TABLE OF CONTENTS

Introduction

This article explains how to use Ardens Group Clinic resources, including pre-set messages, pre-clinic questionnaires, and the Group Clinic template. By the end, you will be able to collect patient information in advance, run a structured clinic, and record outcomes efficiently.


Background

Group clinics are an approach used in primary care to support patients with long-term conditions in a shared setting. Instead of a traditional 10–15 minute one-to-one appointment, group clinics typically run for around 90 minutes and include up to 12 patients (NHS England).

 

This model supports a more collaborative, patient-centred approach while improving efficiency and patient engagement.

 

This article is suitable for practices and PCNs using Ardens to support group clinic delivery.


How Ardens Can Help? 

Ardens provides a range of tools to support the delivery of group clinics:
  •  Amend pre-appointment text messages for your practice or PCN 
  •  Send pre-clinic questionnaires in bulk or individually 
  •  Save questionnaire responses directly into the patient record 
  •  Use the Group Clinic template to structure the session 
  •  Record group notes across multiple patient records 
  •  Link to condition-specific templates (e.g. asthma reviews) for individual actions 

 

The Ardens Group Clinic template has been developed in collaboration with ELC Works to support both clinical care and service evaluation.


Questionnaires

The Group Clinic questionnaires are designed to collect essential information before booking patients into a clinic. This ensures the clinical team has accurate contact details and can identify any additional needs in advance.


Ardens provides two questionnaires:
  •  Face-to-face group clinic 
  •  Video group clinic

You can preview or complete these questionnaires on behalf of a patient by clicking on the relevant questionnaire via the Pre-review section of the Home tab.


Sending questionnaires in bulk

  • Add patients to a waiting list 
  • Highlight the required patients 
  • Right-click and select Actions > Use Communications Annexe
  • Attach the relevant questionnaire by clicking on the questionnaire icon and Questionnaires for Review Appointments.
  • Click OK and Send the message


Sending questionnaires individually

  • Open the patient record 
  • Launch the Group Clinic template
  • In the Pre-review section (Home tab), click Send Message
  • Attach the questionnaire and send

 




Creating a pre-set message 

To create message presets:
  •  Go to Setup > Data Output > Message Preset Maintenance
  • Create two presets: 
    •  Video group clinic 
    •  Face-to-face group clinic 
  • Add your message content 
  • (Optional) Set a recipient or team to receive completed questionnaires 

 

You can tailor these messages to include clinic details and preparation instructions.

 

 

Template

How to access

The Group Clinic template can be accessed in the following ways:
  • Auto-Consultation > ardens GENERAL > Group Clinic
  • Searching for the template via the SystmOne search bar bottom left hand corner
  • Add the template to your F12 key (access this support article for instructions on using the F12). 

 


The template is designed to support structured and consistent documentation.

 

The Home tab allows you to record that the questionnaire has been returned and completed. 

 

 

The Notes tab can be used to document the patient's history, discussions from the group clinic, management plan.

 

The Lifestyle tab can be used to record relevant lifestyle information, such as alcohol consumption, smoking habits, obesity details, and the patient's vitals.

 

 

The Resources tab includes links to patient information from ELC Works, which can be copied and pasted into the send message function. Additionally, we offer general lifestyle and mental well-being leaflets and guidance for clinicians on conducting group clinics. 

 

 

Recording notes after clinic 

After the clinic, you can efficiently record notes across multiple patient records.

 

Recording Notes in Bulk
  • Right-click the clinic rota or patient list 
  • Select Actions > Use Data Entry Template
  • Choose the Group Clinic template
  • Complete the template and click OK to move to the next patient or Cancel to skip a patient (e.g. DNA). 
This can also be done from an ad hoc patient list or waiting list.

 

To save time, you can also create or apply an event template to record consistent clinic details:
  •  Click New Template to create a new template, or 
  •  Select an existing template to apply 

 

The system will then open each patient record in sequence:
  •  Enter the required notes for the first patient 
  •  Click OK to save and move to the next patient 
  •  If a patient did not attend (DNA), click Cancel to skip them and continue 

 

This process will repeat until all patients in the list have been reviewed.

 

You can complete this process from:
  •  A clinic rota 
  •  An ad hoc patient list 
  •  A waiting list

 

Recording individual patient actions
For patient-specific actions:
  •  Use shortcuts within the Group Clinic template 
  •  Navigate to the relevant section (e.g. Respiratory tab) 
  •  Open the appropriate template (e.g. asthma review) 
This ensures information is recorded only in the relevant patient’s record.

 



Additional Support

Further information about group clinics can be found on the ELC works website by clicking here

 

If you require any further assistance on the process above, please contact Ardens support on: 
support@ardens.org.uk