Scottish Care Information SCI Gateway v11.1 Receiving Referrals User Guide
Contents 1 Introduction...1-1 2 Accessing SCI Gateway...2-1 Accessing SCI Gateway...2-2 Passwords & Security...2-3 Logging on to SCI Gateway for the first time...2-3 The SCI Gateway Homepage...2-4 Passwords In SCI Gateway...2-5 Changing Passwords...2-5 Password Security...2-5 Password Expiry...2-6 Password Grace Period...2-6 3 Receiving Referrals...3-1 Viewing New Referrals...3-2 Printing Referrals...3-3 Bulk Printing...3-3 Opening and Printing Individual Referrals...3-4 Other Referral Letter Options...3-5 Opening Individual Attachments...3-6 Redirecting Referrals...3-7 4 Managing Referrals...4-1 The Referral Worklist...4-2 Statuses And Flags...4-4 Changing The Status Of A Referral...4-5 Flags In SCI Gateway...4-6 Flagging a referral as Filed...4-7 Filtering The Referral Worklist On Status And Flags...4-8 Searching The Referral Worklist...4-9 Cancelling And Deleting Referrals...4-11 Other Referral Options...4-12 5 Other SCI Gateway Functions...5-1 View Referral Audit Trail...5-2 Help...5-3 Navigating the On-Line Help file...5-4 Crown Copyright 2006 i
1 Introduction SCI Gateway is the national product in NHSScotland for the electronic exchange of clinical information such as referral letters and discharge documents between Primary and Secondary Care. You can use SCI Gateway to receive and print referral letters directly from primary care providers via the NHSNet. Hospitals that use SCI Outpatients to manage their appointments and clinics can receive SCI Gateway referrals directly into the application, and can configure certain clinics to allow remotely booked appointments if required (see SCI Outpatients User Guide and Configuration Guide). Who is this guide for? This guide can be used as a reference tool by anyone who uses SCI Gateway in the workplace. It can also be used as a resource by anyone responsible for delivering training on SCI Gateway. Areas covered This guide provides information about the following areas: Accessing SCI Gateway Receiving and Printing Referrals Managing Referrals Other SCI Gateway functions Crown Copyright 2006 1-1
Getting help Problems and enquiries regarding SCI Gateway should be directed in the first instance to your system administrator or IT department. All calls to SCI should be made through SCI Customer Services on 0141 282 2100. Additional copies of this user guide and further support information are available on our website: http://www.sci.scot.nhs.uk/ Contact us SCI Cirrus Marchbank Drive Glasgow Airport Business Park Paisley PA3 2SJ Telephone: 0141 282 2100 (Customer Services) 0141 282 2000 Email: Web site: scitrainers@gpass.csa.scot.nhs.uk http://www.sci.scot.nhs.uk/ Crown Copyright 2006 1-2
2 Accessing SCI Gateway Access to SCI Gateway is controlled by the use of User Names and Passwords. These are normally issued and maintained by your local health board area staff, and any queries regarding user names and passwords should be directed there in the first instance. This section covers: Accessing SCI Gateway Passwords & Security The SCI Gateway Homepage Changing Passwords More About Password Security In SCI Gateway Crown Copyright 2006 2-1
Accessing SCI Gateway By accessing SCI Gateway you can view all of the referrals for your hospital and manage them as required. For example, you can show only referrals that have been submitted but not yet viewed or printed. To access from the Windows desktop, double click on the SCI Gateway icon: The SCI Gateway icon on your desktop may look different to the one pictured above, depending on which version of Windows you are using. If you do not have a SCI Gateway icon on your desktop please see your system administrator. Crown Copyright 2006 2-2
Passwords & Security When you log onto SCI Gateway you are establishing a connection over the NHSNet, therefore you will need a user name and password for security purposes. In the first instance you will be given these by your system administrator you will be able to change your password at any time after this. The Log On screen pictured below is displayed when you click on the NHSScotland logo as described on the previous page. At the Log On screen type in your SCI Gateway User name and Password and click Logon Logging on to SCI Gateway for the first time When you log on to SCI Gateway for the first time you will be asked to change your password for security purposes. Key in current password to confirm identity Enter then confirm new password then click on Update Password Crown Copyright 2006 2-3
The SCI Gateway Homepage The SCI Gateway Homepage is displayed when you log on to SCI Gateway. Some of the navigation buttons and links pictured may not be available, depending on how SCI Gateway is configured in your local health board area. Navigation bar see below Check here regularly for important information Navigation Bar Options Return to the SCI Gateway Homepage Allows users to access the messages Worklists see page 4-2 Allows users to access the Audit Trails see page 5-2 Allows users to access to local and national referral guidelines Allows users to access the NHS Scotland Waiting Times web page Allows users to change their passwords see page 2-5 Allows users to access SCI Gateway online Help pages see page 5-3 Logs off SCI Gateway and closes Internet Explorer window Navigation Links Opens the Referral Worklist, filtered to show only referrals received but not yet viewed or printed Crown Copyright 2006 2-4
Passwords In SCI Gateway Changing Passwords You can change your password at any time by following the steps outlined below. 1 Point to Admin on the Navigation Bar and click on Change Password 2 Type in your current password and then enter and confirm your new password. Click on Change Password to make the change Password Security Your password must be at least six characters in length Your password must have a combination of alpha and numeric characters and is case sensitive Never write down your password or reveal it to others When keying in your password it will be displayed as a series of so that it cannot be read When you change your password, the new one must not match any of the previous four passwords used for your user name If you think someone else may know your password, you should change it as soon as possible Crown Copyright 2006 2-5
Password Expiry Passwords in SCI Gateway are configured to expire after 90 days. Messages indicating the countdown to the expiry date will be displayed when you log on from seven days prior to that date. You should change your password during this notification period. Password Grace Period If you do not change your password prior to it expiring, the system will initiate a 21-day grace period. If you log on during this time you will be prompted to change your password before you can proceed. If you do not change your password prior to it expiring or during the 21-day grace period, a message will be displayed the next time you log on informing you that your password has expired. If this happens you must contact your system administrator to have a new password issued. Crown Copyright 2006 2-6
3 Receiving Referrals GP practices and other referral providers use SCI Gateway to generate and send referral letters. When you log on to SCI Gateway you will be able to access all of the referrals that have been sent to your hospital and you have permission to see. This section covers: Viewing New Referrals Printing Referrals Other Referral Options Opening Individual Attachments Redirecting Referrals Crown Copyright 2006 3-1
Viewing New Referrals When you log on to SCI Gateway the home page is displayed click on the link to show all new referrals. Click here Pink spot denotes Referral Worklist is filtered to show referrals not yet viewed / printed see Section 4 for more information When you click on the link to show new referrals, the worklist will be filtered to show only those referrals that have been received but not yet viewed or printed. See Section 4 of this User Guide for more information about filtering the Referral Worklist. Crown Copyright 2006 3-2
Printing Referrals Bulk Printing You can use the SCI Gateway bulk printing function to print all referrals on the Referral Worklist page, or a selection of letters, by following the steps outlined below. Alternatively you can print referral letters individually see page 3-4. 1 Click the tick box beside each referral you wish to print alternatively click the tick box in the column header to select all referrals on this page of the worklist Click here to select all Click here to select individual referral 2 The Print Attachments box is ticked by default remove if required. Referrals with attachments are indicated by the paperclip icon Ensure Selected is displayed in the Print Letters drop down field 3 Click on the Print button to print all selected referrals Referrals that have been viewed or printed have the Viewed flag applied and therefore will no longer appear on the worklist unless you clear the filter see Section 4 for more information on flags When printing multiple referrals as described above, only certain attachment formats will be printed automatically specifically.txt,.doc and.rtf. Other types of attachment can be viewed and/or printed individually see page 3-6 Crown Copyright 2006 3-3
Opening and Printing Individual Referrals As an alternative to bulk printing referrals as described on the previous page, it is possible to view and print individual referrals. 1 In the Referral Worklist click on the Patient name to open the referral letter Click here 2 The letter is displayed in a separate window click on the Print button to produce a printout 3 Close the Preview Letter window by clicking on the Close icon you will return to the Referral Worklist If you print a referral letter as described above, any attachments will not be printed. Attachments can be printed separately see page 3-6. When you open a referral, or print it individually or using bulk printing, the Viewed flag is set, both in the hospital and at the GP practice that sent the referral. Crown Copyright 2006 3-4
Other Referral Letter Options When you open an individual referral letter as described on the previous page, you have other options as well as the option to print the letter. Referral Option Buttons Save Click on the Save button to save a copy of the referral letter: Navigate to the required file location System generates a default file name this can be changed if required You can save the file as HTML or as a text file Click here to save the referral Change Status Click on the Change Status button to apply a new status to a referral see pages 4-4 to 4-5 for more information about referral statuses. Click here to change the referral status Crown Copyright 2006 3-5
Opening Individual Attachments When bulk printing referrals, you have the option to print attachments at the same time (see page 3-3). However, only text files will be printed using this method (files with the formats.doc,.rtf and.txt). You can open individual files that have been uploaded as attachments to referrals (and subsequently print them if required) by following the steps outlined below. 1 Click on the paperclip icon next to the referral to display the list of attachments 2 The Message attachments screen is displayed click on the relevant icon to download the file 3 In the File Download dialogue box, click on Open to open the file or Save to save the file to your computer 4 To return to the Referral Worklist, point to Messages and click on Referral Click here Crown Copyright 2006 3-6
Redirecting Referrals SCI Gateway can allow a hospital to redirect a referral to another hospital, either within its own health board area or in another health board area, provided both hospitals have been configured to allow this. You can redirect a referral to another hospital by following the steps outlined below: 1 Click on the icon next to the referral you wish to redirect and select Redirect Click here Then click here 2 3 Select the Health Board Area, Destination, Specialty/service and Consultant/Health Care Professional (if required) Click on the Redirect Referral button at the bottom righthand corner of the screen and then click on Yes in the Referral Redirect box 4 On return to the Referral Worklist the redirected display the new details. If you have redirected the referral to another hospital you may not see the referral on your worklist. This will depend on the locations that you have permission to see. Crown Copyright 2006 3-7
4 Managing Referrals You can manage all of the referrals you receive using SCI Gateway. For example, you can print the referral letters and change the status of referrals if required. This section covers: The Referral Worklist Sorting The Worklist Filtering The Worklist Statuses And Flags Changing The Status Flags In SCI Gateway Flagging A Referral As Filed Filtering On Status And Flags Searching The Referral Worklist Cancelling And Deleting Referrals Other Referral Options Crown Copyright 2006 4-1
The Referral Worklist Pictured below is an example of the Referral Worklist. It provides a range of options to help you view and manage your referrals. You can access the Referral Worklist at any time by pointing to Messages and then selecting Referrals on the left-hand side of the screen. Click here for Referrals Options menu see pages 4-11 & 4-12 Search icon see page 4-9 & 4-10 Individual Filter icon see page 4-3 Filter on status and flags icon see page 4-8 Printing options see page 3-3 You will only have the send tab if you have the capability to send messages Click here to refresh the screen and view recent changes Sorting the Worklist By default, information in the Referral Worklist is organised by date. You can sort the list according to your requirements by clicking on the relevant column header for example Status, Patient, etc. Click on the column header to sort the worklist Crown Copyright 2006 4-2
Filtering the Worklist You can click on any of the Filter icons to show only those referrals showing the filtered item. For example, filtering on the Practice Name will only show referrals from that practice the Filter icon will turn red to show the filter has been applied. The list has been filtered by Practice Name You can have more than one filter applied at the same time. For example, if your Referral Worklist has been filtered to show only referrals from a selected Practice you can further filter the list to only show referrals to a selected Specialty / Protocol. The list has been filtered by Practice Name and then by Specialty/Protocol Click here to remove all Filters that have been applied to the worklist You can remove individual filters by clicking on the red Filter icon other filters will be unaffected. To remove all filters, click on the Clear Filters button as illustrated above. Crown Copyright 2006 4-3
Statuses And Flags Statuses allow hospitals to control the status of a referral as it appears on the Referral Worklist. Flags are used to record what actions have been applied to a referral, and can be set manually or automatically depending on the flag. Status is displayed here. Flags that have been applied are indicated by the icons see page 4-6 Statuses Referrals will have a status of Submitted when they arrive in the hospital, unless the local health board area has changed the default status for submitted referrals. If required you can change the status of a referral, for example to indicate when the referral has been vetted or had an appointment booked. SCI Gateway provides a default status of Submitted for referrals that have been received by the hospital. It is possible for the local health board area to change the default status, although it is not recommended, as this may cause confusion when referrals are sent between health board areas. Flags Flags are designed to show what actions have been carried out against a referral. Flags are usually applied automatically, for example Printed when the hospital prints a copy of the referral, or Viewed when the hospital opens and/or prints it. When the hospital prints or views a copy of the referral, a flag of viewed is applied to the record in the GP practice. Hospitals can manually apply a flag of Filed if you want to record the fact that a copy of the referral has been kept. See page 4-6 for more information about the use of flags in SCI Gateway. Crown Copyright 2006 4-4
Changing The Status Of A Referral Hospitals can change the status of a referral by following the steps outlined below. For example, you may wish to assign a status when the referral has been vetted, or when it has had an appointment booked. 1 Click on the icon next to the referral you wish to change the status of and select Set status and flags Click here Then click here 2 Select the status you wish to assign to the referral from the Status drop down list Click here and select Status 3 The screen will refresh and the referral will be displayed in the Referral Worklist with the new status New status is shown here SCI provides a default list of statuses for use with SCI Gateway. These can be changed and/or added to by the local health board area, so the list of available statuses may appear different to the one pictured above. Crown Copyright 2006 4-5
Flags In SCI Gateway Name Icon Icon not set How is it set? What can it be used for? Printed Set automatically when hospital prints a copy of the referral letter You can filter the worklist to show only referrals that have not been printed, if you want to ensure all referrals have been printed Filed Set manually by the hospital by clicking on Set status and flags (see page 4-7) If you use this flag to note the fact that a copy of the referral letter has been filed with the patient s notes, you can filter the worklist to show those referrals that have yet to be filed Viewed Set automatically when the hospital views and/or prints a referral You can filter the Referral Worklist to show referrals that have been submitted but not Viewed by the hospital and take appropriate action if necessary Appointment Booked Set automatically when the practice remotely books an appointment or by some outpatients management systems when an appointment is associated with the referral You can filter the referral worklist to show which referrals have or have not had appointments booked if your outpatients management system is compatible with the Appointment Booked flag Sent No icon No icon Set automatically when a referral is submitted All referrals which arrive at the hospital have had a flag of Sent set when they were submitted by the GP practice You can use any of the flags described above to filter the referral worklist. See page 4-8 for more information on filtering the referral worklist on statuses and flags. Crown Copyright 2006 4-6
Flagging a referral as Filed The only flag a hospital can manually apply themselves is Filed. You may want to use this flag to record the fact that you have included a copy of the referral letter in the patient s notes. 1 Click on the icon next to the referral you wish to attach a flag of Filed to and select Set status and flags Click here Then click here 2 Enter a tick in the Filed tick box and then click on Set Click here and then click on Set 3 The screen will refresh and the referral will be displayed in the Referral Worklist with the new flag New flag is shown here If required, you can repeat the above process to remove the Filed flag from a referral. Crown Copyright 2006 4-7
Filtering The Referral Worklist On Status And Flags As well as filtering directly by clicking on the icons as described on page 4-3, you can filter the Referral Worklist using a combination of Statuses and Flags. Click on the Filter icon 1 in the Status column header Click here 2 3 In the Filter on Status and Flags window, select the Status you wish to filter on from the drop down list Note: The Status drop down list will only show statuses that appear in the Referral Worklist Select which flags you wish to include and which you wish to exclude. In the example given, only referrals that have been viewed and printed but have not yet been filed will be returned. Note: The Hide Cancelled tick box can be used to exclude Referrals with a status of Cancelled Click here Select the flags you wish to include and/or exclude 4 The red icon in the Status column header shows that the Referral Worklist has been filtered on Status and Flags. The icons underneath the status shows which flags are Set and which are Not set Icons show list is filtered to indicate referrals that have been printed and viewed but not filed Hover the mouse pointer over an icon to see if the list is filtered on the associated flag the cross through the Filed icon shows that this flag is NOT set Crown Copyright 2006 4-8
Searching The Referral Worklist SCI Gateway has a search function that allows you to search the Referral Worklist by patient name and/or by date range. 1 In the Referral Worklist, click on the Search icon 2 In the search area, enter a date range and/or patient details Note: The default date range is all dates up to today s date you can change the From or To date by clicking on the calendar icon Enter search criteria here 3 Click on the Search button to begin searching the worklist 4 Search results are displayed to return to the full worklist, click on the Clear Search button When you click on Search the system will search the entire Referral Worklist. If you have filtered the Referral Worklist prior to starting the search, then the search results will also have the filters applied click on the Clear Filters button to see all search results. Crown Copyright 2006 4-9
Using the restricted search function When you open the worklist which shows all referrals the search function is displayed by default. In the home page click on Messages and then select Referral: Point to Messages and then click on Referral to display the worklist and search function The worklist is displayed showing referrals for one month previous to the current date with the date range set in the search facility. To search for a patient, key in the patient s name and click on Search. To search for a patient out side of the set date range click on the calendar icon and reset the date: Click here to open the calendar First select Month & Year and last the day of the month required Once you have selected an appropriate date range click on Search to display the results. Crown Copyright 2006 4-10
Cancelling And Deleting Referrals You can cancel or delete a referral at any time by following the steps outlined below. 1 Click on the Referral Options icon and select Cancel Referral or Delete Referral as required (see below) Click here 2 Click OK to continue or Cancel to abandon cancelling or deleting the referral Click here to continue 3 If the referral was cancelled, it will remain on the worklist with a status of Cancelled. If it was deleted, it will no longer be on the worklist and cannot be retrieved Cancelled referral displayed here Cancel Referral This option changes the status of the referral to Cancelled. The referral will remain on the worklist and can be accessed at any time. Delete Referral This option ends the referral and removes it from the worklist. You cannot access a deleted referral, although details of all activity relating to the referral can still be viewed in the Audit Trail (see page 5-2). Crown Copyright 2006 4-11
Other Referral Options Email You can email the healthcare provider a referral has been received from by clicking on the Referral Options icon and selecting Email from the menu. This will open a new email message in your default email program, with the address and subject pre-populated and relevant information included in the message body, which you can add to as necessary. To use this option, the email addresses of the healthcare providers you receive referrals from must be configured by your local health board area. Email messages are not subject to the security measures used by SCI Gateway, therefore it is essential that use of the email option conforms to the current national guidance on use of email for clinical messages Set status and flags You can change the status of a referral, or attach a flag of Filed to a referral, by clicking on the Referral Options icon and selecting Set status and flags from the menu. See pages 4-4 to 4-7 for more information about setting statuses and flags. Crown Copyright 2006 4-12
5 Other SCI Gateway Functions SCI Gateway provides access to some other functions which you may find useful when using the application. This section covers: The referral audit trail On-Line Help file Crown Copyright 2006 5-1
View Referral Audit Trail The Referral Audit Trail allows users to view historical information regarding referrals generated using SCI Gateway. From the SCI Gateway home page, point to Audit Trail and then click on Referral to view the referral audit trail Click on any column header to sort the list as required Use the date navigation buttons and/or calendar to show activity for a specified period Information is presented in Date/Time order, with the most recent activity shown first. You can sort the list as required by clicking on the relevant column headers. Activity is shown for the current week by default. You can use the navigation buttons and the calendar to show activity for any time period. Crown Copyright 2006 5-2
Help SCI Gateway has an On-Line Help file which provides guidance on the installation and use of the application. Point to Help to open the On-Line Help file Click on a link to open the relevant Help page SCI Gateway On-Line Help will open in a separate browser window when you click on Help on the SCI Gateway home page. Crown Copyright 2006 5-3
Navigating the On-Line Help file The topic you selected from the Help home page is displayed when you click on the link as described on the previous page. Click on the and buttons to navigate to other pages Click on the button to return to the Help home page You can close the On-Line Help file by clicking on the close time. icon at any Crown Copyright 2006 5-4
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