Scottish Care Information. SCI Gateway v10.3. Sending Referrals & Receiving Discharges User Guide

Scottish Care Information SCI Gateway v10.3 Sending Referrals & Receiving Discharges User Guide

Contents 1 Introduction... 1-1 2 Accessing SCI Gateway... 2-1 Accessing SCI Gateway Through GPASS... 2-2 Accessing SCI Gateway Standalone... 2-3 Passwords & Security... 2-4 Logging on to SCI Gateway for the first time... 2-4 The SCI Gateway Home Page... 2-5 Passwords In SCI Gateway... 2-7 Changing Passwords... 2-7 Password Security... 2-8 Password Expiry... 2-8 Password Grace Period... 2-8 3 Generating & Sending Referrals... 3-1 Creating A New Referral... 3-2 Completing A Referral Protocol... 3-3 The Referral Protocol Window... 3-3 Commonly Used Tabs... 3-4 Previewing & Printing The Referral Letter... 3-5 Parking A Referral... 3-6 Adding An Attachment To A Referral... 3-7 Sending The Referral... 3-8 Validating a referral... 3-9 Further Options When Sending A Referral... 3-11 Booking the appointment online... 3-12 4 Managing The Worklist... 4-1 The Referral Worklist... 4-2 Sorting the Worklist... 4-2 Filtering the Worklist... 4-3 Statuses And Flags... 4-4 Changing the Status of a Parked 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... 4-10 Other Referral Options... 4-11 Printing Referrals... 4-12 Opening Individual Attachments... 4-13 5 Receiving Discharges... 5-1 Viewing New Discharges... 5-2 Printing Discharges... 5-3 Bulk Printing... 5-3 Opening And Printing Individual Discharges... 5-4 Importing Discharge Details Into GPASS... 5-5 Errors on Discharge Import... 5-6 Patient Details Mismatch on Discharge Import... 5-7 Saving Discharges... 5-8 The Discharge Worklist... 5-9 6 Other Gateway Functions... 6-1 View Audit Trail... 6-2 Help... 6-3 Navigating the On-Line Help file... 6-4 Crown Copyright 2005 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 send referrals directly to healthcare providers via the NHSNet, and you can monitor the progress of referrals once they have arrived at the hospital. If the hospital you are sending the referral to uses SCI Outpatients to manage its appointments and clinics, you may also have the option to book appointments directly. Hospitals with a compatible application, such as SCI Discharge, can generate and send electronic discharge letters, which practices can receive using SCI Gateway. 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 Generating and Sending Electronic Referrals Managing Referrals Receiving Discharges Other SCI Gateway functions Crown Copyright 2005 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 Customer Services on 0141 882 9998. Additional copies of this user guide and further support information are available on our website: www.show.scot.nhs.uk/sci Contact us SCI Seaforth House Seaforth Road Hillington Glasgow G52 4SQ Telephone: 0141 882 9998 (Customer Services) 0141 882 9996 Email: Web site: scitrainers@gpass.csa.scot.nhs.uk www.show.scot.nhs.uk/sci Crown Copyright 2005 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 Through GPASS Accessing SCI Gateway Standalone Passwords & Security The SCI Gateway Homepage Changing Passwords More About Password Security In SCI Gateway Crown Copyright 2005 2-1

Accessing SCI Gateway Through GPASS By opening a patient encounter and accessing SCI Gateway from within the GPASS Consulting Room window, you can view any referrals for the selected patient as well as create a new referral pre-populated with the patient s relevant clinical and demographic details. 1 Open a patient encounter in GPASS and click on the SCI tab 2 Click on the appropriate NHS Logo to open the Log On screen (see page 2-4) Note: You can only use the Training instance if your system has been configured and you have the necessary log on name and password Live patient data should not be used in the Training instance Live instance Training instance Crown Copyright 2005 2-2

Accessing SCI Gateway Standalone Practices that do not use GPASS will have access to SCI Gateway Standalone, from which they can generate new referrals and manage existing referrals. GPASS practices will also have access to SCI Gateway Standalone, allowing staff to manage referrals for the whole practice rather than for individual patients. 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 2005 2-3

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 pages. 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 2005 2-4

The SCI Gateway Home Page The SCI Gateway Home Page 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 Links see below Navigation buttons see below Check here regularly for important information News links click for more information on news items Navigation Buttons Return to the SCI Gateway Homepage Opens the Referral Worklist see page 4-2 Opens the Discharge Worklist see Section 5 Access to local and national referral guidelines Link to NHS Scotland Waiting Times web page Allows users to change their passwords see page 2-7 Access to SCI Gateway online Help pages see page 6-3 Logs off SCI Gateway and closes Internet Explorer window Crown Copyright 2005 2-5

Navigation Links Opens the Referral Worklist, filtered to show only referrals not yet sent Opens the New Referral screen see page 3-2 Displays the Referral Audit Trail see page 6-2 Opens the Discharge Worklist, filtered to show only discharges not yet viewed or printed Displays the Discharge Audit Trail see page 6-2 Crown Copyright 2005 2-6

Passwords In SCI Gateway Changing Passwords You can change your password at any time by following the steps outlined below. 1 Click on the Admin button 2 Click on the Change Password link Click here 3 Type in your current password and then enter and confirm your new password. Click on Update Password to make the change Crown Copyright 2005 2-7

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 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 2005 2-8

3 Generating & Sending Referrals SCI Gateway uses protocols to generate referral letters. Protocols are created and maintained at local health board area level. If you access SCI Gateway through GPASS, the protocol will be pre-populated with much of the information necessary to produce the referral letter, such as clinical and medication information and patient demographics. Before using SCI Gateway to generate and send referrals, practices may wish to consider how they can adapt their business processes to use the system to its best advantage. For example, you may decide that admin staff can use SCI Gateway to complete a referral protocol, but that only clinical staff can send it, once they have checked it is OK. Alternatively, admin staff could complete the protocol and print a preview of the letter for clinical staff to authorise prior to admin staff sending it. This section covers: Creating A New Referral Completing A Referral Protocol Previewing & Printing The Referral Letter Parking A Referral Sending The Referral Additional Referral Options Crown Copyright 2005 3-1

Creating A New Referral 1 From the SCI Gateway home page, click on the Make new referral link Click here 2 In the New Referral screen, select the destination of the referral from the drop down lists Note: Allow a few moments after selecting from the drop down lists for the screen to refresh 3 Click on the Make Referral button Note: You can also generate a new referral from the Referral Worklist as described on page 4-2 The default Health Board Area is determined by the practice location through SCI Gateway configuration, although it is possible to select a different area if required. After choosing a destination you can choose from the list of specialties that support Protocol Based Referrals, and then the protocol itself a specialty may have one or more protocols associated with it. Finally, you can choose which consultant to refer to if required this may not be available in many protocols. Crown Copyright 2005 3-2

Completing A Referral Protocol The Referral Protocol Window When you click on the Make Referral button as described on the previous page, a protocol window similar to the one pictured below will open, allowing you to enter and review information you wish to appear on the referral letter. Active tab is highlighted Click here to cancel and return to the Referral Worklist Click here to add an attachment to the referral see page 3-7 Click here to preview the referral letter see page 3-5 Click here to save data entered for completion later see page 3-6 Click here to send the referral when complete see page 3-8 All protocols within the application work in a similar way. The protocol window consists of a series of tabs that allow you to enter information you want to include in the referral letter. Fields marked with an asterisk and coloured pink are mandatory and must be completed. The Attach button may not be available, depending on how SCI Gateway has been configured in your health board area. Crown Copyright 2005 3-3

Commonly Used Tabs Although protocols can differ greatly in layout and what information is required, there are certain commonly used tabs which will appear in most protocols. If you have accessed SCI Gateway from a patient encounter in GPASS, many of the fields will be pre-populated with data from the patient s record. Data used to pre-populate the fields is dependent on the protocol used. Tab Content Clinical Data Past Medical History Function Records the diagnosis / presenting complaint, and any related information Records any relevant past medical history you can delete any history pre-populated from GPASS that is not relevant Medication Records the patient s current and recently administered medication you can delete any medication pre-populated from GPASS that is not relevant Risks / Alerts Patient demographics Administration Records details of risks and alerts for the patient, such as allergies, intolerances, tobacco and alcohol consumption, etc. Records details of patient s name, address, CHI number, etc Records details of the sending practice and the registered and referring GPs. Key Messages Some protocols may include tabs containing key messages, which can be a mixture of local and national guidelines to assist in the completion of the referral. Help Links Help links indicated by a Help icon are included for certain fields to assist in the completion of the referral. Clicking on the icon opens a message box containing information relevant to the field. Add / Delete Rows You can add a row in certain parts of the protocol by clicking on the button. You can delete rows in certain parts of the protocol by clicking on the delete button this can be used to ensure irrelevant data is not included in the referral letter. Crown Copyright 2005 3-4

Previewing & Printing The Referral Letter You can generate a preview of the referral letter, and print it if required, prior to completing the protocol and sending the referral. For example, you may wish to print a copy of the referral letter for the doctor to approve before sending. 1 In the Protocol window, click on the Preview Letter button Note: If the referral has been previously parked (see following page) you will have to open it by clicking on the patient name in the Referral Worklist 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 Protocol window Crown Copyright 2005 3-5

Parking A Referral Parking a referral allows you to save the information entered in the protocol; the referral is not sent to the hospital at this stage. Click here to park the referral Newly parked referral appears at the top of the Referral Worklist see Section 4 for more information about the Referral Worklist When you park a referral for the first time it is given the default status for referrals that have not yet been sent usually In Progress, although this is dependent on how SCI Gateway has been configured in your health board area. The Referral Worklist pictured above is for SCI Gateway Standalone and therefore shows referrals for several patients. If you have logged onto SCI Gateway from a patient encounter in GPASS, the Referral Worklist will only show referrals for the selected patient. Crown Copyright 2005 3-6

Adding An Attachment To A Referral You can attach a file to a referral, such as a Word document or a picture, by following the steps outlined below. 1 With the Referral Protocol window open, click on the Attach button 2 In the Choose File window, navigate to the location of the file you wish to attach and click on the file to highlight then click on Open. Click here, and then here 3 Referrals with an attachment are shown in the Referral Worklist by the paperclip icon Alternatively, you can add an attachment from the Referral Worklist by clicking on the Referral Options icon and selecting Upload Attachment from the menu as illustrated below. Crown Copyright 2005 3-7

Sending The Referral When a protocol has been completed and the referral is ready to be sent, search for the relevant entry in the Referral Worklist and follow the steps outlined below. See Section 4 for more information about searching the Referral Worklist. 1 From the Referral Worklist, click on the patient name for the referral you wish to send Click here 2 In the Protocol window, ensure all required data has been entered and click on the Send Referral button 3 A message will be displayed showing the referral will be accepted Click on the Proceed button to continue Click Yes to send the referral Note: If you are sending the referral to a hospital using SCI Outpatients you may be offered further options see page 3-11 Crown Copyright 2005 3-8

Validating a referral When you click on the Send Referral button as described on the previous page, the application checks the referral to ensure all mandatory information has been included. If any details are missing from the GP fields, SCI Gateway may try to match the details available with GP details stored on the system. Checking GP Details If your protocol requires you to enter the Registered and Referring GP details manually, or extracts these details from GPASS, the system will attempt to match these details. If any are missing from the following fields Name, GMC Code, GP Code and Practice Code they will be checked against the details stored in SCI Gateway s ISD Reference file. Depending on the information entered in the relevant fields, a message box may be displayed requesting confirmation of the Registered and Referring GP details: If these details are correct, click Yes to continue If these details are incorrect, click No and amend the details in the protocol If your protocol uses the drop down fields to select GP details then the message box pictured above will not be displayed, as using the GP drop down fields populates each of the fields used in the matching process. GP drop down fields select Practice name and GP name from the drop down lists and all other GP details are filled in automatically Crown Copyright 2005 3-9

Checking Mandatory Fields After the system has checked the Registered and Referring GP details as described on the previous page, it will check for errors or omissions in any mandatory fields. Details of missing or incorrect mandatory fields appear here click on the link to jump directly to the field and amend as necessary Crown Copyright 2005 3-10

Further Options When Sending A Referral If the hospital you are sending the referral to uses SCI Outpatients to manage its outpatient clinics you may have the option of booking the appointment at this stage as pictured below. Select the required option and then click on Proceed Sends the referral without booking an appointment see pages 3-8 to 3-10 Allows you to book the appointment without sending the referral see following page Allows you to book the appointment and send the referral at the same time see following page Crown Copyright 2005 3-11

Booking the appointment online If you have selected one of the options that allow you to book the appointment online, the Appointment Availability screen pictured below will be displayed. Select appointment slot by clicking on the icon Click on the filter icon for more appointment slots on this date Appointment details appear here Click here to display a copy of the appointment letter Click here to close and return to the Referral Worklist Crown Copyright 2005 3-12

4 Managing The Worklist Depending on how SCI Gateway has been configured in your area, you may have access to two worklists the Referral Worklist and the Discharge Worklist. Both work in exactly the same way; for the sake of simplicity, this section will concentrate on the Referral Worklist, but all of the features mentioned apply equally to the Discharge Worklist. You can manage all of the referrals generated in your practice by using SCI Gateway Standalone. You can filter the list of referrals to show only those that are still waiting to be sent, or those which have had certain statuses and/or flags applied. 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 Printing Referrals Opening Individual Attachments Crown Copyright 2005 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 clicking on the Referrals navigation button on the lefthand side of the screen. Click here for Referrals Options menu see pages 4-10 & 4-11 Search icon see page 4-9 Individual Filter icon see page 4-3 Filter on status and flags icon see page 4-8 Printing options see page 4-12 Click here to begin a new referral see Section 3 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 2005 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 GP Name will only show referrals from that GP the Filter icon will turn red to show the filter has been applied. The list has been filtered by GP 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 GP you can further filter the list to only show In Progress referrals. Care should be taken when filtering on GP Name. The name may differ depending on whether it has been typed into the protocol or pre-populated from GPASS or the ISD reference file, and only those referrals which exactly match the spelling and format of the GP Name on which you have applied the filter will be returned. The list has been filtered by GP Name and then by Status 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 2005 4-3

Statuses And Flags Statuses and Flags allow practices to monitor the progress of referrals accurately, both within the practice and once they have been submitted. Status is displayed here. Flags that have been applied are indicated by the icons see page 4-6 Statuses Some statuses are automatically applied to referrals, depending on what stage they are at in the referral process. If the referral is parked before being sent, it will have the default In Progress status applied (practices may be able to change the status of In Progress referrals see page 4-5). When it is sent, it will have the default Submitted status applied. SCI Gateway provides a default status of In Progress for referrals not yet sent, and a default status of Submitted for referrals that have been sent. It is possible for the local health board area to change these default statuses, 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, either within the practice or by the hospital once the referral has been submitted. Flags are usually applied automatically, for example Printed when the practice prints a copy of the referral, or Viewed when the hospital opens and/or prints it. Practices can 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 2005 4-4

Changing the Status of a Parked Referral Practices can change the status of a referral that hasn t been sent by following the steps outlined below. For example, you may wish to assign a status for referrals that are still in the process of being completed and a different status for those that have been checked by the GP and are ready to be sent. Additional statuses for use by practices can be added by the health board area they cannot be added to individual practices, only across all practices in the area. 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 Changing the status of an In Progress referral is only possible if SCI Gateway has been configured to allow this by the local health board area. Once the referral has been sent, the status may be updated automatically depending on what the hospital does with it, as any changes to status made by the hospital will automatically update the status in your referral worklist. Crown Copyright 2005 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 practice prints a copy of the referral letter regardless of whether or not the referral has been submitted You can filter the worklist to show only referrals that have not been printed, if you want to ensure all referrals have been printed for checking or filing Filed Set manually by the practice 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 submitted 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 Imported (Discharge Worklist only) Set automatically when the practice imports discharge information into GPASS You can filter the discharge worklist to show which discharges have yet to have their data imported into GPASS Sent No icon No icon Set automatically when a referral is submitted If you use more than one status for In Progress referrals, you can use the Sent flag to filter the worklist to show all referrals not yet submitted Crown Copyright 2005 4-6

Flagging a referral as Filed The only flag a practice 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 2005 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 printed but not yet 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 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 2005 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 2005 4-9

Cancelling And Deleting Referrals You can cancel or delete a referral at any time prior to it being submitted. 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 6-2). Crown Copyright 2005 4-10

Other Referral Options Email You can email the healthcare provider a referral is being sent to 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 send referrals to 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 Upload Attachment You can attach files to a referral by clicking on the Referral Options icon and selecting Upload Attachment from the menu. You will then have to navigate to the required file see page 3-7 for more information about uploading attachments. Set status and flags You can change the status of a referral that hasn t been sent, 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 2005 4-11

Printing Referrals You can print a copy of individual referral letters by opening the referral and clicking on the Print button see page 3-5. You can also bulk print multiple referral letters by following the steps outlined below. Only referrals that have been sent can be printed using this method In Progress referrals will have the tick box greyed out. 1 Click the tick box beside each referral you wish to print alternatively click the tick box in the column header to select all submitted referrals in the worklist Click here to select all Click here to select individual referral 2 Click the Print Attachments tick box if required and ensure Selected is displayed in the Print Letters drop down field 3 Click on the Print button to print all selected referrals 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 Crown Copyright 2005 4-12

Opening Individual Attachments You can open any files that have been uploaded as attachments to referrals by following the steps outlined below. 1 Click on the paperclip icon 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, click on the Referrals button Click here Crown Copyright 2005 4-13

5 Receiving Discharges Hospitals and other healthcare providers can use applications such as SCI Discharge to send discharge information to GP practices. Discharges are sent by the hospital via SCI Gateway and practices can use SCI Gateway to view and print the discharge letter. Practices that use GPASS can also use SCI Gateway to import discharge information into GPASS. This section covers: Viewing new discharges Printing discharges Importing discharge details into GPASS Saving discharges Crown Copyright 2005 5-1

Viewing New Discharges When you log on to SCI Gateway the home page is displayed click on the link to show all new discharges. Click here Discharge Worklist is filtered to show discharges not yet viewed / printed see Section 4 for more information about filtering the worklist When you click on the link to show new discharges, the worklist will be filtered to show only those discharges that have been received but not yet viewed or printed. See Section 4 of this User Guide for more information about filtering the worklist. Crown Copyright 2005 5-2

Printing Discharges Bulk Printing You can use the SCI Gateway bulk printing function to print all discharges on the Discharge Worklist page, or a selection of letters, by following the steps outlined below. Alternatively you can print referral letters individually see page 5-4. 1 Click the tick box beside each discharge you wish to print alternatively click the tick box in the column header to select all discharges on this page of the worklist Click here to select all Click here to select individual referral 2 Ensure Selected is displayed in the Print Letters drop down field Note: The Print Attachments tick box is not applicable to discharges it is not possible to add an attachment to a discharge 3 Click on the Print button to print all selected discharges Crown Copyright 2005 5-3

Opening And Printing Individual Discharges As an alternative to bulk printing discharges as described on the previous page, it is possible to view and print individual discharges. 1 In the Discharge Worklist click on the Patient name to open the discharge 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 When you open a discharge letter the Viewed flag will be set and the discharge will no longer appear as a new discharge on the SCI Gateway home page. This also applies if you do not open the discharge letter, but print it using the bulk print option. Crown Copyright 2005 5-4

Importing Discharge Details Into GPASS Information recorded in the discharge letter, for example clinical diagnoses, can be imported into GPASS if required. You must have GPASS running on your PC in order to use the Import function. 1 In the Discharge Worklist click on the Patient name to open the discharge letter Click here 2 The letter is displayed in a separate window click on the Import button to import discharge details into GPASS Note: If GPASS is not running on your PC, the following warning message will be displayed Click on OK and log on to GPASS before proceeding with the Import 3 The system will try to match the patient details in the letter to those in the practice s GPASS database click on Yes to confirm Click here 4 Click here If successful, the message box confirming the import will be displayed click on OK Crown Copyright 2005 5-5

Errors on Discharge Import If there are any errors importing discharge information, the SCI GPASS Discharge Import Status Report screen pictured below will be displayed. Click on the Close icon to return to the Discharge Worklist. Crown Copyright 2005 5-6

Patient Details Mismatch on Discharge Import If the system cannot match the patient details with a patient in the practice s GPASS database, the following message box will be displayed: Click on OK to confirm and search for the correct patient manually using the GPASS Patient Browser. GPASS will be highlighted on your computer s taskbar at the bottom of the screen click on it to display the GPASS Open Patient window: Click here to display the GPASS Patient Browser Search for and highlight the required patient and then click on OK The discharge information will be imported into the highlighted patient s record in GPASS. Crown Copyright 2005 5-7

Saving Discharges You can save a copy of the discharge letter by following the steps outlined below. 1 In the Discharge Worklist click on the Patient name to open the discharge letter Click here 2 The letter is displayed in a separate window click on the Save button 3 Navigate to the required folder. A file name is generated by default amend as required and then click on Save. Enter file name then click here Note: You can save the document as an HTML file or as a text file by selecting from the Save as type drop down list Crown Copyright 2005 5-8

The Discharge Worklist You can access the full Discharge Worklist at any time the Discharge Worklist works in exactly the same way as the Referral Worklist. See Section 4 of this User Guide for more information on managing the Worklist. Click here to display the full Discharge Worklist Crown Copyright 2005 5-9

6 Other Gateway Functions SCI Gateway provides access to some other functions which you may find useful when using the application. This section covers: The Referral and Discharge Audit Trails On-Line Help File Crown Copyright 2005 6-1

View Audit Trail The Referral Audit Trail allows users to view historical information regarding referrals generated using SCI Gateway. The Referral Audit Trail is only available when you log on to SCI Gateway Standalone. If SCI Gateway has been configured to receive discharges, you will also have access to the Discharge Audit Trail, which works in exactly the same way as the Referral Audit Trail described below. From the SCI Gateway Standalone home page, click on the link 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 2005 6-2

Help SCI Gateway has an On-Line Help file which provides guidance on the installation and use of the application. Click on the Help button 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 the Help button on the Gateway home page. Crown Copyright 2005 6-3

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 2005 6-4

INDEX A G Add Row... 3-4 GP details... 3-9, 3-10 Appointment Availability screen... 3-12 GPASS..2-2, 2-3, 3-1, 3-4, 3-6, 3-9, 4-3, 4-6, Attachments 5-1, 5-5 opening... 4-13 uploading... 3-7 Audit Trail... 2-6, 4-10, 6-2 H Help...6-3 B navigating... 6-4 Help Links... 3-4 Book appointment... 3-11, 3-12 Home Page... 2-5, 3-2, 5-2, 5-4, 6-3, 6-4 Bulk print... 4-12 C Cancelling referrals... 4-10 Changing Passwords... 2-7 Clear Filters... 4-3, 4-9 Creating A New Referral... 3-2 D Delete Row... 3-4 Deleting referrals... 4-10 Discharge Import Errors... 5-6 Patient Details Mismatch... 5-7 Discharge letter... 5-8 Discharge Worklist. 2-5, 2-6, 4-1, 4-6, 5-3, 5-4, 5-5, 5-8, 5-9 Discharges bulk printing... 5-3 Importing into GPASS... 5-5 opening... 5-4 printing... 5-3, 5-4 saving... 5-8 I ISD... 3-9, 4-3 K Key Messages... 3-4 M Mandatory fields...3-3, 3-9, 3-10 N Navigation buttons... 2-5, 6-2 Navigation links... 2-5, 3-4 New Discharges... 5-2 New Referral screen... 2-6, 3-2 NHSNet... 1-1, 2-4 Parking a referral... 3-6 Password Expiry... 2-8 E Password Grace Period... 2-8 Password Security... 2-8 Email... 4-11 Passwords...2-1, 2-4, 2-7, 2-8 Printing Referrals... 4-12 F Protocols... 3-1 P Filed flag... 4-7 Filtering the Worklist... 4-3 Flags... 4-4, 4-6 filed... 4-7 R Referral attachment... 3-7 Referral letter... 3-1, 3-3, 3-4, 3-5, 4-6, 4-7 bulk print... 4-12 preview... 3-5 Crown Copyright 2005

INDEX print... 3-5, 4-12 Referral Protocol Window...3-3 Referral status...3-6 Referral Worklist.2-5, 2-6, 3-2, 3-5, 3-6, 3-7, 3-8, 4-1, 4-2, 4-3, 4-5, 4-6, 4-7, 4-8, 4-9, 4-13, 5-4, 5-9 Referrals cancelling...4-10 changing the status...4-5 deleting...4-10 S SCI Discharge...1-1, 5-1 SCI Gateway configuration...3-2, 4-5 SCI Gateway Standalone... 2-3, 3-6, 4-1, 6-2 SCI Outpatients... 1-1, 3-8, 3-11 Send referral... 3-8 Set status and flags...4-5, 4-11 Sorting the Worklist... 4-2 Statuses... 4-4 changing the status... 4-5 U Upload attachment...3-7, 4-11 User Names... 2-1 V Validating a referral... 3-9 Crown Copyright 2005