PCSE - Open Exeter. Practice Guide to Open Exeter. PCSE pg. 1

Transcription

1 PCSE - Open Exeter Practice Guide to Open Exeter PCSE pg. 1

2 Table of Contents 1.0 Introduction Security & Confidentiality... 6 Access Controls... 6 Caldicott Guardian Reports How to Register for Open Exeter... 7 Practices already registered Practices not yet registered Accessing Open Exeter & Password Maintenance... 8 Using a smart card instead of password Checking Patient Details Organ Donor Registration To access the Organ Donor Registration screen To amend a Patient's Register Details To withdraw a Patient from the Register To delete a Patient from the Register To check if a Patient is Registered Blood Donor Registration To access the Blood Donor registration screen To register a Patient as a blood donor To amend the Registration details of an existing patient To delete a Blood Donor Registration recorded in error To record the fact a patient has withdrawn from the Blood Donor Register Breast Screening To access the Breast Screening information Cervical Screening How to Check Patient's Cervical Screening Records How to view a Woman's Screening Record How to produce a HMR101 form Prior Notification Lists Accessing the Prior Notifications List To confirm if a woman should be invited To postpone the invitation To cease a woman from recall Notification of Non Responders How to Access the Non Responder notifications Producing a list of Non Responder notifications to generate a mail merge letter Notifications / Confirmation that recall has been ceased PCSE pg. 2

3 How to access the ceased recall notification Notification of women on early recall following an abnormal test result HPV Vaccinations Recording HPV vaccinations HPV batch insert HPV reports Status Report Standard Report Coverage Report PDF/CSV Generation Childhood Immunisations and Pre-School Boosters To access Childhood Immunisation Lists Completing the List Submitting the Claim View Immunisations Due Next Quarter PCSE pg. 3

4 12.0 DES/LES Claims Submitting Claims Manual Input of Individual Claims Inputting Several Claims of the Same Type Uploading Claims Where the information can be found: Amending/Deleting a claim Checking Previous Claims GP Payment Statements GP Statements How to access a Payment How to access Trainee Payments How to Access a Registrars Expenses Statement How to Access Seniority Payments How to Access Superannuation Statements How to access Reconciliation Statements How to access Drug Payments GP Capitation Statements Home Oxygen APPENDIX A Open Exeter Forms PCSE pg. 4

5 1.0 Introduction 1.1. Developed by NHS Connecting for Health, Open Exeter is a web-enabled viewer which provides the facility for Clinical Commissioning Groups (CCG s)/trust and Providers to share information held on the NHAIS (Exeter) database with other NHS organisation s For GP practices not only does it allow for the practice to view information held on the NHAIS system but it also provides a facility for them to both download information and to submit on line returns thus helping to reduce the amount of paperwork which is exchanged between the practice and the CCG/Trust/Providers PCSE is constantly seeking ways to reduce paperwork for practices and utilising the Open Exeter system provides for practices to: Access and download their payment statements. These can be downloaded direct to Excel and via XML direct into the practice accounts package removing the need for this information to be manually input. Check Cervical Screening Prior Notification lists and to submit returns on-line, removing the need to receive weekly listings for completion and return. Receive other notifications relevant to cervical screening including non-responder notification. Check and submit on-line returns in respect of Childhood Immunisation and Pre- School booster vaccination data removing the need to complete and return Listing s sent from PCSE or to generate prints from their own computer systems. Submit claims for enhanced services on-line removing the need to submit paper claims. Register Blood Donor and Organ Donor removing the need to copy and submit registration forms to PCSE. Produce HOOF forms pre-populated with patient demographic details Access to Open Exeter is also given to Trusts enabling them to check which practice a patient is registered with. This should also benefit practices by helping reduce the number of letters received by the practice for patients who are not registered All access to Open Exeter is very strictly controlled with Trusts only having sufficient access to correctly identify patients registered at their GP practices. For practices access is controlled so that only information relating to patients registered with that practice can be accessed. It is also recognised that even within a practice there are different access requirements and therefore all access is granted on an individual basis with the practice controlling which staff have access to the different information types. Further information on access control is included in this user guide This User Guide has been produced to help practices gain full benefits from the Open Exeter system. The guide was first published in 2008 and has since been updated to include the more recent enhancements to the system including submission of enhanced service claims and provision of cervical screening non responder notification. Any queries regarding the content of this document should be ed to pcse.openexeter@nhs.net Elaine Jones Head of Contractor & Patient Services. PCSE pg. 5

6 2.0 Security & Confidentiality 2.1 Strict controls are in place to ensure security of confidential data held on the NHAIS systems including patient identifiable information and contractor details. 2.2 Access for each GP practice is restricted to only that information relative to that practice. Further controls allow GP practices to restrict access to various applications within the system to individual staff members. Access Controls 2.3 Each practice is required to have a designated Primary Contact. This person will be responsible for approving individual practice members to have access to each area of the system. Access is granted on an individual basis and therefore the primary contact can approve access on a need to know basis. N.B. it is essential that user ID/passwords are not shared within a practice or that other members of staff use your ID/password. Caldicott Guardian Reports 2.4 Practices can grant Caldicott Guardian access rights to a named person within the practice. The access rights will enable that person to monitor usage of Open Exeter within the practice for a specified period of up to ninety days prior to the current date. For help with the reports (or with any other topics) click on Open Exeter s Help button and choose Caldicott Guardian Filters. PCSE pg. 6

7 3.0 How to Register for Open Exeter 3.1 Your practice may already be registered to use Open Exeter. You can check this by contacting the PCSE Open Exeter Team via at or alternatively you can contact the team on or Practices already registered may wish to grant access to additional members of staff. Practices already registered. 3.2 If your practice is already registered and you wish to register additional users your practice Primary Contact will need to approve the registration. The Primary Contact for the practice is usually the practice manager or one of the GPs. 3.3 Your Primary Contact will advise you whether you will need to complete a Data User Certification form or whether registration can be done on-line. On-line registration will automatically generate an to the PCSE Access Control Managers (ACM s) to authorize the user s access. 3.4 Your Primary Contact will complete a Data User Certificate on-line or on paper which will then be sent to PCSE. The form confirms the features of Open Exeter that you should be granted access to. The Data User Certificate form (Part C) is shown as part of Appendix A. Practices not yet registered. 3.5 If your practice is not registered you will need to complete a set of Data User Certification forms. These can be downloaded from the Open Exeter Information Page which can be accessed by clicking on the Links & Downloads page of the Open Exeter web site A copy of the forms and instructions for completion are shown in Appendix A. Completed forms to be sent to pcse.openexeter@nhs.net 3.6 Before registering you will need to designate a member of staff as the Primary Contact for your organisation. This is usually the Practice Manager. The Primary Contact is responsible for approving all access requests for users within the practice and will also receive the initial user names and passwords for those users. 3.7 There are 2 forms to complete for your organisation together with individual forms for each individual user. The organisation section of the application form (Parts A and B) is shown in Appendix A. 3.8 Once you have completed the forms, your Primary Contact will sign Part B and send the completed forms to PCSE. 3.9 Within 5 days of sending the forms to PCSE you will receive a User ID and Password to enable you to access the Open Exeter system. These are case sensitive It is important that you access the system within 7 days of being issued with your password, as for security reasons your initial password will be set to expire within that timescale. Thereafter you will need to change your password every 30 days, or to register your smart card against your Open Exeter account. Full details on how to change passwords and how to register your smart card are given in section 4 of this guide. All Other Practice and Organisation Requests 3.11 For all other requests outside of the GP User Guide and How-To-Guides please contact the Primary Care Support England (PCSE) Open Exeter Central Support Team in Preston on either or stating your GP Practice or Organisation alternatively you can the team at pcse.openexeter@nhs.net PCSE pg. 7

8 4.0 Accessing Open Exeter & Password Maintenance 4.1 Once you receive your password you need to access the system and change it within seven days, as when passwords are first issued they are set to expire after that time- period. 4.2 Start Internet Explorer 4.3 Enter the address (N.B. it may be saving this as one of your Favorites) Enter your User Code and Password. These are case sensitive (do not mix upper and lower case, and ensure you note the differences between O and 0 and I and 1). Click Log-in to system. The first time you log-in the message Your password expires in 7 days, please change it before then, will be displayed. Click OK. The screen shown below will then appear. Click on the Application: drop-down menu and choose Change Password Utility from the list. 4.4 Click Continue. The following screen will then be displayed. PCSE pg. 8

9 4.5 Enter your current password, then a new password, verify the new one is correct by entering it once again and click Change Password. 4.6 All passwords must be changed every 30 days and you will be prompted to change your password when it is due for changing. 4.7 To prevent unauthorised access, you will automatically be logged out of Open Exeter after a period of inactivity that is shown in the Time Out Amendment section of the screen. If you wish to change this to another figure, type in the time you wish (not more than 30 minutes) and click Change time-out. A message will be displayed showing the change has taken place. 4.8 You can also change your details, noting that the address that you state will be the one used if you need to retrieve a forgotten password. 4.9 Registering your Smart Card (see below) is also done on this screen. When all changes have been made, click on main-menu to return to the Application selection screen The Application drop down list on the main menu lists all the parts of the system to which you have access. Note that this may be different from other staff within your practice. Using a smart card instead of password 4.11 Those practice staff who have a smart card can register it against their Open Exeter account, Doing this will mean that you do not have to renew your password every 30 days To register your smart card you should access the Change Password application and then insert your smart card into the card reader You will be prompted to enter your card PIN. Enter the PIN number and then click on Register Smart Card When you first register your smart card with Open Exeter you will be prompted to approve the Open Exeter security certificate. This authorises the Open Exeter system to access the smart card credentials. To avoid having to do this each time you access the system you will be prompted to confirm that you want to always trust the content and should confirm this. PCSE pg. 9

10 4.15 Once you have done this the Open Exeter system uses the smart card as authorisation and there is no longer a need to renew passwords In the event of the system failing to register your card, you must contact the Help Desk (telephone number is available from the Contact details on the first Open Exeter screen) for assistance with the problem. PCSE pg. 10

11 5.0 Checking Patient Details 5.1 You can check the details held for any patient registered with your practice by accessing the Patient Details screen. This is the main patient screen and from this you will be able to access most patient information. 5.2 To access the Patient Details screen, Click on the Application drop-down menu and select Patient Details from the list. Click on Continue. You will then be presented with the Retrieve Patient Details screen from where you can search for the patient record you want to view. Type in the NHS number or Surname and Forename or Date of Birth and click on Search. PCSE pg. 11

12 If there is more than one patient who matches your search criteria, they will be displayed at the top of the screen. Highlight the one correct one and click Continue to display the next screen If there is only one patient then the next screen will be automatically presented with the Patient Details screen. Use the scroll bar if needed to view the whole record. 5.3 This screen also provides you with access to the information shown in the top left menu. Please see the specific sections of this document for details of how to use each of them. PCSE pg. 12

13 6.0 Organ Donor Registration 6.1 You can register a patient's wish to become an organ donor via Open Exeter. The system can also be used to amend organ donor registration details or to withdraw the registration should the patient request this. 6.2 Once recorded on Open Exeter the information is subsequently transmitted to the United Kingdom Transplant Support Services Agency. 6.3 Using Open Exeter for this purpose dispenses with the need for practices to submit photocopies of the GMS1 form to PCSE for registration purposes. To access the Organ Donor Registration screen 6.4 Follow the instruction for accessing patient details. Select Register Organ Donor from the pull down list from the Patient Details sub-menu at the top left of the window and then click Continue. The following screen will be displayed To record the details of the Organ Donor request, place a tick in the relevant box, or click on Any of my organs and tissues' to select all. Enter the date of consent and any comments made by the patient (maximum of 60 characters) and click Register. Once registered the screen will change to show the Amend, Withdraw and Delete buttons. These details will now be transmitted to the United Kingdom Transplant Support Services Authority, (UK TSSA) To amend a Patient s Register Details 6.5 You can alter any of the organ donor register details. Simply amend the information on the screen and click Amend. PCSE pg. 13

14 To withdraw a Patient from the Register 6.6 You can withdraw a patient from the NHS Organ Donor Register by clicking on the Withdraw button. A message will then be displayed to indicate the patient has been withdrawn. To delete a Patient from the Register 6.7 If a patient is entered on the organ donor screen in error, you can remove them by clicking on the Delete button. A message will then be displayed to indicate the patient has been deleted. N.B. Deletion is not the same as a request for withdrawal (see above). 6.8 There is no need to forward the GMS1form to PCSE. To check if a Patient is Registered 6.9 You can also check if a Patient is registered from the main-menu. Click on Application and choose Organ Donor from the drop-down list. Enter the Patient's NHS number and click on Registered? A new window, NHS Organ Donor Register, will open showing the patient's donor status. This can be updated as necessary. PCSE pg. 14

15 7.0 Blood Donor Registration 7.1 The GMS1 registration form allows a patient to register as a blood donor. Many surgeries also have additional blood donor registration forms for patients to complete. Rather than submitting paper registration documents practices can simply register the details online through the Open Exeter system. 7.2 The system provides facilities to: Register a patient as a blood donor Amend the blood donor information for a patient who has already registered as a donor Record that a patient has requested their name to be withdrawn from the blood donor register Delete blood donor registration previously entered in error. To access the Blood Donor registration screen Follow the instructions for accessing Patients Details and click on Register Blood Donor in the menu and then Continue. The Blood Donor window will then open. To register a Patient as a blood donor Enter the date the patient has signed their consent in the Date of Consent field If the patient has given a preferred address for contact, enter that address in the Address Line and Postcode fields. NB. Only enter this if the patient gives an address other than the recorded address for that patient. You may also click on the box Donated within 3 Years to indicate whether the patient has donated blood within the last 3 years if this information is known. Click on Register at the bottom of the screen. Once you have done this the screen will be updated and the option at the bottom of the screen will change to Amend, Withdraw, Delete PCSE 15 PCSE pg. 15

16 To amend the Registration details of an existing patient Access the Blood Donor screen for the patient via the Patient Detail screen. Amend the details i.e. Consent date and /or preferred address. Click Amend The amended details will then be saved. To delete a Blood Donor Registration recorded in error Access the Blood Donor screen for the patient. Click Delete The registration will then be deleted completely To record the fact a patient has withdrawn from the Blood Donor Register. Access the Blood Donor screen for the patient. Click Withdraw The record will show the patient has withdrawn consent PCSE pg. 16

17 8.0 Breast Screening 8.1 All women aged are already included in the NHS Breast Screening Programme and more recently the age range has been extended to cover all women aged Women are called, and subsequently recalled, for screening every 3 years. By accessing the woman's breast screening record within Open Exeter, you can easily check when the woman last attended for screening. To access the Breast Screening information Follow the instructions for accessing a Patients Details, but instead click on Breast Screening Episodes in the menu and then Continue. The woman's screening history will then be displayed. Scroll down the page to view the whole record. PCSE pg. 17

18 9.0 Cervical Screening 9.1 All women aged are included in the NHS Cervical Screening Programme. Women are called for screening in time to attend before their 25th birthday and are then recalled every 3 years up to the age of 49 and then 5 yearly from age 50 to 64. The call and recall of women is managed within the NHAIS (Exeter) system. 9.2 The system holds details of women s screening history i.e. details of all tests including the date, result and the recommendation made by the laboratory for recall interval. As there are links between all NHAIS systems, and copies of the screening history are electronically transferred between systems when a woman moves, this information is particularly useful for GP practices to view the screening history of newly registered patients. How to Check Patient s Cervical Screening Records 9.3 Access the Patient Details screen by clicking on the Application drop-down menu and selecting Patient Details from the list. Click on Continue. You will then be presented with the Retrieve Patient Details screen from where you can search for the patient record you want to view. Type in the NHS number, Surname and Forename or Date of birth and click on Search. You will now be presented with the Patient Details screen. Use the Scroll bar to view the whole record. PCSE pg. 18

19 To view a woman's screening history you should select Cytology History from the option at the top of the screen and click Continue. The screen shown below will then be displayed. 9.4 This screen summarises the woman's screening history with a single line entry for each test. By clicking on the heading row of the Result and Action Code columns you can display the code definitions How to view a Woman s Screening Record 9.5 To produce a more detailed report showing the woman's recall status etc, Highlight Cytology Reports on the Patient Details screen and click Continue. This will show you a report of the patient's test results. Scroll down to see all results. An example of a screening record is shown overleaf. PCSE pg. 19

20 Cytology Report Details Help I Close I Produce HMR101 Produce History Report XML I MISS AMANDA JANE BIEDERBECK Cytology Report for " " Recall Date: Total Tests: 14 Last Test HA: Reason for Ceasing Code: Notes Exclude from Target Payments: Notes: Free Text: Recall Information Recall Type: Recall Status: Inadequate LNSCA Date: Invite Date: GP informed PNLI Date: Final Non Respond: 3 (list result codes) PCSE pg. 20

21 How to produce a HMR101 form Practice Guide to Open Exeter 9.6 You can produce a pre-populated HMR101 form which includes a woman's demographic details together with previous test results as follows: Highlight HMR101 form editable' on the Patient Details screen and click Continue. This will open an A4 version of the HMR101 form into which further information such as sample taker details and clinical data can easily be entered in the spaces provided (see below). Sample Takers Details Clinical Data PCSE pg. 21

22 Once you have entered all necessary details, click on the `A5 HMR101 PDF (2009) [Default]' button at the top of the page If you have not completed all the mandatory details, a prompt screen will be displayed requesting Further Information Required : o The following information has not been entered: 360 Degree sweep Cervix visualised Sample taker Sample taker code o If you print the form this information can be added by hand or alternatively you can return to the page to fill in this information. Click on Return to Editable Form and complete the relevant details before selecting the `A5 HMR101 PDF (2009) [Default]' button again The following box will appear: Click on Open. This will open an A5 PDF document endorsed with the patient's demographic and clinical details, as required by the laboratory. (Shown below) PCSE pg. 22

23 NB These forms must be approved by the laboratory before use. PCSE pg. 23

24 Prior Notification Lists 9.6 To reduce the paperwork for GP practices the PNL can be made available via Open Exeter. Practices can then access the list, process and submit the response to PCSE. 9.7 N.B. The PNL is one of the key documents in the call/recall programme. It is essential that the lists are completed each week to ensure that women are invited for screening at the appropriate time. 9.8 Once you have registered to complete the PNL on-line you will no longer receive the paper listing. Instead you will receive an advising that the PNL is available for completion. Accessing the Prior Notifications List Click on main-menu, select Prior Notifications List from the Application: drop-down list, and click Continue. The following screen will open. Note that there could be multiple screens and it will be necessary to scroll to the bottom of the screen to Page On to the next one or Page Back from the bottom of the list. Recall Type Submission date 9.9 The screen will display the date (shown in Red) by which you will need to submit your response. Failure to do so will result in all women on the list receiving an invitation The screen displays lists of women due to be invited for screening (press Page On to see the complete list). The lists are grouped according to the recall type (also shown in Red), which are: Called - Women who are being invited for the first time. Routine - Women who had a test either 3 or 5 years ago depending on their age. Repeat Advised - The last test that these women had, recommended a further test to be taken after a specified number of months. Suspended - The last test that these women had was either taken at Colposcopy or the recommendation was that the woman was referred to Colposcopy. The next test due date shown for these women will therefore not be the actual date the next test is due, it will be a date 15 or 10 months since the last recorded test depending on whether the last test was negative or non negative. The names are therefore included in the list for you to confirm whether these women should be invited for screening or whether they are still under the care of a gynaecologist. In view of this it is recommended that the names in this section of the PNL are always checked by a GP or practice nurse. Inadequate The last test was reported as inadequate and a repeat test is recommended. PCSE pg. 24

25 9.11 You don't have to complete all of the records at one sitting'; you can press Submit Returns after completing any number of records If at any time you make an error press Reset, however, please be aware that this will clear ALL entries made since the Submit was last pressed Please note that you may lose changes made if you navigate away from the screen or leave it for some time without pressing the Submit button Each woman on the list will be sent an invitation shortly after the cut-off date shown unless you advise that she: be permanently removed from the cervical screening programme (i.e. that she is ceased from recall); or has her invitation deferred 9.15 It is important to note that ceasing a woman from recall will permanently remove her from the call/recall programme To confirm if a woman should be invited Tick the Submit checkbox below the NHS number for that woman's entry leaving the other fields empty, continue to the next record or press Submit Returns button at the bottom of the screen. To postpone the invitation Tick the Submit checkbox for that woman's entry Select the correct reason for deferring the woman's invitation from the drop down list provided Recent Test this must only be used to postpone recall for patients who have had a cervical screening test taken in recent weeks and the result has not yet been received from the laboratory. (Please select the minimum postponement available.) Current pregnancy this must only be used to postpone recall for patients until an appropriate time after their expected date of confinement Under treatment relevant to screening this must only be used to postpone recall for patients who are currently under treatment or have been discharged back to GP care following treatment. NB If the patient is to be returned to routine' 3 or 5 yearly recall, you should note this in the additional notes field. Practice invitation this should not be used to postpone recall for patients. Specify how long the deferment period should be. When you are ready to submit your return click the Submit Returns button at the bottom of the screen. Alternatively, if you wish to clear entries from the screen click the Reset button To cease a woman from recall (N.B. This will permanently remove the woman from the screening recall programme!) Tick the Submit checkbox for that woman's entry Select the correct reason for ceasing the woman from the drop down list provided, ensuring that the corresponding delay period field is empty PCSE pg. 25

26 Due to age this must only be used to notify of women over 65 who no longer require routine cervical screening No cervix this must only be used to notify of women who have had a total hysterectomy ie. no cervix Patient s informed request for no further smear test this must only be used to notify of women who have made an informed decision to be permanently removed from recall. NB PCSE will write to the woman to obtain her signature confirming she wishes to be ceased from recall and explaining how she can change her mind at any time in the future by contacting her GP practice. A copy of her signed letter will then be forwarded to the practice When you are ready to submit your requests, click the Submit Returns button. Notification of Non Responders 9.16 Non Responder notifications are sent to practices if there is no record of a woman attending for a test after having been sent an invitation and reminder letter These notifications which were previously sent on cards can be made available via Open Exeter This is particularly useful as when they were originally introduced they were designed to be inserted into the paper medical records and to act as a prompt for the practice to discuss cervical screening when the woman next attended the surgery. Since practices now use the electronic records the cards are of little value and will be more useful in this new electronic format The vast majority of these notifications are for information only and will require no action from the practice, other than to click a button to acknowledge receipt. However, as with Prior Notifications, there is the facility for the GP practice to request that recall should be postponed or ceased How to Access the Non Responder notifications 9.20 The non responder notifications are listed in the Electronic Cards application of the Open Exeter system together with other screening notifications. Click on the main menu and select Practice Electronic Cards from the Application drop down list. Click Continue and the following screen will be displayed:- PCSE pg. 26

27 (NB. If you have no notifications to process a screen will be displayed advising you that there are no outstanding notifications for your organisation) 9.21 This is the electronic card summary screen and is used to notify the practice of all women who have failed to respond to an invitation and reminder letter (non-responders); women who have been ceased from recall and any newly registered women who are currently under follow up following a previous abnormal result Each woman on the Electronic Card Summary list is identified by her NHS Number, Surname, Title, Forenames and Date of Birth. In addition the listing gives her GP Code, Notification Type and Recall Type. The page will display all current notifications for the practice in NHS Number order. It is possible to re-sequence this list by GP Code by clicking on the appropriate column heading. The currently selected sort column is indicated by an asterisk (*) next to the heading. To list only the non-responder notifications select non responder from the drop down list under the heading Notification type 9.23 The list will refresh and only the names of those women who are being notified as nonresponders will be displayed. (NB. You can return to the full list at any time by clicking on the Reset button.) PCSE pg. 27

28 9.24 You need to advise PCSE if you are aware of the reason for non-attendance for screening and you wish to postpone or cease recall for any of the women listed as non responders'. You can do this by selecting the record for the woman's whose details you want to update and clicking on the NHS number in the left hand column The detail screen below will then be displayed for the NHS number selected: NB - Clicking on the Show History link situated next to the number of tests field will call up a window displaying this patient's entire screening history. If you wish to notify that recall for this patient should be postponed or ceased, click the Yes option next to PCO Action Required? and additional fields will become available Three additional fields will be displayed. The first is a drop-down list providing you with a choice of reasons to either Defer or Cease this woman from Recall. The reasons are the same as those used for PNLs, and like those, selecting a Deferment reason requires a Delay Until date to be entered. This is the second of the two fields, and is only active if the Requested action is set to one of the Defer reasons. The Delay Until field itself is read only, (you cannot type in it) but clicking on either the text field or the calendar icon beside it (assuming a deferment reason is selected), will cause a pop-up calendar to appear. PCSE pg. 28

29 Click on the calendar to select the date you wish the woman to recalled. NB: As with PNLs, you may only defer recall by a maximum of 18 months. Any additional details may be filled in the last text field (a maximum of 60 characters in length) Once any additional details have been filled in, click the Submit Record button. This will notify PCSE of the changes and the name will be removed from the list of non responders on your screen. If you wish to retain a printed copy of this record, pressing the Print Record button, at any time prior to update, will open up a print dialogue box and you can print the screen to your usual printer. If no action is required for this patient, leave the PCO Action Required? field set to No and simply press the Submit Record button. This will set the record to requiring no action and remove it from your list, returning you to the Electronic Card Summary screen. Once you have actioned the non responder notifications you should click on the reset button to ensure your screen shows the full list all notification types 9.27 If PCSE has a query on any replies to the non responder notifications the names will appear in red on the list of non responders on your screen. There will also be a message at the top of the screen stating: NB: Previously requested action has been rejected by your Service Provider. (Hover over this message for more details.) If appropriate you can select an alternative action and resubmit. Producing a list of Non Responder notifications to generate a mail merge letter 9.28 You may wish to use the list of non responders to generate a list of patients to enable you to produce an invitation letter to the woman. To do this first filter the list to ensure only non responder notification are listed by clicking on non responders in the drop down list under Notification type. Next click on Generate CSV button. Pressing this button will create a CSV (comma separated) download file containing a record for EACH PATIENT CURRENTLY DISPLAYED ON THE SCREEN. This means that you can download files for a particular GP, Recall Type or Notification type (or any combination of the three) which can then be used as a data source for Mail Merging in Microsoft WordTM or similar. PCSE pg. 29

30 9.29 The fields included in the download are: NHS Number Surname Title Forenames Date of Birth GP Code GP Name Notification Type Recall Type Address Line 1 Address Line 2 Address Line 3 Address Line 4 Postcode No. of Tests FNR Count Positive/Doubtful Marker Recall/Ceasing Date Latest Invitation Date Latest Notification Date Notifications / Confirmation that recall has been ceased 9.30 If a practice notifies PCSE that a woman should be ceased from recall, confirmation is sent to the practice that this has been actioned In the same way, if any newly registered women have already been ceased from recall by a previous GP, practices are notified of this. Both these notifications which have previously been sent to practices on card can be made available via Open Exeter. These notifications are included in the Practice Electronic Cards application 9.32 The vast majority of these notifications are for information only and will only require you to click a button to acknowledge receipt. How to access the ceased recall notification To restrict the list to only notifications that recall has been ceased select Recently Ceased from the drop down list under the heading notification type. The list will refresh and only cease notifications will be listed. This will include details of women who your practice has requested are ceased from recall and any newly registered women who have already been ceased from recall. To view information about any of the women listed click on the NHS number and detailed information will be displayed as shown on the screen below. PCSE pg. 30

31 To view the woman's screening history click on show history' button If you need to advise PCSE that the woman's name should not be ceased from recall click Yes' on PCO Action Required. This field should be left at No' if you do not need to advise PCSE of further action required. For Ceased patients, the action requested must be given in free text form. The screen provides you with three text fields (each a maximum of 60 characters in length) in which to provide a brief explanation of the action required. Click Submit Record to return the notification to PCSE and the name will be removed from your list. PCSE pg. 31

32 Notification of women on early recall following an abnormal test result. To restrict the list to only notifications of newly registered women who are under early follow up following a previous abnormal test, select Abnormal Follow Up from the drop down list under the heading Notification Type. The list will refresh and only those women on early recall will be listed. This will include details of women who have recently registered with your practice and who are still on early recall following a previous abnormal test result. To view information about any of the women listed click on the NHS number and detailed information will be displayed as shown on the screen below. Details of women on early follow up are sent to the practice for information and there is no need to reply to these. However if you need to send comments back to PCSE you can click Yes' on the PCO Action Required and you will have the facility to enter a comment on the record to notify PCSE. In all other cases, this field should be set to No'. You can view the woman's previous test results by clicking on the Show History button. Click Submit Record to return the notification to PCSE and the name will be removed from your list. PCSE pg. 32

33 10.0 HPV Vaccinations 10.1 The Open Exeter System should be used to record details of HPV vaccinations to ensure the information is recorded against cervical screening records for the future. Once vaccination details have been recorded the information is stored on the NHAIS system and should the girl subsequently move to live in another area then details of vaccinations will be forwarded to the NHAIS system that serves that area. Recording HPV vaccinations Once you have accessed Open Exeter, select HPV Vaccinations from the Application drop down menu and click Continue. The HPV Vaccinations screen below will be displayed Click Actioned to show the screen below with details of girls who have already received one or more vaccinations: Click the Not Actioned button to show girls who have not had a vaccination. PCSE pg. 33

34 HPV batch insert Practice Guide to Open Exeter 10.2 The HPV Batch Insert facility allows you to record details of vaccinations given to one or more patients without having to call up a separate screen for each patient. It can be accessed from the menu on the Actioned or Not Actioned screens. Click on HPV/Batch Insert on the HPV Vaccinations screen to display the Batch Insert facility. The following screen will be displayed: 10.3 To manually record the vaccinations: Enter the patient s NHS number. Double-click the Vaccination Type field to access a drop down list of valid vaccination types and select the correct one. Double-clicking the Vaccination Date field opens a date picker that can be used to select the vaccination date. To enter the dose (or valid refusal codes), double-click the Status field to access the drop-down list. The system will work out for you whether it is the first, second or third dose, that you have entered. Once the data has been entered click the Insert button to submit the data. The screen redisplays the HPV Batch Insert screen with the recently added vaccination details as displayed below. Further records may then be entered as described. PCSE pg. 34

35 When you've finished adding the records, click on Back to return to the Actioned/Not Actioned screen To upload vaccination details from a report produced from the practice clinical system Download a report from your clinical system to include the following data items: NHS Number Vaccination Type (C= Cervarix, G= Gardasil) Vaccination Dose Date of vaccination Batch number of vaccine. Save the report as a CSV file on your PC Access Open Exeter, select HPV Vaccinations and from the HPV Batch Insert screen, click the Browse button. You will be able to select your download file that you have created on your PC. Once you have selected the file, click on Upload on the batch insert screen. Details of vaccinations will then be uploaded directly into the Open Exeter system and will be held against the girls' future cervical screening records. When you've finished adding the records, click on Back to return to the Actioned/Not Actioned screen. HPV reports 10.5 The HPV Reports element of Open Exeter allows you to generate a variety of reports relating to the recording of HPV vaccinations. The HPV Reports application can be found in the Application drop down menu. Select HPV Reports and click on Continue, the screen shown below will be displayed. A number of different reports are available; these can be chosen by selecting the appropriate radio button. The results of all reports can be further filtered by entering a value (or values) into the text boxes at the head of each column (as shown below) and pressing Enter. PCSE pg. 35

36 Status Report 10.6 The status report, uses the current status of each patients record. The report lists all vaccinations recorded between two specified dates and for the age-range indicated. Use the date pickers to enter the appropriate age range in the DoB and Date Recorded between fields. Click on Search to display the report. Any available data will then be displayed (as above). Standard Report 10.7 There are a number of standard reports available. These will list Patients where: Coverage Report no vaccine has been recorded or vaccination has been refused vaccination has been refused and the reason one dose has been administered two doses have been administered Enter an age range, as before, select a report and click on Search to display the results The coverage report shows coverage rates for the vaccination programme. PDF/CSV Generation Enter an age range, as before, click on Search. The report shows the following: Denominator - total number of young women in the specified age group Number who have had all three doses Percentage who have had all three doses 10.9 All reports have the option to export the search results to either a CSV or PDF file. Selecting either the CSV or PDF button will display the screen below: If you chose PDF, clicking on the word here will open the report as a PDF document. PCSE pg. 36

37 If you chose CSV, clicking on the word here will display the following dialogue box: Clicking on Open will open a copy of the report in Excel. PCSE pg. 37

38 11.0 Childhood Immunisations and Pre-School Boosters 11.1 To claim payment for Directed Enhanced Services for childhood immunisations, practices are required to confirm the vaccination status of all children aged two and five years registered with the practice on the first day of each quarter Using the Open Exeter facility, practices can submit details of vaccinations on-line, rather than annotating lengthy printouts Once you have registered for Childhood Immunisations Lists you will receive an each quarter notifying you when the lists have been made available for completion Any practice who has not submitted a return will also receive an two weeks before the cut-off date reminding them to submit the claim It is important that the lists are actioned and submitted before the cut off date as failure to do so will result in payments not being made. To access Childhood Immunisation Lists Click on the Application drop-down menu and select Childhood Immunisation Lists. You are then presented with the Childhood Immunisations Lists - Summary screen. There will be an entry for each GP in the practice for both childhood immunisations and boosters Click on the relevant quarter you are working on i.e to view the Childhood Immunisations Lists List screen showing the details of children due for vaccination. PCSE pg. 38

39 11.6 In the example above the screen shows the list of children due for booster vaccination for Dr Amber on The screen shows all children aged 5 who were registered on the first day of the quarter To qualify for payment the booster vaccination should have been given on or before that date. To meet the payment deadline this statement must be submitted by the second month of the quarter in which the payment is due (e.g. for payments due on , the deadline for submission will be After the cut off date the details will disappear from your screen and you will be unable to submit your claim To assist you in sending your claims in on time the system will generate an to the main contact at your surgery, usually the Practice Manager or GP, two weeks before the cutoff date to advise that no claims have been received from your practice The following screen shows the list of children who are due for immunisation for Dr Amber on There are two ways to record immunisation data: Inputting immunisation data manually Uploading immunisation data using a CSV file PCSE pg. 39

40 Inputting immunisation data manually Click on the relevant quarter you are working on i.e You will then be presented with the Childhood Immunisations Lists List screen. Completing the List To enter details of vaccinations against one of the children's names listed, insert the date of the Completing Dose of the relevant vaccination in the date fields using the date picker facility. If the vaccination has been given under GMS i.e. at the surgery or at the child's previous surgery, you must put a tick in the box under heading As GP next to the date the vaccination was given. When the list is complete, press Save List. Click on Return to Statement List to return to the main menu. Complete a statement for each GP. Uploading immunisation data using a CSV file To upload immunisation data into Open Exeter you will first need to create a CSV file containing the following information which may be available on your clinical system: GP Code: A valid local GP Code Immunisation Type: BOOSTER, MMR, FIVE IN ONE or MENC List Date: The valid quarter date, eg Immunisation Date: Date immunisation administered Data source: NHAIS cipher code of where the data is from NHS Number: 10 digit NHS number PCSE pg. 40

41 Immunisation Under GMS: Please indicate `Y' or `N' if including this information in upload. This information can be entered manually after upload if necessary. To upload the CSV file, click Show on the Childhood Immunisations Lists Summary screen To select the CSV file to be uploaded, click Browse. Alternatively, the file location can be typed into the box, if known Once the CSV file has been selected, click the Upload button A file upload report will appear above the Upload and Browse buttons. Access the file upload report. This will show whether the upload was successful or failed. Further guidance may be found by clicking the help link above the Browse button. Submitting the Claim IMPORTANT: Once all statements for the practice have been completed, and they are all in Save mode you must then go back into each one and click on Submit Claim. A box will then appear in the top left hand corner named Script Prompt. In the box underneath will be the word Undefined. PCSE pg. 41

42 You must delete the word undefined and type in your User Code then click on OK. The claim will then be submitted to the system and the database will be updated with the information you have provided. (This process has been introduced to ensure that claims will not be submitted in error). View Immunisations Due Next Quarter The screen below shows the children whose names will appear in the next quarter s statements. To view this, select the immunisation quarter from the Summary screen and then click on the button on the left hand side of the Childhood Immunisations Lists List screen called View Next Immunisations list for xxxx. PCSE pg. 42

43 12.0 DES/LES Claims 12.1 It is possible to submit all enhanced service claims on line via Open Exeter thus removing the need to submit paper claims Once you have accessed the Open Exeter system select DES/LES Payments from the Applications Menu and click Continue: 12.2 The screen which will be displayed will show details of all enhanced service types that your practice is able to submit. For each claim type the Paycode, Paycode Description, Type, Rate and Fee are displayed Under the heading Type you will see that it reads Individual. This indicates that for this paycode, claims must be entered individually There is a Rate column which will show either A, B or C. You will see, in the example above, the paycode GSWINE is listed twice, one showing Rate A and then again showing. PCSE pg. 43

44 Rate B. This is because there is a rate for single dose Rate A and a rate for double dose Rate B. By moving your cursor over the rate letter it will display more details. Submitting Claims 12.5 There are two methods that can be used to input claims into Open Exeter: Manual Input Uploading a file containing details of claims Manual Input of Individual Claims When you have found the correct paycode and rate, click on the (add) at the side of the paycode. You will then have a screen like this: In the field marked Claim Date you should enter the date the activity took place.(e.g. vaccination date) and not the date the claim is being submitted. Enter the date by clicking on the calendar icon to the right of the Claim date' input box and selecting the date. The field Claims shows that this is a single claim and should not be amended. Next enter the patient's NHS number in the NHS number field. Click the click to save button. Your screen will display the following message OK to update the Exeter System with these values? If you are happy the data is correct click OK. PCSE pg. 44

45 Your claim data will have been entered onto the Exeter system awaiting the next payment run. Continue entering the remainder of your claims. Inputting Several Claims of the Same Type If you have several claims of the same type to input, then after you have types in the NHS Number for the first claim, click Multiple Claims instead of Save. Click add to pending claims You can now add details of up to 30 more claims ensuring that you click Add to pending claims after each one. The claims you have entered will be shown When all claims have been recorded click Save Pending Claims button at the bottom of the screen. PCSE pg. 45

46 NB. Whilst you are inputting details of claims you can amend or delete and claims which are in pending claims by clicking on the relevant button. Once edited click on update When the claims have been saved, any further amendments that are required, will need to be made using the procedure Amending/Deleting a Claim described later in this section. Uploading Claims 12.7 Claims can be uploaded into Open Exeter using a.csv file. An example of how CSV data corresponds to a table of data is shown below: Paycode, Rate, Type, Claims Date, Number of Claims, NHS Number, GSWINEW, B, I, , 1, , FLUQWEE, A, I, , 1, , SURGFEW, B, I, , 2, , CSV File Definition A CSV (comma separated value) file is a simple file format which represents data. The first line of the file corresponds to titles of columns and the rest represent rows of data. These are all separated by commas. Where the information can be found: Paycode A list of all paycodes your practice is entitled to claim for is shown once logged into Open Exeter and you have selected Des/Les Payments. Rate This information can also be found on Open Exeter and you have selected Des/LeS Payments. NB THIS IS A LETTER (A,B) AND NOT A PRICE VALUE. Type This will always be I as claims are at a patient level Date This is the date the actual service was provided (Not the date being input onto Open Exeter) and needs to be in the format dd.mm.yyyy. PCSE pg. 46

47 Number of claims This is the number of claims specific to the individual. In most cases this will be 1. NHS number This is the unique number for the patient you are claiming for Once the CSV File has been created this can be uploaded into Open Exeter using the following steps: Click on show To choose the file that you want to upload you can either: click on the button labeled Browse... or click on the box to the left of this button. You will then be able to select the file you wish to upload. PCSE pg. 47

48 Once you have selected your file click on the button labeled Upload this file situated to the right of the Browse... button. Your file will then be uploaded and checked to see if it conforms to the formatting outline in the above table. After you have clicked Upload this file the application will firstly check that the file is valid. If the upload is successful the message Successfully Added will appear (as below) If there is any invalid information contained in the upload file then the entries containing this invalid information will not be uploaded. You will be informed which entries have failed and the reason why (example below). You will then have to upload the failed information, via a new upload file, once the amendments to the failed entries have been actioned. PCSE pg. 48

49 12.10 If the upload file contains both valid and invalid information, two tabs will appear (as per example below), the Successfully Added tab will show those that have been uploaded successfully, the Failed tab will show the invalid entries and the reasons why they have failed. You will then have to upload the failed information, via a new upload file, once the amendments to the failed entries have been actioned To assist with the re-input of Failed items it is recommended a screen shot be taken of the items, as this information is not available to be reviewed again once the screen has been exited. This can be done by pressing the Print Screen key on the keyboard, then open another application such as Word or Excel, right click on your mouse and select paste. This can then be saved so checks can be made to correct the errors identified. PCSE pg. 49

50 Amending/Deleting a claim If you wish to amend an unpaid claim you will need to initially delete the claim and re-input, following the guidance above. If you wish to delete a claim you will need to click on the paycode you wish to delete and this will bring up a list of the claims made. Select the claim you wish to delete. You will then need to replace the value in the Claims field with a 0. PCSE pg. 50

51 A further action is then requested to ensure the changes are correct. Click OK if correct (as below). A further message saying the Payment has been deleted will appear (as below). PCSE pg. 51

52 Checking Previous Claims Should you have the need to check previous claims, then this can be done by clicking on List all claims (as below) The screen below will appear You will then be able to input different search criteria such as: - Date ranges - Claim Date - Paycode - NHS Number It is then possible to filter the search further by selecting - A specific Rate type - A specific Payment Type - A specific Paid Status PCSE pg. 52

53 13.0 GP Payment Statements GP Statements 13.1 GP Statements are available for all payments made. For main monthly GMS or PMS contract fees, all detailed information is contained in the GP Statement. For Trainee Payments, Seniority Payments and for Drug Payments, there are separate supporting statements. There is one statement produced each quarter which supports Global Sum calculations Additionally superannuation statements are available All statements can be printed or can be downloaded into a spreadsheet format from where they can be uploaded into practice accounts systems. How to access a Payment Access Open Exeter and from the drop down menu under Application, select GP Statements and click Continue. In the GP statements section of the screen, highlight the quarter start date and the year and click View GP Statements. The screen shown overleaf will be displayed. PCSE pg. 53

54 Please select a payment date Single date 17 Quarter Beginning Januar/ April This will now show all of the payment dates for the quarter you have identified. To July select the one you want, dick on October the grey box on the right hand side. r Annual Payment Date 2010 View GP GP Statements Statements I Trainee Payments GP Registrar Expenses Seniority Payments Please select a trainee GMC code Please select a payment date GMC Code: A OR select a payment date Payment Date: 21/06/21)07 (GMC ) View Registrar Expenses C Payment date: 121/06/2007 (GMC )M View Trainee Payments"' y Please select a payment date: q y. box on the right hand side )08(6341.5d) GP Name: ANDREW AMBER Financial Year: Superannuation Statements Please select a GP View Superannuation Statement 1 GP Name: IAN DREW AMBER Financial Year: Reconciliation Statements Please select a GP View Reconciliation Statements 1 This will now show all of the payment dates for the quarter you have identified. To select the one you want, dick on the grey box on the right hand side. Open Exeter Open Exeter change date I main-menu I log-out I change date I main-menu I log-out I PAYMENT DATE PARTNERSHIP! PRACTICE 'MIER ir It 10.03,2007 PAYMENT DATE EXAMPLE PRACTICE PARTNERSHIP! PRACTICE ngms 'MIER ir It CH ,2007 IEXAMPLE PRACTICE PRACTICE ngms ngms CH IEXAMPLE PRACTICE ngms PCSE pg. 54

55 The Statement that you have selected will now be displayed. If you would like to convert the GP payment information into a format that can be viewed as a spreadsheet in Excel, then click on the CSV button. A message will now be shown, asking if you want to open the file, click Open and Excel should load automatically and display the statement in a spreadsheet format. Once the spreadsheet is loaded into Excel you may then save the document in any file type you wish in your chosen location. PCSE pg. 55

56 How to access Trainee Payments From the Main Menu under Application, highlight GP Statements and click Continue. Scroll down the screen until you can see the heading Trainee Payments as displayed on the previous page. Use the drop down arrow to select the relevant payment date and trainee GMC Number. For practices with more than one trainee, there is a statement for each trainee in post. Click View Trainee Payments. PCSE pg. 56

57 How to Access a Registrar s Expenses Statement Scroll down the GP Statements screen until you can see the heading GP Registrar Expenses. Select a Payment date from the pull down menu and click View Registrar Expenses to display the expenses at the date selected. How to Access Seniority Payments. Scroll down the GP Statements screen until you can see the heading Seniority Payments. Select the payment date from the pull down menu and click View Seniority Payments. The following screen will be displayed. PCSE pg. 57

58 How to Access Superannuation Statements Scroll down the GP Statements screen until you can see the heading Superannuation Statements. Select the GP name and Financial year from the pull down menu and click View Superannuation Statement. The following screen will be displayed. How to access Reconciliation Statements Scroll down the GP Statements screen until you can see the heading Reconciliation Statements. Select the GP name and Financial year from the pull down menu and click View Reconciliation Statements. The following screen will be displayed. PCSE pg. 58

59 How to access Drug Payments From the Main Menu under Application, highlight Drug Payments and click Continue. This is the Drug Payments Options screen. Selecting the Partnership option, will provide the details of all the prescriptions paid to the practice for the month. Alternatively, if you wish to view items for an individual GP, use the drop down arrow to the right of the GP Name. When complete, click Continue to view the selection. PCSE pg. 59

60 14.0 GP Capitation Statements 14.1 Rather than receive paper reports detailing quarterly capitation counts, practices can view these on line using Open Exeter capitation statements. From the Main Menu select GP Capitation Statements and click Continue. On the following screen, select either the GP code to view or Partnership code to view from the drop-down menu. Chose whether you wish to display the Current Quarter or Previous Quarter. When viewing the previous quarter select the month and the year that you wish to view. Click on Continue to view the Statement you selected. PCSE pg. 60

61 15.0 Home Oxygen 15.1 GP Practices can access the list of their patients who are being supplied with Oxygen. To open this, choose GP Home Oxygen from the Applications drop-down list and click Continue This will display the list of all those patients for whom you have previously produced a HOOF. You can modify the HOOF for a patient by clicking on the HOOF ID and updating the displayed form To add a patient to the Home Oxygen service, click on Add HOOF on this screen A new HOOF form will be presented as shown overleaf. It can be automatically populated with a patient's administrative details from the Open Exeter system. Insert the Patients NHS No. in the NHS Number field (1.6) and click Find IMPORTANT - CHECK that you have traced the CORRECT patient. If the correct patient has been selected, click on Select and Populate HOOF with details and the system will populate the form with the patient's details. Click Commit Changes The mandatory fields, highlighted in green, must be completed. To print the completed form click on Save and then Print Form The form can now be sent to Air Products in the usual way. PCSE pg. 61