SMART e-referral System. A better system for timely & efficient care transitions

Transcription

1 SMART e-referral System A better system for timely & efficient care transitions

2 What is the SMART System? System to Manage Access, Referrals and Transfers An e-referral for hospice palliative care

3 More efficient process You log on and submit a SMART e-referral The Centralized Referral & Triage Team receives and processes referral OR Admitted to Hospice Admitted to Palliative Care Unit

4 How to create a SMART account

5 Step 1: Log onto LHINworks Go to Enter in the following login information: Don t forget the s in https Username: selfservice Password: LHIN11reg (case sensitive) If you re not registered yet, we can register you today!

6 Step 2: Complete registration form Enter in the requested information. Please exclude accents in your name (ie. é, è, ç, etc.). Under Chief Project at the bottom select SMART ereferral

7 Step 3: Create a new password a) Copy-paste your username and temporary password b) Click here in the to open link c) Create a new password

8 How to submit a SMART e-referral

9 Step 1: Enter link in Internet Explorer browser 1. Go to Internet Explorer 9 (or older) 2. Enter: 3. Save it to your Favourites for easy access!

10 Step 2: Log in Record your username and password somewhere safe!

11 Step 3: Click Add a new referral

12 Step 4: Complete the referral form

13 Complete all mandatory fields Mandatory fields appear with * or highlighted in red

14 Complete all mandatory fields

15 Step 5: Fix any errors You re shown exactly what needs to be fixed before resubmitting, so there s no guess work!

16 Your newly submitted referrals appear here! Your list of applications

17 Special features

18 1. Save a draft referral If you clicked Save as Draft and Close in application: Your draft referrals appear here too!

19 2. Delete a draft referral To delete a draft, drag your mouse to the right of the patient name you want to delete and click on the blue arrow. Scroll to the bottom of the drop down menu and click Delete.

20 3. Restore a deleted referral In the event that you delete a referral by mistake, you can restore it by clicking Restore Selection in your Recycle Bin!

21 4. Receive updates Instead of phone calls, you will receive automated updates when: You submit an application You save an application as a draft The status of your submitted application changes (ex. accepted to admitted) You select a delegate Note: No patient health information is provided in the update!

22 5. Assign delegates When might you want to assign a delegate? When you want someone to be able to access your applications If you workshare (ie. You share referral applications) If you are a manager In setting a delegate, be aware of the following conditions: The delegate will have access to your previous, current, and future ereferrals. must already have a LHINWorks account to be delegated access. must login and navigate to the SMART Hospice ereferral site to view the referrals.

23 a. Assign a delegate 1. Go to My Dashboard. 2. Click Add Delegate

24 b. Assign a delegate 3. Follow the instructions on the left side. Click the address book button and search for user by name or address.

25 c. Assign a delegate Follow the 4. Type in the instructions person s on name who the you left wish side to be your delegate, then click Enter. Click the address book button and 5. When you search find the for user by person you name are looking or for, double click address. on their name, then click OK.

26 Delete a delegate Call your helpdesk d. Assign a delegate 6. Submit your delegate request by clicking submit when you have found the right person.

27 e. Assign a delegate My delegates

28 Call your Helpdesk 6. Remove a delegate

29 7. Training resources

30 Training resources The SMART Manual and How-to Create a SMART Account Factsheet are up now! More training resources are coming soon!

31 Here to help

32 Submitting in an emergency Under extreme circumstances, you may fax your paper referral application as usual Note that you will not be able to receive any updates, or profit from the benefits of SMART Goal: 100% SMART e-referral applications Please only fax applications in an emergency! Thank you!

33 Technical Assistance If you need help with: logging on, accessing the SMART e-referral, submitting your referral, etc.: 1. Call your Helpdesk first 2. If you need more help, 3. If it is urgent, call and leave a message. Request help with LHINworks for the SMART e-referral System in order to ensure you get the help you need.

34 Clinical Assistance If you need help with: ethical issues involving your patient, difficulties collecting information for the referral: Contact the CRT Team During office hours CRT Team: ext.4063 After hours Bruyere: (request on-call palliative care physician) Hospice Care Ottawa: (pager)

35 Research Assistance If you have questions about SMART, your role in the research, to offer feedback, or for anything else: Contact the Research Team ext.1590

36 Project Team Principle Investigators Dr. José Pereira, Bruyère Continuing Care (PI) Kathy Greene, Bruyère Continuing Care (PI) Co-investigators Dr. Peter Lawlor, Bruyère Continuing Care Lisa Sullivan, Hospice Care Ottawa Kimberley Peterson, CCAC Brenda Toonders, CCAC Research Samantha Zinkie, Bruyère Research Institute Hayley Miloff, Bruyère Research Institute