Choose and Book Quick Reference Guides

1. Choose and Book Quick Reference Guides Compiled by Jackie Brown, Project Officer, West Sussex PCT Main Menu

2. Main Menu Reprint Appt Request Summary Add a Referral Letter Create a referral Update a Referral Letter Select a Service Cancel a Referral Make an Appointment request Update Request Managing Worklists View Referral Activity Book an Appointment Rejected Referrals

3. Update a Referral Letter

4. Update a Referral Letter in Emis PCS NB: The referral letter and attachments can only be updated for directly bookable services. Access the patient record. Select MR (Medical Record), R (Referrals). Double click the history icon next to the referral details to view all the activities for this referral. Click on the paperclip icon next to the electronic referral letter and it will then be displayed. Complete the required amendments and reattach the referral letter. Once this version is sent to Choose and Book, the previous submission will be overwritten. Click Send. Main Menu

5. Update a Referral Letter in Emis LV NB: The referral letter and attachments can only be updated for directly bookable services. Access the patient record in Emis. Select RF (Referral Module) and highlight the appropriate referral. Select V (Activity) Select N (Edit EBS Referral Letter) and the electronic referral letter will be displayed. Complete the required amendments and reattach the referral letter. Once this version is sent to Choose and Book, the previous submission will be overwritten. Click Send. Main Menu

6. Add Referral Letter

7. Add a Referral Letter in InPS Vision Open the Patient’s record. Identify the referral entry, right mouse click and select Edit. Create the referral letter in the usual method e.g. click Letter, select the appropriate template and complete the letter. (Once completed, a red tick appears on the Letter button.) Click OK The following message will be displayed: “Do you wish to send a referral message when this patient is deselected?”. Click Yes. Either Deselect the patient (click on chair) or close the patient’s consultation. The referral message will be attached to the UBRN and sent electronically to the provider. The data to be included with the letter can be reviewed and edited before the consultation is closed. (see instructions on next page) Continue Main Menu Referral Message Digest

8. The following data from the patient record will be gathered up as a referral message problem and attached to the referral letter: The corresponding consultation entry including the referral The UBRN (Unique Booking Reference Number) Current medication Allergies and intolerances (drug and non-drug) High priority medical history Latest records for smoking, alcohol, height, weight, blood pressure All active problems All test results within the last 3 months All active disease registers Continue

9. To add an existing item from the Journal (or any filtered list): Click on the Journal tab Identify the item and right mouse click on it Select Problems Tick the boxes of the problem(s) to be included Click OK To remove a problem from the Message: Click on the Problems tab Highlight (left mouse click) the item to be removed Right mouse click the highlighted line Select Remove from Problem Previous Page Main menu

10. How to Create a Referral

11. Creating a Referral in Emis LV Find Patient Select CM (Consultation Mode) from the main menu Select R (Referral) Select Choose and Book as the referral type Set the Read Code (this will begin with 8H) Complete the Referral Information and press enter Press enter to launch the Choose and Book website Select Service Main Menu

12. Creating a Referral in InPS Vision Select Consultation Manager Find Patient’s record Click on bow tie (Add Referral) Complete the relevant drop down boxes eg: Priority Reason for Referral Referral Type Select on-line booking Click on eBooking Select Service Main Menu

13. Creating a Referral in iSOFT Synergy Open the patient’s record in the usual way. Add the referral Read Code and enter any Free Text. Click on More >> Click on the Referral tab and complete appropriate details (these will not be carried forward into Choose and Book). Click on Go To E-Booking Review the patient’s demographic details and select either Accept Spine Info or Keep Local Info or Cancel (no changes). In the Request for UBRN screen, select the urgency and click Request URBN. Select Service Main Menu

14. Creating a Referral in Phoenix System One Log on with smartcard Open System One Click on SMARTCARD BUTTON OK to security message Search for patient From left hand navigation pane, highlight REFERRAL RMC, Select New Choose and Book Referral From drop down box select Referring Clinician Select Priority and click on OK Set read code. LMC on R. In Search enter first three letters of service referral, eg “uro” for urology Select appropriate referral and click on OK Click on Book Appointment to launch Choose and Book website Select Service Main Menu

15. Book an Appointment Tick the radio button(s) to the left of the Service Name to select the appropriate services for the patient and click on Appointment Search. Available appointment slots will be displayed in chronological order for all the selected services. The search can be limited to specific days by deselecting days from the tick boxes displayed and clicking on Re-suggest Appointments. Tick the radio button to the left of the chosen appointment and click on Book. Review the appointment details and if correct, click Submit. (If the slot is no longer available a message will display informing you of this and the process above should be repeated) Click Print and choose one of the options to provide the patient with a summary of the appointment made. Click Close to close the Appointment Summary screen. Main Menu

16. Updating a Referral Letter in InPS Vision For Directly Bookable Services the referral letters and attachments can be updated and changed until the freeze time is reached. The amended referral letter will appear in the hospital clinician’s worklist to be reviewed again. Open the patient’s record Highlight the referral in the Journal Right mouse click on the highlighted entry and select Edit Click OK on the Referral – Add screen Amend the referral as required ( to edit an existing letter click on the letter with red tick button, to create a letter click on the letter button) Click on the choice to Resend Click OK and follow procedure to Add a Referral Letter. Add a Referral Letter Main Menu

17. Updating a Referral Letter in iSOFT Synergy Open the patient record. Highlight the entry containing the referral letter. RMC and select View Attachment. The electronic referral letter will be displayed and the required amendments can be made. Click File, Save As and create a copy to be sent to Choose and Book as described previously (follow link below). Main Menu Creating a Referral Letter

18. Creating a Referral in Emis PCS Find patient Select CM (Consultation Mode) from the main menu Select R (New Referral) Select Choose and Book as the Referral Type Click OK Main Menu Select Service

19. Select A Service After creating a referral and entering the Choose and Book website the Service Selection screen will open. If required, select Initial Referring Clinician. Select the Priority, eg Urgent, Routine. Enter a condition or treatment in Keyword Search. (To search by Organisation or Site Name, click on View Additional Filter Options and enter details in search field. Click on Ellipsis button and confirm selection) Click on Suggest Services. In Service Results, click on entry in Service Name column to view appropriateness of the service. Click OK to return to service results. Make Appointment Request (IBS) Main Menu Book an Appointment (DBS)

20. Make Appointment Request Tick radio button(s) for selected services Click Request and refine Clinic Type, if required. Review selections. Adjust number of days after which the Appointments Line will follow up with patients, if required. Click Submit. Amend the Consent to Callback status, if required, in Update Person. (If the patient has additional requirements (transport, advocacy, translator) these can be recorded by clicking on Add Additional Requiremens.) Click on Print and select Appointment Request Summary with Password. Main Menu

21. Create and Send a Referral Letter in Emis LV Access the patient record in Emis, select RF (Patient referral), then R (referral letter). Select the appropriate referral and add the Activity Date. Select the correct template and complete the letter in the usual way. Save the letter in the patient’s record. To attach the letter to the electronic referral, access the patient record and select RF (patient referral) from the main menu. Highlight the appropriate referral, select V (Activity) followed by A (Add Activity) and then 11 (C&B Referral Letter). The electronic referral letter will be displayed and attachments can be selected from the different tabs. When all selections have been made, click on Send. Main Menu

22. Create and Send a Referral Letter in Emis PCS Create a referral letter in the usual way and save in the patient record. To attach the referral letter to the electronic referral: Access the patient record and select MR (medical record) and R (referrals). Highlight the appropriate referral, RMC and select Edit. From the referral details sceen tick the box Choose and Book Referral Letter and click OK. The electronic referral letter will display with tabs for selecting attachments. Select the referral letter from the Attachments tab, and any items from the patient record to be attached. Click on Send. Main Menu

23. Create and Send a Referral Letter in Vision Using Referral Message Digest Open the patient record in Consultation Manager List – Referrals and find the appropriate referral. RMC and select Edit. The referral entry will open and the referral letter can be created in the usual way. The Referral Message Digest pane will also automatically appear. There are 4 areas to the pane:Status/Control areaAccompanying (free) text (optional to complete)Accompanying DataAttachments.The Accompanying Data will be populated with pre-selected data. To add additional items from patient record, drag and drop the item into the Accompanying Data. To remove a pre-selected item, highlight the item and press the Delete key on the keyboard. Drag and drop the referral letter into Accompanying Documents. A maximum of 4 attachments can be added to the Referral Message Digest. Each attachment is limited to 745 kilobytes and the attachments must not total more than 5mB. Press Send on the Referral Message Digest Main Menu

24. Create and Send a Referral Letter in iSOFT Synergy Create the referral letter and save in Synergy. Click on File, Save As and select a temporary storage area, eg S:/CABREF. Once the letter has been attached electronically this copy should be deleted. (If the referral letter has been previously saved in the patient record, locate the relevant document, highlight RMC and select View Attachment. Save as above.) The referral letter can now be attached to the C&B Request/Booking. Click on Attachments. Click Browse and search for the saved referral letter. Select the appropriate directory and folder (S:/CABREF if the example above is followed) in the Look in box. Highlight the required file and click Open. Click Upload to add the file to the Attachments list. Main Menu

25. Cancel a Referral NB: A referral can only be cancelled if the patient does not have a booked appointment. Go to Choose and Book Home Page. Open Activity List and click on relevant UBRN. Click on Actions. From drop down list click on Cancel Request. Select a Reason for Cancellation from the picklist. (If ‘Other’ is selected the freetext comments box becomes mandatory.) Click on Cancel Request. Select Yes from confirmation message. Click on Close. Main Menu

26. Reprint an Appointment Request Summary NB: The Appointment Request Summary can only be reprinted before an appointment has been made Go to Choose and Book Home Page Open Activity List and click on relevant UBRN From the drop down list select View Request Click on Print and select Summary with Password Click Close to close the Appointment Request Summary Screen Main Menu

27. View Referral Activity Go to Choose and Book Home Page. Open Activity List and click on relevant UBRN. Click on Actions. From drop down list select View History. (This window can be slow to open) Actions performed (eg Create Request, Referral Letter Added, Appointment made in PAS) will be displayed on the left hand side and each of these actions can be clicked on to reveal fuller information. Click on OK to close window and return to Activity List. Main Menu

28. Managing Worklists The Activity List can be filtered to display by Referrer or to Show All. UBRNs are displayed by priority (Urgent/Routine) but can be sorted by clicking on any of the column headings eg Patient Name, Last Activity Date. The UBRN will remain on the Acitivity List for 180 days whilst any of the following action(s) is incomplete: 1. Booking an appointment 2. Attaching the referral letter 3. Reviewing the letter and accepting the referral. If the patient does not book an appointment, two reminder letters will be electronically generated. No further action will be taken by Choose and Book. The referring practice should contact the patient to establish whether the referral is still required. In the event that the patient does not wish to proceed with making an appointment, the referring clinician should review the referral and a decide whether the referral should be cancelled. All UBRNs no longer required should be cancelled. For details of how to cancel a referral, follow the link below. If a referral has been ‘referred on’ to another service and a new UBRN created (eg from a primary care CAS to secondary care), the original UBRN can be cancelled as it is no longer required. All activity relating to a referral can be reviewed through the View History activity – follow the link below. If the patient does not have a booked appointment, the referral request can be amended or updated – follow the link below. Main Menu Cancel a Referral View Referral Activity Update Request

29. Update A Referral NB: A referral can only be updated or amended if the patient does not have a booked appointment. Go to Choose and Book Home Page. Open Activity List and click on relevant UBRN. Click on Actions. From drop down list select Update/Book and the Appointment Search screen will be displayed. Click on Return to Service Search (in the bottom left hand corner) and the Service Search screen will be displayed. The process to select a service can now be commenced from the beginning. Main Menu Select a Service

30. Rejected Referrals When a service provider rejects a referral a message is sent to the Rejected Referrals worklist on the Choose and Book Home page. To view the rejected referral message: Open Rejected Referral worklist. Click on the UBRN. The message will appear in the Rejection Comments box and should include the reason for the rejection, whether the patient has been informed and details of any action required by the referrer. The following actions are available from this worklist: Update/book Cancel request View request Modify referral letter View history. Click on Actions and select the appropriate action from the drop down list. Main Menu