NHS e-referral Service Transition Planning WebEx May 2015

Transcription

1 NHS e-referral Service Transition Planning WebEx May 2015 Issued V3.0

2 Purpose of this webinar and key messages To reassure users that they do not need to worry about the change to NHS e-referral Service To remind users that initially NHS e-referral Service will be very similar to Choose and Book so no training required To inform users about how the go-live will happen To help users in understanding how to raise issues if they occur 2

3 Agenda for the session Overview of the NHS e-referral Service The Cutover plan what will actually happen What does the new service look like? Enhancements, Changes and Defects Reporting incidents and further support What do I need to do next? Q&A Session 3

4 Overview of the NHS e-referral Service

5 NHS e-referral Service Vision - updated The Vision for a new NHS e-referral Service launched in June 2013 Followed by extensive consultation, debate and discussion with over 5,000 patients and health care professionals to understand better what the service should deliver and how it should be delivered In the refreshed Vision, we have taken on board the views, comments, ideas and needs of both current and future users of the system and also tried to look forward to how NHS Referrals will operate as a key component of a Health and Social Care network that supports the delivery of a paperless NHS.

6 NHS e-referral Service Vision key principles (1) Enabling patients and professionals to manage referrals in partnership. Providing a single source of information on referrals and bookings into health and social care services. Providing a standard tool to support the management of health and social care referrals. Supporting patients in completing referral and booking transactions online, including provision of assisted digital options.

7 NHS e-referral Service Vision key principles (2) Making data and information readily available to support patient choice, clinical pathways and health and social care planning. Simplifying the referral process and supporting national standards of integration and interoperability. Promoting a modern approach to software design and development. Developing a high-quality solution that delivers significant benefits and makes the NHS more efficient.

8 Strategic Drivers The NHS Constitution The Choice Framework Putting Patients First NHS Business Plan Securing Excellence in GP IT Services - GP IT Operating Model NHS Standard Contract 2014/15 and 2015/16 Supporting paperless referrals GP Contract 2015/2016 for 80% of referrals to be made electronically by March 2016 NHS England target for 100% of referrals to be made electronically by 2017

9 Go-live and Future Developments Go Live on 15 June 2015 provides like for like functionality with some minor enhancements and new features Following a period of stability, future developments will make use of the new platform to deliver new functionality such as Any to Any referrals, Enhanced Advice and Guidance and improved integration with other systems

10 The Cutover Plan - What will actually happen

11 Cutover Plan Patient Web Application turned off at 6pm on Friday 12 th June Choose and Book will be switched off for all users at 7pm Technical cutover, and testing over the weekend The Appointment Line (TAL) manned throughout the weekend to support patients

12 Cutover Plan Monday 15 th June 7 am, users log in and begin using NHS e-referral Service There will be no change to previous log-in process, smartcards etc will all continue to work as with Choose and Book Current Choose and Book URL is unchanged (nww.ebs.ncrs.nhs.uk) No need to alter shortcuts

13 What does the new service look like? Like for Like Functionality

14 Sample Referrer Screenshot

15 Sample Appointment Search Screenshot

16 Sample Provider Clinician Screenshot

17 Enhancements, Changes and Defects

18 Enhancements and Changes The NHS e-referrals Service has been designed with the intention that no current Choose and Book user will need training in order to use the new service There are some enhancements and changes to functionality but these are generally minor A presentation detailing the enhancements and changes has been prepared and made available online to show users what these features are. 18

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20 Supporting Presentations A series of interactive presentations, broken down by user role are available on the NHS e- Referral Service website These presentations can be accessed from The complete slide set is also available to download if preferred Today s slide-set is also available from the same link The following slides contain examples from the more detailed presentations. 20

21 Internet Browsers and NHS e-referral Service To get the best from the new technology users should be using a modern internet browser such as IE8 or later or the current versions of Firefox, Chrome or Safari NHS e-referral Service will work with the out of date Internet Explorer 7, but users will not get the best experience and it may run slowly IE7 users are encouraged to request an upgrade from their IT support. Please remember, IE6 will not work and any users should ask to upgrade immediately. 21

22 Referring Roles - Enhancement EXTRACT FROM SUPPORTING PRESENTATION Services that do not require a referral letter/clinical detail When defining particular types of services, providers can already set whether they require supporting clinical information or not (eg a referral letter). In the new system this is being extended to all service types such as appointment, diagnostics, day care. If a service does not require a referral letter:- The message Referral Letter Outstanding, will add at a later time will be unticked (as illustrated below) The referral will NOT appear in the Outstanding Referral Letters worklist

23 Referring Roles Change EXTRACT FROM SUPPORTING PRESENTATION Preferences The Preferences function has been simplified Only the distance limiter, allowing users to set a maximum search distance, will remain in NHS e-referral Service. To default service searching to a maximum distance, from a patient s postcode, use the Preferences option as shown below: All other preferences previously set will return to default settings. These are: Default Worklist - Referrer Action Required worklist Default Column settings - all columns will be visible

24 Referring Roles Change EXTRACT FROM SUPPORTING PRESENTATION Specialty Selection NHS e-referral Service will display one list of specialties to pick from. Users will no longer see two lists when referring a patient (with a line separating the top 20 from the full list). To speed up finding a specialty, start typing the word and the highlight bar will move to the specialty.

25 Service Providers Minor Change EXTRACT FROM SUPPORTING PRESENTATION Changes to Referral Letter Parameters File extension name Some GP Clinical Systems do not automatically save documents with recognised file extensions. This causes problems for providers who cannot open the attachments and who then contact practices asking for copies. NHS e-referral Service will ensure that the file extension is included to prevent this issue. File name length When adding clinical information via GP systems, the maximum file name length has increased from 40 to 255. Benefit Time and resource savings for both provider and referring organisations.

26 Providers - Enhancement EXTRACT FROM SUPPORTING PRESENTATION Service Provider Clinician Admin Initial Log in Logging into NHS e-referral Service on behalf of a clinician has been made simpler to initiate and change. The initial log in screen has combined the two actions of which role to log in to; and who to log in on behalf of Once logged in, changing who the user is working on behalf of has been made easier to find, as the Change button is at the top of the screen. Initial log in on behalf of screen

27 Service Provider - Removed EXTRACT FROM SUPPORTING PRESENTATION Preferences The Preferences function will initially not be available for service providers in NHS e- Referral Service. Preferences previously set will return to default settings. These are:- Default Worklist Referrals for Review worklist. Default Column settings - all columns will be visible

28 Service Definer New! Manual Slot Poll NHS e-referral Service will allow Service Definers to initiate a slot poll outside of the pre-set polling times for directly bookable services. This will benefit providers who will be able to use the function to: test a new PAS, generate initial appointments for a new service, update slots that have failed overnight, instantly publish new appointments for cancelled clinics. A new Poll Status area will show in the Slot Management shrub and show users: the Last Failed Slot Poll Date Time (but only if the last poll was a failure). the Last Successful Slot Poll Date Time (or "None" if applicable). The Poll Now button allows users to start an manual slot poll instantly, if applicable.

29 System Help Files

30 Help Files Help Files are being developed for NHS e-referral Service, which will be: like other Help files (eg Microsoft) and are in place of a manual accessible via a Help link at the top of the screen written in a user friendly way, giving diagrams, process flows and benefits as well as direct information The first release will be simple, but effective and something to build on. To access the Help Files you simply click on the Help text at the top, left of the screen (as highlighted below). The following screens show how the Help is coming together so far. 30

31 Help File Content Key Points: There are a variety of search options to choose from. Icons and hyperlinks have been added to highlight and provide additional information. Diagrams are included to show process flows 31

32 Diagrams within the Help Files Diagrams are included to help users understand process flows. Some will also be links to further information to a specific area. For example, by clicking on Search for Appointments on this diagram you will be redirected to that subject with the Help Files.

33 Partner Testing Integrated systems and messaging compatibility

34 Partner Testing Partners are any System Supplier whose systems connect to Choose and Book such as GP clinical systems or hospital Patient Administration Systems (PAS) HSCIC have invited all Partners to participate in testing to provide assurance that the new NHS e-referral Service solution integrates in the same way as Choose and Book If you require any assurance from your system supplier about their testing or experience any integration issues after go-live, please contact your system supplier directly. Please ensure that your users have contact numbers ahead of go-live to ensure any issues can be raised in a timely manner

35 System Defects

36 Defects The system has undergone rigorous testing by clinical, admin and technical users and their feedback has been very positive and immensely helpful In spite of the thousands of man hours that have gone into the development and testing of the NHS e-referral Service, it is inevitable that there will be some issues that are identified when the system is live. These will broadly fall into 3 categories: Cosmetic Defects Known Defects Functional Defects 36

37 Cosmetic Defects what does that mean? Column Headings mis-aligned Rows of text mis-aligned Borders on tables - missing Cosmetic Defects do not need to be reported via the National helpdesk by users these have already been identified and prioritised and should be resolved in the weeks following go-live 37

38 Known Minor Defects There are a limited number of minor defects that have been identified during the testing process that have been analysed and are considered to be of insufficient impact to prevent go-live prior to them being fixed As the developers are continuing to fix defects right up to go-live, it is difficult to give an exact number of these known defects Any unresolved defects will be fixed as part of a planned process following go live. 38

39 Functional Defects A functional defect is anything that prevents a user from performing any action that is required in order to raise, process or complete a Referral or Advice and Guidance Request Any issue that is found in the system that prevents a user from carrying out a normal function MUST be reported to the National Helpdesk for investigation. 39

40 Reporting incidents and further support Raising a live service incident Contact your local service desk. This is the standard approach and the desk will determine if the issue is a local problem or if it is required to be raised with the National Help Desk. Your local service desk will walk you through the information required to raise an incident effectively. 40

41 Important! Please make sure all your users understand the process for contacting the help desk and reporting issues prior to go live. Make sure that your local IT Helpdesk is aware that the new system is going live 41

42 Further Support and feedback Gathering your feedback or providing advice on using the new service is core to the NHS e-referral service principles of working with our user community If you wish to highlight any areas for improvement or need advice regarding functionality, please contact the NHS e-referral Service Business Change Team via our website. (link available asap) Please note that this is not an alternative route for raising issues with live service and your query will be dealt with as soon as possible by the team. 42

43 What do I need to do next?

44 Why are you asking? As part of the preparation for go live, we need to be able to report on how end users will be informed of the changes that we have covered in this presentation today We need to therefore ask the following 44

45 Question As the named contact for your organisation, you are now expected to disseminate the contents of today s meeting to all local users who will be affected by the change from Choose and Book to NHS e-referral Service. How do you plan to make sure that all your users have the necessary information? Please select all relevant answers (as many as you want). Use the panel on the right to record your answers. 45

46 Responses all local users, sending a link to the supporting presentation on our local intranet all local users, sending a link to a recorded version of todays call Arrange one face to face meeting with all local users Arrange individual face to face meetings with every local user Produce my own hand out detailing the changes that I will to users Provide an outline of the changes via a local newsletter Provide an outline of the changes via local intranet Provide a link to the information using IT message systems (pages) Arrange a local workshop to run through the supporting presentation Use existing local forums/pre scheduled meetings to run through the supporting presentation Nothing I am the only person that needed to know I don t know 46

47 Summary

48 Summary of Action Points Make sure your local users are aware of what's happening Ensure they have contact information for their local helpdesk to raise any incidents in the first instance. The Local Service Desk will then in turn raise any issues to the National Helpdesk if required Confirm that there is a local process in place for raising any issues to Partner System Suppliers Don t forget the National Business Change team are still here to support you through the change contact your local Implementation Manager if there is anything you need to discuss or use the website link Although please remember the team are not able to log issues to the National Helpdesk on your behalf

49 So have we fulfilled our purpose? Are you reassured about the change to NHS e-referral Service? Are you confident that initially NHS e-referral Service will be very similar to Choose and Book so no training is required? Do you understand what will happen over the go-live weekend and how to raise issues if they occur? 49

50 Further information If you have any questions relating to this event, please contact us at: For any general questions about Choose and book or the NHS e-referral service, please use the usual mail box: Information on the transition to the NHS e- Referral Service please refer to the website: