Vision Extended Care Fax Solution

Transcription

1 Vision 3 Vision Extended Care Fax Solution In Practice Systems Ltd

2 Table of Editions and Contents Date Version Contents Output 05/06/ Savience Fax Solution and WIC/UPC Guidelines and Reports. Draft Doc 16/06/ Draft Doc 01/07/ Draft Doc 03/07/ Document Renamed Draft and PDF 27/07/ Document Edited following Review. Product renamed. Draft and PDF 30/11/ Inclusion of Fax error codes Docx and PDF Copyright In Practice Systems Ltd 2009

3 Contents Introduction 3 Overview 3 Workflow Overview 4 What needs to be done 5 Using the Vision Extended Care Guidelines 5 The Registration Guideline 5 Recording a Patients Registered GP Details 9 Using the Consultation Guideline 15 Editing/Deleting Data from the Guidelines 18 Faxing the Document 19 Printing the Document 21 Fax Access and Management 22 Overview 22 Logging into Vision Extended Care - Fax Solution 23 Orientating the Home/Opening Screen 25 Home/Opening Screen 26 Error Resolution 27 Invalid/Missing GP Code Error Resolution 27 Missing Fax numbers - Error Resolution 30 Checking the Fax Queue 32 Practice Management 34 To Find a Practice by Postcode 34 To Find a Practice/GP by Doctor 35 User Manager 36 Usage Statistics 37 Audit Trail 37 Logging Out 38 Executable Scripts 39 Fax Server Error Codes 40 Vision Extended Care Fax Solution 30/11/2009 i

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5 Introduction For Vision Extended Care customers, we have created a set of specific guidelines and reports which allow for data entry standardisation and consultation report generation. To aid this process, we have also developed a Secure Fax Solution which allows Consultation Reports to be sent to the patient s registered GP. This will improve the delivery of information and the speed with which GPs receive the consultation report. This Fax Solution has been developed for INPS by Savience, who have considerable experience in supplying systems within the healthcare field. Overview The purpose of these guidelines, consultation reports and tools is to simplify the data management process for the Vision Extended Care environments. The guidelines enable data to be added quickly and easily, ensuring that data is added in a concise and consistent way. This will facilitate easy and accurate analysis and data retrieval. The Consultation reports enable the data to be compiled in a template depending on the patient s registration status, age, type of consultation or consent status. The consultation reports produced are concise and contain all relevant data added during the consultation. You can also add further details to the report directly if you wish to do so. The report can then be faxed quickly and easily to the registered GP. You can also print the report if required. The Vision Extended Care - Fax Solution, manages the flow of the documents to the patients registered GPs. You are able to view delivery reports of faxed messages and to manage the flow of work. Also, where required, there are tools available to resolve issues that may arise; for example, you may need to add a new fax number to a record. Vision Extended Care Fax Solution 3

6 Workflow Overview The diagram below shows the workflow overview for entering data, reporting and faxing unscheduled primary care information: Enter the patient's registration details in the Vision Extended Care - Registration Guideline. Record the consultation details in the Vision Extended Care - Consultation Data Entry Guideline. From the Vision Extended Care - Consultation Data Entry Guideline a report is created. If the patient does not consent, you are able to print the report and give it to the patient. If the patient consents the report can be faxed directly from Consultation Manager using Vision Extended Care - Fax Solution. 4 Vision Extended Care Fax Solution

7 What needs to be done In order to enable the Vision Extended Care Guidelines, consultation reports and fax functionality in Vision, the following processes need to be undertaken (this is done by the Vision Trainer on your Go Live Training Day): Install and import the Vision Extended Care guidelines. See Vision Extended Care Fax Solution Installation and Setup Document. Copy the Word Templates into P:\WORDPROC\Templates. See Importing Word Reports in the document Extended Care Fax Solution Installation and Setup. Set up Consultation Manager for relevant staff. See Administrative Staff Setup in the document Extended Care Fax Solution Installation and Setup. Copy the relevant RC_HotKey script to the start-up menu. See RC_HotKey Script in the document Extended Care Fax Solution Installation and Setup. Installation and setup of the Vision Extended Care Fax Solution. Using the Vision Extended Care Guidelines You can access the Vision Extended Care guidelines via Consultation Manager, either from the Local Guideline index or the Vision Extended Care - Index guideline tab. There are three guidelines to use which are: Vision Extended Care - Index this displays the initial index from where you can access the following guidelines. Vision Extended Care Patient Registration Form Vision Extended Care Consultation Data Entry Form NOTE: Before you can access and use the guidelines, the setup procedure must be completed (by the INPS Trainer) see the document Extended Care Fax Solution Installation and Setup, for further details. The Registration Guideline Prior to accessing the Vision Extended Care Patient Registration Form you need to register the patient using the Patient Registration Module. 1. Go to Registration via the Vision home menu. 2. Click on the New Patient icon select from the available options to add a patient. Vision Extended Care Fax Solution 5

8 Registration Add Options 3. Add the mandatory data on the personal details form and select the appropriate registration status, click OK to finish. Registration Add Personal Details 4. Check the details on the Registration Details screen amend any that are incorrect. Add or update the address as appropriate. Registration Details 5. Click OK to complete the registration process. 6. Click on Action Consultation Manager, which will open the patient s Consultation Manager Record and the Patient Registration Form Guideline; will be displayed. 6 Vision Extended Care Fax Solution

9 Action Menu NOTE: The Patient Registration form guideline can also be accessed in Consultation Manager using a Guideline View Tab - Vision Extended Care - Index then select the Vision Extended Care Patient Registration Form. Alternatively, you can access the Local Guideline Index select the Vision Extended Care index then select the Vision Extended Care Patient Registration Form. See the document Vision Extended Care Fax Solution Installation and Setup for further details. The Vision Extended Care Registration Guideline allows you to view and enter details about the patient s registered GP and ethnicity details. Entering the patient s registered GP details is very important to the process of faxing a consultation report and must be completed for each patient to ensure the faxed consultation report can be sent. Vision Extended Care Fax Solution 7

10 In this guideline, the different coloured lines depict different types of data: Grey Lines show you information about the guideline or data added. Blue Lines depict sections of the guideline requiring data to be added, click to expand or close. Red Lines depict sections of the guideline with links to other applications required to complete the registration process. Patient Registration Form - minimised To expand a subject in this guideline, click on the appropriate line, for example Patients Registered GP/GP Practice Details. Patient s Registered GP/GP Practice Details expanded Within each expanded section, you may see: Green Text - shows Patient Data. Red Text gives instruction required to use that section of the guideline. Yellow Lines click to expand for available options to record data. Purple Lines click to expand for available options to record data. Purple Text double click to add data. Grey Buttons click the button to add data. Green Underlined Entries click to activate hyperlink. 8 Vision Extended Care Fax Solution

11 Recording a Patients Registered GP Details There are a number of ways to record a patients registered GP details within the Registration Guideline. You can use: Hyperlink to Vision Extended Care Fax Solution; see Practice Management on page 34. Hyperlink to Fax Solution Hyperlink to NHS Direct to find the GP. Hyperlink to NHS Direct GP Search Alternative Options button to entering GP Details. Options for entering GP Details The Empty GP Details button. Empty GP Details Hyperlink to Surgery Address Book Hyperlink to Surgery Address Book If using the Vision Extended Care Fax Solution to find the Registered GP: Using this hyperlink to add the Registered GP details ensures that the fax is sent to the proper destination. 1. From the Vision Extended Care Patient Registration Guideline, in the Patients Registered GP/GP Practice details section, select Click here to record data. 2. Check to see if they RC_Hotkey is running, (in the bottom right corner look for a green tick). This should start automatically and will continue to run until you log off. If not started see step 3. RC_Hotkey Running 3. If the script is not already running, click the grey button to start the RC_Hotkey to enable you to copy the GP details into Vision. This remains running until you log off. Activate RC_Hotkey 4. Click on the Fax Solution Hyperlink, this opens the Vision Extended Care Fax Solution. Vision Extended Care Fax Solution 9

12 Fax Solution Hyperlink 5. Enter you login details; you need your Centre ID, User Name and Password. These details will be given to you by the trainer. Once Logged in Click on Practice Management on the menu at the left of the screen. Fax Solution Login Screen 6. At the Practice Management Screen, you can find a GP by postcode (this may be the practice or patients postcode). You can enter a full postcode or the first three digits if unsure of the correct code. Alternatively, you can search using the Doctors name, or address (road name or town if details are not known), or name of practice. Enter the search details in the relevant box and click the appropriate button. A list will be displayed showing the results of the search. Fax Solution Practice Management 7. Click on the correct practice/gp details, a new page will be displayed. 10 Vision Extended Care Fax Solution

13 Search Results 8. Highlight the GP/Practice details including the Organisation Code as this ensures the Fax is sent to the correct destination, then press and hold the Right Control key (on right of keyboard), then press the Insert key. This will copy the details into the Patients Registration Form Guideline. Practice Details 9. If you know the fax number for the practice you can add it in the Enter New Fax Number box, click Update to save. For further details, see Practice Management on page 34. If using NHS Direct to record patients registered GP: 1. From the Vision Extended Care Patient Registration Guideline, in the Patients Registered GP/GP Practice details section, select Click here to record data. Patient s Registered GP/GP Practice Details expanded Vision Extended Care Fax Solution 11

14 2. Check to see if the RC_Hotkey is running,(in the bottom right corner look for a green tick). This should start automatically and continues to run until you log off. If not started see step 3. RC_Hotkey Running 3. If not already running, click the grey button to start the RC_Hotkey to enable you to copy the GP details into Vision. This will remain running until you log off. Activate RC_Hotkey 4. Click on the hyperlink in the Registration Guideline to access the NHS Direct website. This will enable you to search for the Patient s Registered GP. Hyperlink to NHS Direct GP Search 5. At the prompt on the NHS Direct website, enter the postcode, location, or name to find the GP/Practice. Click the search button. NHS Direct GP Search 6. From the returned list, select the appropriate entry, by clicking on the Practice Name (underlined). This displays the Practice details. 7. To find the address, click on Contact Us, from the menu on the left of the screen. 8. Highlight the text e.g. Address. 9. Hold the right control key (on right of keyboard) and press the insert key; this copies the Practice Details into a history entry within Vision. If using the Alternative options button: If the patient does not have a registered GP, or does not know their GP details, the details can be added manually; using the Alternative Options Button in the Registration Guideline. This option can also be used if the GP details are known but you are unable to access the internet. 1. From the Registration Guideline; in the Patient s Registered GP/GP Practice Details section, select Click here to record data. 12 Vision Extended Care Fax Solution

15 2. Check to see if they RC_Hotkey is running,(in the bottom right corner look for a green tick). This starts automatically and continues to run until you log off. If not started see step 3. RC_Hotkey Running 3. If not already running, click the grey button to start the RC_Hotkey to enable you to copy the GP details into Vision. This will remain running until you log off. Activate RC_Hotkey 4. Click the Alternative Options to entering GP Details button. Alternative Options Button 5. You are presented with the following options. Choose the appropriate selection for your patient. Enter the GP details accordingly. Alternative Options Script Patient is NOT registered with a GP - a history entry is created to record that the patient is not registered. Patient does not know their GP details - a history entry is created to record Patient Data unknown. If internet down; enter the details manually - a history entry is created for you to complete the contact details, click OK to close the entry. Vision Extended Care Fax Solution 13

16 Using the Empty GP Details Button You can use this button to input the Registered GP details manually, although it is preferable to use one of the previous options to ensure you have the correct details. 1. Click the Empty GP Details button; this will create a history entry. Empty GP Details Button 2. Enter the Registered GP details in the comments box; ensure that they are accurate, as they will be used to send the fax later in the process. Click OK to finish. GP Details History Entry Using the Surgery Address Book The Surgery Address Book is an excel spreadsheet used to store and list Registered GP details. 1. Click the hyperlink to open the excel address book. Hyperlink 1. Initially you will need to add to this Address Book. Follow the instruction given on the Instruction Tab at the bottom of the spreadsheet. Instructions 2. Once added you can use a find tool or look at the list on the Address Book Tab at the bottom of the spreadsheet. See the instruction on the Instructions Tab. 3. When you have found the correct address, click in the first (yellow) column to highlight the address details. Then press and hold the right control key (on right of keyboard) and press the insert key; this should then copy the Practice Details into a history entry within Vision. Excel Address Book 14 Vision Extended Care Fax Solution

17 Using the Consultation Guideline The Vision Extended Care - Consultation Guideline allows you to view and enter patient Consultation details as per your requirements when the patient attends your service. To access the Patient Consultation form; go to your Vision Extended Care - Index and open the Vision Extended Care Patient Consultation Form. See Create a Vision Extended Care Guideline View Tab or Add to Local Guideline Index in the document Vision Extended Care Fax Solution Installation and Setup, for further details. In this guideline, the different coloured lines depict different types of data: Purple Lines they show you Patient Registration details or previous consultations. Blue Lines depicts sections of the guideline requiring data to be added, click to expand or close. About this Guideline gives instructions and hints for using the guideline. Consultation Data Entry - minimised To expand a subject in the guideline, click on the appropriate line e.g. Presenting Complaint: Presenting Complaint expanded Vision Extended Care Fax Solution 15

18 Within each expanded section, you may see: Green Text - shows Patient Data. Red Text gives instruction required to use that section of the guideline. Light Blue Lines click to expand for available options to record data. Maroon Text double click to add data. Grey Buttons click the button to add data. Use these tools to add the data, as required. Priority numbers have been preset within the guideline to ensure the data transfers to the correct area of the Word template. Please do not change the priority codes as this may affect the Word document produced and searches you may subsequently run. Consultation Report To print or fax the consultation report, you need to complete the last section of the guideline Consent to inform GP/HV/School Nurse of Consultation Details: Consultation Details From the Consent to Inform GP/HV/School Nurse of Consultation Details section, you have the following choices: Current Consultation Outcome creates a history entry recording the requirements for follow-up. Current Consultation Outcome 16 Vision Extended Care Fax Solution

19 Final Consultation Report (GP Known) You are prompted to answer the following question about consent: Does patient consent for these consultation details to be sent to the Registered GP? Select Yes to record consent given; a history entry is created to show consent given, you may see the following message on the screen, the appropriate word document is then opened, all relevant details will be merged into the document. This document can be faxed or printed. Report Generation Prompt Select No to record no consent given; a history entry will be made to record that the current consultation details are NOT to be sent. You may see the following message on the screen, the appropriate word template will open, all relevant details will be merged into the document and a statement regarding the refusal to give consent will also be included. This document can then be printed and given to the patient. Report Generation Prompt Cancel to close the prompt. Consent Question presented when opening a consultation report No Registered GP Report this creates a history entry to record patient not registered, the current consultation report will be given to the patient. The clinical correspondence data entry from is opened automatically with the appropriate word template for No Registered GP, all relevant details will be merged into the document. You can print this and give it to the patient. GP Unknown Report this creates a history entry that patient details are unknown. The clinical correspondence data entry from is opened automatically with the appropriate word template for GP Unknown, all relevant details will be merged into the document. You can print this and give it to the patient. Handed Consultation Report this creates and entry that the consultation report has been handed to the patient. The clinical correspondence data entry from is opened automatically with the appropriate word template for Report to be given to Patient, all relevant details will be merged into the document. You can print this and give it to the patient. Vision Extended Care Fax Solution 17

20 Editing/Deleting Data from the Guidelines You can edit or delete any data you or another user has previously added to the Vision Extended Care Guidelines if required: To edit an entry: 1. Locate the entry requiring editing; this can be done within the guidelines or from Journal, or by accessing one of the structured data areas. 2. Click on the entry to be edited. 3. Right click, select Edit, the data add form will then open at the bottom of the screen, amend the entry accordingly. 4. Click OK to save and close the edit form. To delete an entry: 1. Locate the entry requiring deletion; this can be done within the guidelines, or from Journal, or by accessing one of the structured data areas. 2. Click on the entry to be deleted. 3. Right click, select Delete; the data entry form is displayed. 4. Click the Delete button to confirm deletion. The item is removed from the active patient record. NOTE: All deletions and edits of data are recorded and can be viewed in the audit trail for the patient. 18 Vision Extended Care Fax Solution

21 Faxing the Document All patient documents are produced using an executable script from the Vision Extended Care - Consultation Guideline (see Executable Scripts on page 39). The prompt starts with the selection of a button in the Consent to inform GP/HV/School Nurse of Consultation Details section. (See Consultation Report on page 16 for further details.) The automated process to create a Consultation Report for faxing: 1. On clicking the Final consultation Report (GP Known) button, a prompt to record patients consent to record sharing displays. Click the appropriate response. 2. A history entry is created to record the relevant consent status. 3. Clinical Correspondence form opens and selects the appropriate template, based on the age of the patient (see below for further details). 4. The letter opens on your screen and all the relevant data from the Vision Extended Care guidelines is be merged into the template, this may take some time, please wait for this process to finish. 5. Once the Word document is open you should check the detail, you can add further details as required; you are now ready to fax the document. The templates used are: VEC_GP Used when the patients registered GP is known, this document should be faxed. VEC_16Y Used for patients under the age of 16 years, if the GP is known fax this document, if unknown hand the document to the patient. To Fax the Document: 1. Ensure that the Vision Extended Care Fax Solution website is open and minimised at the bottom of the screen. There is a link to the website in the Vision Extended Care - Patient Registration Guideline, in section: Patients Registered GP/GP Practice Details. Fax Hyperlink Vision Extended Care Fax Solution 19

22 2. Alternatively, click on this hyperlink to access the Vision Extended Care Fax Solution website: You will need your centre ID, User name and password to open the Fax Solution. These details will be supplied to you during your training day. 3. You should be using Word On the toolbar, you will find a button for INPS fax sending. 4. Click this Button to send the document to the Vision Extended Care - Fax Solution Site. 5. You may be prompted to log on to the FTP Server. Select the radio button User, add your password and click OK. FTP Server Login 6. The progress of the document can be checked, on the Vision Extended Care - Fax Solution website. Save and close the document, click OK to close the clinical correspondence entry. 20 Vision Extended Care Fax Solution

23 Printing the Document All patient documents are produced using an executable script (see Executable Scripts on page 39), from the Vision Extended Care - Consultation Guideline. The prompt starts with the selection of a button in the Consent to inform GP/HV/School Nurse of Consultation Details section. (See Consultation Report on page 16 for further details.) The following automated process creates a Consultation Report for printing: 1. On clicking the No Registered GP Report, GP Unknown Report button or the Handed Consultation Report, a history entry is created to record the relevant registration status and to show the report has been handed to the patient. 2. The Clinical Correspondence form opens and selects the appropriate template, based on the age of the patient (see below for further details). 3. The letter will open on your screen and all the relevant data from the Vision Extended Care guidelines is merged into the template, this may take some time, please wait for this process to finish. 4. Once the Word document is open, check the contents. You can add further details as required; you are now ready to print the document. The templates used are: VEC_16Y Used for patients under the age of 16 years, if the GP is known fax this document, if unknown hand the document to the patient. VEC_HAND User when the patients registered GP is unknown, this document should be handed to the patient. To Print the Document 1. To print the open document, click on the print icon on the toolbar, this sends the document directly to the printer. 2. Check the printed document and if complete, save and close the document. Click OK to close the clinical correspondence entry. Vision Extended Care Fax Solution 21

24 Fax Access and Management Overview Once you have completed the data entry using the Vision Extended Care guidelines and have faxed the consultation report to the GP practice, you are able to check the status of each document sent. You can also analyse your usage of the Vision Extended Care - Fax Solution The document is sent to the Vision Extended Care - Fax Soluction from Consultation Manager, clinical correspondence. Vision Extended Care customers can access the Vision Extended Care - Fax Solution by following a hyperlink in the Vision Extended Care - Registration Guideline. (Or by following a hyperlink in this User Guide.) The document is received by the Vision Extended Care - Fax Solution, if the Practice details are known and the fax number is available the document will be faxed to the patients registered GP. If the fax number is unknown, or an error exists with the fax message the details will be available to view on the opening screen. The documents will be shown in error. There are tools available to resolve such errors and continue to fax the document. For each document sent to the Vision Extended Care - Fax Solution there is a full audit trail, showing the progress of that document. You are also able to analyse usage of the Fax Service and check the fax queue for up to date status messages. 22 Vision Extended Care Fax Solution

25 Logging into Vision Extended Care - Fax Solution To Login into Vision Extended Care - Fax Solution: 1. Click on the hyperlink on your desktop (created by the INPS Trainer) to open the Vision Extended Care Fax Solution. 2. Alternatively, in Consultation Manager, access the Vision Extended Care Patient Registration Form Guideline. 3. At the Patient s Registered GP/GP Practice Details, there is a link to the Vision Extended Care - Fax Solution. Patient Registration Guideline Practice Details fax link 4. Click on the link Click this for the Fax Solution. 5. The Vision Extended Care - Fax Solution opens in Internet Explorer. 6. Type your Centre ID, User Name and password to open the Vision Extended Care - Fax Solution. These details will be given to you during your training day. Enter the details in the required fields, then click login to activate the application. Vision Extended Care - Fax Solution Login Screen Vision Extended Care Fax Solution 23

26 7. We recommend that you open this service at the beginning of your session and leave it open and minimised. 8. Alternatively, you can click on this hyperlink here to access the Vision Extended Care Fax Solution website: NOTE: All usernames and passwords are case sensitive. 24 Vision Extended Care Fax Solution

27 Orientating the Home/Opening Screen Click Home: to return to this opening screen. Click Updates: to see updates and news. Click Logout: to close Fax Solutions Use this Menu to check the status of faxes sent and received, audit trails and setup requirements. Further details are available in this user guide. Shows Login Status and User Details. Orientating the Opening Screen Vision Extended Care Fax Solution 25

28 Home/Opening Screen When you successfully login to the Vision Extended Care Fax Solution you are presented with an opening screen. This screen informs you whether you have any faxes that have failed to send. This could be due to incorrect or missing GP Practice Codes or the omission of a fax number from the send details or Savience database. You need to resolve the errors/omissions to enable the fax message to be sent. Opening Screen with No Errors Opening Screen with Errors Listed 26 Vision Extended Care Fax Solution

29 Error Resolution On the Opening screen with errors image, you can see two different types of errors displayed. The following documents have either no or an invalid GP code, are in error and have not yet been sent successfully The following documents still need a fax number entering The following instructions will describe how to resolve these errors. If you receive any errors of a different kind, check the error code list and resolve the problem. See Fax Server Error Codes on page 40. If you are still unable to resolve the problem, select User Manager on the menu on the left of your screen, to send a message to Savience for help in resolving the error. See User Manager, on page 36 for further details. Invalid/Missing GP Code Error Resolution If you find this message on your opening screen, it indicates that one or more of your recent faxes have failed to send because the Practice/GP Code is missing. Savience have created a database of Practices/GP s which all users of the Vision Extended Care - Fax Solution use. If you send a fax, and the Fax Solution cannot identify the Practice to whom it is going, you will find this error. These errors need to be resolved. Example of a Fax Not Sent Error Message The error message contains the following information: Doc ID: This is the ID of the document. Ctre: This is your Centre ID. Rec d: This is the date and time that the fax was received by Fax Solution. Patient: The patients name. Status: This will give the current status of the message. Vision Extended Care Fax Solution 27

30 Adding a GP Code/Practice ID: 1. To view the details of the error message click on the Doc ID eg The document details can now be seen. Details of Document showing error 2. You need to enter the Practice ID, this can be found using Practice Management on the left of the screen. Practice Management Screen 3. Enter either: the Practice postcode; click the Search by Postcode button; or enter the Doctors name (you can also enter the practice name or part of the address i.e. road name) to search by Doctor, click the Search by Doctor button. You are presented with a list of available matches. 28 Vision Extended Care Fax Solution

31 Search Results 4. Click on the correct postcode to view the Practice Details. Practice Details showing Organisation Code 5. The Practice Details will show the Organisation Code (in brackets). Highlight the Code and right click; select copy. 6. Click on Home on the left of the screen to return to the faxes in error list. Select the appropriate document, click in the Enter New Practice ID box and right click; select paste. 7. Then click the Update button. The audit details at the bottom of the screen will be updated and the fax will be sent. Click on Home to return to the error list. Vision Extended Care Fax Solution 29

32 Missing Fax numbers - Error Resolution If you find the message The following documents still need a fax number entering on your opening page, you need to add a fax number to enable sending of these documents. Example of Documents requiring Entry of a Fax Number The error message contains the following information: Doc ID: This is the ID of the document. Ctre: This is your Centre ID. Rec d: This is the date and time that the fax was received by Fax Solution. Patient: The patients name. Status: This will give the current status of the message. To enter a new Fax Number: 1. From the Home menu, errors list, click on the Doc ID field e.g to access the document details. 2. Type the fax number in the Enter new fax number box. Document Details Add new Fax Number 3. If you wish to update the Practice Details click the Update Practice tick box, this will then update the Details for the Listed Practice/Medical Centre in the database, listing the new fax number within the settings for that site. 30 Vision Extended Care Fax Solution

33 Document Details Update Options 4. Click the Update button to complete the process. Example of Completed Fax Entry Form 5. Click on Home to return to the error list. You will see the following message, showing the document errors you have resolved are now being sent. Resolved Error being Sent Vision Extended Care Fax Solution 31

34 Checking the Fax Queue The fax queue can be accessed from the Menu on the left of the screen. This shows all of the faxes that have been sent. This can be filtered by Today, This Week, This Month and All. To view these, click on the relevant view required at the top of the page. Fax Queue Within the Fax Queue, you are able to view all documents that have been sent to the Vision Extended Care - Fax Solution regardless of the status of the message. Clicking on the Doc ID, allows you can view the information relating to that document. Document Details 32 Vision Extended Care Fax Solution

35 You will see: First posted: This is the date and time that the fax was first sent. Destination: This is the destination of the GP practice. Fax number: This is the Fax number entered. Patient: The patient name that the consultation relates to. Pages: The number of pages in the fax. Current status: Status of the document (complete). Doc ID/Fax ID: The document ID number and the Fax ID. Vision Extended Care Fax Solution 33

36 Practice Management Practice Management can be accessed from the menu on the left of the screen. This allows you to search for GP practice s by searching on postcode or GP Name, or practice name or address ie road name. The search facility will display all listed GP within the specific postcode area, or all GP s with the specific Name. You can also enter the Practice Details Manually to add to the Fax Solutions database. Search for GP by postcode Enter individual GP name and practice Details. Search for GP by name, address or practice name To Find a Practice by Postcode Practice Management Screen 1. Type the first part of the postcode in the relevant box, eg. SW8, then press the Search by Postcode button, this will return a list of General Medical Practices with that Postcode. TIP: You could use the patient s postcode to search as the Practice is probably in the same postcode area. Search by postcode 2. The postcode will be underlined. Find the GP/Practice you require and click on the underlined postcode. Search Results 34 Vision Extended Care Fax Solution

37 3. This then allows you to add a Fax Number for that Practice, type the Fax Number in the Enter New Fax Number window and click Update to add the fax number to the Practice Details. Add New Fax Number To Find a Practice/GP by Doctor 1. Type in the Surname of the Doctor you require (you can also use the practice name or part of the address ie. Road name) and click the Search by Doctor button, this returns a list of GP s/practices matching your search details. Search by Doctor 2. The Postcode of the practice is listed on the left and underlined. Search Results 3. Click on the underlined Postcode and add the new fax number to the Enter New Fax Number box, then click the Update button to save the details. See Add New Fax Number image above. Vision Extended Care Fax Solution 35

38 User Manager User Manager can be accessed from the menu on the left of the screen. This is a facility to enable you to send a message to the support team at Savience. You can also contact the INPS Helpline for assistance in resolving issues. Complete the form, supplying the following information: Document ID, if applicable. Message Body Type you message here Contact Details Enter your contact details, Name, Telephone No., Centre Details, for example. User Manager Message Screen 36 Vision Extended Care Fax Solution

39 Usage Statistics You can view Usage Statistics from the Usage Statistics option on the menu at the left of the screen. The usage statistics show the number of fax pages sent. You can filter the display using the filters available at the top of the page: Today, This Week, This Month, All. The total number of documents for the filtered period is shown at the bottom of the page. Usage Statistics Audit Trail The Audit Trail can be accessed from the menu on the left of the screen. The audit trail shows all of the activities undertaken by the Vision Extended Care - Fax Solution. It is a record of logins, and failed login attempts. It shows messages from arrival to delivery at the destination practice and also any error resolution actions undertaken. Most importantly, the audit trail records the date and time, the document ID, the centre number and the member of staff who dealt with the fax. Audit Trail Vision Extended Care Fax Solution 37

40 Logging Out To Log Out of the Vision Extended Care - Fax Solution click on the Logout tab at the top of the screen to successfully log out of the application. A confirmation screen will confirm your Log Out status. Log Out Confirmation Screen 38 Vision Extended Care Fax Solution

41 Executable Scripts Executable scripts are small programs which have been created specifically for a particular purpose, then embedded into the Vision Extended Care Guidelines. They are used to enable you to quickly and easily select and record information, and in some cases to reduce the number of key strokes or actions required to record certain details. For example, when creating the consultation report in the Vision Extended Care - Consultation Data Entry Guideline; one click of a button records a history entry then opens a clinical correspondence entry, and finally selects the appropriate word template. The Scripts used within the Guidelines can be viewed in the O:\Download\Guidelines\VEC folder. The Scripts will be identifiable by an icon which will indicate which guideline they are used in. Registration guideline Scripts can be identified at O:\Download\Guidelines\VEC by this icon. Example of a Registration Script Consultation guideline Scripts can be identified at O:\Download\Guidelines\VEC by this icon. Examples of Consultation Scripts All the scripts may be edited by downloading the latest version of AHK (AutoHotKey) from (this must be installed on a local workstation, NOT on the hosted/ves solution). Once the program is installed it will allow changes to the AHK files, which are located in the scripts folder (O:\Download\Guidelines\VEC). Vision Extended Care Fax Solution 39

42 Fax Server Error Codes Code Description Details 3224 The remote fax machine failed to respond 3230 A disconnect message was received while attempting to negotiate transmission 3268 Transmission error (after page break) Part of the fax has been received but the connection was stopped before the fax could be completely sent Phone number not operational No answer tone detected. (ie there was no busy condition, no ring, no audio energy was detected.) 3931 Busy The receiving line is in use Phone number not operational The receiving line gave the busy signal immediately. The receiving line might be out of order or disconnected Busy Unassigned number or telephony error No answer (might be out of paper) 3936 Human voice answer 3937 Ring busy A ringing condition was detected followed by a busy signal Phone number not operational 6001 Phone number not operational Unassigned number? 6017 Busy The receiving line is in use No answer (Might be out of paper) 6021 Call rejected 6022 Number changed 6027 Phone number not operational Invalid number format? 6028 Phone number not operational Unassigned number Call Rejected 8010 The remote fax machine hung up before receiving fax 8021 No answer Might be out of paper Busy The receiving line is in use. 40 Vision Extended Care Fax Solution