As a clinician, you may feel like you spend almost as much time on documentation as with patients.

And that's not far off - you spend about 35% of your time, or roughly 14 hours a week, generating clinical documentation. Unfortunately, around 3 of those hours happen outside of your working hours. It's no wonder that high levels of burnout are common among clinicians.

Using the right tools can cut the time you spend on clinical note-taking by a third. What if you could also save time by turning those notes into relevant and timely documents in one click?

That’s where Kiroku Docs comes in.

Kiroku Docs converts your notes into documents

Kiroku Docs allows you to generate any number of documents with minimal effort. We take the notes you’ve created and turn them into many different types of documents.

Each document template pulls in the relevant information from your notes, so you don't have to write anything twice. Even if you don't write your own notes, it saves your administrative team time and effort too.

The documents you can create within Kiroku Docs include:

• Customised and tailored consent forms
• Treatment planning letters (particularly useful for specialists)
• Referral letters to generalists or specialists
• Patient information documents (e.g. post-operative instructions or information on upcoming treatments)

You can even see your document being written as you write your notes!

Completely customisable document templates

If you're familiar with our Note templates, you'll know that we always provide stock templates to get you started. Our Doc templates are also customisable and our team can help create bespoke ones.

Templates only need to be set up once. Each time you generate a document, just add the recipient’s information. These templates are yours to use but you can also share them with colleagues or within your organisation for consistency.

One set of notes, any combination of documents

Clinicians need to communicate with a range of different people for multiple reasons.

With patients, you might be following up after an appointment and explaining examination findings. You'll also be providing information about proposed treatments, costs and gathering informed consent. Often, you'll also need to provide instructions to improve health outcomes.

When communicating with other clinicians the language you'll use is different to that you use with patients. But the basis of the information will be the same - whatever you've already documented in your notes.

You'll likely be keeping them informed about the episode of care you were responsible for and what you found. You might also refer the patient to a specialist, so you'll need to provide detail about the patient's history, diagnosis and unknowns.

You might also need to communicate with other parties, such as insurers or carers. You'll need to keep them informed about what’s happening with the patient and any actions that they are responsible for.

Our Docs translate complex clinical jargon into the appropriate wording. This could be patient-friendly language or payment information, depending on the context.

For example, your notes might say 'Caries: UR4 DO'. You'll want your patient letter to say 'There is decay affecting your upper right first premolar tooth'. For other parties, letters might say 'The patient has decay affecting their upper right first premolar tooth'.

Send or save documents in one click

People have different communication preferences that you need to cater for. Some might be happy with an email, others might want a hard copy sent in the post.

You can download your Kiroku Docs or email your documents directly from your Kiroku account in a variety of formats. If you’ve sent a document via Kiroku as a tracked Doc, you can see received and opened information directly.

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With Tracked Docs, you can also send letters or documents directly via email, with a request to collect a signature. This is perfect for electronic consent. That means you can personalise the information you're sending to your patient before you get their consent for treatment.

Improve your workload and communication effortlessly

As busy clinicians, you have better things to focus on than duplicating documentation.

With Kiroku Docs, you can:

• Save time: create friction-free post-consultation documentation for improved patient care and experience
• Improve accuracy: create precise documents that contain all the required information without errors. You’ve already written it once - don’t write it again!
• Create consistency: you have full control over the content of each template
• Improve communication: we'll translate the clinical jargon in your notes for you
• Increase productivity: focus your time and energy on patient care and your wellbeing
• Streamline processes: create relevant documentation at the point of care

Reclaim your time for clinical work

When you strip away the parts of your role that can be mostly automated, you’re left with something precious. Time.

As a care provider, you want to give your patients the best care. You want to do it ethically and in keeping with professional standards.

Often, the thing that's stopping you from practising in the way that you would like to is time.

"I think the vast majority of dentists focus on getting stuff in their notes to cover them legally rather than for the patient's interest, which is a real shame. My greatest concerns is being able to produce records that contain everything you need from a legal point of view, everything I would like them to cover to help me with my job and being able to do that in a good time." Dr Matthew Kettley, Park View Family Dental

With Kiroku, you can be compliant and organised while still maintaining your legal obligations. All without using up your precious time.

Keeping patients informed

Lots of patients are anxious about medical visits. Apart from the fear of treatments or examinations, patients can come away feeling confused about their health.

You often communicate a lot of information during appointments. Some of it is hard for patients to remember, even if it is very important.

That’s why it’s so important to your relationship with patients, as well as their own wellbeing, that you send follow up documentation.

You’ll already have documented the state of their health and instructions for them within your notes. You’ve also covered diagnosis and treatment options, either because you wrote them yourself or because our linked lines created them for you.

Rather than rewriting all of this information again, you can simple convert your notes into the relevant documents you need to share with your patient:

1. A letter explaining the state of their health and the findings of your clinical examination
2. A letter detailing treatment options, considerations for carrying out or consequences of not carrying out treatment
3. An informational leaflet about the risk factors, how to manage them and likely treatment options

Treatment planning and informed consent

Before beginning treatment, you must explain the patient's options and their risks and benefits. You need to include what might happen as a result of doing nothing or delaying treatment. You also need to give detailed information on your proposed treatment and possible costs.

To do this, you need to factor in a lot of information that’s very personalised to your patient.

Your Kiroku-written notes are already detailed and only contain relevant information. That’s because our templates work in an additive way - you only add what’s relevant, rather than removing irrelevant information.

When thinking about what your treatment planning letter includes, you'll realise you've already documented it.

Turning your notes into context-specific documents allows you to quickly generate the next elements of your workflow:

1. Convert your Notes into a treatment plan letter outlining options and costs
2. Generate a personalised consent form with relevant risks, ready for your patient to sign and return via Kiroku
3. Send the patient an information letter with observations and diagnoses made, plus instructions for improving their health
4. Where relevant, a referral letter to a specialist detailing your discussion and recommendations for the patient

Kiroku Docs allows you to generate as many different types of consent forms or letters as you need. This means that with a set of comprehensive notes most of the work is done for for you.

All you need to do is click to convert your notes to documents.

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