🗺️ How Indici structures clinical notes
Indici uses a structured encounter record. Every consult entry has distinct fields — reason for visit, history, examination findings, diagnosis, management plan, and follow-up. These don't always map neatly to Heidi's default SOAP output, which is why the copy-paste process needs a bit of thought.
Once you've set this up once, it becomes muscle memory. Most practitioners get it down to under 2 minutes after the first week.
| Heidi section | Indici field | Notes |
|---|---|---|
| Subjective | Presenting complaint / History | Usually paste directly. Trim to essential history — Heidi can be verbose here. |
| Objective | Examination findings | Vital signs, physical exam. Check Heidi has captured numbers correctly — it occasionally mishears BP readings. |
| Assessment | Diagnosis / Problem | Map to your ICD-10 code in Indici. Heidi gives you the clinical language; you select the code. |
| Plan | Management / Treatment | Scripts, referrals, lifestyle advice. This section usually pastes cleanly. |
| Follow-up | Review date / Follow-up notes | If Heidi captured "review in 6 weeks" from your verbal summary, it goes here. |
Always check BP and medication dosages manually. Numbers are the most common transcription error. A misheard "40mg" as "14mg" or "140/90" as "140/19" is rare but possible. Glance at all numbers before saving.
⚡ The 90-second workflow
Once the consult ends and Heidi has generated the note (15–30 seconds), here is the full documentation workflow that most experienced users settle into:
Scan the Heidi note on your phone or browser tab
Look for anything obviously wrong — a missed symptom, a wrong number, a medication name that looks garbled. Don't read every word. Scan for red flags.
~20 secondsOpen a new encounter in Indici
Have Indici open in a second tab or window. While Heidi is still processing, navigate to the patient record and open a new encounter entry.
~10 secondsCopy each section from Heidi → paste into Indici
Work top-to-bottom. Heidi's note has clearly labelled sections. Use Ctrl+C / Ctrl+V. If your note template in Heidi already mirrors Indici's structure, this is four pastes.
~40 secondsAdd the ICD-10 code and any scripts
Heidi gives you the clinical diagnosis in plain language. You add the Indici ICD-10 code. If you're prescribing, Indici's prescribing module is separate from the notes — complete that as normal.
~20 secondsSave and close
Done. The encounter is complete. No staying late to write up notes.
~5 seconds🎨 Customising Heidi's template to match Indici
If you configure Heidi's output template to mirror Indici's field structure, the mapping becomes automatic. This is worth 30 minutes of setup once.
- Go to Heidi → Settings → Note Templates → Edit Template
- Rename the sections to match Indici's field labels exactly — this creates visual alignment so the copy is less mentally taxing
- Add a custom instruction: "Structure notes to match Indici practice management system fields: Presenting Complaint, History, Examination, Diagnosis, Management, Follow-up"
- Save as "Indici GP Template" — you can have multiple templates for different consult types
ACC consults need a different template. For any ACC injury presentation, use a template that includes Mechanism of Injury, Initial Treatment, and Disability Assessment fields. This pre-fills what you'll need for the ACC45 — covered in Module H05.
⌨️ Indici keyboard shortcuts worth knowing
Indici is notoriously mouse-heavy, but a few shortcuts make the paste workflow faster:
- Ctrl+N — New encounter (check this works in your Indici version)
- Tab — Move between fields in the encounter form without clicking
- Ctrl+S — Save encounter
- F5 — Refresh patient record after saving (forces Indici to sync)
- Alt+Tab — Switch between Heidi and Indici tabs quickly (standard Windows shortcut)
- Create a test patient record in Indici (most practices have a test/dummy patient — ask your practice manager)
- In Heidi, do a 3-minute recording of a fictional consult: "62-year-old female, hypertension review. BP today 138/88. Currently on lisinopril 10mg. No side effects. Lungs clear, heart sounds normal. Continuing current medication, review in 3 months."
- When the note generates, check: (a) did it get the BP right? (b) did it spell lisinopril correctly? (c) is the plan clear?
- Open the test patient in Indici and create a new encounter
- Paste each section from Heidi into the appropriate Indici field
- Time yourself — note how long the whole process takes
- Do it again. It gets faster.