How to Book a Face to Face Interpreter. NI Health & Social Care Interpreting Service Online Booking System

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Louisa Magdalene Hardy
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1 How to Book a Face to Face Interpreter NI Health & Social Care Interpreting Service Online Booking System 1

2 Accessing and Logging into the System Go to your HSC Trust/GP/Dental/Optometry Intranet page or Portal Click on the Interpreting Service Link Enter username ( address) Enter Password select Login Your System Dashboard will appear once you log in successfully 2

Home Screen - Dashboard 1. All active appointments appear in the left hand column on the main Dashboard 2. Bookings will initially appear in the Tentative column 3.

3 Home Screen - Dashboard 1. All active appointments appear in the left hand column on the main Dashboard 2. Bookings will initially appear in the Tentative column 3. Once an Interpreter is confirmed, bookings will move to the In Progress column 4. The Appointments will appear in date/time order Tentative Appointments Your request has been submitted and NIHSCIS is awaiting Interpreter response In Progress Appointment An Interpreter is confirmed. See date, time, language, Interpreter allocated and Job ID Click the arrows to minimise/maximise Click to view the full details of each appointment 3

4 How to Book an Interpreter 4

5 Select Booking Request and New to create a new booking 5

6 The system will ask you to confirm that an interpreter is required for the appointment Select Yes to continue with your booking 6

7 Regional HSC Interpreting Guidelines will appear to support you in choosing an interpreter type If a telephone interpreter is more suitable Click here for further information If a face to face interpreter is most suitable for the session Click here 7

8 The system will ask you to confirm that face to face interpreting is definitely the best option for your appointment If you are happy with your choice select Yes 8

9 Step 1: Confirm your details 9

10 Step 1: Confirm your details To proceed select Next If you work for multiple departments please select the department you are booking for on this occasion 10

11 Step 2: Tell us who needs the Interpreter 11

12 Step 2 - Q: Have you booked for this person before? Yes 1. Select Yes if you have previously booked an Interpreter for the Patient through the Interpreting system 2. A list of all Patients you have previously booked for will appear 3. Click on the relevant Patients HCN to bring their details into the booking 12

13 Step 2: Q: Have you booked for this person before? No If you have NOT booked an Interpreter for the Patient via the online booking system please select No A Client Search screen will appear to prompt you to check if the Patient exists on the Interpreting System 1. Enter the Health and Care Number (HCN) only. If you do not have the HCN please enter the Patients first name and last name (only) 2. Select Search (go to next slide) 13

14 Step 2: Tell us who needs the interpreting Service If the patient exists on the Interpreting system they will appear as below Click on the Patients HCN to add the Patient to the booking Only click the Patients name if you need to edit their details (telephone number/address etc) 14

15 Step 2: Tell us who needs the interpreting Service If the Patient does not exist on the interpreting system a Your search returned no results message will appear. You will now have to search for the Patient via the Health and Care Index (HCI) Select HCI Search (go to next slide) 15

16 Step 2: Tell us who needs the interpreting Service (HCI Search) Enter the Patient s Health and Care Number (only) and select Search If you do not have the HCN please search by Forename, Surname, DOB and Gender 16

17 Step 2: Tell us who needs the interpreting Service(HCI Search) The Patient should appear in the Table (as below) Select the Patient s H+C Number (go to next slide) Select the Patients Health & Care Number in the table 17

18 Step 2: Tell us who needs the interpreting Service (HCI Search) Add the Patient s language, gender, home-town, telephone number etc Select save to populate the details into the request and bring the Patient s details into the booking 18

Step 2: Tell us who needs the interpreting Service (Adding a new Patient) If the Patient does not exist on the HCI search they will need to be added as a

19 Step 2: Tell us who needs the interpreting Service (Adding a new Patient) If the Patient does not exist on the HCI search they will need to be added as a New Patient (the New button will appear ONLY after the User has gone through the initial system and HCI searches) Select New and go to next slide Select New 19

20 Step 2: Tell us who needs the interpreting Service (Adding a new Patient) 1. Enter the Patient s Title, First Name, Last Name, Gender, Language, Telephone Number, Address, Postcode and Town 2. Click Save 20

21 Step 2: Specific Patient/Client Requirements Please indicate if there are any specific Patient requirements gender, contact patient and/or specific Interpreter required Once complete, select Next 21

HSC Venues - Select At provider location to choose the relevant HSC venue from the drop down list Step 3: The Appointment details Enter the date, time and duration If your venue does not appear on

22 HSC Venues - Select At provider location to choose the relevant HSC venue from the drop down list Step 3: The Appointment details Enter the date, time and duration If your venue does not appear on the list click + to add (see user guide on how to create a new venue) Home Visits - select clients home the home address will appear (you will also need to select your base from the appointment venue site drop down list for the barcode). Select At other Location to enter a NON-HSC venue ((you will also need to select your base from the appointment venue site drop down list for the barcode). Select Next to move to the next page 22

23 Screen 4: Check and Confirm bookings Review the details and select Submit 23

Duplicate/Overlapping Appointment Notification You may receive a notification if the Client/Patient has an appointment at the same time/date at the same venue.

24 Duplicate/Overlapping Appointment Notification You may receive a notification if the Client/Patient has an appointment at the same time/date at the same venue. You may also receive a notification if the Patient has an appointment at another Department/Practice at the same time this will allow you to reschedule your appointment so the Patient can attend both sessions 24

Once complete you will receive a notification to advise your Request has been Submitted You will then receive a confirmation of receipt to your email address

25 Once complete you will receive a notification to advise your Request has been Submitted You will then receive a confirmation of receipt to your address (username). You will receive another confirmation of receipt once the Interpreter is booked. Please contact the Interpreting Service if you do not receive these s 25

26 How to copy the details of a previous booking Copy Booking Function 26

27 Copy Booking (coping a previous request) Copy Booking function allows you to copy across the details of a previous booking. This means you will only need to add the date and time to the new request (if all other details remain the same) 1. Locate the booking via the Dashboard or Search 2. Go to Booking Request Copy Booking 3. The usual booking request screens will appear with all details from the previous request 4. Enter the new date and time at Step 4. Submit as normal. 27

Interpreter Intelligence

Interpreter Intelligence Online Booking User Manual Welcome to Interpreter Intelligence, LanguageLine Solutions' new booking management system for our Face-to-Face Interpreting Service. The information