Health Visitors Allocation Using Monthly Team Planner

Transcription

1 Follow the process MTP to be used in place of The New Birth Folder and The Antenatal Folder. Search for patient Check registration - register if needed Check demographics - GP and postcode (to make sure they are referred to correct team/area) Check alerts - create if needed Check referral to correct HV team - create if needed (can be created after adding to MTP) Add patient to Monthly Team Planner for the correct HV Team (see screen shots below) Select Activity and Comment as agreed (see guidance) MTP - always add the patient to the MTP of the month we are in. Not to the month when the activity should take place. At the weekly allocation meetings the MTP will be viewed for the month and activity allocated even if the activity won t take place until future month/s If the patient is cancelled or moved at their request once they are in the MTP, you must write a progress note to cover this Mum called to cancel etc as this won t show on patient diary if the appointment hasn t yet been booked Basic Process Add patient to planner (writing them in the book) peach Select HCP and check box then Allocate (allocation meeting) green HVs to check MTP to see their allocation, select themselves from list at top left and filter, click HCP diary hyperlink bottom of screen, shows their HCP diary but in monthly view - choose how to view their HCP diary to see free slots - from HCP diary find availability and note - click on back or MTP link In MTP - enter in appt date and time, check and place in diary. Select location, booked. Brown (Check HCP diary - appt booked - BUT appt type may need editing, comment carried through from MTP) To de-allocate or cancel - check patient in MTP and click cancel To take them off the MTP - check patient in MTP and click remove Patient can be added to MTP without referral, but, will not let you complete the booking without one 1

2 Navigate to the Monthly Team Planner (MTP). Select the team from the MTP. You are now in the MTP for the team selected. When you first open the MTP check the filters in the left hand menu: Team, HCP, Status, Month and Year. There is also a box to search for patients on the MTP by their Family Name. You can make a comment for the month if you need to. The key shows the various colours for the status of the patient on the MTP. Click Add Client to add patients to the MTP. This will take you to search for your patient. 2

3 This is the Add to Monthly Team Planner screen. Your patient is shown at the top in the silver banner, then the team you are adding them to then the month and year (just to double check!) Please see the guidance for the comments you need to write in relation to the activity selected, at the moment, we are only adding Antenatal, Primary and Transfer in. Click Add Client when you are ready. 3

4 Activity (drop down pick list) Comment (staff to type in) Antenatal EDD then DATE Primary Day 10 then DATE, then DOB and name of the HV who carried out antenatal visit Transfer In Date transfer in information received Your patient is now on the MTP in an Unallocated status and colour of peach. The activity is clearly shown and by hovering the mouse over the comment you can see the full comment made. To allocate the patient to a Health Visitor (at the allocation meeting or day to day), select the HV from the list, tick the box at the end and click Allocate. 4

5 Our patient is now on the MTP in an Allocated status and colour of green. When you access the MTP to look at the patients allocated to you, use the Filter on the left hand side to select your name from the HCP list and click Filter. This will now show just the patients allocated to you which you can book into your HCP diary. 5

6 To view your HCP diary, you can either click on the link at the bottom of the screen - this will show your diary in a monthly view which you can then change, alternatively, use the calendar icon in the ribbon and select HCP diary. Browse your diary for availability and note down the free time slot you have to book in this patient. Return to the MTP by clicking the RiO back button or the MTP link at the bottom of the screen. Back in the MTP, enter the Appt Date & Time into the field, tick the box at the end and click Place In Diary. Select the Location of the appointment from the Location drop down and click OK. 6

7 Your appointment should now be booked. The patient is now on the MTP in a Fully Booked status and colour of brown. 7

8 Viewing the MTP allocated appointments in your HCP Diary. When you open your HCP Diary, you can see the colour of the MTP allocated appointments is a brown colour. Please view the key at the bottom of your HCP diary to check your appointments as if there are any changes or cancellations, this MUST be done using the MTP for those allocated appointments. You will need to check the Appointment Type for your MTP allocated appointments and the Intended Duration. If the Type is incorrect (should be either New or Follow Up), please click on the time to edit the appointment and change the Type then click Update. You will also need to edit the Duration of the appointment, as this will default to one slot (5 minutes). 8

9 This is now correct and shows as Follow Up. You can then outcome your appointment as normal. If you have to make changes to patient appointments in the MTP, this is very simple. Tick the box at the end, and click Cancel. This will Unallocate the patient and it will cancel any booked appointments from the HCP Diary. If there is an appointment booked you will need to select a Cancellation Reason. *Remember, if the patient is cancelling the appointment, please write a progress note on the record to document this. The patient is now on the MTP in an Unallocated status and colour of peach. 9

10 If you see a patient in a Rollover status and colour of purple, this means they have carried over from the previous month as they did not get to the status of Fully Booked. Unallocated and Allocated patients will Rollover to the next month if they do not have an appointment booked. If the patient no longer needs to be seen they can be removed from the MTP by ticking the end box at the end and clicking Remove. The patient is no longer on the MTP. *Remember, if the patient is cancelling the appointment, please write a progress note on the record to document this. 10