If the HCP Diary is your homepage, click the RiO logo. Alternatively Viewing the HCP Diary Click the Appointments menu, and select Diary from the menu displayed. The HCP Diary page is displayed. The HCP Diary initially shows the daily view for today, with the current date at the top left of the diary page. Any appointments that are recorded in the HCP Diary are colour coded as described in the key located at the bottom of the page. A variety of options are available for viewing different days and diary views. To hide the colour code key, click the down pointing arrow on the top border of the key. To reveal the colour key click the upward pointing arrow on the bottom border of the diary. To view another person s diary, choose their name from the HCP pick list in the Change Selection panel and click GO. To view a different day, either: Enter a date in the Date field in the Change Selection panel and click GO. Or If you have your own HCP Diary, it is displayed. Click the forward or back If you do not have your own HCP Diary, a blank diary page is arrow in the Current displayed. Selection panel to move to the next or previous day. 1
Viewing the HCP Diary (Continued) Type a comment in the Comments field and click Save. To hide the left hand panel that contains the Current Selection, Change Selection and Comments panels, click the left pointing arrow in the border on the right hand side of the panel. The panel is closed and the Diary is extended. The view can be changed between a daily, weekly or monthly view by clicking on the appropriate tab. Click the weekly view tab. The weekly diary view page is displayed, for the week of the date selected. To show the left hand panel click the right pointing arrow on the left hand border of the diary. The panel is opened and the Diary is realigned. 2
Viewing the HCP Diary (Continued) Click the monthly view tab. The monthly diary view page is displayed for the month of the date previously selected: A pop-up window provides details including the client s/patient s name and the time and location of this appointment. Click the RiO back arrow. Clicking on the client/patient name in this pop-up will take you to the client s/patient s Case Record. Click the RiO back arrow. Clicking the time will take you to the Appointment Details. Clicking To Outcome will take you to the Apppointment Outcome page. For group appointments the number of clients/patients in the appointment will be displayed. The hyperlink into the client s/patient s details is accessible by clicking into the appointment. To view details about a booked appointment from the weekly or monthly view, click on an appointment cell. 3
Viewing the HCP Diary (Continued) For a past appointment, the Outcome if recorded is also listed. To view the details of the outcome of an appointment if any are shown, click on the Outcome of the appointment. The Attendance Indicator (CH) or Outcome (MH) page provides details of the outcome of the selected appointment. To navigate to a particular day from the weekly or monthly view, click the hyperlink at the top of the day. The daily view for the chosen day is displayed. To view the details of a booked client/patient appointment, click the time of the appointment. The details of the appointment are displayed. Click HCP Diary View to return to the HCP Diary page. For a group appointment, the page lists the clients/patients who were booked with a View hyperlink next to each name. For a group appointment only, click on View next to the client/patient to see the outcome details for the appointment. The outcome details for the appointment are displayed for the selected client/patient. The View hyperlink for the selected client/patient is shown in bold to indicate which record is being viewed. The other outcomes can be viewed by clicking on the View hyperlink for each client/patient in turn. To view activities recorded, click on the Activities tab. The Activities page provides details of activities that were planned and those that were carried out. 4
Viewing the HCP Diary (Continued) Click the Attendance tab to return to the Attendance Indicator (CH) or Outcome (MH) page then click Return to HCP Diary to return to the HCP Diary page. To view the details of a booked non-client/patient activity if one is displayed, click on the time of the activity. The Other Activity page is displayed. Booking an Appointment Click a time alongside a vacant slot in your diary. The Search page is displayed. Select the client/patient, searching if necessary. The Community Appointment Booking page is displayed. If the client/patient has more than one referral, a Referral field is displayed immediately below the client s/patient s name. Select the appropriate referral from the pick list. Select an Appointment Type and a Location from the pick lists. 5
Booking an Appointment Continued) Select an Intended Duration this initially displays the length of a single slot in your diary. This may overlap with an existing appointment in the HCP Diary and if so a warning message will appear when you save the appointment. If this is an appointment with a carer, select Carer Appointment. If this is not a Face-to-face contact, clear this box, make any appropriate comment in the Comments field. Click Book Appointment to make the appointment and put the appointment in your diary. The Community Appointment Details page is displayed. It shows the information held about this appointment. Click HCP Diary View to return to the HCP Diary. Click on the appointment time of the Appointment that you have booked to return to the Appointment Details page. You can change the Appointment Type, Location and Intended Duration. If you make changes, you must click Save to keep them. Click Intended Activities. The Intended Activities page is displayed. Select the activities that you intend to carry out at this appointment from the list in Activity. To select multiple activities, hold down the Ctrl key while you click the ones you want. Click GO. The Intended Activities page changes to show the activities chosen. 6
Booking an Appointment Continued) You can add more activities but if you have added activities by mistake, select the box to the right of the activity in the Delete column and click Delete. Select the box to the left of the column heading (Delete) to select all activities. Click Appointment. The Community Appointment Details page is displayed. Click HCP Diary View. The HCP Diary is displayed, showing the appointment you have just made. Booking a Group Appointment You have received a referral to see two people in their own home. You are going to make a single appointment as you will be seeing them together. Click a time alongside a vacant slot in your diary. The Search page is displayed. Select the client/patient, searching if necessary. The Community Appointment Booking page is displayed. Click the plus icon in the centre of the page. The Search page is displayed. Select a person, searching if necessary. The Community Appointment Booking page changes to show the new person at the top of the page and the previously selected person above the plus sign. Repeat until all people have been added to the appointment. Then remember to add the Intended Activities. Select the box to the right of the client/patient you want to associate with intended activities. You can associate all clients/patients with all intended activities. Click GO. The Intended Activities page is displayed. Select activities for the selected clients/patients. Click GO. 7
Booking a Group Appointment ( C o n t d. ) The Community Appointment Booking page changes to show the list of client/patients and their associated activities. Click HCP Diary View to return to your diary. The HCP Diary is displayed, showing the appointment you have just made. If you did not select all clients/patients, click Appointment and then Intended Activities from the bottom of the Community Appointment Details page and repeat for other clients/patients. If you did select all clients/patients, click Main Activities to return to the Intended Activities page. Click Appointment to return to the Community Appointment Details page. Adding an Additional HCP From the Appointment Details page, click the plus icon to the right of Other HCP. The Add another HCP to Appointment page is displayed. To add an HCP from your team, select from the pick list and click the plus icon to the right or enter the HCP s name in to the search box then click Search, select the HCP from the results box and click the plus icon to the right. A box is displayed to the right of each HCP s name. You can select this box and click the minus icon to remove the HCP from the appointment. 8
Adding an Additional HCP (Contd.) Click Return to Appointment Page. Click Intended Activities. Select intended activities from the pick list and select the HCP to associate with these activities from the pick list. Click GO. Repeat to associate other activities with a different HCP. The Intended Activities page is displayed, showing activities associated with each HCP. Click a time alongside a vacant slot in your diary. The Search page is displayed. Repeat Appointments Select the client/patient, searching if necessary. The Community Appointment Booking page is displayed. Click Book Repeat Appointments tick box. The top portion of the page expands to show the options for booking repeat appointments. Select the Total No. of Appointments from the pick list. Select the Frequency. The area to the right of the Frequency list changes to display further options. These vary depending on the frequency you selected. Specify the appropriate frequency: Daily, Weekly, Monthly, Yearly OK will return you to the booking page without making any appointments. Continue Booking will book all of the appointments, including those on bank holidays. Book available slots will book only those appointments that are not on bank holidays. Return to the HCP Diary View and confirm the existence of the appointments 9
Cancelling an Appointment Find an appointment with a single client/patient in your diary and click the time of the appointment. The Community Appointment Details page is displayed. You must select a Cancellation Reason from the drop-down list. Click Cancel This Appointment. A message is displayed asking you if you are sure. Click Yes to cancel the appointment; click No if you have changed your mind. Your Diary page is displayed and the appointment is no longer present. If you selected No, you will remain on the Appointment-Cancel Appointment page. Cancelling a Group Appointment. Find a group appointment and click the time slot link, the Community Appointment Details page is displayed. To cancel the appointment click Cancel. The Cancel Appointment page is displayed. The Cancellation Date Time displays the current date and time, but you can change this if necessary. 10
Cancelling a Group Appointment (Co n t d. ) Outcoming an Appointment Select the client/patient you want to cancel by selecting the appropriate box under the Cancel All Clients option. Click the minus button. The Remove from Appointment page is displayed. The Cancellation Date Time displays the current date and time, but you can change this if necessary. You must select a Cancellation Reason from the pick list. Click Cancel This Client. A message is displayed asking you if you are sure. Click Yes to cancel the client from this appointment; click No if you have changed your mind. If you selected Yes, the Community Appointment Details page is displayed, showing the remaining clients/patients in that slot. If you selected No, you will remain on the Remove from Appointment page. Find an appointment with client/patient 9 in your diary. Click To Outcome in the Outcome column. The Attendance Indicator page is displayed. Links at the bottom of the page take you to Appointment Details to see more information or back to the HCP Diary if you do not want to record an outcome for this appointment. If you are going to record actual Activities, or if you recorded planned activities when booking the appointment, click the Activities tab. 11
Outcoming an Appointment ( C o n t i n u e d ) The Activities tab is displayed. You can see details for individual clients/patients sharing the appointment by clicking View to the right of their names. Appointment Details takes you back to view basic appointment details. If you carried out some activities not already listed, add them by selecting the activity and the HCP who performed it from the pick lists and clicking the plus (+) icon. You can select more than one activity if required using shift-click or ctrl-click. For each listed Activity you must indicate whether to set the activity as Actual, Intended, or Delete the activity. You can click in the top of the column to mark all of the activities to either Actual, Intended or Delete. Click Outcome (MH) or Attendance (CH) tab. Actual Duration is set to the amount of time you originally allowed for the appointment change it if it is not correct. You must enter a Seen Time and select a Conclusion from the pick list. You can optionally type an Attendance Comment. Click Save to save details. The Attendance Indicator page is displayed, showing a summary of the information. Click Return to HCP Diary link. The Conclusion is displayed in the Outcome column. Click it to return to view details of the outcome 12
Recording Other Activity Find an appropriate slot in your diary and click in the Location/Other Activity column. The Other Activity page is displayed. Your name and the date and time of the activity are shown. Select the Action Code from the drop-down list and enter an End Time. If this is a Repeat Booking, select the number of days from the drop-down list and indicate if it is only to take place on Week Days (Mon-Fri) only by selecting the box. Type any relevant Comment. Click Save Details. If you click Return to HCP Diary View, the diary page is displayed again and the non-client/patient activity is not saved. The HCP diary is displayed, showing the non-client/patient activity. To change or remove the appointment, click the appointment time. The Other Activity page is displayed, showing details of the appointment. Either: Make changes and click Save Details or Click Remove to delete the appointment The Diary is displayed and the non-client/patient activity has either been amended or removed. 13
Viewing Multiple HCP Diaries On occasion you may need to book an appointment involving multiple HCP s. RiO will allow you to view multiple HCP diaries for a specified period/date/time side-by-side, enabling you to check availability. From the Appointments icon select Clinic Appointment Search. This will display the Clinic Appointment Search options: The HCP diaries requested are then displayed side-by-side, simply use the scroll bar to view all the information specified. Leave the Clinic and Service fields as -None- and in the HCP field select the ones you want to view using the control key to select more than one. Once the HCPs are selected click the Go button Choose the time period to view using either the Period, Date or Time fields and click the Go button: 14