency Chronology.
  • The number of iBID records and Dependency Records Ibid&DependencyList.jpg Click iBID Record or Dependency Record list button to view a list of in patient records and a list of dependency records.

Daily Dependency & iBID Record Lists

On the Daily Dependency & iBID Record List tool bar the following options are displayed.


  • Open Button OpenIbidButton.jpg allows the user to open a highlighted iBID record of dependency.
  • Refresh button RefreshButton.jpg allows the user to refresh data in an iBID or dependency record.
  • Filter Button FunnelIcon.jpg - Aquila displays only the most recent Daily Dependency records as records over 90 days are not displayed unless the filter button is selected.
  • Group By GroupByButton.jpg Allows the user to group the Dependency record by any heading, see below.


  • Copy Cells CopyCellsButton.jpg Highlight the cells required and choose copy cells button. Cells will be copied and can be pasted in to any document or email required.

Blank Patient Folders

If for some reason the power fails or a computer crashes a blank patient folder may be created.

Blank Folder.jpg

If this happens, click "file" on the menu bar and select "Add Speciality"

Add Speciality.jpg

When the add speciality menu option is chosen, a specialty box will appear.

Once the Patient folder has been created a New iBID Record will need to be created for each injury or episode. For further information please see Creating an IBID Record