WCCG Dental User Guide

Transcription

1 WCCG Dental User Guide NOTE: IF PRINTED THIS DOCUMENT BECOMES AN UNCONTROLLED COPY.

2 Useful Contacts Contact Name Contact Details Primary Care Service Desk Web site: WCCG Dental User Guide v3_july

3 Contents How WCCG Works... 4 Log on to WCCG for the first time... 5 Create a Referral... 6 Create a New Favourite Destination... 7 WCCG tabs... 8 Referral Details Tab... 8 Specialties Tab... 9 Patient Details Tab... 9 Referrer/Recipient Tab Medical History Tab Radiographs Tab Attaching Images to a Referral Create a Referral and Park as Draft View Parked Referrals awaiting Dentist Sign-off Search for Dentist Referral Status View All Referrals that have been Sent Cancel or Delete an Unsent Referral Printing a copy of the Referral Attaching Documents The Worklist Screen Search for Patients or Referrals Audit Function Appendix 1 Files Types that can be Attached to Referrals Frequently asked Questions WCCG Dental User Guide v3_july

4 HOW WCCG WORKS The Welsh Clinical Communications Gateway sends Outpatient referrals from Community Dentists to Secondary Care. The referral is initially processed by Medical Records within Secondary Care. As the referral progresses through Secondary Care, its status will be indicated on the Worklist in the Dentist s practice. Worklist Status Referral submitted by the Dentist to Secondary Care Referral opened and viewed by Secondary Care Redirected Referral passed to Medical Records but not yet viewed Referral opened by Medical Records Referral printed and passed to Consultant Send Do Not Send Routine Extractions Suspected Cancer Rapid Access Removal of simple impacted teeth Diagnostics/Therapies Surgical endodontics on single rooted Radiology anterior teeth Removal of buried/fractured root fragments Difficult extractions Complex impactions You must log into WCCG before you can create and send a referral. WCCG Dental User Guide v3_july

5 LOG ON TO WCCG FOR THE FIRST TIME Either double-click the WCCG icon on your desktop or you can type the following URL in your Internet Explorer web browser address bar: Image: PCAG Citrix session for access to WCCG: application icon WCCG application Log-in screen 1. Enter User Name 2. Enter Password 3. Use the Instance box to select Live 4. Click Logon The user will be required to change their password upon first login to WCCG. There are also security questions to answer in the event the password is forgotten or the user wishes to change it. The user will be logged in to the WCCG system and their details will appear at the top of the screen. WCCG Dental User Guide v3_july

6 CREATE A REFERRAL From the menu, select New Message and then click on Referral. On the New Referral Screen, select the destination for the referral: The Referral template provided for Dental practices will be for Extractions Only. Click the Create button on the bottom right hand corner of the screen. The New Referral screen will open in a separate window. WCCG Dental User Guide v3_july

7 CREATE A NEW FAVOURITE DESTINATION To Create a new My Favourite destination, use the drop down boxes in the Send to section and then click on located on the bottom left hand corner of the screen. A favourite can also be removed by clicking the button. The user can select the destination from the My Favourites tab each time a new referral is to be created. The WCCG Referral template will open to the first tab, Referral Details: WCCG Dental User Guide v3_july

8 WCCG TABS 1. Referral Details 2. Specialties 3. Patient Details 4. Referrer/Recipient 5. Medical History 6. Radiographs REFERRAL DETAILS TAB Enter details of complaint. This is a mandatory field, pink fields marked with an * are mandatory. Choose referral reason from drop down menu Priority defaults to Routine Priority Reason is a free text box Enter clinical details in this free text box Select details as necessary The six buttons at the bottom of the WCCG screen are used as follows: WCCG Dental User Guide v3_july

9 Referral template buttons: Cancel a referral letter Attach an image or document to a referral letter Preview the referral letter see Appendix 4 Spell-check the referral letter Puts the draft referral on hold ( Parked ) Sends the referral letter to the Hospital SPECIALTIES TAB Select as necessary from the drop down menu PATIENT DETAILS TAB The NHS number is not mandatory but the field must state Unknown if not known Enter patient s details as necessary. Patient details will need entering manually, and are not automatically fed through from the practice system. WCCG Dental User Guide v3_july

10 REFERRER/RECIPIENT TAB Select Practice and Practitioner: Details will populate in the mandatory pink fields Fields below are populated from the initial details selected in the New Referral Screen MEDICAL HISTORY TAB Enter Drug Name in the Pink field, (this is a non mandatory field and can be left blank) Or: Add Row if necessary Is there a history of & is the patient on any of the medications listed below: Complete tick boxes/fields as appropriate Lifestyle factors: Select from the drop down menus WCCG Dental User Guide v3_july

11 RADIOGRAPHS TAB Images: Enter date of last radiograph mandatory if attaching a Radiograph Subject of Radiograph mandatory if attaching a Radiograph Choose from drop down menus: Method of Sending mandatory Has had Radiograph(s) at Hospital - mandatory Views and Enclosures: Type - mandatory ATTACHING IMAGES TO A REFERRAL If a digital X-ray is taken by an external imaging device (e.g. x-ray machine) to accompany an e-referral, the following advice must be noted: The image must be saved, filed and named/over-written, once captured, with the following: Patient Name Date of Birth Date of Radiograph Patient unique dental 7 digit code (example: Fred Smith, dob , image date , Pt number: ) Once saved into the imaging software, it must then be exported into a local/desktop folder where it may be easily accessed for WCCG. Some users may wish to place a new Patient Image folder (x-rays) on their Desktop. Following these two steps, the user is ready to select and import that image into the WCCG e-referral. This is done in the Radiographs tab and by selecting the Attach function at the bottom of the tab see Attaching Documents section below. WCCG Dental User Guide v3_july

12 ATTACHMENT VIEW WITHIN THE REFERRAL Unattach File Name File Type Size Attached by Attached time Fred Smith - dob 01/05/ /05/2015. Pt number: Word Document 532kb DENTICARE 10-Aug :51 Once is selected, the user may retrieve the newly named/renamed patient image from the local directory/drive or folder, into which it has been exported: Select the following: 1. Attach Files 2. Folder/Drive 3. Image 4. Open Note Once the patient image is attached to the referral, and in order to reduce or eliminate incorrectly selecting previously used patient images, the contents of this folder should be maintained and content deleted at regular intervals and archived as appropriate. It is recommended that this action is applied at least once a week. WCCG Dental User Guide v3_july

13 Finally, to cross-check that the image is the correct one for the e-referral, the user will be required to provide a description of the tooth (e.g. which side of the mouth, upper/lower etc) in the Subject of Radiograph which will correlate with the Referral Details and Specialties tabs, including the Patient unique Dental code for cross reference against the image file attachment. CREATE A REFERRAL AND PARK AS DRAFT Both Dentist and non-clinical staff may Create and Park a referral. To create and park a referral, you will need to do the following: 1. Double click the WCCG short cut on your desktop or type the URL in the Internet Explorer web browser address bar. 2. Choose New Message 3. Choose Referral 4. Select the destination details 5. Click the Create button 6. Fill in the referral form 7. When complete, click on Park 8. Click on the Options icon see image below 9. Choose Set Status and Flags 10. Select Draft to be checked by Dentist from the drop down list 11. Choose Set 12. The status of the message will have changed to Draft to be checked by Dentist. The Dentist will be able to open, amend if necessary, and send the referral. OPTIONS ICON WCCG Dental User Guide v3_july

14 Note It is strongly recommended that users of the system check all Parked e-referrals on a regular basis to ensure that any unsent referrals, are not kept for any length of time that would cause a risk of harm to a patient. Practices are therefore reminded to ensure that the process of sending a referral is fully completed. Clicking Proceed in the referral window does not complete the process, the final step is to click Proceed again in the next window, at which point the referral is sent into secondary care. If this button is not clicked, the referral will remain as a status of In Progress within the work list. A referral is not sent until a confirmation message is displayed. Referrals which are successfully submitted will be shown in the Status column of the Referrals Worklist with a status Submitted. VIEW PARKED REFERRALS AWAITING DENTIST SIGN-OFF 1. Double click the WCCG short cut on your desktop or type the URL in the Internet Explorer web browser address bar 2. Click on the link You have xx referrals in progress 3. Look on the right for the status of draft to be checked by Dentist: 4. Click on the patient s name to open the referral 5. Make any amendments, if necessary 6. Click the button 7. Click the button SEARCH FOR DENTIST To see the referrals for a specific Dentist, use the blue filter option found next to the name of the Dentist. that can be The list will now only show referrals for that Dentist. Click the red filter option to view all Dentists. WCCG Dental User Guide v3_july

15 REFERRAL STATUS The Status column can display any of the following categories: Status Meaning In Progress Draft to be checked by Dentist Submitted Cancelled Deleted Accepted Redirected Rejected The unsent referral has not yet been completed by the Practice The unsent referral is waiting for the Dentist to check the details The referral has been sent from the Practice The unsent referral has been cancelled by the Practice The unsent referral has been deleted by the Practice Accepted by Secondary Care and passed electronically to Medical Records Redirected by Secondary Care and passed to its destination Rejected by Secondary Care. The referral did not match the criteria VIEW ALL REFERRALS THAT HAVE BEEN SENT 1. Double click the WCCG short cut on your desktop or type the URL in the Internet Explorer web browser address bar. 2. Choose Messages 3. Choose Referral 4. The work list will be displayed with the Status of each referral displayed. WCCG Dental User Guide v3_july

16 CANCEL OR DELETE AN UNSENT REFERRAL 1. Locate the referral to cancel or delete but do not open it 2. Click the Options button OPTIONS ICON 3. Choose Cancel Referral or Delete Referral 4. Choose OK to confirm Note the following:- You can cancel a referral that is In Progress. You cannot cancel a referral that has been Submitted. The cancelled referral remains in the Worklist. You can view the details, but cannot amend it. A cancelled referral cannot be 'Un-Cancelled' You can delete a referral that is In Progress. You cannot delete a referral that has been Submitted. The deleted referral is removed from the Worklist You cannot view the details It will show in the Audit Trail, but the contents are not available. A deleted referral cannot be Undeleted. PRINTING A COPY OF THE REFERRAL From the Preview Letter screen, the Dentist will be able to print a copy of the referral letter as seen in the Preview Letter screen. A Referral letter may also be printed from the Worklist screen. Note; It is only possible to print Referral letters from the Worklist screen that have been submitted. If a copy of any attachment is required, then the tick box next to Print Attachments must also be selected. WCCG Dental User Guide v3_july

17 It may be possible to save a copy of the referral letter into a documents folder on the computer, and then importing it into the patient s electronic record. This will require testing with the dental software package used. ATTACHING DOCUMENTS If there are any files that the Dentist may wish to send with the referral, they can be attached using the button at the bottom of the WCCG screen. These files may be images (.jpg) or text documents (.doc). See appendix 6 for the full list of file types that may be attached. An attachment can be added to a Parked referral as well as a new referral. To attach a file, click on the Attach button and a dialogue box will appear. Locate the file you want to attach you may need to use the Look in : drop down box to locate the folder you store your scanned files in. Once you have located the file, the referral can either click on Park or Send. WCCG Dental User Guide v3_july

18 THE WORKLIST SCREEN To access the work list screen, log on to WCCG, hover your mouse over Messages, select Referrals. The referral work list will be displayed. The symbols used are explained overleaf. Information Symbols Symbol Meaning Meaning Symbol Pink for a Referral Has been Printed Priority set to Urgent. Has been Viewed by the receiver. Priority set to Soon Referral with Attachment. User Icons Icon Action Action Icon Click to display or hide the Search panel area above the Worklist. Click to Filter the list of referrals. Click to set Status, Attach files, Cancel, Delete or send . Blue indicates the Filter is Off. Red indicates the filter is On. Click to select multiple referrals. This is useful if you need to print a group of referrals. WCCG Dental User Guide v3_july

19 SEARCH FOR PATIENTS OR REFERRALS There are two ways to find a specific patient you can either Filter or Search. Use the Filter button against a column Or, using the Referral work list, you can search for referrals by patient name or between given dates. Click on the calendars to change the date fields. WCCG Dental User Guide v3_july

20 AUDIT FUNCTION The Audit Trail allows you to look at what activity has been performed by the Practice. The sections in the Audit screen are shown below: This section requires the message type the default is Referral. Use the dropdown box against Event Type to specify the criteria (e.g. Files attached, redirected). The User name will search on any WCCG user in the Practice. An audit trail may also be searched via the patient name (surname/forename) or by NHS number. The final category covers HCE s (Health Care Entities) and date specific fields. On selecting the required fields for the query, click on Search to run the Audit. WCCG Dental User Guide v3_july

21 APPENDIX 1 FILES TYPES THAT CAN BE ATTACHED TO REFERRALS File Extension.AVI.BMP.DOC.GIF.GZ.HTM.HTML.JPEG.JPG.MOV.MPEG.PDF.PNG.PS.RTF.TEXT.TIF.TIFF.TXT.WAV.XDR.XLS.XML.XSD.XSL.XSLT.ZIP File Description AVI video Bitmap image Word document GIF image GZIP archive HTML document HTML Document JPEG image JPEG image QuickTime video MPEG video Adobe Acrobat file PNG image Postscript file Rich Text Format File Text file TIF image TIFF image Text file Wave file XML document Excel spreadsheet file XML document XML document XML document XML document Zip archive *Files that cannot be attached 1. PowerPoint presentations 2. Files larger than 2048Kb WCCG Dental User Guide v3_july

22 FREQUENTLY ASKED QUESTIONS 1. I cannot access WCCG from my computer. If you have problems logging into WCCG, and you are able to use the Internet to access Google or any other site, then please telephone Or I have forgotten my WCCG User Name/Password If you have forgotten your User Name or password, it can be retrieved by going through the security questions. If this fails then please telephone either of the numbers above. 3. I cannot attach a file Check the table above to see if the file type falls into the accepted categories listed. If the file type is listed, then check the file size. If it exceeds 2048Kb (kilobytes), try zipping the file to make it smaller. To do this, right-click on the file in its folder location and from the dropdown menu, select Send to Compressed (zipped) Folder. A copy of the file will then appear as a folder image with a zip. Follow the process as described in the user guide to attach the file. WCCG Dental User Guide v3_july