North Staffordshire Health Informatics Service. Post Operative Cataract Discharge (Adults) By Community Optometrists User Guide - B

Transcription

1 North Staffordshire Health Informatics Service Post Operative Cataract Discharge (Adults) By Community Optometrists User Guide - B

2 Contents 1 INTRODUCTION THE CATARACT FOLLOW-UP PATHWAY IN EWORK ACCESS TO THE SYSTEM EWORK LOGON AND PASSWORD: ASSIGNED CORRECTLY TO AN OPTOMETRY PRACTICE. 5 4 LIVE SYSTEM RECOMMENDED IE SETTINGS 5 5 LOG IN THE EWORK ENVIRONMENT NOTES ON EWORK FORMS: 10 7 OVERVIEW OF THE OPTOMETRIST ROLE ACCEPT A FOLLOW-UP ADD RESULTS TO A FOLLOW-UP VIEW/PRINT/SAVE COMPLETED FOLLOW-UPS AMEND PRACTICE DETAILS AND ADD DATES WHEN UNAVAILABLE FOR APPOINTMENT CANCEL A FOLLOW UP 10 8 USING THE SYSTEM HOW TO ACCEPT A FOLLOW-UP ADD RESULTS TO A FOLLOW-UP VIEW/PRINT/SAVE COMPLETED FOLLOW-UPS AMEND PRACTICE DETAILS AND ADD DATES WHEN UNAVAILABLE FOR APPOINTMENT CANCEL A FOLLOW UP 17 9 HELP... 17

3 1 INTRODUCTION A new pathway has been proposed which allows many patients to be followed up by selected trained and accredited community optometrists. At the end of cataract surgery, patients appropriate for follow-up will be identified and referred to a chosen community optometrist for follow-up at 4 weeks. Those not suitable will continue along the current UHNS pathway The Cataract Follow-Up system uses the Ework environment. Ework is a Process Management tool that is particularly suited to replace paper based processes where several people may interact. A process is a flow of information and activities. Users can: Start a process Track a process Advance a process

4 2 THE CATARACT FOLLOW-UP PATHWAY IN EWORK A. Follow-Ups are created at the UHNS clinic. A staff member at the clinic opens a new blank form, completes patient details, operations detail then selects an accredited optometrist B. The selected optometry practice receives an notification. The practice acknowledges receipt of the Follow-Up and contacts the patient within 2 working days. C. Post appointment, examination results are added by the optometry practice. An notification is sent to UHNS.

5 3 ACCESS TO THE SYSTEM Access is controlled by Roles. 3.1 Ework logon and password: The North Staffordshire HIS Service desk on: or Ework access to the Cataract Process should be requested as follows: Role: optometrist Organisation: Optometrist Group UHNS query-line on handling a Cataract follow up: Phillip Ratcliff: Assigned correctly to an Optometry Practice. The Staffordshire Local Optometric Committee secretary controls allocation of optometry staff to Practices and maintains accreditation lists admin@staffsloc.co.uk 4 LIVE SYSTEM Ework Cataract Follow up System URL: Recommended IE Settings Please add the site to your Trusted sites list in Internet Explorer. Open IE and from the Tools menu > Internet Options > Security tab > Trusted Sites icon > Sites button

6 Paste this Web site address to the zone: Click the Add button Ensure Pop Ups are allowed for this site From the Tools menu > Pop up Blocker > Pop Up Blocker Settings - paste the website address and click the Add button Performance may be improved by unchecking a check box: From the Tools menu > Internet Options > Advanced Tab uncheck Use TLS 1.0 near the bottom of the window

7 5 LOG IN Open your web browser and enter the URL into the Address bar. Click the green arrow / press the keyboard enter key to open the programme. Click on the Service Name to display the login window. Enter User name and Password and then click the green submit arrow to login.

8 6 THE EWORK ENVIRONMENT Opening Screen layout

9 Button Function The components of the Ework environment include: List Selection Buttons. To Do This button displays all Process folders from all processes that are currently on your To Do list. Watch List This button displays all Process folders from all processes that are currently on your Watch list. Including 2 nd & Subsequent Password Changes Blank Forms This icon button displays forms from published processes. The Drop down arrows open a list of most recently used Blank Forms. Only forms to which you have been granted access are displayed. ie 1 st Password Change Administration Forms This icon button displays administration forms from published processes. The Drop down arrows open a list of most recently used Blank Administration Forms. Only administration forms to which you have been granted access are displayed. Clicking a List Selection button for the currently displayed list refreshes data displayed in the list. Paging Buttons - allow navigation through the pages of the current list. Logout Button - This button logs the user out of the programme. Filter List (left side of split screen) - this filter allows you to specify the items that appear on the currently selected list.

10 Main Panel (right side of split screen) - this is the list viewing area. 6.1 Notes on ework Forms: Fields with a red edge are mandatory and must be completed before submission Grey fields are read-only - ie for information only. Each Follow-Up has a unique reference labelled 'FolderRef' displayed on each page. After 4 weeks the forms are archived. 7 OVERVIEW OF THE OPTOMETRIST ROLE Optometrist staff can 7.1 Accept a Follow-Up The practice is alerted by when a new form has been created. This Follow-up should be accepted within 2 working days 7.2 Add Results to a Follow-Up Optometry staff can add test results to a Follow-Up. Once results are submitted, UHNS are alerted by that the results are available online. 7.3 View/Print/Save Completed Follow-Ups Follow-Ups remain on 'Watch Lists' for 4 weeks before being archived. 7.4 Amend Practice Details and Add Dates when unavailable for appointment Optometry staff can edit their practice details which are displayed on the initial Follow-up selection form completed by UHNS staff. The practice can inform UHNS of dates when the practice is unable to accept Follow-ups. 7.5 Cancel a Follow Up Optometry staff can cancel a Follow Up. It is recommended that a patient be allowed 2 DNAs before cancellation. Other cancellation reasons

11 need to be recorded on the system. Cancelled Follow Ups are routed to the Local Optometry Committee secretary who will review the cancellation and send an advisory letter to the patient. 8 USING THE SYSTEM 8.1 How to Accept a Follow-Up Click on the 'To Do List' button A list of Follow-Ups appears in the grid. The list may be filtered by selecting a stage in the 'Filter Tree' on the left. Click on 'Cataracts' in the filter tree to display all stages. The list may be ordered by clicking on the green title bars The progress of a form is indicated by the stage name Click on a Follow-Up to open the folder. The folder contains 3 pages - Cataract View, Notes, About which can be navigated by clicking on the tabs at the top of the page. A PDF version of the Follow-Up is displayed by clicking on the Print button. This document can be printed or saved electronically. Click on the X in the top right corner to close the pdf reader.

12 Click on 'Accept Follow-Up' at the bottom of the page. Record any patient contact on the form and enter the appointment date/time if known. Click on the green Submit button (to save and close the form) The Follow-Up will now be displayed under the 'Wait for Cataract Appointment' stage 8.2 Add Results to a Follow-Up Click on the 'To Do List' button A list of Follow-Ups appears in the grid. Open a Follow-Up at the Wait for cataract Appointment stage and click on the 'Add Results' action at the foot of the page. Add any referring Preoperative Refraction detail (if known). This data is used for auditing purposes.

13 Click on the green submit arrow. The results form is displayed. Notes on results form:.refraction Section: Fields in this section have masks requiring data to be entered in a specific format - Sphere +/ Cyl +/ Axis 000 Near Add Examination Section: Any Post-operative complications should be checked. On checking any complication, an advice message is displayed. The Guidance button displays a complete list of complications and action required. The outcome field is mandatory. Click on the green submit arrow once the form is complete.

14 8.3 View/Print/Save Completed Follow-Ups Click on the 'Watch List' button A list of Follow-Ups appears in the grid. Open a Follow-Up to view and click on the Print button to open the document in a PDF format to print or save. Notes may be viewed by selecting the 'Notes' tab at the top of the page Notes may be added by clicking on the 'Add Notes' link at the bottom of a form.

15 After 4 weeks, the folders in the Watch List are archived. Archived folders can be viewed using the Administration Form: Click on the Administration Forms Button Select Optometry Search / Cataracts Search B from the grid. A complete list of all Follow Ups handled by the practice can be displayed/printed by selecting an appropriate date range using the Cataract Follow Up Search form shown:

16 8.4 Amend Practice Details and Add Dates When Unavailable for Appointment Click on the Administration Forms' button Click on the 'Optometry Practices' process in the list. Note: If the logged user is set up at more than one practice then a Practice Selection dropdown window is displayed. Details are displayed for the logged users' practice. The address, phone number and details can be edited. Additional patient relevant information can be added e.g. disabled access, parking The practice can add/delete future dates when they are unable to accept Follow-Ups. The notes field is not displayed on the UHNS form and is for practice convenience only. A read-only list of cataract accredited optometrists at the practice is displayed.

17 8.5 Cancel A Follow Up Open a Follow-Up then click on the 'Cancel Follow-Up' action at the foot of the page. Select a cancellation reason and add free-text details. Click on the green submit arrow at the foot of the page. 9 HELP North Staffordshire HIS Service desk or Ework access should be requested as follows: Role: optometrist Organisation: Optometrist Group UHNS query-line on handling a Cataract follow up: Phillip Ratcliff:

18 The Staffordshire Local Optometric Committee secretary controls allocation of optometry staff to Practices and maintains accreditation lists - admin@staffsloc.co.uk LIVE SYSTEM URL - Ework Cataract Follow up System: