Suspected Cancer Two Week Referral Forms for GPs A step-by-step guide to installing and using the SystmOne Integrated Word forms.

Transcription

1 Suspected Cancer Two Week Referral Forms for GPs A step-by-step guide to installing and using the SystmOne Integrated Word forms. Dr Ian Rubenstein Eagle House Surgery Ponders End Enfield 1

2 Table of Contents 1. Introduction Downloading the document templates Installing the forms Displaying a form when making a referral Altering a form Using a form

3 Introduction The new London Cancer two week referral forms are designed to make it as easy as possible to refer patients suspected of having cancer with the minimum of effort. The forms are provided as SystmOne New Word Letter Templates (files with the extension.xml). They contain special codes which interface with SystmOne. Opening a template as a document within a patient s SystmOne medical record will generate a referral form, pre-populated with patient and practice details. GPs respond to questions in the clinical section of the form, typically by checking boxes or entering a minimum amount of text. The new forms will also automatically include relevant laboratory or imaging results stored in patients medical records. Before the templates can be used to generate referral forms, they must be installed as SystmOne New Word Letter Templates. This booklet explains how to correctly install the SystmOne New Word Letter Templates so they can be used to generate two week wait referral forms. It also explains how to produce forms during consultations with patients and how completed forms can be sent to hospital trusts. Downloading the document templates In order to install the templates into SystmOne, you will need to download a compressed (ZIP) file containing the form templates onto one of the computers in your surgery. The ZIP file is available from the London Cancer website. You can place this file anywhere on your computer. Once it has been used to install the templates onto the SystmOne server, it can be safely deleted. It is simplest to download it straight onto your Windows desktop (see picture, below). 3

4 Double-click on the ZIP file In order to open it (see picture, right). Select the folder named SystmOne Integrated Forms, right-click on the folder and select menu item Copy. Next, right-click on your Windows desktop and choose menu item Paste. The folder should be visible on your windows desktop (see picture, below) and you can now safely delete the ZIP file. Double-click the folder icon to reveal its contents (see picture, below). There are currently 13 different document templates that are used for 2 week referrals to various specialties. 4

5 Although these templates generate Microsoft Word documents when opened up from within SystmOne, they have to be installed into SystmOne first. If you attempt to open a template from your Windows desktop you will be presented with a very strange looking document (see below) The next section explains how to correctly install the templates so they can be used to generate referral forms. Installing the forms Make sure you have the correct SystmOne permissions to do this. You will have been assigned a SystmOne Role Based Access Control (RBAC) number. Without the correct RBAC number, the menu options required to install the templates will not be available to you. You will need to consult your practice manager or data controller if you find you are not presented with the menu options described below. You also should have downloaded the ZIP file containing the SystmOne Document Templates onto your computer (see Downloading the document templates, above). The following discussion assumes you have downloaded the ZIP file and have successfully copied the folder it contains onto your Windows desktop. You only need to do this on one computer in your surgery. Once the document templates have been installed into SystmOne, they will be available to all users on your network. Next, follow these steps 5

6 1. The picture below shows part of the SystmOne home screen. Click on menu option Setup, which is located on the SystmOne Menu at the top of the screen. 6

7 2. Click on menu option Referrals & Letters and then menu option 'New' Word Letter Templates. 3. This will take you to the New Word Templates screen (see picture below) There are are two panes on the New Word Templates screen: The left hand pane allows you to find a letter template quickly by selecting the folder in which it is stored. The right hand pane displays a list of the templates contained in the selected folder. 7

8 4. The next step is to import the new templates into the current list of active templates. Click on the tab labeled Import Templates. 5. This opens the Import Templates dialog box. This allows you to find the folder containing the downloaded template files, which you should have downloaded onto your Windows desktop (see picture below). 8

9 6. Use the file explorer in the dialog box to find the folder containing your downloaded files. Double-click on the folder to show the files it contains (see below) 7. The forms will be imported into a folder labelled London Cancer (see picture, right). You have successfully imported your word letter templates. 9

10 Displaying a form when making a referral You must be in a patient's medical record in order to make a referral using one of the London cancer forms (see picture below). To make a referral, right-click with the mouse on Referrals in the left-hand pane. Then choose menu option New Word Referral from the menu which appears. 10

11 Before you can choose the word letter template, you have to give SystmOne some details about your intended referral. This is done via the next screen (see below). At the very least SystmOne will expect you to have filled in some of the recipient's details. You must also provide the appropriate Read code for the referral. Choose the word letter template required by clicking on the button marked Choose Template. Finally, to display the form click on the button marked Write Now. 11

12 Altering a form You will need to alter the form s word letter template because SystmOne does not have the ability to add your surgery s bypass telephone number (your surgery s private number, which is not for general release). Of course, you can do this once you have generated a referral form. However GPs would have to do this each time they made a referral. Adding this to the word letter template means GPs do not have to type it each time they make a referral. How to alter a form 1. Go to the New Word Letter Templates screen (see below). 2. Click on the London Cancer folder. 12

13 3. The right hand pane displays a list of installed London Cancer two week wait referral forms (see below). 4. Right click on the form you wish to alter and choose menu option Amend Document (see below) 13

14 5. The form you have chosen will open up in Microsoft Word and you will be able to make any changes you wish. 6. It is a good idea to make sure that form protection is enabled before you make any changes to the template regarding practice details. The most likely circumstance is when you will add the practice bypass telephone number, which is not presently available as a merge field in SystmOne. Use the form protection button on the SystmOne Mail Merge ribbon menu. Form protection is toggled on and off by clicking on the Form protection button (note it is highlighted when protection is on - see picture below) Form protection is off. Form protection is on. Turning form protection on ensures you do not inadvertently over-write any machinereadable areas. See the section Using a form (below) for more discussion about enabling form protection. Please note that if you wish to amend hospital trust details, you cannot do this with protection enabled. You must turn form protection off before attempting to save the amended document. 7. When you have finished editing the document, save and close it by clicking on the 14

15 Save button on the SystmOne Mail Merge ribbon menu. There will be a slight delay while the form is saved, then the document will close. Using a form The London Cancer forms are semi-protected, which means you can use form elements such as check boxes and text boxes but still alter most of the text in the document. In order to use the form elements the forms have to be protected. SystmOne does not allow word letter templates to be saved which are already protected. This means that you have to enable form protection when you use the form, otherwise the check boxes and text boxes will not work. You enable form protection from the SystmOne Mail Merge tab on the Word ribbon menu. This displays by default when you open a word letter template. 15

16 1. Click on the Form Protection button to enable form protection (see below). 2. This menu option becomes highlighted when the form is protected (see below). 3. When you have completed the form and wish to save it, click the Save Final Version button (see below). 4. Make sure you have turned form protection off before attempting to save a completed form. You do this by clicking on the Form Protection button again. 16

17 5. If you attempt to save a completed form which still has protection enabled you will receive an error message (see below). 17