QUALITY MEDICAL SOLUTIONS USER GUIDE PRACTICE FOCUS REFRESH (EMIS WEB) AND EXPORT PROCESS

Transcription

1 QUALITY MEDICAL SOLUTIONS USER GUIDE PRACTICE FOCUS REFRESH (EMIS WEB) AND EXPORT PROCESS User Guide January 2013 COMMERCIAL IN CONFIDENCE Quality Medical Solutions Ltd, 2012

2 INDEX 1.Introduction What is QMS Practice Focus Refresh Process overview Generating your Miquest refresh queries Running your queries in the clinical system Importing your responses into QMS Practice Focus Common Problems Enabling and checking data exports Viewing your reports Contacting QMS Please check that you are using the most up to date version of this document, which can be found at Other user guides can be found at: User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 2 of 27

3 1.INTRODUCTION This guide is intended to provide the instructions you will need to carry out a refresh of your QMS Practice Focus data. As well as providing details of the necessary steps to carry this out. Should you require further help with the refresh process or need any further advice, a description of the support service we offer is included along with contact details. 2.WHAT IS QMS PRACTICE FOCUS QMS Practice Focus is a software tool that is installed in GP surgeries and provides comprehensive data analysis facilities to GP staff. QMS Practice Focus also supports optional data collection and aggregation services provided by QMS. QMS Practice Focus is independent of the clinical system used in the practice. However data is taken from the clinical system using the Miquest interface and added to the QMS Practice Focus database. It is usually recommended that the refresh process is completed once a month, but it can be carried out at any time to suit the practice. The suite of reports in QMS Practice Focus can be used to improve patient care, increase practice income and make better use of the staff time, without the need to run complicated searches on the clinical system A predefined set of business rules for all the reports ensures all practices across the primary care organisation are performance managed equally regardless of the skill set in individual practices and the clinical system used. The main application is installed on a single machine in the practice and is only usable by those users who have been given the correct account privileges by the PCT IT department and who have been added to user list within the application itself. The steps detailed in this guide are carried out on this machine and assume that the user has the correct account privileges. User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 3 of 27

4 3. REFRESH PROCESS OVERVIEW Your QMS Practice Focus installation includes a database which contains a snapshot of data extracted from your clinical system. This database will have been populated initially when your QMS Practice Focus installation was completed. However, in order for your installation to be able to produce up to date reports and the monthly data export, it is necessary to periodically refresh this database and this is carried out by running Miquest queries in your clinical system and importing the results into QMS Practice Focus. QMS Practice Focus Import the Miquest response files back into QMS Practice Focus (Section 6) Generate your Miquest Refresh Queries (Section 4) Export the response files from the clinical system (Section 5) Run your queries in the clinical system (Section 5) Clinical System User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 4 of 27

5 4. GENERATING YOUR MIQUEST REFRESH QUERIES As detailed above, QMS Practice Focus uses Miquest queries to extract data from the clinical system in order to maintain its own internal database. In order to generate these queries follow these steps: 1. Open QMS Practice Focus by clicking on the QMS Practice Focus icon as shown: 2. Practice Focus will now start and display the main page as shown: User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 5 of 27

6 3. To generate a set of Miquest refresh queries, click on Manage Clinical Data as highlighted: 4. The Manage Clinical Data screen will now be displayed. Click on the Generate Queries button as indicated: 5. Your Miquest queries will now start to generate and, on completion, a window will be displayed. This details the date range the refresh will cover and the location where the queries have been generated. Click on OK to close this window. The first stage in the refresh process has now been completed and QMS Practice Focus can now be closed. User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 6 of 27

7 5. RUNNING YOUR QUERIES IN THE CLINICAL SYSTEM In order to run the Miquest queries you generated earlier, you will need to load the queries into the Miquest interpreter in the clinical system. 1. Select Reporting followed by Miquest from the main EMIS Web menu page: 2. As highlighted below, select T-Transfer followed by Select Local Location And Files To Import. User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 7 of 27

8 3. You will be prompted to identify the location of the Miquest queries generated earlier. By default, QMS Practice Focus will be configured to generate them in C:\qms\PFQueries. Navigate to this folder by doubleclicking on My Computer, Local Disk (C:), QMS followed by PFQueries: 4. The window will now change to display all the queries that were previously generated. Select all the queries by selecting one and holding the Control and A keys on the keyboard. All queries will now be highlighted. Select Open to start transferring the queries into the clinical system: User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 8 of 27

9 5. Once all the queries have transferred successfully, an information window will be displayed. This will indicate how many queries were imported and if any were rejected. The most common reason queries may be rejected at this stage is that Remote Location may have been selected in error in step 2. It should be noted that the number of queries does vary according to the data requirements of any new reports or modules that have been added as part of a new release of QMS Practice Focus. 6. Click on the menu item Query Unauthorised. The queries will all be listed in the main window and the number indicated in the side menu. It is now necessary to authorise the queries to run. To do this, click on a single query and select A-Authorise Set from the main menu. All queries will now be highlighted and a confirmation window will be displayed. Select Yes to authorise all the queries. User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 9 of 27

10 7. Once authorised the queries will move to the Waiting to Run stage. This is indicated by the number of queries in Query Authorised changing to zero and the number of queries in Waiting to Run reflecting the number of queries: 8. The queries are now queued in the clinical system and will run overnight. As the queries are run remotely, EMIS Web can be used as normal or closed down without any impact. Generally, the queries will complete overnight but it should be noted that, dependant on external factors, they may take longer. Once all the queries have completed, the number of queries will be indicated by the count next to Waiting to Run dropping to zero and the number next to Completed, Awaiting Authorisation changing to reflect the number of queries. User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 10 of 27

11 9. Once all of the queries have run, they will need to be authorised. Click on Completed, Awaiting Authorisation and select a single query followed by A-Authorise Set and answer Yes to Authorise response(s) for the set? User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 11 of 27

12 10. The queries will now move to the Completed, Authorised stage in the menu and the query count in the menu will reflect this: The final step is to export the Miquest response files from the clinical system to a location QMS Practice Focus is configured to import from. This will have been configured as C:\qms\pfresponses during installation. 11. Select Completed, Authorised and click on one of the response files. Select P-Export Set and confirm you wish to export the response by selecting Yes. User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 12 of 27

13 12. You will now be prompted to identify a location to export the response files to. Select Custom Location and click on the + by My Computer: 13. Click on the + by Local Disk (C:): 14. Scroll down and click on the + by QMS: User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 13 of 27

14 15. Click on pfresponses followed by OK: 16. The Response files will now start exporting from the clinical system and a progress window will be displayed whilst this occurring. Once all the queries have been exported a summary window will be displayed and this part of the process is now complete. User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 14 of 27

15 6. IMPORTING YOUR RESPONSES INTO QMS PRACTICE FOCUS Once you have successfully run your Miquest queries in the clinical system and exported the response files, you will need to restart QMS Practice Focus and import the data into the QMS Practice Focus database. 1. Open QMS Practice Focus by clicking on the QMS Practice Focus icon as shown: 2. Practice Focus will now start and display the main page as shown: User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 15 of 27

16 3. Select Manage Clinical Data as highlighted: 4. Select Import Responses followed by Import Response Files as highlighted: User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 16 of 27

17 5. QMS Practice Focus will now check that all the expected Miquest files are available and will start to transfer the data they contain into its database. This step can take several minutes and this process should not be interrupted: 6. Once the import process is complete, the Miquest Import window will close and the main QMS Practice Focus window will change to the Manage Reports window. During this stage, QMS Practice Focus will generate a new set of reports using the imported data. Both the viewing of reports and the generation of data exports is reliant on this process completing and, whilst the window can be minimised, all the reports should be allowed to complete (indicated when the status for each report changes to Completed). 7. Once all of the reports have generated, the refresh process is complete and QMS Practice Focus can be closed down. User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 17 of 27

18 7. COMMON PROBLEMS The following lists the problems more commonly reported to QMS Support and suggested remedies: 1. When I attempt to import my response files back into QMS Practice Focus, it reports that it already has data for this period. This will occur if a set of Miquest queries generated for a previous refresh are re-run and the results reimported to QMS Practice Focus. It is import to always generate a new set of refresh Miquest queries whenever you wish to carry out the refresh process. 2. I ve received an from QMS telling me that I haven t carried out my refresh but I m in the middle of doing it. QMS Practice Focus is configured to automatically send a reminder if the refresh process hasn t been completed by a pre-defined date. Generally, where exports are being sent from QMS Practice Focus to the PCT, this will be the 7 th of the month. Unless all steps are complete by this date, the reminder will automatically generate. 3. I haven t completed the refresh process in time, will my data still be exported? If the refresh hasn t been completed by the time the automatic export is due to be sent, it will re-attempt to send each day until the process is complete. 8.ENABLING AND CHECKING DATA EXPORTS QMS Practice Focus is designed to be able to automatically export data to authorised recipients (e.g. the PCT). This usually occurs once a month on a pre-defined date (usually the 7 th ). In order for the exports to be sent successfully, it is important that the refresh process is completed in a timely manner and the main Practice Focus machine is switched on. ENABLING YOUR DATA EXPORTS Periodically, new exports will be added to QMS Practice Focus and, in order to ensure the Practice retains full control of data being sent, these are supplied disabled. The following steps demonstrate the steps necessary to enable the automatic export to be enabled: 1. Open QMS Practice Focus by clicking on the QMS Practice Focus icon as shown: User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 18 of 27

19 2. From the main QMS Practice Focus window, select Export Data (from the menu on the left hand side). There will be a brief pause and then a new window will open listing all the current exports installed. You will see that any new exports currently don't have any schedule information in the Schedule Description column and the current Actions entry for the export will read Define Schedule. Click on the Define Schedule link. User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 19 of 27

20 3. Before enabling the export, you should familiarise yourself with the nature and contents of the export. This information can be found by clicking the Report Details tab as indicated: 4. Next, click on the Schedule tab and place a tick in the Schedule Enabled box as indicated: 5. Click on the Export Advanced Details tab as indicated. In order that QMS Practice Focus can send out automated s alerting you to any issues with the export, please enter your name and address in the area indicated (these details will not be used for any other purpose). User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 20 of 27

21 6. Finally, place a tick in the box adjacent to I confirm that an appropriate Data Sharing Agreement is in place and click on Save Schedule. You will now be returned to the Exporter window and you can now close this. QMS comply with Connecting for Health IG SoC and are currently registered at level 2. No data is transported via QMS Practice Focus unless a Data Sharing Agreement has been signed by the practice and received by QMS. The control of data transfer is with the practice and can be deactivated at any time. If, at any stage, you do wish to disable the export, please click on the Disable link on the main exporter page as described in step 1. If you need further information or assistance with this process, please contact QMS Support via support@qms-uk.com or User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 21 of 27

22 CHECKING YOUR DATA EXPORTS All exports from QMS Practice are scheduled to be sent automatically (generally the 7 th of the month) and a facility has been provided to check whether this has occurred: 1. Open QMS Practice Focus by clicking on the QMS Practice Focus icon as shown: 2. Open the Exporter by selecting Export Data from the main QMS Practice Focus menu: User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 22 of 27

23 3. The exporter screen will appear with a list of exports in the top half and run history of the highlighted export in the bottom half of the screen. In the example below, the Datanet Aggregation Export is selected in the top half and the corresponding run history for this export is displayed in the lower half: 4. Clicking on any individual export will display the run history of that export in the lower half of the screen. When highlighting an export, it is best not to click on any of the hyperlinks (the blue underlined text) as you could disable the export and prevent it being automatically sent in the future. The terms used in the run history are as follows: Last Run Date Reference Date Last Run Result Last Run Type The date and time of the export transmission (be it successful or otherwise). This is the reference date of the information sent, this date will match the reference dates seen in the list of reports in Practice Focus. This will show if the export succeeded in being transmitted or if it failed. If it has failed there will be a very brief description of the nature of the failure. This will show if the export was sent automatically by Practice Focus or if sent manually by the user. Last Run Transport Mode This will show the method of transmission of the data, for example FTP, SFTP or e- mail. If you see that an export has failed for a specific reference date and there is no other entry showing a successful transmission for that same reference date then please contact the QMS Support Team for this to be investigated. User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 23 of 27

24 VIEWING THE CONTENTS OF YOUR EXPORTS QMS Practice Focus provides a facility to allow the previewing of data being sent via the exported. To do this, please follow these steps: 1. Select Export Data from the QMS Practice Focus home screen: 2. The Exports Setting Dialog window will now open listing all of the currently installed exports. For each export, there is a Run Now link and clicking on this will display the Export Advanced Details window for that export. 3. Selecting the Preview button will, after a brief pause, open a standard Windows explorer window displaying the export file. This file can be opened or copied in the same way as with other files in the Windows environment. It should be noted that it is possible to generate an export for a different reference date by select from the Reference Date drop down. However, you are only able to view or generate exports for dates where reports have already been generated. User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 24 of 27

25 Selecting the Reports Details in the Export Settings Dialog window will display additional information about the export and contact details of the recipient: User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 25 of 27

26 9. VIEWING YOUR REPORTS QMS Practice Focus provides a comprehensive suite of reports with a particular emphasis on improving data quality, disease registers and ensuring prevalence figures are accurate. In order to view reports, select Show Reports as shown below: The main QMS Practice Focus reports screen will then be displayed as shown: Further information regarding reports can be found in the companion guide, User Guide Practice Focus Reports. User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 26 of 27

27 10. CONTACTING QMS If you need any further assistance or guidance, the QMS Support department is open 9am-5pm Monday-Friday (excluding public holidays) and can be contacted by: Telephone: (Option 1) Website : All issues reported to Customer Support are initially logged on our Incident Management system and a call reference generated. Although we pride ourselves in our ability to provide a rapid resolution, there are times when we will not be able to respond to or resolve the problem immediately. Under these circumstances, we will triage the issue according to severity and impact, and contact you as soon as possible. Please check that you are using the most up to date version of this document, which can be found at Other user guides can be found at: User Guide January 2013 COMMERCIAL IN CONFIDENCE Page 27 of 27