Master Diary Closer (PT00410 - DC000)
Master Diary Closer
📅 Automatic Diary Entry Reconciliation
This protocol helps practices safely close overdue diary entries in EMIS when there is clear evidence that the follow-up has already been completed. It reduces diary clutter, prevents duplication, and ensures that clinicians only see tasks that truly require attention.
🧭 When Will I See This?
This alert runs automatically when you save a consultation. It checks for overdue diary entries and reconciles them if supporting activity codes are found in the patient’s record. In some cases, you may be asked to confirm before the diary entry is closed.
📋 What To Record
Field | Purpose |
| Follow-up activity (e.g. blood test, review, monitoring) | Used as evidence to close the overdue diary entry. |
| Confirmation (for “with check” events) | User decision confirming whether it is safe to close the diary entry. |
| Automatic log entry (“Medical records review”) | Creates an auditable record in EMIS Care History, showing which diary event was closed and why. |
🧠 Why This Matters
Many practices struggle with cluttered EMIS diaries, full of overdue events that have already been dealt with. This protocol restores confidence in the diary system by automatically or semi-automatically closing entries when safe to do so. It provides a clear audit trail for governance, supports CQC requirements for safe and effective care, and frees up clinicians’ time to focus on active tasks.
✅ Key Points
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Automatic closures: Where there is clear evidence, diary entries are closed without user input.
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With-check closures: For vague entries (e.g. “Change of medication”), the user is asked to confirm before closure.
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Audit trail: Every closure is logged in Care History with the reason and supporting codes.
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Safe governance: Only pre-reviewed clinical codes are accepted as evidence.
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Maintainable: New diary events can be added in future updates.
💬 Suggested Questions to Ask
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Is the diary entry precise enough to be reconciled automatically, or does it need user confirmation?
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Do all staff know how to respond when a “with check” box appears?
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How can we monitor the audit logs to ensure safe and consistent diary closure?
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Should we request new diary types to be added in future updates?
Detailed Worked Examples
Case 1
Here there is an overdue diary entry for a “Liver function test”:
When the protocol runs, it checks to see if there is a diary event for Liver function tests.
If there is, it then checks for evidence of a Liver function test in the records
It there is, it then checks to see if this is later than the date of the diary event.
If it is, it completes the diary entry for you, since that code (or a clinically similar one*) has been received.
It is essential that this activity is recorded somewhere in the EMIS Care History. A code of “Medical records review” is added along with details of both the original diary entry and the code demonstrating activity* as auditable ‘Associated Text’.
Case 2
Not all diary entries are safe to automatically reconcile in this way. They are too vague in nature and can’t be precisely mapped to an activity code. In this example we have the overdue diary entry for “Change of medication” and supporting text about pregabalin dosing.
Since we can’t automatically reconcile such a vague diary event, the following process occurs.
The protocol checks to see if there is an overdue diary event for Change of medication.
If there is, it then checks for evidence of a Change of medication code in the records
It there is, it then checks to see if this is later than the date of the diary event.
If it is, a dialogue box is presented to the user. The user is asked about whether it is safe to complete the diary entry and as much information as technically possible is shown.
Clicking “Yes”
If you click “Yes”, you are opting to complete the diary entry at this point, with the information presented.
It is still essential that this activity is recorded somewhere in the EMIS Care History. A code of “Medical records review” is added along with the message “Notes reviewed automatically and verified by user”, with details of both the original diary entry and the code demonstrating activity* as auditable ‘Associated Text’.
Clicking No
You may not be able to answer “Yes” at this point, since you may need to investigate the care record further.
If you check the care records and discover that it is safe to complete the overdue diary event, then you can retrigger running of the protocol again by re-saving the record, manually launch the protocol
…or
Go to the Diary tab in EMIS, click the overdue diary entry, then click ✅ Complete
* A note on code matching. All overdue diary events will be reconciled, or offered for completion, by the discovery of that same code in the care history on or after the date of the diary. Our team of clinicians have also carefully reviewed a cluster of additional codes that would reasonably be considered to safely reconcile that same diary event. For example, in the case of liver function tests, there are several codes that safely evidence the fact that the clinical event has occurred. We therefore will also use those clinical codes to complete the diary event or offer a completion dialogue. Wherever this happens, the code that has been used to complete the diary events will be recorded in the Care history for audit purposes.
Appendix | List of Diary Closers
Diary Closer Ref. | Main Diary Event Closed | Manual Check? |
DC001 | Cancer care review |
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DC002 | Chronic kidney disease annual review |
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DC003 | Epilepsy monitoring |
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DC004 | Peripheral vascular disease monitoring |
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DC005 | Peripheral vascular disease annual review |
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DC006 | Rheumatoid arthritis annual review |
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DC007 | Rheumatology follow-up assessment |
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DC008 | Follow-up osteoporosis assessment |
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DC009 | Osteoporosis monitoring |
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DC010 | Chronic kidney disease monitoring |
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DC011 | At risk of diabetes mellitus |
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DC012 | Coeliac disease annual review |
|
DC013 | Care Plan | Yes - User asked to confirm |
DC014 | In-house dermatology follow-up appointment |
|
DC015 | Inclisiran indicated |
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DC016 | Learning disabilities annual health assessment |
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DC017 | Atrial fibrillation annual review |
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DC018 | Asthma annual review |
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DC019 | Coronary heart disease annual review |
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DC020 | COPD annual review |
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DC021 | Dementia care plan reviewed |
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DC022 | Diabetic annual review |
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DC023 | Hypertension annual review |
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DC024 | CVA annual review |
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DC025 | Asthma follow-up |
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DC026 | COPD follow-up |
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DC027 | Follow-up diabetic assessment |
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DC028 | Heart failure follow-up |
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DC029 | Hypertension monitoring |
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DC030 | CHD monitoring |
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DC031 | Diabetic 6 month review |
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DC032 | COPD 6 monthly review |
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DC033 | COPD 3 monthly review |
|
DC034 | US heart scan |
|
DC035 | Ultrasound scan | Yes - User asked to confirm |
DC036 | Standard chest X-ray |
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DC037 | Plain Xray of chest |
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DC038 | Check colonoscopy |
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DC039 | Colonoscopy |
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DC040 | DEXA Scan |
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DC041 | Audiogram |
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DC042 | Mammography |
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DC043 | FIB-4 (Fibrosis-4) index score |
|
DC044 | NAFLD fibrosis score |
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DC045 | Ultrasound elastography of liver |
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DC046 | Biopsy administration |
|
DC047 | Follow-up encounter | Yes - User asked to confirm |
DC048 | Follow-up | Yes - User asked to confirm |
DC049 | Depression interim review |
|
DC050 | Mental health review follow-up |
|
DC051 | ADHD annual review |
|
DC052 | Mild cognitive impairment review |
|
DC053 | Cervical smear due |
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DC054 | Hormone replacement therapy |
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DC055 | Uses Oral contraception |
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DC056 | Removal of intrauterine contraceptive device |
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DC057 | Removal of intrauterine system |
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DC058 | Removal of intrauterine contraceptive device |
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DC059 | Subcutaneous contraceptive change due date |
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DC060 | Depot contraceptive |
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DC061 | Replacement of pessary in vagina |
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DC062 | Intramuscular injection of vitamin B12 |
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DC063 | Denosumab therapy |
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DC064 | Insertion of gonadorelin analogue implant |
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DC065 | Subcutaneous injection of gonadorelin analogue |
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DC066 | Intramuscular injection of gonadorelin analogue |
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DC067 | Injection into subcutaneous tissue | Yes - User asked to confirm |
DC068 | Intramuscular injection | Yes - User asked to confirm |
DC069 | Neuroleptic medication due |
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DC070 | Injection of vitamin D |
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DC071 | Admin of booster dose of Hep A vaccine |
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DC072 | Herpes zoster vaccination |
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DC073 | Pneumococcal vaccination given |
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DC074 | Subcutaneous injection | Yes - User asked to confirm |
DC075 | 0/E- blood pressure reading |
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DC076 | Raised blood pressure |
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DC077 | Body mass index |
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DC078 | Doppler ultrasound |
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DC079 | Electrocardiographic monitoring |
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DC080 | NHS Health Check follow up |
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DC081 | Pulse rate |
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DC082 | Spirometry |
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DC083 | Attention to urinary catheter |
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DC084 | Wound care |
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DC085 | Change of medication | Yes - User asked to confirm |
DC086 | Dispensing medication management |
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DC087 | Controlled substance checking |
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DC088 | Extended med rev by comm pharmacist |
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DC089 | Medication optimisation | Yes - User asked to confirm |
DC090 | Medication dosage tapering | Yes - User asked to confirm |
DC091 | Opioid dosage tapering |
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DC092 | Optimisation of medication | Yes - User asked to confirm |
DC093 | Medication Reconciliation |
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DC094 | Medicine use review done by pharmacist |
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DC095 | Med Rev done by comm pharmacist |
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DC096 | Medication review done |
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DC097 | Pharmacological assessment |
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DC098 | Review of medication |
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DC099 | Medication review due date |
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DC100 | Medication review due |
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DC101 | Optimisation of drug dosage | Yes - User asked to confirm |
DC102 | Restart of medication | Yes - User asked to confirm |
DC103 | Synchronisation of repeat medication (A) |
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DC104 | Synchronisation of repeat medication (B) |
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DC105 | Blood test due | Yes - User asked to confirm |
DC106 | Bone profile (A) |
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DC107 | Bone profile (B) |
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DC108 | Serum CA125 (cancer antigen 125) level |
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DC109 | Serum calcium level |
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DC110 | C Reactive Protein |
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DC111 | ESR (Erythrocyte Sedimentation Rate) |
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DC112 | Serum CEA level |
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DC113 | Faecal occult blood test |
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DC114 | Fasting blood glucose measurement |
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DC115 | Novel oral anticoagulant monitoring |
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DC116 | Anticoagulant drug monitoring |
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DC117 | Serum fructosamine level |
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DC118 | Serum folate level |
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DC119 | FBC (Full Blood Count) |
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DC120 | HbA1C- diabetic control interpretation |
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DC121 | Serum inorganic phosphate level |
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DC122 | High risk drug monitoring |
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DC123 | Serum lipids level |
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DC124 | Lipid disorder monitoring |
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DC125 | Monitoring of lithium therapy |
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DC126 | Lithium monitoring |
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DC127 | Serum magnesium level |
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DC128 | Serum vitamin D level |
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DC129 | Serum vitamin B12 level| |
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DC130 | Urine dipstick test |
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DC131 | Urine albumin creatinine ratio |
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DC132 | Urine culture |
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DC133 | Oestradiol level |
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DC134 | Calcium level |
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DC135 | Liver function test |
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DC136 | Liver function monitoring |
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DC137 | PSA (prostate-specific antigen) level| |
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DC138 | Renal function tests |
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DC139 | Thyroid disease monitoring |
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DC140 | TSH level |
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DC141 | Serum protein electrophoresis |
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DC142 | Warfarin monitoring |
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DC143 | Serum testosterone level |
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DC144 | Serum ferritin level |
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DC145 | Serum urate level |
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DC146 | Serum prolactin level| |
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DC147 | Serum parathyroid hormone level |
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DC148 | HbA1c level |
|
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