My Health Online 2017 Website Update Configuration User Guide

Transcription

1 My Health Online 2017 Website Update Configuration User Guide Version 1 15 June 2017 Vision The Bread Factory 1a Broughton Street London SW8 3QJ Registered No: England T +44(0) F +44(0)

2 2017 In Practice Systems Limited All Rights Reserved. No part of this document may be photocopied, reproduced, stored in a retrieval system or transmitted in any form or by any means, whether electronic, mechanical, or otherwise, without the prior written permission of In Practice Systems Limited. No warranty of accuracy is given concerning the contents of the information contained in this publication. To the extent permitted by law, no liability (including liability to any person by reason of negligence) will be accepted by In Practice Systems Limited, its subsidiaries or employees for any direct or indirect loss or damage caused by omissions from or inaccuracies in this document. In Practice Systems Limited reserves the right to change without notice the contents of this publication and the software to which it relates. Product and company names herein may be the trademarks of their respective owners. In Practice Systems Limited The Bread Factory 1a Broughton Street London SW8 3QJ Website:

3 Contents MY HEALTH ONLINE 2017 WEBSITE UPDATE CONFIGURATION USER GUIDE 1 MY HEALTH ONLINE 2017 WEBSITE UPDATE - CONFIGURATION USER GUIDE 5 What's New? 5 Introduction 5 Enabling Vision Online Services 6 Global Configuration 7 Welcome Message 7 Using the Message Editor 9 Formatting HTML Messages 10 Registration Tab 11 NHS Mail Signature 11 Enabling Quick Registrations (OSU) 12 Enabling Online Appointments 13 Configure Online Appoint ments 14 General Tab 15 Add Appoint ments Message 16 Did Not Attends ( DNA's) 17 Bookings Tab 18 Cancellations Tab 20 Cancellation Reasons 21 Staff Tab 22 Add Gender, Role, Special Interests and Language 23 Clinics Tab 24 Sessions Tab 25 Slot Types Tab 26 Enabling Online Prescriptions 28 Configure Online Repeats 29 Prescription Message 30 History 31 Patient Message 31 Define Old Repeat Offset 31 Summary Data 33 Detailed Coded Record 34

4 Enabling Demographics 35 INDEX 37

5 My Health Online 2017 Website Update - Configuration User Guide What's New? June 2017 Guide simplified and updated to Vision Release DLM 510 and the updated My Health Online. Introduction My Health Online (MHOL) is a website that enables patients registered in Wales to request services from their GP practice online at a time that is convenient to them. Current online services are: To be released soon: Appointments - Enables patients to view, book, or cancel appointments with their doctor/nurse. Medication - Enables patients to request their medication. The message is sent to the practice to action, the patient then collects the prescription as per the practice protocol. Demographics - Enables patients to update view and/or update certain aspects of their demographic information. Summary Data - Enables patients to view their recorded allergy and prescription history. Detailed Coded Record (DCR) - This enables patients to see detailed coded information such as diagnosis, examination findings such as blood pressure, procedures & Investigations. What is displayed will depend on settings within the GP practice. This guide explains how to set up configure online services within Vision - Control Panel ready for your patients to access the services you choose to enable: 5.

6 Enabling Vision Online Services Note - You must have System Administrator rights to enable and configure My Health Online (MHOL). To activate online services: 1. From Vision - Management Tools select Control Panel File Maintenance - Online. Control Panel - File Maintenance - Online 2. The Vision Online Services screen is displayed. 3. Tick Enable Vision Online Services to enable MHOL. Online Services - Enable Vision Online Services You now need to configure your global settings, see Global Configuration (page 7). 6.

7 Global Configuration The following three global tabs require configuration: Welcome Message Welcome Message Enter the message you want displayed on the MHOL home page once your patients have logged in, see Welcome Message (page 7). Registration Set a time frame for unused registration letters and un-activated accounts, see Registration (page 11). NHS Mail For practices with NHS Mail, there is a facility to add an NHS mail account, which is then used to send c onfirmation and reminder s to patients; a global signature can also be created, see NHS Mail (page 11). The welcome message is displayed on the home page of the website following a successful login by your patients. To set up the welcome message: 1. From Vision - Management Tools select Control Panel File Maintenance - Online. 2. In Global, click Configure. 7.

8 3. Select the Welcome tab and type your message in the message window using the formatting editor provided. See Using the Message Formatting Editor or Formatting HTML Messages for details. 4. Click OK to save. Online Global Configuration - Welcome Message 5. Now, repeat the above steps selecting Welsh from the language list and adding your Welcome message in welsh for patients who select to view the welsh version of MHOL. Note - To help prevent confusion surrounding who your patients contact if they have a problem, please add advice to your patients within your welcome messages advising them to contact the practice if there is a query about prescriptions or appointments availability. 8.

9 Using the Message Editor The message editor allows you to format messages displayed online. It is available in the Welcome, Appointments and Prescription message configuration screens. Online Global Configuration - Welcome Message Editor Type your message in the welcome message window using the following formatting: Welcome Message - Select a language for this version, remember you should be adding both an English version and a Welsh version. Source - Displays the HTML source of the message and is the only way you can add tables. If you are comfortable working with HTML tags, you may want to use this view to edit the HTML directly. Font - Allows you to change the font. Font size - Allows you to increase and decrease the text size of the highlighted text. Bold, Italic, Underlined. Text colour/ Background colour. 9.

10 Bulleted/numbered list. Decrease/increase indent. Formatting HTML Messages Messages can be formatted using HTML formatting tags. HTML tags are: Used either side of a keyword eg <html> you wish to format. The tag always has angle brackets eg <html> denoting the starting and closing of the tag. HTML tags normally come in pairs eg <b> (the starting tag) and </b> (the closing tag) You can use multiple tags, but each tag must have brackets at the start and end of the tag eg <p><b> This is a list of the most common codes: Starting Tag Closing Tag Description <h1> </h1> First Heading. <p> </p> Paragraph <b> </b> Bold text <big> </big> Big text <i> </i> Italic text <small> </small> Small text  Subscript text  Superscript text Headings can be defined with <h1> to <h6> tags. <h1> is the largest heading and <h6> is the smallest. <br> This tag adds a single line break, it does not need a closing tag. For example applying the bold <B> tag to the 1st line of the message like this: <B>Welcome to the Visionary Healthcare Practice</B> Displays as: Welcome to the Visionary Healthcare Practice Note - If you want to add an image to your message, you must link to an image which can be accessed over the Internet and not one stored locally. Locally stored images cannot be displayed on the website. 10.

11 Registration Tab From the Registration tab, you can: Invalidate unused Registration Letters after - Select a time frame for unused registration letters to expire. The expiration date is printed on the patients registration letter. Invalidate Un-activated accounts after - Select a time frame for un-activated accounts to expire. On registering patients are sent a confirmation code which activates their account. If the account is not activated by the expiry date, they need to re-register for online services. Reminders - Tick to send activation reminders by every n (where n is the number of days you set). Note - By default these services are ticked to enable the service. If you do not want to send messages remove the tick from the appropriate box. Online Services Global Configuration Registration NHS Mail Signature Important - NHS Mail accounts are currently not available to practices in Wales. 11.

12 Enabling Quick Registrations (OSU) The Online Service User (OSU) is a partial online registration service that enables your patients to access and book online appointments without going through the full online registration process. To allow OSU registrations at your practic e: 1. From the Vision front screen, select Management Tools - Control Panel - File Maintenance. 2. Click Online, and the Vision Online Services screen is displayed. Control Panel - File Maintenance - Online - OSU 3. Tick OSU to enable this option for your patients. 12.

13 Enabling Online Appointments To activate online Appointments: 1. From Management Tools select Control Panel File Maintenance - Online. 2. Tick Appointments Enabled. Online Services - Appointments Enabled 3. Click Configure to customise how appointments works for your practice, see Configure Online Appointments. 13.

14 Configure Online Appointments You need to determine which staff and sessions you want to be available from the MHOL website and setup how you want online appointments t o work for you. There are seven tabs that should be considered. Online Services Appointments Configuration Once you have considered and completed all seven tabs as required, click OK to save and close the Vision Online Services Appointments Configuration screen. Remember - You need to revisit Appointments Configuration when a new clinician joins your practice. 14.

15 General Tab The General Tab enables you to setup the following: Appointments Message, see Add Appointment Message Did Not Attend (DNA), see DNA's (page 17) Online Services Appointments Configuration General Tab 15.

16 Add Appointments Message The Appointments Message is a practice specific message displayed on each page of the Appointments website. Consider using the content of the message to direct patients in how to use the service and who to contact should they have an issue. This message must be added in Welsh (for the Welsh version of the website) and English (for the English version). The patient chooses the language in which they want to view My Health Online from the front screen, before they log in. If they choose Welsh (Cymraeg), they will see the Welsh version of the appointments message entered by the practice. To add an Appointment Message: 1. From Online Services Appointments Configuration select the General tab. 2. Type your message in the Appointments Message window using the formatting editor provided. If you prefer, you can customise your message source using HTML formatting tags, see Formatting HTML Messages (page 10). Online Services Appointments Configuration General Tab 16.

17 3. Now, select Welsh from the language list and repeat the above steps. Did Not Attends ( DNA's) You can help manage DNA's within online appointments, the options are: Display DNA to patients Prevent access to online appointments after this many DNA's Check DNA in this range Online Services - Appointment Configuration - General Tab - DNA Options From Online Services Appointments Configuration, select the General tab - DNAs. Tick Display DNAs to patient to enable patients to view their DNA appointments. Tick Prevent access to Online Services after this many DNAs to limit patients access after a set amount of DNA (removing the tick disables this function). Select a number of how many DNAs are permitted before the user account is disabled. Tick Check DNAs in this range to specify a date range for the DNA's if required and set a date. 17.

18 Bookings Tab The Bookings tab allows you to configure existing and new online appointment bookings. Online Services Appointment Configuration - Booking 18.

19 Complete as required: Maximum Outstanding Appointments Allowed - You need to decide how many outstanding appointments a patient can have booked at any one time. Enter the number of appointments you want to allow. The default is 0 which enables your patients to book unlimited appointments. If the limit is reached (by online or practice booked appointments), the patient receives a message which states: "You have reached the maximum number of bookings allowed. No further bookings can be made at this time." How Far in the Future Can Appointments be Booked - You need to decide how far in advance online appointments can be booked. Enter the number required, followed by D (days), W (weeks), M (months), or Y (years). Allow Weekend Bookings - If you provide weekend appointments, tick to enable weekends to be available online. Display Appointment Duration - Tick to display the duration of the appointment being booked to the patient. Send Booking Confirmation - Tick to activate online registered patients confirmation of their appointments booked online or in the practice. Send SMS Booking Confirmation - Not currently available. Send Reminders - Tick and add a time scale in before stating how long before due time the patient is to be reminded. Send SMS Reminders - Not currently available in Wales. Allow patients to submit a reason with their booking? -Tick to enable your patient can add a freetext comment when booking appointments. Display Reason for booking for existing appointments? - Tick to enable your patients to view the booking reasons for existing appointments booked at the practice. Allow Reason to be edited? - Tick to allow patients to edit the reason for booking. Note - SMS messaging no longer available. 19.

20 Cancellations Tab From the Cancellation Tab you can: Set a time period for cancelling appointments Determine if confirmation messages are sent Set cancellation reasons, see Cancellation Reasons Complete as required Online Services Appointment Configuration - Cancellation Tab How close can appointments be cancelled? - To set the cancellation time frame, enter a number of hours and minutes as required. If your patient attempts to cancel an appointment during the cancellation cut-off period they are advised: "This appointment cannot be cancelled online. Please contact your GP Practice". Send Cancellation Confirmation - Tick to send an if the appointment is cancelled either at the practice or online. Send SMS Cancellation Confirmation - Not available. 20.

21 Cancellation Reasons 1. From Online Services Appointments Configuration select the Cancellations tab. Online Services Appointments Configuration - Cancellation Reasons 2. Double click the cancellation reason, the Vision Online Services change VOS Text screen is displayed. Online Services Appointments Configuration - Change VOS Text 3. Enter the text you require and select OK. 4. The order the Cancellation Reasons are displayed in can be changed using the up and down arrows. Highlight the reason you wish to move, and use the arrows to move it to the required position in the list. To hide a cancellation reason from your patients, remove the tick that proceeds it. Important If all cancellation reasons are deselected (hidden) patients will be unable to cancel appointments online. 5. To set one of the cancellation reasons as a default, highlight the required reason and right click, select Set Default. The default text is emboldened. Online Services Appointments Configuration - Setting Default Cancellation Reasons 21.

22 Staff Tab The Staff tab allows you to decide which clinical staff appear in online appointments and are available for your patients to book. To set up your staff: 1. From the Vision Online Services Appointments Configuration screen, select the Staff tab. 2. The following options are available: All Staff - Displays all active clinical staff listed in File Maintenance (including admin staff with clinical role), selected by default. We recommend you do not change this option as it enables any clinical staff member to be available for set up. Usual GP - Displays only the patient's Usual GP Salaried GP - Displays only those GPs set as Salaried GPs in File Maintenance. Online Services - Configuration Appointments - Staff Tab - Radio Buttons To setup staff individually 1. From the Vision Online Services Appointments Configuration screen, remove the tick from the All Staff box. 2. Click Add. 3. A list of all clinical staff from the File Maintenance list is displayed. 4. Select the required clinician s name from the list and click OK. Online Services - Appointment Configuration - Staff Tab - Add Staff Member 5. Repeat steps 4-6 until you have added all the staff that your patients need to be able to book online. 6. Click the Cancel button to finish. Note - The staff need to be set up as normal in Control Panel, File Maintenance and Appointments for you to be able to Add into Online Services Staff Tab. 22.

23 Add Gender, Role, Special Interests and Language Gender, Role, special clinical interests and consented, written and spoken languages of any clinician providing online appointments is displayed online. For each clinician selected for online appointments the following should be completed: 1. From Control Panel - File Maintenance - Staff select the staff member, right click and select Edit Staff. 2. Complete each tab as follows: Personal - Click Sex and select the correct gender. Professional: Check the Role selected is correct. Set the Main and Interest Speciality from drop down lists. Language - Check the Spoken, Written and Read languages options are completed and correct where added: To add a language if required, click Add under the correct section (Spoken, Written or Read), select from the available list and click OK. 3. Click OK to save. Control Panel Staff Language Tab 23.

24 Clinics Tab The Clinics tab enables you to determine which Clinics (ad-hoc sessions that are not linked to a specific clinician) are available to your patients online. To add clinics: 1. From the Vision Online Services Appointments Configuration screen, select the Clinics tab. 2. All Clinics box is ticked by default, to change this to specific clinics, remove the tick. Online Services -Appointment Configuration - Clinics - Add 3. Click Add. 4. The Vision Online Services Select Clinic screen is displayed. Online Services Select Clinic 5. Select the required clinic from the list and click OK. 6. Repeat step 4 and 5 until you have added all the clinics you require. 7. If you have selected all the clinics in the list you will be prompted: "All available clinics have been added to the list." 8. Click OK to continue. To remove a clinic from the list: 1. From Vision Online Services Appointments Configuration screen, select the Clinics tab. 2. Highlight the clinic to remove. 24.

25 3. Click Remove. 4. You are prompted: "Are you sure that you want to remove (name of clinic) from the list? - Click Yes to remove. Sessions Tab The Sessions tab enables you to configure site access and locations for sessions available within online appointments. Online Services Appointments Configuration - Sessions To set Sessions, Locations and Sites: 1. From Online Services Appointments Configuration screen, select the Sessions tab. 2. Complete as required: Set Session Locations: Double Click the session to edit its location - Lists all sessions added/created in Vision Appointments. Double click on a session to display the list of available locations, select the location you require and click OK. 25.

26 Sites - Specifies which sessions should be included for each location. This enables you to limit which sessions are included online. Notes Held at Site - Select the site required and then either leave the tick in All Sessions or remove the tick and click Add to select the specific sessions required and repeat as necessary. Click Cancel to finish. If you have branch surgery(s) change Notes Held at Site to the alternative location and add sessions in the same way. To remove a Session from the list: 1. Highlight the required session and then click Remove. 2. You are prompted: "Are you sure that you want to remove (name of session) from the list?", click Yes to remove. Slot Types Tab The slot type is included in the details when your patients are booking appointments online. Text used on slot types by staff should be changed to something appropriate for patients, for example MS should be changed to Minor Surgery. You can also add a Welsh translation. Appointment Book Slot Type 26.

27 To change the text your patients see: From Online Services Appointments Configuration select the Slot Types tab: Online Services - Appointments Configuration - Slot Types 1. Double click on the slot type to update. 2. The Online Services change VOS Text screen is displayed. Vision Online Services change VOS Text 3. In VOS Text, enter the text you want to display. 4. Click OK to save. 5. Repeat steps 2-5 until all the slot types have Online Services text. 6. Now, change the language and repeat steps 2-7 in Welsh. 27.

28 Enabling Online Prescriptions To enable Online Prescriptions: 1. From Management Tools select Control Panel File Maintenance - Online. 2. Tick the Prescription options you require to enable the service: Repeat - Tick to enable patients to order repeat prescriptions. Acute - Tick to enable patients to order acute prescriptions. Online Services - Prescription Enabling 3. Click the Configure to customise how the service will work for your practice, see Configure Online Prescriptions. Note - Patients already registered for Online Appointments do not have to re-register to use Online Prescriptions. Patients not registered will need to complete the Vision Online Services registration process. 28.

29 Configure Online Repeats You need to determine how your patients see prescriptions within the My Health Online website. There are four options that should be considered: From Control Panel - Online: Prescription Message (page 29) History (page 31) Patient Message (page 31) And from Consultation Manager: Define the Old Repeat Offset (page 31) Once you have considered and completed the above as required, click OK to save and close the Vision Online Services Prescription Configuration screen. 29.

30 Prescription Message The prescription message is displayed on the Prescription section of the MHOL website. From Online Services Prescriptions Configuration screen type your prescription message in the Prescriptions Message window of the General tab using either: The formatting editor provided, see Using the Message Editor (page 9). Or, HTML formatting tags, see Formatting HTML Messages (page 10). 1. Now, repeat the above having selected Welsh from the language list. 2. Click OK to save. Online Prescription Configuration Prescription Message Note - To help prevent confusion surrounding who to contact if your patients have a problem, we ask that you add the following to your Prescription Welcome Message: 'In the case of a query regarding a prescription please contact the surgery in the usual way'. 30.

31 History You can set a time frame for patient's repeat request history to be displayed. From Vision Online Prescriptions Configuration - General - History Use the arrows to select a from between 1-12 month(s). Online Services Configuration Online Prescriptions - History Patient Message You can allow your patients to contact you via their prescription request: From Vision Online Services Prescriptions Configuration - General - Patient Message tick Allow patients to submit a freetext message with their requests. Configure Online Prescription - Patient Message Note - When this option is selected, a warning message is displayed advising the practice to ensure that the necessary processes are in place to check any messages entered by the patient. Define Old Repeat Offset Old Repeat Offset determines what repeat prescriptions can be ordered online. To change the Old Repeat Offset: 1. From Consultation Manager, select Consultation - Options - Setup and click on the Therapy tab. 2. Add a time span into the Old Repeat Offset box, eg if the offset date is 4m, patients can only be able to order repeat prescriptions which have been issued within the last 4 months. Repeats not issued within this time will be on the Unavailable list. 31.

32 3. Click OK to save. Consultation Manager Setup - Therapy Tab 32.

33 Summary Data Summary Data allows patients access to their summary information. To enable this: 1. From Vision - Management Tools select Control Panel File Maintenance - Online Services. 2. Tick Summary Data. 3. Click OK to save. Online Services Summary Data Enabled 33.

34 Detailed Coded Record Detailed Coded Record allows patients access to their detailed coded records once consent has been established. To enable this: 1. From Vision - Management Tools select Control Panel File Maintenance - Online Services. 2. Tick Detailed Coded Record. 3. Click OK to save. Online Services Detailed Coded Record enabled Note Detailed Coded Record is not available without Summary Data being enabled. 34.

35 Enabling Demographics Providing they are registered for Online Services, you can enable your patients to view and/or update certain aspects of their demographic information. This is designed to save admin time within your practice To enable this facility: 1. From the Vision front screen, select Management Tools - Control Panel - File Maintenance. 2. Click Online, and the Vision Online Services screen is displayed. 3. Select from: Control Panel - File Maintenance - Online - Demographics View - Tick to enable your patients to view their own: NHS Number/CHI Number/H+C Number Name details (surname, forenames and title ) Gender 35.

36 Date of Birth Preferred address Main Address including the Postcode Telephone Numbers (latest recorded mobile and home number) Marital Status Ethnic Category (latest recorded) Usual GP (title, first name and surname) Branch Surgery attended (determined by the Notes kept at option in the patient Registration) Auto Update - Tick to enable your patients to be able to update their own: Home phone number Verified mobile number Preferred address The audit trail shows the update has been made by ROSU, indicating a patient submitted amendment. Communication - Audit Trail showing ROSU 36.

37 H Index History 29, 31 I Introduction 5 A Add Appointments Message 16 Add Gender, Role, Special Interests and Language 23 B Bookings Tab 18 C Cancellation Reasons 21 Cancellations Tab 20 Clinics Tab 24 Configure Online Appointments 14 Configure Online Repeats 29 D Define Old Repeat Offset 29, 31 Detailed Coded Record 34 Did Not Attends ( DNA's) 15, 17 E Enabling Demographics 35 Enabling Online Appointments 13 Enabling Online Prescriptions 28 Enabling Quick Registrations (OSU) 12 Enabling Vision Online Services 6 F Formatting HTML Messages 10, 16, 30 M My Health Online 2017 Website Update - Configuration User Guide 5 N NHS Mail Signature 7, 11 P Patient Message 29, 31 Prescription Message 29, 30 R Registration Tab 7, 11 S Sessions Tab 25 Slot Types Tab 26 Staff Tab 22 Summary Data 33 U Using the Message Editor 9, 30 W Welcome Message 7 What's New? 5 G General Tab 15 Global Configuration 6, 7