PGD/PGT Patient Tracking Workbook Revamp

ROYAL HOSPITAL FOR WOMEN
PGD / PGT PATIENT TRACKING WORKBOOK
FINAL DESIGN (VERSION 1.0)
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SHEET 1 – LANDING PAGE (DAILY WORKFLOW)
Purpose
The Landing Page is the nursing team's operational workspace.
No patient data is entered here.
All information is automatically populated from the Master Register.
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Landing Page Layout
WL# URN Surname First Name DOB Current Age Age at Referral Referral Date Days Waiting Genetic Diagnosis Status Next Action Appointment Date Due Date
Example
WL# URN Surname First Name DOB Current Age Age at Referral Referral Date Days Waiting Genetic Diagnosis Status Next Action Appointment Date Due Date
1 12345 Smith Jane 15-04-1992 34 33 01-08-2025 335 BRCA1 New Referral Offer Appointment 01-09-2026
2 23456 Brown Sarah 21-09-1988 37 36 15-07-2025 352 CFTR New Referral Await Vacancy 15-09-2026
- 34567 Jones Emily 03-01-1990 36 35 20-09-2025 250 Huntington Disease Appointment Allocated Send Appointment Letter 15-10-2026 25-09-2026
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Waitlist Logic
Waitlist Number
Automatically assigned to:
• New Referral patients only
Automatically removed when:
• Appointment Allocated = Yes
All remaining patients automatically move up the queue.
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Days Waiting
Automatically calculated:
Referral Date → Today
Formula protected.
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Referral Wait Time Monitoring
Days Waiting Colour
0–300 Days Light Blue
301–365 Days Yellow
366–450 Days Orange
>450 Days Red
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Workflow Status Colours
Status Colour
New Referral Light Blue / Wait Time Colour
Appointment Allocated Lavender
Genea Referral Sent Yellow
PGT Test Ready For Use Orange
Ready for Nursing Orientation Appointment Purple
Active Stimulation Cycle Navy
Awaiting PGT Results Tan
Results Review Required Pink
Active FET Cycle Turquoise
Pregnant Bright Green
Not Pregnant Light Grey
Seeking Treatment Elsewhere Grey
No Show Red
Cancelled Appointment Dark Red
Lost to Follow Up Burgundy
Entire row automatically colour coded.
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SHEET 2 – MASTER PATIENT REGISTER
Patient Information
Column
Patient ID / URN
Surname
First Name
DOB
Current Age
Age at Referral
Genetic Diagnosis
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Referral Information
Column
Referral Date
Days Waiting
Waitlist Number
Appointment Allocated
Appointment Date
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Genea / PGT
Column
Genea Referral Sent
Genea counselling completed
PGT Test Ready For Use

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Nursing Orientation
Column
Orientation appointment scheduled
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Treatment
Column
Cycle Number
Cycles Undertaken
PGT Results Available
Results Review Date
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FET
Column
FET Cycle Number
Pregnancy (Yes / No)
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Administration
Column
Current Status
Next Action / Notes
Date Last Updated
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SHEET 3 – CYCLE PLANNING & STIMULATION TRACKING
Automatically populated from:
Status = Active Stimulation Cycle
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Layout
URN Patient Cycle # LMP Pill Start Pill Stop FSH Start Trigger OPU Date Notes
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SHEET 4 – OUTCOME REGISTER
Layout
URN Patient FET Cycle Number Pregnancy (Yes / No) Outcome Outcome Date Notes
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Outcome Dropdown
• Pregnant
• Not Pregnant
• Seeking Treatment Elsewhere
• Declined Treatment
• Unknown
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SHEET 5 – DASHBOARD
Referral Activity
• Total Referrals
• New Referrals
• Appointment Allocated
• Average Wait Time
• Longest Wait Time
• Waiting 301–365 Days
• Waiting 366–450 Days
• Waiting >450 Days
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Genea / PGT Activity
• Genea Referrals Sent
• PGT Test Ready For Use
• Ready for Nursing Orientation Appointment
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Treatment Activity
• Active Stimulation Cycles
• Awaiting PGT Results
• Results Review Required
• Active FET Cycles
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Outcomes
• Pregnant
• Not Pregnant
• Seeking Treatment Elsewhere
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Exceptions
• No Show
• Cancelled Appointment
• Lost to Follow Up
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SHEET 6 – REFERENCE LISTS
Status List
• New Referral
• Appointment Allocated
• Genea Referral Sent
• PGT Test Ready For Use
• Ready for Nursing Orientation Appointment
• Active Stimulation Cycle
• Awaiting PGT Results
• Results Review Required
• Active FET Cycle
• Pregnant
• Not Pregnant
• Seeking Treatment Elsewhere
• No Show
• Cancelled Appointment
• Lost to Follow Up
Yes / No List
• Yes
• No
Outcome List
• Pregnant
• Not Pregnant
• Seeking Treatment Elsewhere
• Declined Treatment
• Unknown
Genetic Diagnoses
Auto-generated from patient data.
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PROTECTION SETTINGS
Password
FRC2026PGD
Locked
• Dashboard formulas
• Days Waiting formulas
• Current Age formulas
• Age at Referral formulas
• Waitlist Number formulas
• Status automation
• Reference Lists
• Workbook structure
Editable
• Referral information
• Appointment details
• Genea information
• Orientation information
• Treatment information
• Outcome information
• Notes
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WORKFLOW PATHWAY
New Referral
↓
Appointment Allocated
↓
Genea Referral Sent
↓
PGT Test Ready For Use
↓
Ready for Nursing Orientation Appointment
↓
Active Stimulation Cycle
↓
Awaiting PGT Results
↓
Results Review Required
↓
Active FET Cycle
↓
Pregnant / Not Pregnant
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Workbook Design Principles
✓ Single source of truth (Master Register)
✓ Automatic waitlist management
✓ Minimal duplicate data entry
✓ Public health wait-time monitoring
✓ Colour-coded workflow progression
✓ Nurse-friendly daily Landing Page
✓ Dashboard reporting for operational oversight
✓ Protected formulas and structure with editable clinical fields

Merge the old excel workbook including all data into the newly deigned workbook to be ready for use once project delivered.

Deliver the finished workbook, unlocked master copy, and a short video or PDF walkthrough demonstrating the key features.