NHS e-referrals User Guide - SystmOne TPP (C&B) Please Use This Guide for Practices in: North West London CCG s

Transcription

1 NHS e-referrals User Guide SystmOne TPP Please Use This Guide for Practices in: North West London CCG s Version: 3.4 Author Filename: Path: Primary Care Systems Team / CWHHECCG System One Implementation Team NHS e-referrals User Guide - SystmOne TPP (C&B) \\nwlondon.local\nwl\ict\primary Care\16. Projects\9. NHS e-referrals Date issued: Apr 2018 Review date: May 2019 Target audience: SystmOne General Practices in North West London CCG s - London Title: North West London CCG s NHS e-referrals in SystmOne Document Owner: Primary Care Systems Team Status: Final Version: 3.4 Date: 09/05/2017

2 Contents Introduction How to initiate a NHS e-referral within SystmOne TPP... 4 A. How to Make a Direct Booking B. How to Make an Indirect Booking Create a SystmOne Referral Letter A. Option 1 - Create a task to write the Referral Letter later B. Completing the Referral letter from task C. Option 2 - Write the Referral Letter now Attach a SystmOne Referral Letter A Report Aid to Monitor Your Referrals A. Checking Outgoing Referrals over a Period of Time Glossary: Disclaimer: Page 2 of 30

3 Introduction This document is intended to act as a reference to enable GP Practices to successfully navigate SystmOne TPP in order to produce meaningful NHS e-referrals. E-RS (previously Choose and Book) is an electronic referral and management system, using Spine information, that can integrate with other systems. This guidance document provides North West London GP practices with instructions on how to make an NHS e- Referral, create and attach a SystmOne referral letter and monitor your referrals. Making a referral is always the responsibility of the referring clinician, who with the patient, should decide on the most clinically appropriate options for the referral and onward pathway. There are four (4) parts to the making a NHS e-referral booking: 1. How to initiate a NHS e-referral within SystmOne TPP 2. Create a SystmOne Referral Letter 3. Attach a SystmOne Referral Letter 4. A report Aid to Monitor Your Referrals Page 3 of 30

4 1. How to initiate a NHS e-referral within SystmOne TPP 1. Logon on to SystmOne TPP 2. Open the patient s record and complete their consultation. Within the open patient record Right click on Referrals in the clinical tree then left click on the Referral Wizard sub-menu option, as shown in the screen shot below. 3. Then select CCG Contacts tab and choose specialty, Cardiology in this guide a. Left Click on White Triangle to expand the Cardiology tree (as shown in the shown in the screen shot below) Page 4 of 30

5 b. The Cardiology folder will be expanded and it will list the appropriate services per folder as shown in the screen shot below. c. For NHS e-rs service, always select an entry that ends with e-rs (in this example we will pick Cardiology NHS Hospital e-rs). See screen shot below. d. Left Click on the Select button 4. You will see the NHS e-referrals Options dialogue box below. a. Left click to Select the Referring Clinician b. Set the appropriate referral priority either Routine, Urgent or 2 week Wait c. Click OK Page 5 of 30

6 5. The Requesting UBRN from Spine dialogue box appears as shown below. 6. The New Choose and Book Referral dialogue box appears as shown below. 7. Click on the Advanced button and look for Assessment (if this is assessment referral) or other reasons for referral 8. Add the Reason for Referral (in this example we will choose Assessment). Page 6 of 30

7 9. Left Click on Book Appointment Button 10. A warning dialogue box appears as shown below. Left Click on OK. 11. Internet Explorer browser will be launched with the following text displayed 12. The message below will (might) appear. Ensure you have the necessary clinical information to complete the referral. Click Yes to proceed. Page 7 of 30

8 13. The Service Search Criteria screen will be displayed as shown below. a. Populate the Initial Referring Clinician/Organisation field. The Request Type and Priority fields should be pre-populated as follows: Page 8 of 30

9 b. Using the drop down menus, select the appropriate Specialty and Clinic Type (in this example Cardiology and Hypertension are used respectively). c. The Service Search Criteria screen will be populated as shown below. Left click on Search All Page 9 of 30

10 14. The Service Selection screen will display the results of the search, as shown below: 15. Select a minimum of three (3) services by ticking the Select boxes as shown below At this point the referring GP should have a choice conversation with the patient, if not already done so. Please Note: The choice conversation is explained further in the Glossary. Page 10 of 30

11 16. If you would like to make a direct booking please see the next section A. How to make a direct Booking. A direct booking is where the GP Practice staff will book their patient s appointment after selecting an appropriate service. 17. If you would like to make an indirect booking please see section B. How to Make an Indirect Booking on Page 16. Indirect booking is where the GP Practice staff request the referral and the patients book their own appointment. Please note: Making a referral is the responsibility of the referring clinician, who with the patient, should decide on the most clinically appropriate options for the referral and onward pathway. A. How to Make a Direct Booking 18. To make a direct booking click on Appointment Search button on the Service Selection Screen. Page 11 of 30

12 19. You will see the Review Referral Criteria Screen as shown below. Ensure the referral meets the criteria by reviewing the exclusions, conditions treated and suggested investigations column. If you require additional information (such as procedures performed, administrative requirements, service notes and alternative services). Click on Continue with selected services button. a. The Appointment Search screen will display as shown below. i. If there are no appointments available click on Defer to Provider and the provider will contact the patient to arrange an appointment b. Click on the appropriate radio button according to patient s choice of date and time of appointment. c. Once this is done, click on Book Page 12 of 30

13 d. The Check Patients Details dialog box will display as shown below, Left Click OK. Please Note: If the patient s details need to be changed, at this point you will need to go back into SystmOne and update their details there. This booking request will be disregarded and you will need to start again. e. Click on Submit Page 13 of 30

14 f. The Appointment Summary Screen is shown. g. Left Click on Print to show further options. a. Click on Appointment Request Summary with Password to print the appointment summary with a Password. This is needed for a patient to logon to the website or to ring the telephone Appointments Line (TAL) to book or modify their appointment as required. This is the required option and should be used in all cases unless specified by the patient. i. Click on Close. ii. The Patient Search Screen is displayed. Click on Log Out to end the NHS e-referral part of the process. Please Note: Ensure that Close is clicked before Log Out otherwise the referral booking will not be saved and the process will need to be done again within SystmOne. a. You may now close your browser 20. The patient will at this point have their appointment details on a printout. 21. There are two (2) options available at this point. a. To Write the Referral Letter Now go to section 28 page 22 b. To create task to Write the Referral Letter Later go to Page 19. Page 14 of 30

15 B. How to Make an Indirect Booking 22. For Indirect bookings, click on the Request button which is located in the bottom right hand side of the screen. 23. You will see the Review Referral Criteria Screen as shown below. Ensure the referral meets the criteria by reviewing the exclusions, conditions treated and suggested investigations column. If you require additional information (such as procedures performed, administrative requirements, service notes and alternative services) Left click on the hyperlink in the service name column. Click on Continue with selected services button. b. The Check Patients Details dialog box will display as shown below, Left Click OK. Please Note: If the patient s details need to be changed, at this point you will need to go back into SystmOne and update their details there. This booking request will be disregarded and you will need to start again. Page 15 of 30

16 c. The Appointment Request Details screen will display as shown below with the hospitals that were selected from the service selection screen. d. The Unique Booking Reference Number (UBRN) is generated. Check the details are correct; if so Left Click on Submit. e. The Appointment Request Summary screen will be displayed. Page 16 of 30

17 f. Left Click on Print to show further options. g. Click on Appointment Request Summary with Password to print the appointment summary with a Password. The printed Appointment Request Summary with Password should be given to the patient. Ensure the UBRN number and password is highlighted. iii. This is needed for a patient to ring the telephone Appointments Line (TAL) to book or modify their appointment as required. This is the required option and should be used in all cases unless specified by the patient. h. Click on Close. i. The Patient Search Screen is displayed. Click on Log Out to end the NHS e-referral part of the process. Please Note: Ensure that Close is clicked before Log Out otherwise the referral booking will not be saved and the process will need to be done again within SystmOne. j. You may now close your browser 24. The patient will at this point have their Request details on a printout and will need to ring the service to make their appointment. 25. Now go to Section Two (2) Create a SystmOne Referral Letter: a. Create a task to Write the Referral Letter later go to the next section. b. To Write the Referral Letter Now go to point 28 on page 22 Page 17 of 30

18 2. Create a SystmOne Referral Letter 26. In order to create the referral letter you can either create a task to write later (see option 1 below) or write the referral letter now (see option 2 page 22). A. Option 1 - Create a task to write the Referral Letter later a. Click on Create Task to Write Later button which allows you to create a 'NHS e-referral to Finish' task as a reminder to complete the referral later (the task will be created when you save the patient record). When you action the task, you will be taken to the Amend Referral Details dialog. Click Continue Writing to go to the NHS e-referral screen and complete the referral. b. Click OK c. Click Save, d. A task has been created successfully to complete the letter at a later time. Page 18 of 30

19 B. Completing the Referral letter from task 27. Navigate to the patient s home screen. a. Open the patient s record. Within the open patient record left click on Referrals in the clinical tree to go to the referrals page. b. Then select the appropriate referral (in the example below Referral to cardiology service is highlighted). c. Left click on the Amend Content sub-menu option, as shown in the screen shot below. d. Left click on Continue Writing button, as shown in the screen shot below. Page 19 of 30

20 Page 20 of 30 e. The Choose and Book Referral dialogue box is displayed. Go to the next section, point 30 of the guide to complete the letter.

21 C. Option 2 - Write the Referral Letter now. 28. The appointment booking process has been completed. After this the SystmOne screen will be displayed as shown below, to complete the letter. a. Click on Write Now button to write the referral letter now. 29. The NHS e-referral screen is displayed as shown below. a. Click on Letter button Page 21 of 30

22 30. The Attach Letter dialogue box is displayed a. Click on New button 31. The Select Sender and Recipient Type Dialogue box is displayed a. Click on the relevant radio button. In the example below the options chosen are: i. Sender - Patients usual GP ii. Recipient An entry in the address book iii. Click on OK Please Note: The above options can be saved by clicking on the Save as Default button. Page 22 of 30

23 32. The Select Recipient dialogue box is displayed. The example below shows cardiology department is selected. a. Click on the Select button. 33. The New Letter dialogue box is displayed a. Check Recipient and Sender details are correct b. Click on Letter Type drop down menu and select Choose and Book. iv. Click on Save as Default button. To keep this option for future referrals. c. Click on MS Word radio button. d. Click on Choose Template button Page 23 of 30

24 34. The Choose a Letter dialogue box is displayed as shown below. a. Expand WL CCG Referral Templates folder b. Expand General folder c. Select A standard referral letter template as highlighted below. d. Click OK. Page 24 of 30

25 35. The New Letter Template dialogue box will be displayed again a. Click on the Write Now button at the bottom of the screen. b. A SystmOne dialogue box with Loading Word will be displayed. 36. An MS Word document will open as displayed below. a. Edit referral letter as required. b. Click on Save Final Version button. Page 25 of 30

26 3. Attach a SystmOne Referral Letter 37. The Attach Letter dialogue box will be displayed again the new referral letter will be highlighted in blue as shown below. a. Click on the Attach button. 38. The Private items selected dialogue box might be displayed a. Click Yes 39. The Choose and Book Referral screen is displayed as shown previously in point 30 on Page 23. a. To add attachments Click on the Attachment button. 40. The Select Attachment dialogue box will be displayed a. Select the required file/s b. Click on Attach Page 26 of The Choose and Book Referral dialogue box will be displayed. The attachments pane now displays two attachments, the referral letter and the selected attachment/s (such as a scan, x-ray or blood result etc).

27 a. Click on Send Final Version 42. The NHS e-referral dialogue box will be displayed a. Click on Yes 43. The information dialogue box will be displayed a. Click on OK Page 27 of 30

28 44. The Referrals screen will be displayed in SystmOne a. Click on Save to save the patients record and the referral will be sent. 45. This completes the NHS e-referral process within SystmOne. Page 28 of 30

29 4. A Report Aid to Monitor Your Referrals 46. To navigate to Referral Tracking in SystmOne, follow the steps below a. Select Reporting from the Menu; b. Select Referral Tracking c. then Select Outgoing Referral Tracking 47. The first screen will show all open referrals for the practice. The list can be sorted by clicking on a subject header. For example clicking on Days Since Sending will sort the list numerically. Page 29 of 30

30 A. Checking Outgoing Referrals over a Period of Time 48. To see outgoing referrals for a specific period in time, the search section must be used to specify dates. In the example below referrals between 1st July and 15th July 2014 has been selected. 49. Once selected Left Click on Run Report Glossary: Please review to section on Referrers Responsibility on page 5 on the link below. Referral_Service_Best_Practice_Guidance.pdf Disclaimer: To the best of our knowledge and using the available information these searches are correct at the time of publishing. Page 30 of 30