INPS Consultation Manager User guide

Consultation Manager is a software application that helps you to manage patient consultations and clinical data. It provides a variety of features to help you track patient information, schedule appointments, and manage prescriptions. You can also use Consultation Manager to generate reports and analyze data.

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Vision 3

Consultation Manager -

Getting Started User

Guide

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GETTING STARTED 1

Introduction

Getting Started in Consultation Manager

Menu, Toolbar, Shortcuts and Function Keys

Appointments List

Display Appointments List

What the Appointments list shows

Choose Appointments Books

Calling the Waiting patient into Consultation and Seeing them

Vision Appointment Call Display

Using the Status of Waiting, In Consultation and Seen

Display and Sort Appointments other than current Session

Free Slot Search and book patient appointment

Future and Recent Appointments

6 Patient Selection

Ways to Select a Patient

Next Patient / Patient Select tab on Patient Record

Select a Patient

Active Patients Only and Options

Viewing a Sensitive Record

Patient and Address Details

Audit Trail from Select Patient

Problems when selecting a patient

Deselect a Patient

Groups of Patients

Select By Clinical Audit Search

Select By Group

When the Selected Group is Displayed

How to set up a fastpath to display the same screen for a group of patients 26

Change Select Patient Browse List 28

10

29 Patient Registration

Patient Details and Contacts

Patient Details Tabs

Registration Tab

Identifiers Tab

Family Tab

Contacts Tab

Preferences Tab

Contacts for Carers and Next of kin

Contacts Overview

38

39

1

3

iii

Adding contacts

Add Contacts of [name of patient]

Patients Whose Contact Is [name]

Preferences Tab

Therapy - Preferred Pharmacy

Therapy - EPS Nominated Dispensers

GP Summary Consent Status

Acute Medication Service (AMS) Consent

Consultations

Open a Consultation

Why you need to start a consultation?

How do I know if a consultation has been started or not?

How to start a consultation

What is displayed next?

What else happens when you start a consultation?

Consultation Form and the Consultation Type

Displaying the Consultation Form

To Display the Consultation Form Manually

Consultation Types

Patient Record View

Identifying the User/Clinician on a History Entry

Authoriser

Time

Consultation Update

Display of Authoriser

Start a Second Consultation for Another Patient

Record Data with Different Dates within One Consultation

Close Consultation

Whether to Display the Close Consultation Screen

If Duration of Consultation is More Than One Hour

If no data in consultation when closed

If unprinted therapy items when deselecting

List and Open Existing Consultations

List Consultations from Patient Record

Consultations - List Consultations

List Consultations from Medical Records Overview

Delete Consultation

Text Search in Consultation Manager

Lock and Unlock the patient

Close Currently Open Screens and Exit

INDEX

48

61

63 Getting Started

Introduction

Clinical details about patients are entered in the Consultation Manager module.

Most clinical data is stored in structured data areas, eg Test Results, Asthma

Register, Cervical Cytology, rather than a generalised Medical History. This makes it easier to retrieve relevant information when accessing the patient record and from searches and audits.

After accessing Consultation Manager and deciding the Consultation options, a patient is selected either from the patient register; or from a bookings list of the current session from the Appointments module; or from a group previously saved from the Search & Reports module.

A consultation has to be started if data is being entered. The consultation is categorised according to type, for example, surgery consultation, repeat

(prescription) issue, telephone call, etc.

The Patient Records screen is then displayed, which is the recommended central point from which to make all data entries. This has various views which can be tailor-made to the user, ranging from a simple data entry, a repeat issues view, or a sophisticated problem orientated view.

The Patient Record can list previous consultations and a Data View pane always summarises the clinical data that already exists for this patient. You can filter data to see, for example, all the test results, or entries made at a Well Woman clinic.

Data can also be classified into problems, or under each consultation encounter.

Every data entry is listed chronologically on the Journal tab of Patient Records.

The right mouse button is used for options such as Add, Edit, View. From the

Medical Records Overview column, you can access to Summary Forms or

Management Plans, which group together entries under one subject, for example,

Asthma, Microbiology.

There is an optional Patient Preview screen which can be set to display a quick overview of the most important patient data on one page.

Vision+, a powerful QOF management and practice protocol tool, displays alerts for missing patient information and allows you to quickly enter data. There are also

Vision+ full data entry templates.

Yellow post-it reminders can be attached to patients as a result of their being found in Clinical Audit searches, eg patients eligible for blood pressure checks at risk of CHD. These reminders pop up when the patient is selected.

Clinical details can also be entered and viewed in a number of other different ways.

 Therapy screens for acute and repeat prescriptions.

 Medical History, for generalised data.

 The Add menu with options for specific data entry screens for structured data, for example, blood pressure, or cervical cytology.

Getting Started 1

 Browse screens of all previous records in a category, from the List or

Summary menu. Use the right mouse button to view or add details.

The Summary Forms look like a tabbed card index system, with different tabs such as Examination, Investigations, or on Maternity – Ante-natal, Post-natal.

The Management Plans are Guidelines designed in a grid format. Each column represents a single encounter on a date. Each row is a different piece of data.

Hovering with the mouse to a cell within this grid pops up the summary details of the entry. Reviewing existing entries is therefore easy and immediate.

Therapy is entered from the Gemscript Drug Dictionary or a sub-set of this defined as a practice Drug Formulary. A full drug class categorisation can also be consulted. There is extensive product information for each therapy item, and after each therapy addition drug checks are made contra-indications, interactions and drug doubling.

You may enter a Recall date for most screens. Groups of patients due recall can be created from the Search & Report module, and recall letters to patients can be sent from Recalls and Patient Groups.

Data entered in Consultation Manager can be searched from the Searches &

Reports module. Monthly statistics can be run from the Clinical Audit.

For practices that are linked to hospital laboratories to receive pathology results and other mail, the Mail Manager sorts incoming mail into GP's mailboxes, from where they can be viewed, processed and filed into the patients' records in

Consultation Manager.

2 Vision 3

Getting Started in Consultation Manager

1. From the Vision front screen, select Home - Consultation Manager

2. What is displayed next depends on what is set up in Consultation Options

Setup.

 If you find that the Consultation Form is displayed (see Consultations –

Consultation Options Setup), then by clicking on the scroll arrow in

Consultation Types

(page 51), you can choose the sort of consultation

you are likely to be doing in this session, for example:

- If you are a GP about to start surgery, choose Surgery consultation, and automatically start a new consultation after selecting a patient.

- If you are printing off today's repeat prescriptions, choose Repeat

Issue.

3. Next, select a patient. Further information on how to select a patient is given in

Patient selection

(page 9) and there are several methods.

 The quick way is to click on ; or click on Select a Patient on the

Consultation menu, or press F3, or Alt – C - P.

 Type in part of a patient's name in Search Details, eg SMI J (for John

Smith). Click on Find to list the patients matching these letters. Double click on the patient you want.

Select Patient

 Once a patient has been selected, their name appears on the title bar at the top of the screen.

4. The Patient Record of the selected patient is then shown. This has many different views which can be tailor made to the user. Another form can be displayed automatically after a patient has been selected, if you prefer (see

Start-up - Consultation Options Setup and Patient Preview) but you can make almost all entries from the Patient Record.

The Patient Record view, depending on which view is selected, usually has:

 The main central tabbed review of the patient's data. Journal lists all the data entries chronologically, regardless of which category they fall into. Many GPs set this to be the tab they see when they first select a patient (see Patient Record – Consultation Options Setup).

Getting Started 3

 Tests is the patient's pathology and X-ray results. Some of these can be filed directly from Mail Manager which receives pathology results electronically.

 Filtered shows the data entries depending on which line is highlighted on the navigation pane, for example, Examination Findings shows entries for BP, Weight, Pulse, Peak Flow etc.

 On the right you may see the Consultation View screen with Topic 1 tab showing. This depends on which patient record view is set up.

5. If you see a yellow pop-up message in the top right of a patient's screen, then this is a reminder, generated from the Clinical Audit and Daybook or the Patient Groups module, or manually created within Consultation

Manager. For example, you might be reminded about a five year old who lacks immunisations that might affect the target. Double left click on the reminder to strike it through if you want to record the action has been done; it will stay crossed out until reminders are generated during next month's

Clinical Audit generation. To close the Reminders window, right click within the reminder box and select Close; or View – Reminders, or press Alt – V –

6. You may also see the following screen which is the Vision+ alerts screen.

Depending on your Vision+ settings, this displays any missing QOF or practice protocol information on the patient record. You can simply double click on the data line to add.

7. If you want to enter data, you need first to start a consultation.

If a consultation was started automatically when you selected a patient (in step 3), the status bar at the bottom of the screen will show your sign-on name,consultation type (eg Surgery), date and time.

The Consultation icon appears depressed when a consultation is open

If no consultation is open, the status bar will say No Open Consultation.

To open a consultation either select Consultation - Open New

Consultation; or press F7 function key. Further information is also given in

Consultations

(page 47)". Starting a consultation can automatically display

Vision 3

the form you want - set this up beforehand in "Start-up - Consultation

Options Setup" (see page -).

Starting a consultation will usually re-display the most useful form for a GP to enter data - the Patient Record screen. If this is not displayed, select it by clicking on

Record.

or press F10; or from Consultation - View Patient

If the Patient Record is not automatically maximised, click on at the top right. You can pre-set the screen to display at its maximum in "Patient

Record – Consultation Options Setup".

Once a consultation is started, an Alerts strip with icons is shown at the bottom of the navigation pane, indicating where essential entries are missing.

You are then ready to enter new data. There are two main ways to enter data: for some entries, the quickest way is to use the Add menu (Alt-A) then select the option you want. Otherwise you can use Read Term-Add which appears at the bottom of the screen and type in either a keyword (eg cough) and press Enter, or a known Read code.

Getting Started 5

Menu, Toolbar, Shortcuts and Function Keys

You can select options from:

 menu bar

 toolbar icons

 Patient Record

 or use the keyboard.

Note - Most of the toolbar or menu options are dimmed and

unusable, until you select a patient and start a consultation. You can however, view a patient's record or list existing data entries without starting a consultation.

Refer also to Consultation Options Setup - where you may determine several setup options, such as start-up forms, data entry options and so on.

Icons in Consultation Manager

Toolbar icons are used by clicking with a mouse. To switch the icons off, select View

- Toolbar so that it is unchecked. If you point to an icon, hovering, after a second or two, the icon description will be displayed. The toolbar icons are as follows (the characters in square brackets are alternative function keys):



Appointments List

(page 29),

Select a patient

(page 11)

[F3], Next Patient in

Groups of patients

(page 21),

Patient Details tabs

(page 39) (also on Consultation menu)



Open a Consultation

(page 48) [F7] or Close New Consultation

[Shift F7]. When this appears depressed with a bold surround, a consultation has been started.

 View Patient Record [F10] (also on Consultation menu) - Wide screen view of patient record without the navigation or topic pane

 Chronic Disease Registers, Health Promotion,

Immunisations, Prevention Display, Select Summary Form (all these on Summary menu)

 Local Guideline Index, Local Reports Index, Patient

Reports Index

 Medical History Add (also on Add menu), Referrals

Add (also on Add menu), Therapy Acute [F4], Therapy Repeat [F5]

(also on List menu)

 Electronic Test Requesting takes to to the electronic test request add form.

 Add Therapy Advice - takes you to the therapy advice form where you can enter advice which will also print on the right hand side of paper prescriptions.

6 Vision 3

 Show sensitive data or . Hide sensitive data (priority zero)

Medical History entries on Consultation View or the Problem View screens

 Alerts (also on Summary menu) - will flash to alert you.

 Patient Warning (or Add – Patient Warning) allows you to add a patient warning which is displayed when the patient record is selected

 Mail of Patient - Mail waiting for test Results (or Summary –

Mail from Patient); or if no mail, .

 Future and Recent Appointments - displays any future booked appointments and any past appointments in the last month. If the patient has no previous or future appointments within this time period, you are prompted that "nnnnnn has no future appointments".

 or (if Combine Settings is ticked in Vision+ settings) - Show

QOF Indicators/Show All Indicators - re-displays the Vision+

Alerts screen which highlights missing patient data for QOF or practice protocol templates.

 - Vision+ Menu - Gives access to the Vision+ menu, including:

QOF Templates, Clinical Templates, Add to Register, Calculators,

Warfarin Monitor (if purchased) and Settings.

 Label Trace – Shortcut to the 3 rd

party Label Trace Application (also accessible from Add – External Applications – Launch – Label Trace).

 Close All (also on Window menu)

Menu, Keyboard users and Function keys

If you prefer to use the keyboard rather than the mouse, you can access menu options by first pressing the Alt key then type the underlined letter in the main menu heading, eg Alt A to open the Add menu, or Alt – C to display the

Consultation menu. Then type the underlined letter (not necessarily the first letter) of the option you want, eg B for Blood Pressure, L for Medical History. For example, type Alt – C – P to display the Select Patient screen. Refer also to General –

Consultation Options Setup for other default options when using the keyboard.

Following the usual convention, any menu option that has a bold right pointing arrow after it means there are further choices, eg Chronic Disease Management.

Getting Started 7

The following function keys can also be used as short-cuts:

Help

List Medical History

Select a patient; OR F3 can also be used at the

READ Term Add window to display the READ dictionary screen

Lists Therapy Script. Then press F4 or Esc to display Acute Therapy Add

Displays Therapy Repeats - then press F5 or Esc for Repeat Master Add

Start Consultation

Shift-F7 Close Consultation

F8 New Therapy

F10

Print/Issue and Print Prescription - this can be used anywhere and does not require a Therapy window to be currently open

(toggle) View Patient Record full screen (without navigation or topic panes) or normal view

Shift F12 Patient Reports

Spacebar To select and asterisk from a Therapy Repeat list. Pressing again removes the asterisk.

8 Vision 3

Status Bar

The status line at the bottom of the screen displays useful information. To view this, make sure View – Status Bar is checked.

 While a consultation is open, the status bar shows the GP or user, consultation type, start time and the current time. If you double click on the status bar, the Consultation Update screen is displayed (see

Consultation Form and the Consultation Type

(page 50)) which allows

you to change the type of consultation, and the start and end times.

 A patient's drug check warnings of contra-indications, interactions or drug doubling (described in the section on Therapy).

 Buttons showing the current open Vision screens so you can click quickly to view one of these.

 At other times it may display the current status of the screen, for example, Displaying Deleted Records, No Open consultation.

If you find the Status Bar does not seem to be displayed on your window, lift the whole window up by clicking on the title bar and dragging the screen upward. Also check in Views – Status Bar that this option is ticked.

Getting Started 9

Patient Selection

The quick way to find a patient is to click on or press <F3>. Then at the

Select Patient screen, enter a few letters of the patient's surname in Search Details, followed by a space then the first letter(s) of the forename, eg ABB MA for Mark

Abbott. Then press Enter or click on Find. If you are not sure of the forename, just enter two or three letters of the surname, eg ABB and press Enter.

This then displays a browse list of patients beginning with the letters you typed in.

Note as you move up and down the list, the patient's address, communication details if entered (ie home, business, mobile and email details) is shown in the bottom of the window.

Either use the up/down arrow keys to highlight the correct patient you want, then select OK; or just double click on the patient line you want.

When the patient has been selected, their Patient Record screen is displayed, with their name and age on the title bar at the top of the screen. Usually a consultation is started automatically so you can start entering data straightaway. See also

Consultations

(page 47).

Ways to Select a Patient

When you enter Consultation Manager, after clicking OK on the New Consultation

Options, you will need to select a patient before entering clinical data, using one of the following:

 The patient register, using

Select a patient

(page 11)

 Or by pressing F3 function key;

 Or press Alt-C, then P.

 Or from a Group (see "

Groups of patients

(page 21)");

 Or from the Next Patient tab on a Vision 3 Framework view, use one of the options: the Select Patient window, the recently selected patients, or the Appointments listing. See

Next Patient / Patient Select tab on

Patient Record (Vision 3)

(page 11)

 Or from List Appointments if you are using the Appointments module (see "

Appointments List

(page 29)").

 Or from the Appointments tab on a Vision 3 view – see

Appointments

List

(page 29)

 Or click on a patient name from the list of last four selected patients from the bottom of the Consultation menu.

 Or select another member of the patient's family from the

Patient

Details and Contacts

(page 38) - Family screen

When you select a patient, this automatically deselects the previously selected patient. See "Deselect a patient" - for other ways to deselect a patient.

If you have a patient selected within an open consultation, and you want to view a second patient's data at the same time, use the option New Consultation Manager

(see

Start a second consultation for another patient

(page 54)).

10 Vision 3

Next Patient / Patient Select tab on Patient Record

The Next Patient or Patient Select tab has two ways to choose a patient: either from a list of Recent Patients selected in Consultation Manager, or from the usual

Patient Select screen (see

Select a patient

(page 11)).

Display Patient Data in the following format lets you switch views for the next patient selected. The idea is the receptionist may be working their way through a pile of work, first a repeat prescription, then a test enquiry, then a maternity claim.

1. When you have finished entering data for your current patient, switch to the

Next Patient tab, and if necessary, select a different view in Display Patient

Data in the following format suitable for the patient you are about to select.

2. Then select the next patient.

Select a Patient

1. Click on the Select a Patient icon

Consultation menu, Select a Patient.

or press F3 function key; or from the

Note - The quick way to find a patient is to enter a few letters of

the patient's surname in Search Details, followed by a space then the first letter(s) of the forename, eg ABB MA for Mark Abbott, then press

Enter. Once the patient list is displayed, double click on the patient you want, or use the up/down arrows to highlight the patient and press Enter.

Select Patient

2. Search Attribute and Search Details - The default Search Attribute is

Surname. In Search Details, depending of what you have chosen in Search

Attribute, you can then enter either a name, NHS Number or date for which you are searching. You do not need to enter it in full. You may also search for a patient by one of the following (click on in Search Attributes to display the list for selection):

Getting Started 11

Additional Identifier, CHI Number, Date of birth, Family Number, First name,

House Name, Miquest Reference, NHS number (H+C Number in Northern

Ireland), Old format NHS number (or Old H+C Number in NI), Postcode,

Previous surname, Road Name, Surname, Vision Identifier

Find a patient by name - Make sure Surname is displayed in Search

Attributes, then in Search Details, for example:

 type in AB for patient surnames beginning with AB;

 or type in ABBOT if patient's name is Abbott.

 or specify a forename as well, for instance, AB (space) J for all patients with names beginning with Ab and forename beginning with J. To find, eg, Diana Bruce, type br di.

 or leave Search Details blank to display the entire patient register in order.

Find a patient by date of birth - Select Date of birth in Search Attributes, then in Search Details, enter the date of birth, or you need not enter a whole date, but just a year to list all patients born in that year:

Eg, type in 1924 to find all patients with 1924 dates of birth

Find a patient by name and year of birth - If you type in a part surname, space, part forename, space, then year of birth, eg galb cha 1989 (for

Charles Galbraith 1989) this should find any matching patients.

Find a patient by NHS Number - Display NHS Number in Search

Attributes, then in Search Details, for example: type in, eg, 3 for all NHS Numbers beginning with 3.

Note - in Northern Ireland, you may find a patient by H+C

number, the equivalent of the NHS Number

Find a patient by road name - Select Road Name from Search Attribute, and in Search Details, enter part of the road name or the full name. It does not matter if you use upper or lower case.

For instance, to find all patients in Lingfield Close, type in ling and press

Enter. It then lists all road names that match what you typed in (Lingfield

Close, Lingfield Road etc). Highlight the road you want, then either press

Enter or click on Find.

Find a patient by House Name: Select House name in Search Attributes.

Enter the house name (or number), and click on Find.

Vision 3

Find a patient using specific house number/road combinations: In

Search Attribute, select Road Name, then enter the name or number, a semi-colon, then the street, for example:

10;high street

12;high road victory mansions;bond street vict;bond st

Click on Find.

Find a patient by Additional identifier - The Additional Identifier can be practice-defined in Registration (Other tab). For practices that had data converted from VAMP Medical or competitor systems, the patient numbers used in these systems were allocated automatically as Additional Identifiers during the data conversion process. Once converted to Vision, the numbering stops, and you would have to continue adding manually if you want to use this. Practices involved in data collection should never amend this Additional

Identifier. Practices can use letters after (never before) the figures to indicate a preferred pharmacy, though this information can be entered in

Preferences tab

(page 40) on Patient Details.

Find a patient by Family Number - This is a hidden number, allocated to households in Registration. Patients have to be actively added into a household – it does not depend on those with the same address lines.

Find a patient by Vision identifier - Each patient is identified on the

Vision system by a unique Vision identifier, and allocated to patients as they are added. It cannot be viewed anywhere but can be printed on a Repeat

Reorder Form. It is also the pat_id number you see when you extract data

(eg from searches, or from local MIQUEST queries). If you had extracted data and all you had was the pat_id number (often the case with confidential clinical data), then to identify the patient, you would enter the Vision

Identifier in Select Attribute.

Find patient by MIQUEST reference - The response of remote MIQUEST queries shows a patient reference after $1 and between "speech marks", for example, "01xa". click on the Response box when viewing a response. Copy

(Control-C) the patient reference and paste into Select Patient and change the Search Attribute to MIQUEST reference.

3. Active Patients Only – The Active Patients Only box and Options button are only visible on Select Patient screens where the user is permitted in

Security to view archived patients (see

Active Patients Only and Options

(page 14)). If Active Patients Only is checked, then only permanent, applied

and current temporary and emergency patients are shown in the browse list, plus any selected in Options.

4. Find – Once you have typed something in Search Details, click on Find or

Tab to Find and press Enter, in order to list the patients meeting the criteria you have typed in and selected in Search Details and Search Attributes.

Getting Started 13

5. Browse List of the patient register will be displayed with the nearest match at the top of the list. The list depends on what you typed in Search

Details, so if you entered AB, all patients beginning AB are listed; but if you typed ABBOT, only those patients beginning ABBOT are listed.



 As you click on each patient line, their address – and phone number, if entered in Registration - will be shown in the Address window at the bottom of the screen.

 Only permanent and applied patients are listed if there is no Active

Patients Only box. If there is such a box, it depends on whether it is ticked (permanent and applied only) or not (shows all registration status).

You will be warned if no patient is found matching the criteria.

Once a list of patient is displayed, on the Select Patient screen, use the right horizontal scroll arrow to reach further patient details off-screen on the right.

6. Confirming Patient selection - From the list of patients, double click on the patient line you want; or click on the patient’s line to highlight it and then click on OK.

7. Scroll to find - If you cannot find the patient you wanted, scroll through the list using the vertical arrows until you reach the patient you want. Use the single arrows to go to the next or previous patient, or use the double arrows to go to the first or last patient on the page. Note that the address on the baseline changes as you highlight a different patient.

Other options at this screen are explained in "

Problems when selecting a patient

(page 19)" .

Once the patient has been selected, their name and date of birth and/or age will be displayed at the top of the screen (choose which from General – Consultation

Options Setup, Options Set-up, Consultation). If a patient is deselected, these details will no longer display.

The subsequent form(s) that display after a patient has been selected can be set up automatically in Start-up - Consultation Options Setup, Consultation Options

Set-Up.

Active Patients Only and Options

The Active Patients Only box and Options button are only visible on

Select a patient

(page 11) screens where the user is permitted in Security – Vision Functions -

Global to view archived patients, ie those that are transferred out, or expired temporary residents etc.

There is no Active Patients Only box on the Select Patient screen for those users who are not allowed to see archived patients.

 If you want to list only active patients, ie those with permanent and applied registration statuses, or current temporary residents, emergency patients, special maternity, contraceptive status etc in the patient register list (for those users allowed to view archived patients), check the Display Active Patients Only box. In addition, it lists any patients specified in Options, for instance, you could specify that

"expired" Temporary Residents during the last six months could be included in the Active Patients list.

14 Vision 3

 If you want to list all patients of all registration statuses, de-select Display Active Patients only (by clicking to remove the cross).

Both active and inactive patients will be listed, including transferred-outs, temporary residents etc.

 Options – The Display Active Patients Only box needs to be checked to enable Options. You can choose, by clicking on the Options button

(Alt-O), which inactive patients to include in the displayed Active

Patients list. This is done by suppressing display of those patients who are inactive after a certain period of time.

 Inactive refers to registration statuses of transferred out, expired temporary residents (short and long stay), immediately necessary treatment and emergency treatment. For temporary patients, the period starts on the last day of their registration - ie either 16 days or

3 months after the initial TR registration.

 Enter periods using the shorthand of D for days, w for weeks, m for months, or Y for years. For example, 1D = one day, 2W = two weeks,

4M = four months, 5Y = five years. Click OK.

 For instance, in Transferred out, if you set this to 6W (six weeks), then any patients transferred out within the last six weeks will be included in the Active patients list. As soon as that date becomes more than six months ago, then their name will no longer appear.

 Display Active Patients Only - Check this box on the Inactive

Patients Options screen to display active patients and those included from your selection below. Unchecking this displays all patients. This is the equivalent of the Active Patients Only button explained above.

Getting Started

Inactive Patient Options

Viewing a Sensitive Record

You can create a sensitive patient record, which restricts staff access to a specific patient’s record. This is done via the Restrictions button in Registration

– Other.

If you have permission to view a sensitive patient record, you can do so with no restrictions.

However, if you do not have permission to access a patient record, each time you select the patient you will be unable to open the patient record and will receive the following warning message:

Sensitive Record Warning

Patient and Address Details

At the Select Patient screen, when you have a browse list of patients displayed, you can bring up a detailed Patient Details or Address Details screen by pointing to a patient line or an address line.

1. Click the right mouse button, which displays the options of Item View and

Audit Trail.

2. Then select Item View.

3. The Patient Details or Address Details screen is displayed.

4. Click on Close to exit.

You cannot make changes at these screens as the entries are derived from the

Registration module. For any editing, you need to access the Registration module - either click on Consultation - Patient Registration, or from the Vision front menu.

Note - Patient Details or Address Details can also be displayed from the Patient Details screen (see Patient Details and Contacts

(page 38))

using the same method of right mouse and Item

View. Here you can add or edit patients' contact numbers.

16 Vision 3

Patient Details - Display - from Item View

Getting Started 17

Audit Trail from Select Patient

At the Select Patient screen, when you have a browse list of patients displayed, point to a patient line or address line and click with the right mouse button, selecting Audit Trail.

The Audit Trail screen shows any changes made to the patient's details.

The screen is similar to the Patient Details screen with a window at the bottom of the screen displaying the date the record was written. Use the scroll arrow to select different dates to see how the record has changed, if at all.

 Records that have since changed are coloured red.

 Up-to-date records are coloured green.

 Click on the double arrow further details.

at the bottom right and scroll down for

Patient Details – Audit Trail

Vision 3

Address Details – Audit Trail

Problems when selecting a patient

When selecting a patient, having entered the Search Details and clicked on Find, a list of patients matching the criteria is displayed.

 A patient could not be found – This message indicates that no patient on the register matches the criteria you typed in. Check you have typed the name exactly.

 Re-select - You can also re-click in Search Details and make another entry, clicking again on Find.

 Similar named patients - If switched on in Show Similar Name

Warning (see "General – Consultation Options Setup"), a warning will be given if there is a patient with a similar name. For these, click on

Yes to continue, unless you want to add a note about this patient. This note will always be displayed when the patient is selected. If you click on User Notes, you can view or add free text, for example, about the patient’s possible confusion with another patient with the same name eg "This is the father of Edward Jones".

 Duplicate Patients – If you find that the patient you are looking for has been entered on the system twice, there is a facility in the Vision

Registration module which allows you to merge duplicate patient records together. Please see Registration On-screen help for further details.

Getting Started 19

You are also be reminded if:

 Incomplete Registration - the patient's Registration details are incomplete. The Alert icon also warns you of this - make a note to go into Registration later and complete these details. This warning can be switched off in Show Incomplete Details warning (see "General –

Consultation Options Setup").

 Patient's registration expired – The registration status has expired for a patient who is either a temporary resident, emergency treatment or immediately necessary treatment. If the patient is a temporary resident with a short stay (15 days or under) and now converting their stay to 16 days to three months, go to Registration and make this amendment by editing the registration status (see "

Patient Registration

(page 38)").

 Inactive - the patient is no longer active, ie has a registration status of Transferred Out (ie removed, died etc). Click on Yes if you wish to view their records anyway.

 Patient Record Locked - when opening a patient record that is already opened by another user are presented with the following warning message: "The patient records will be shown in Display Only mode. The patient is already selected by another User". The Name of the user with the open patient record, workstation name and date and time the patient records were locked are also displayed.

Deselect a Patient

In Consultations – Consultation Options Setup, if Deselect the Patient

automatically when a consultation is closed is checked, when you close a consultation, the current patient is deselected and all their forms will be closed.

 You can manually deselect a patient by clicking on Consultation -

Deselect the patient.

 A patient will automatically be deselected once another patient is selected, whether from Patient Selection, or by clicking on a name on the list of previously selected patients at the bottom of the

Consultation menu. Automatic deselection also occurs when you select the next patient in a group; and when you exit Consultation.

Once deselected, the name on the title bar will disappear, and any open consultation will be closed. You can then select another patient if you wish.

You may be warned if you deselect a patient and there are unprinted therapy items

(see "

Close Consultation

(page 55)").

You will also be warned if you try and deselect the patient and have a current form open, such as History, Therapy or BP. The data entered in this form has not been saved. You may choose to save the data before continuing or you may wish to discard your changes. Alternatively, pressing Cancel will allow you to complete the form manually. Save Form will save the open form in its current state. Cancel will return you to the open form for you to add or edit further before clicking OK.

Discard Changes closes the form without saving anything.

20 Vision 3

Save Form

Groups of Patients

From Consultation - Select a Patient Group, you can display patients' records in turn, if they form part of a group which has previously been saved as the result of a search in the Search and Reports module or a Clinical Audit.

From the Consultation menu, click on Select a Patient Group. This displays a list of patient groups.

If you then click on , you will reach the search browser screen with two tabs for Group or Clinical Audit. The Clinical Audit search browser tab is displayed first.

Getting Started 21

Select By Clinical Audit Search

1. Switch to the Clinical Audit Search tab. The display is similar to the Clinical

Audit screen, except that the count of each audit is shown on the right, for example " = 49".

2. Use the expand / collapse icons to open or close up the list.

3. For QOF audits, select the view you want from the Audit Source box:

 All audits & nGMS Monitoring - This view shows all Clinical Audits with statistics up to the end of last month and the nGMS Audit showing daily statistics (including data up to the most recent daily generation), based on a QOF Reference Date of "today" exclusive, ie up to midnight.

 nGMS Reporting - This view only shows the nGMS audit (including data up to the most recent daily generation, if run) based on a QOF

Reference Date of standard end of year (1st April exclusive).

 QOF Results Last Reported - This view shows what you sent in the last submitted report to QMAS - the Regular (monthly) report.

4. QOF Results Last interim - This view shows the data of the last generated interim report, if run.

5. If you tick the box Reminders only, the list redisplays with only those audit lines with active reminders.

6. Find the audit line you want in exactly the same way as you would in Clinical

Audit. Click on a main blue line Audit Group (eg, QMAS Returns and

Monitoring Audits) to expand the red clinical area lines beneath (eg QMAS

Returns - Clinical 2007-8). Click on a red line to expand the clinical categories beneath, which are green headings (eg CHD QMAS indicators).

Click on the required audit line, coloured black, to select it. Then click OK.

7. If a QOF audit is selected, the group is created there and then, on the fly.

The system takes a moment to save the group if a saved copy does not yet exist; otherwise it will save the group from the last audit generation.

22 Vision 3

Select By Group

1. On the Group tab, user groups will be displayed by default (without system groups).

2. Use Set Filter if you want to select from system groups as well. Here, you can filter from a full group list to display only the specified groups (as you can in Patient Groups) by one or more of the following:

 Select users: Groups have ownership. You can select either All

users, Selected users (to select a user or users, double click on each user name to be selected - this places a chevron to the left of the name) or Current user signed on to this workstation. To deselect selected users, click on the All Users radio button.

 Select System Category: by specified system groups - audit searches ($AUD etc), audit subsearches ($SUB, $GLO, $SUB etc),

MIQUEST, or other system groups ($PAT);

 Select Other Category: and/or user groups

 Select Active State: active or inactive groups, or both

 Suppress display of empty groups (with a zero count of patients)

 In Group Description, you can search for an ad-hoc search by a part description, for example, putting in DIAB will find ad-hoc searches with diabetes or diabetic in the title.

3. The Clear Filter button returns the list to all the user groups, clearing any filters that have been set. Refresh brings the list of groups up to date.

Getting Started 23

When the Selected Group is Displayed

1. Double click on a group name in the left-hand column (or highlight and press

Enter) to display an alphabetical list of the patients within that group in the middle column.

2. Double click on a patient name in the middle column to display that patient's details in the right-hand column.

24 Vision 3

Patient Groups - Select Group

3. To resize the sections, place the cursor on one of the vertical dividing lines within the window until the icon changes to two arrows - drag the line until the section is increased or decreased to the size you want. You can also maximise or minimise the screen if you wish.

4. With a patient name highlighted in the middle section, click on Select

The Group Patient at the top of the group screen just under the title

Patient Groups (not the one on the main toolbar) in order to select that patient. This may open a new consultation, if selecting a patient automatically starts a new consultation - see "Consultations – Consultation

Options Setup".

5. When you have finished with the patient, click on or Close Consultation.

6. If you want to select the next patient in the group (when selected the name on the title bar changes):

 either click on the group.

Next Group Patient to select the next patient in

 or select Next Group Patient from the Consultation menu.

 or display a list of the patients within the group by clicking on

Consultation - List Patient Group. Double click on a patient name to select that patient and open a consultation.

Getting Started 25

7. Close a display of patients or groups by clicking on the top left hyphen and selecting Close, or clicking on .

How to set up a fastpath to display the same screen for a group of patients

You may have a group of patients for whom you want to view the same screen, for example in a clinical situation.

1. Select the Consultation menu option from the menu bar at the top of the screen.

2. Select Options and Setup and click on the Startup Forms tab.

3. Set up the required screen. If, for example, you want to look at the History

Display screen, click on the Edit button next to Lists and select History.

4. If you want to display a Data Entry screen, for example History Add, click on the Edit button next to Add Data Forms and select History, then click on Add,

OK.

26 Vision 3

Consultations - Options - Setup - Start-up

5. For an automatic Data Entry screen to be displayed, it may be useful to set the New Consultation Options on the Consultation tab to:

6. In either case, to stop both the MRO (Medical Records Overview) and the

Patient Record View from displaying on top when a patient is selected, uncheck these options (in the middle of the screen.

7. Next you need to select the patient group. Select the Consultation menu option from the menu bar at the top of the screen. Choose Select a Patient

Group.

8. A list of all groups in the system will be displayed. Double click on the required group. This displays the list of names within the group on the right.

9. Single click on the first patient.

10. Then click on the Select the group patient icon . This will display the screen set up in the Startup Forms option for the first patient in the group.

11. To select subsequent group patients, click on the Next patient in group icon.

Getting Started 27

Change Select Patient Browse List

In Control Panel - Security – Add/Edit user (right click on Current User), if

Enable Browse config window is checked, then on Select Patient browse lists in

Consultation Manager, you can double (left) click on the small square to the left of the column headers to add or remove details to be included in the browse lists.

On a Select Patient screen, enter Search Details and press Enter for the list of patients. Point to the small square to the left of Notes or Surname column header, and double click.

A List Settings screen is displayed. Under Attributes, there is a large selection of registration details you can add to the browse list, within the restriction of the row limit.

If, for instance, you want to include the Second Forename in the list, find this under

Attributes in the right-hand pane, and highlight it, then click on Add. It is then placed in the left-hand Selected Attributes pane. Click OK. This then becomes an additional column on the right of the Select Patient browse list.

Do not save it with a new name. After making your amendments, just click OK to change the current list.

List Settings

Two examples: A practice wants to see "Known As" on the Patient Select list. They enter this information on the Admin Notes fields available within Registration, which they have added to the Patient Select Browse list and renamed as AKA.

Another practice wants to visually alert staff about certain patients at the point of selection - but without any explicit text. They have a short list of 3 sensitive reasons for alert and enter **** or ---> or !!!! into the Admin Notes field, which they have positioned next to Surname on the Patient Select Browse List.

28 Vision 3

Appointments List

Display Appointments List

If you are using the Appointments module to book appointments, the current appointments session for the GP that is signed on can be displayed if within the time span of the session.

There to list appointments within Consultation Manager:

 Go to the Appointments tab on the patient record;

 or click on Consultation - List Appointments,

 or press Alt-C, A,

 or click on the List Appointments icon ; .

If need be, you can switch between the Appointments List and data entry or display on the Patient Record using the tabs.

Appointments Tab View Options

Right click on the Appointments tab header and select View Options. This lets you rename the tab title, and to check an Initial Tab box if you want the initial display of this view to be at the Appointments tab. If you want to set up a 'hot key' for the

Appointments tab, then insert an & before the hot key letter in the Tab label, which can then be used for the Control key.

What the Appointments list shows

The header shows a Refresh icon to bring up any recent details entered in the

Appointments module, eg new appointments, patient waiting etc. The Refresh option is only available from the Today AM or Today PM tabs.

Choose Appointments Books

The appointment list defaults to the GP currently signed on, or will be blank if the staff member does not have an appointments book. Any user can choose an appointment book from the picklist. For example, some practices use an appointments book called Treatment Room, so any nurse signed on can select this option. This option is only available from the Today AM or Today PM tabs.

If Booked only is checked, any unfilled appointment slots are hidden. Also shown are the time of the session, how many patients have booked appointments, and the current time. This option is only available from the Today AM or Today PM tabs.

Each appointment slot is shown by time, patient name, additional information depending on what has been set up (eg, date of birth, telephone number), any

Comments, a Status column followed by two columns, Arrived and Wait. Comments added in Appointments module are shown by the appointment. Any permanent

Notes added to the Booking Form in the Appointments module are also visible in the Booking Form in Consultation Manager when the clinician views the appointments from his/her list. If booking form not displayed when appointment is highlighted, either press Esc to display it, or right click and View Appointment

Details.

There are four buttons: Today AM (morning session), Today PM (afternoon session), Other and Free Slot (see below).

Getting Started 29

On the Appointments tab, the patient's booking form is shown in the bottom pane. As you scroll down the appointments list, the booking form details change to match the patient. You can quickly click down a list of patients to scan their booking details. On a blank slot, it will revert to the currently selected patient, if any.

Overrun appointments - Consultation Manager Appointments List - When an appointment overruns the following slot(s) with a long expected duration, the slot(s) overrun are greyed out (though you can still book appointments in them).

Calling the Waiting patient into Consultation and Seeing them

Select Next Patient by double clicking on a booked appointment line – This brings up their patient record and starts the consultation, changing their status to

In Consultation.

Clicking with the right mouse on a booked appointment line gives three or four options:

Call Patient – Only for practices using the Vision Appointments Call Display (ACD) option, Call Patient selects and displays the patient's record and changes the status to In Consultation, and visually calls the patient in (see illustration on next page)

Note that the right mouse Call Patient option is disabled if you are not running ACD.

There is also a Call Patient button on the booking form in the lower pane.

Select Patient – Clicking on this selects this patient's record and:

 either starts a consultation automatically, and changes their status to

In Consultation, if set in Consultation Options Setup Consultation, to start a new consultation when selecting a patient.

 Or does not start a consultation but displays displays the Patient

Record. When you are ready to see the patient, click on the Chair icon

to start the consultation and also change their status to In

Consultation.

If the patient is not marked as Waiting, then a warning may be shown (see below).

(Note there is also a Select Patient button on the Booking Form).

View Appointment Details – This option is only available when you list

Appointments using or Alt-C, A. It displays the booking form for the selected patient with details of any recalls, past DNAs and future appointments. Options from here are Call Patient, Select Patient, Cancel and Close.

View Appointments Details

When the patient record is displayed, and you are at the Appointments tab, the booking form is already displayed in the bottom pane as you click on each appointment line.

30 Vision 3

Cancel – This cancels the appointment. You will be asked first the confirm cancellation and select a cancellation reason before clicking OK.

Note - In Consultation Options Setup Data Entry, there is an option of

Appointments Select Patient – Show Warning. If this is ticked, then from an

Appointments List, when you double click on an appointment for a patient who is not marked as waiting, or right click and Select Patient, a warning screen appears:

Are you sure you wish to select the patient. The patient has not arrived. Please confirm selection – Yes / No / Cancel.

Selecting Yes selects the patient and changes their status to In Consultation. No does not select the patient and does not change their status.

Vision Appointment Call Display

The Vision Appointment Call Display is an optional purchase linked to a visual call sign and triggered from this Appointments list. Tick the box ACD

(Appointment Call Display) on the booking form and then right click on appointment line and click on Call Patient. Answer Yes to You are about to call [patient name}.

Do you want their name to be displayed? If you answer No, the patient's record is selected but no visual call is made. You can amend the call details by clicking on the .

 Use the clinician's name and location – select this radio button and type the name and location (if used) exactly as you want it shown on the call display

 Use the text below – select this radio button and type in any text you want displayed. You may want to leave this blank.

 Disable call display – So the call display does not show, select this radio button.

 Confirm before calling each patient – Tick this box if you want this.

 The Call Display as you have set it up is shown at the bottom of the screen. Click on OK.

Getting Started 31

Call Display

Using the Status of Waiting, In Consultation and Seen

he Status of an appointment can be either:



Waiting

In Consultation

 Seen

You do not need to use the Status features, but if you do, they allow a receptionist to record when the patient arrives and their subsequent waiting time, the duration of the consultation with you, and when you finish.

1. Waiting is displayed if the patient has presented at reception and the receptionist has double clicked (or Control-double click) on the Status column on the Book or Reception screen in the Appointments module to record the Arrived Surgery or booking time. The patient name is also crossed through. The Arrived column shows the time the patient arrived.

The Wait column shows the number of minutes since the Arrived time or

Due time.

Note - There is the option (in Data Entry – Consultation Options

Setup) to calculate the patient's waiting time from the time their appointment should start, the Due Time, rather than their arrival time.

2. When the GP is ready to start the consultation, display the Appointments List and right click on the required patient and select either Call Patient or

Select Patient. Both display the patient's record and start a consultation.

The Call Patient option also records a Start Time for the consultation and changes the Status to In Consultation. This also shows on the receptionist's screen in Appointments.

32 Vision 3

3. If the Waiting status is not displayed, you will be prompted that the patient has not arrived yet (ie Waiting is not yet recorded) and whether you wish to start a consultation. The Waiting Time start will be the same as the Start

Time of the consultation.

4. You can minimise the List Appointments screen by clicking on so that it reduces to an icon on the bottom left of the screen. To re-display when you are ready for you next appointment, click on Windows, then List

Appointments.

5. When the GP finally selects Close Consultation, or returns to the

Appointments List and selects the next patient, an End Time for the consultation is recorded and the patient's Status changes to Seen.

6. Click on Close, or to close down the appointments list.

Display and Sort Appointments other than current Session

Today AM and Today PM – These buttons can be used to display this morning's or this afternoon's appointments. The display will default to Today PM if it is currently the afternoon, or Today AM if it is the morning. All will display all appointments for the day regardless of the am/pm session break.

Other – Use the Other button to look at appointments other than today, and those for other appointment book owners.

Choose the date. If you click on the arrow by the date, a calendar is displayed. The red circle shows today's date and the blue the date you have chosen. Left and right arrows let you find the month.

Appointments Tab - Other

Select am, pm or all.

Choose the GP or book owner – one option is All doctors to see all appointments for the selected date and session.

Getting Started 33

Appointments Tab - Other

Note - If you select All Doctors from the options on Other, you

can then sort the appointments by time, doctor, patient name, dob, or status, by clicking once on the column heading. Sorting by time is particularly useful to see which patients other than your own are current.

Other tab – All Doctors – sorting by time

Vision 3

Other tab – All doctors – sorting by doctor

Free Slot Search and book patient appointment

Use the Free Slot button to find free appointment slots and make an appointment for the currently selected patient.

To find free slots for today's date only, just click on Free Slot tab. It automatically finds the first 100 free slots for the appointment book owner in the

Appointments book with today's date.

Either choose one specific Appointment Book owner or All doctors.

To limit the search to a specific day, enter a figure in days / weeks / months from today in Display free slots starting from Today + days (n) weeks (n)

months (n) for [book owner] and click on Search. For example, if it is 9.5.01 now, entering 2 in days will find free appointment slots on a day that is two days from today's date, ie 11.5.01. Use the Next and Previous arrows to go forward or back in date.

To book an appointment, highlight a date and time convenient for the currently selected patient. The Booking Form at the bottom of the Appointments tab screen holds the patient's details – enter any Comments and Notes and Booking Method.

Click on the Book button (or just double click on the appointment time).

Confirm with OK.

If there is no patient selected, and you do a Free Slot search from an Appointments

List. Right click on an appointment free slot and select Book, then select the patient, and complete the Booking Form, with Book.

If you click on More, you can specify parameters for the free slot search and any saved search can become another tab next to the Free Slot tab for future use.

Getting Started 35

Parameters for Free Slot

Click More for specific search parameters to find free slots

 Staff – either tick the All box, or untick this box and select an appointments book owner, or using Control-click, several owners.

 Day and Slot Type – Similarly in Day or Slot Type, either tick Any

(day), or untick this box and select one or more days or slot types.

 Start From Today + (n) Days (up to 7), (n) Weeks (up to 4) (n)

Months (up to 12) – This let you find slots so many days, weeks or months from today. Enter an appropriate figure in (n).

 Session Type – In Session Type, either tick Any (day), or untick this box and select one or more days or session types.

 Save – Click on Save to save the search criteria you have just entered, and type in free text a description up to 30 characters.

36 Vision 3

Save Search

Clicking on All Searches will display any searches already saved in the

Appointments module under Current Saved Searches, and any saved in

Consultation Manager Appointments Free Slot Search. You can make new search tabs out of Current Saved Searches:

Highlight a saved search under Current Saved Searches and click on Add.

This places it into the right-hand Current Tabbed Searches. This search will then be available as a search tab within Consultation Manager Appointments, next to the Free Slot tab. You may not see any newly created tabs until the

Appointment tab is refreshed with the next patient.

You can thus build up specific searches which are accessed quickly by just clicking on the tab. These tabs are user specific.

On the Saved Searches screen, View on a highlighted search lets you see the search parameters. If you highlight a search on the right and click on Remove, this removes it from a Current Tabbed Search, ie removes the tab. Delete removes the search altogether.

Getting Started

All Saved Searches

Future and Recent Appointments

Clicking on the Future and Recent Appointment button on the Consultation

Manager toolbar displays any future booked appointments and any past appointments in the last month. If the patient has no previous or future appointments within this time period, you are prompted that "nnnnnn has no future

appointments".

Future Appointments

Patient Registration

If you have a patient currently selected and displayed on the title bar, select the

Consultation menu then Patient Registration which will take you to the

Registration module so you can edit or view registration details. Note you cannot select another family member from here. Click on Exit from the File menu in

Registration to close Registration. You may then to re-select the patient in

Consultation Manager via the Task Bar.

The only registration details that can be added or amended in Consultation Manager are the patient's contact numbers, and information about carers. Both these are carried out in Patient Details (see

Patient Details and Contacts

(page 38)).

You can also reach Consultation Manager from Registration through the Registration

– Action menu.

Patient Details and Contacts

Patient Details Tabs

If you want to view fuller registration details of the currently selected patient, click on the Patient Details icon or select Summary - Patient Details. Some of the Views on the Vision 3 Framework of the Patient Record have a Patient Details tab where the function is the same.

The screen is divided into a five tabbed sections:

Registration Tab

The Registration screen shows general registration details for the patient. Apart from adding contact numbers and carers, you can only view details. Editing or adding registration data should be done in the Registration module which you can access through Consultation - Patient Registration.

You can add or edit telephone numbers for the currently selected patient which are listed under Contacts for Address and Contacts for Patient.

The Add to Address button lets you add a home telephone number for the address to which the patient, and their family members, are living. It is attached to the Address not the patient. This appears under Contacts for

Address. In Registration, the equivalent is if you add a communication number (telephone number) in Registration underneath the Main Address

Details on the Personal tab or under Addresses on the Address tab.

The Add to Patient button is for mobile and other contact numbers, email etc which are attached to the patient's details. This is listed under Contacts

for Patient. In Registration, the equivalent is numbers added under Contact for Patients, formerly known as Other Contact Numbers – these are specific to that patient.

The distinction is made because if at any time you use the Amend Household function in Registration which alters the address of all family members, the telephone number attached to the main address is amended or transferred. But the patient will retain any numbers added under Add to Patient.

To add a patient's contact numbers (phone, email and other numbers), click on the

Add to Address or Add to patient buttons. Enter the contact number and select the

Type of Contact Number (note you can select Relative or Carer from this list – if so, you can write free text after the contact number, eg 01234 541111 daughter). Click

OK.

To edit a phone number, first highlight the phone number line under either Contacts for current address, or Contacts for Patient. Then click on Edit and amend the number; click OK.

Getting Started 39

Identifiers Tab

Identifiers screen shows codes such as the patient's hospital numbers if recorded in Registration.

Identifiers tab, Patient Details

Family Tab

The Family screen lists all members of the same household. You can double click on another family member in order that they become the currently selected patient.

Note that the consultation for the initial patient will be closed when another family member has been selected.

Click on to exit.

Family tab, Patient Details

Contacts Tab

This lists people that this patient cares for, or the carer or carers that care for this patient. You can also record next of kin here.

Preferences Tab

You can here add the patient's preferred pharmacy, which will then print on the prescription. National Summary consent is also recorded here. See

Preferences tab

(page 40) and

GP Summary Consent Status

(page 47)

40 Vision 3

Contacts for Carers and Next of kin

Contacts Overview

Details of carers and next of kin can be added within Vision. These people may or may not be registered at the practice.

If the carer or next of kin is a patient registered with the practice, then many of the details can be gleaned from Registration.

If the contact is not a patient registered with the practice, then all details will need to be entered, including the date on which the contact gave permission for contact details to be recorded.

Information also includes the patient(s) cared for where these are registered at the practice, and the relationship to the patient.

Regardless of whether the contact is a patient, you can select which registered patients the carer cares for or is next of kin to.

In Searches/Reports module, searching and reporting on contact information can take place using a Carers Report, printing a list of all carers recorded or a group, and the patients they care for. You can also add carers information to other reports.

Adding contacts

Both a GP and an administrative staff can enter the carer or next of kin details because contacts can be added in one of three places:

 either directly from Consultation Manager – Patient Details , on the

Contacts tab, first selecting a patient who is either the contact, or is the patient cared for or who is the next of kin.

 or from Registration, using the Contacts button, first selecting a patient who is either the contact, or is the patient cared for.

 Or, only for entering carers that are not on your patient register, you can also add Carers in File Maintenance under an Organisation (say,

McMillan Nurses, Anytown County Council), and put them in under

Person of that Organisation, with the Role of Carer.

Once a contact is added, they form part of a contacts list on Vision and can be selected at any time later.

The Contacts tab or button lets you enter a contact in one of two ways:

 The patient you initially select is a person cared for by someone. For example, Mrs Sweeney is frail, elderly lady and has a carer – use the

(top) option Contacts of [patient name] or in this example, contacts of

Mrs Sweeney. A carer looking after someone does not have to be registered with the practice. You will be able later to enter free text name and address. See

Add Contacts of [name of patient]

(page 42).

The same applies to next of kin, for example, Mrs Sweeney's daughter is called Ellen Brown. You would start with Mrs Sweeney's record and add Ellen Brown as next of kin, with daughter in the free text of

Relationship to patient

 The patient you initially select is a next of kin, or a who looks after someone, or more than one person. This is the second option Patients whose contact is [name]. Those they look after or are next of kin

Getting Started 41

must be registered on the Vision database. See

Patients whose contact is [name]

(page 44).

Add Contacts of [name of patient]

This is adding the contacts (carers or next of kin) for a patient in your practice. The contact themselves, however, does not need to be a registered patient but you

should have obtained permission from them to keep their details on the

computer.

Once a contact is added, they are stored on Vision as either a carer or next of kin, and can be picked if they are a contact (carer or next of kin) for other patients.

1. In either Registration or Consultation Manager, select the patient about whom the contact is being made, eg an elderly or disabled person who is being cared for.

2. If in Consultation Manager, display their Patient Details

Contacts tab.

and the

3. Click on Add under the option Contacts of [patient name].

Contacts for Patient - Add

Add Contact

4. An Add Contact screen is displayed letting you enter a surname, or part surname, and optionally, a forename (Tab across). When you press OK,

Vision will search to see if the contact is already stored on the system. This will include any non-patient contacts you may have previously added in

Organisation – Person.

5. If Vision can find the name from its database, it may present a list for you to choose from (highlight the name and click on Select), or if matched, it goes straight to the Contact Relationship screen (see step 7).

Alternatively, if none of the people is the one you want, click on Add (step

6). At the Add Contact screen – press Add to add a new contact.

42 Vision 3

Add Contact Match Patient

If Vision cannot find the name you entered, the screen is headed with the message: Vision has not found any patients or persons with the name you entered. It assumes that the contact is not someone with the practice and you need to add them (see step 6).

6. At the Person-Add screen, enter as many details as you can about this contact. In particular, for contacts who are not patients, click on Add under

Main Address in order to enter the address and contact number for the carer. Up to three telephone numbers can be stored..



You will be able to select Role on the next screen, when you click OK.

The Short Name must be unique, up to 5 characters.

 MOST IMPORTANT is the Date Entry Permission Date. In the case of contacts who are not patients registered with the practice, enter the date on which they gave permission for this information to be entered.

This defaults to today's date. Although not mandatory and you can complete the screen without this date, the Data Protection Act requires you to obtain this permission.

7. Click OK.

Getting Started

Person - Add

8. Next, at the Contact Relationship – Add screen, tick either the Carer box or the Next of Kin box. In Relationship to Patient, it will insert either

Carer or Next of Kin, and you can add further free text to describe the relationship of the contact to the patient, eg daughter, friend etc. Click OK.

Contact Relationship - Add

9. This completes the Contact entry. A patient icon by the contact's line indicates that this contact is currently a registered patient with Vision.

Note - You can also add carers, who are not registered with your practice, within File Maintenance, Organisation (eg County Council,

Department Social Services) and Person, using the Role of Carer.

To remove a contact, point to the carer line at the top of the large window, click and highlight, then click on Remove. Click OK at the Delete screen.

To edit a carer's detail, point to the contact line at the top of the large window, right click and Edit. This takes you first to the Contact Relationship – Update screen where you can update the Relationship to Patient. In addition, for carers who are

not patients at your practice, you can also click on

Person–Update screen.

to go back to the

44 Vision 3

Patients Whose Contact Is [name]

To record Patients whose contact is [name] the contact must be on your Vision patient register. You only want details of patients cared for who are with the practice.

1. First select the patient who is the contact.

2. In Registration, click on the Contacts button.

3. Click on Add button under Patients whose contact is [name]..

Contact - Add

4. At the usual Select Patient screen, find the contact from Vision.

5. At the Contact Relationship – Add screen, tick either the Carer or Next

of Kin box. Whichever you select is inserted in the Relationship to Patient window and you can type in extra free text to describe the relationship of the contact to the patient, eg sister. Click OK.

Contact Relationship - Add

6. A patient icon by the contact name indicates that this contact is currently a registered patient with Vision].

7. You can use Add again to add further patients if you like.

Contact Details

To remove a patient, click and highlight then click on Remove. Click OK at the

Delete screen.

Getting Started 45

Preferences Tab

You can here add the patient's preferred pharmacy, which will then print on the prescription. National Summary consent is also recorded here. See

Preferences tab

(page 40) and

GP Summary Consent Status

(page 47)

Therapy - Preferred Pharmacy

A patient's preferred pharmacy can now be printed on a prescription - in England

(FP10SS0901) under Pharmacy Stamp. Note that long pharmacy names may be truncated.

1. First, you need to add your local pharmacies in Control Panel - File

Maintenance - Organisations under a category of Pharmacy.

2. Then in Consultation Manager - Patient Details - click on the tab

Preferences, to add the preferred pharmacy for each patient.

3. Click on Change.

4. Any pharmacies already added in Control Panel - File Maintenance -

Organisation under a category of Pharmacy are listed. Highlight one and click on Select.

Consultation Manager - Patient Details - Preferred Pharmacy - Change

Vision 3

Selected Preferred Pharmacy

Therapy - EPS Nominated Dispensers

For practices in England, the patient can record their preferred pharmacy for

Electronic Prescribing. Their current selection(s) are also displayed.

 Change lets you record or change the preference (though this button will be greyed out if you have not logged into Vision with your

Smartcard.

GP Summary Consent Status

For practices in England, the patient can record their preference of either consent or dissent to allow a National Summary of their clinical data to be stored on the spine.

 Change lets you record or change the preference (though this button will be greyed out if you have not started a face-to-face consultation

(see

Consultation Types

(page 51)). See also Patient Consent or

dissent for National Summary.

 Preview lets you or the patient see what initial data will be uploaded to the spine - current repeat master within 18 months, current acute medication in the last 6 months, or any allergies, adverse reactions or intolerances.

Acute Medication Service (AMS) Consent

This is only relevant for Scottish practices taking part in ePharmacy and its initial

Acute Medication Service. Patient consent for participation in the AMS scheme is assumed, though it can be withdrawn (patient consent for future Chronic

Medication Service will not be assumed).

GPs are not required to record consent in Vision as all patients will be set to consenting by default. Only if patient consent is withdrawn does this dissent need recording.

Getting Started 47

Consultations

Open a Consultation

By default, you will probably open a consultation automatically when you select a patient and close it automatically when the next patient is selected. This is set up for you in Consultation – Options – Setup . In this case you don't need to worry further whether a consultation is open or not unless you want to change the consultation type (eg from surgery consultation to Repeat prescribing).

If you want to understand about consultations, read the following topics:

Why you need to start a consultation?

Until you start a consultation, you can only view or edit a patient's data. In order to

add new clinical data and record start and end times for consultations, you need to open or start a consultation.

Note - You do not need to start a consultation.

 If you just want to view a patient's data or list existing data entries from the List menu.

 If you are editing a previously entered test result, which has been received from the hospital. This is explained in Test Results.

How do I know if a consultation has been started or not?

If no consultation has been started:

 the Consultation icon on the toolbar appears un-depressed .

 The Status Bar at the bottom of the screen shows the words No Open

Consultation.

If a consultation has been started:

 the Consultation icon appears depressed .

 The Status Bar at the bottom of the screen has your sign-on name, date and start time of the consultation, current time, and if you've chosen a surgery consultation, the word Surgery (see below).

The consultation type – in this case Surgery – can be changed, before you start entering data, by double clicking on the Status Bar line. This displays the

Consultation Form (update) screen from which you can select another consultation type, eg Telephone call from patient, Repeat Issue, Results Recording, Night visit practice etc (a full list of consultation types is given in

Consultation Form and the

Consultation Type

(page 50)). Click OK.

48 Vision 3

How to start a consultation

Starting a consultation can be done either automatically, or manually each time it is required.

To start a consultation automatically, in Consultations – Consultation

Options Setup, select Start New Consultation Automatically when a patient is selected. Every time a patient is selected, a patient consultation will be started.

To start a consultation manually each time, set the Consultation Options

Setup of Start New Consultation Automatically when a patient is selected to be blank, and Select Patient for Display Only also blank. Start a consultation, after selecting a patient, by pressing , or pressing F7 function key, or select Consultation - Open New Consultation. The icon will appear depressed with a bold surround when a consultation has been started .

If there is a current consultation open, and you want to start a

consultation for another patient at the same time, select New

Consultation Manager (see

Start a second consultation for another patient

(page 54)).

What is displayed next?

Which forms are displayed automatically once a consultation has been started depends on:

 The selection of forms in Start-up - Consultation Options Setup,

Consultation Options Set-Up.

 Whether the Consultation Form has been set to display in Consultation

Options Setup under Display Consultation Form when new consultation is opened.

Note - The Patient Record will only be displayed if that option is

ticked in Start-up - Consultation Options Setup.

If so, the Patient Record will display automatically when a patient is selected. To display the Patient Record manually, click on or press F10.

What else happens when you start a consultation?

 This records a Start Time for the consultation, irrespective of whether the Open Consultation screen is displayed or not; and

 It allows clinical details to be added.

Until a consultation is started, you may only view entries.

If you have already opened a consultation today for the same patient, and if the Prompt if a Consultation already exists for today is set to on in Consultation

Options Setup, the day's consultations will be listed for the patient. You can choose between opening an existing consultation or opening a new one.

There have been the following consultations today for [patient's name]. You may select one of these consultations and re-open it. Do you want to re-open an existing consultation or start a new consultation? Existing New

Cancel

Getting Started 49

Selecting either Existing or New depends what is being entered. For instance, if the nurse has already had a consultation with the patient, and you are the GP about to start a consultation, then select New, so that your name appears against the records.

Prompt if consultation already exists

Consultation Form and the Consultation Type

See

Open a Consultation

(page 48) for ways to open a consultation.

Displaying the Consultation Form

You need not display the Open New Consultation screen (the Consultation Form) every time you start a consultation. This depends whether Display Consultation

Form when new consultation is opened has been checked in Consultations –

Consultation Options Setup.

To Display the Consultation Form Manually

Point to the status bar at the bottom of the screen (where the GP or user –

Consultation type and date is shown) and double click. If a consultation is already open, this displays the Consultation Update screen. If not, then the Open New

Consultation screen is shown. The field prompts on each are identical.

If, for example, you are issuing repeat prescriptions, you may want to change the

Type of Consultation to Repeat Issue. Or if you are recording incoming correspondence from an OPD attendance, change the consultation type to Letter from Outpatients.

The advantage of showing the Consultation Form is that if you are entering a variety of data, printing repeat scripts, entering pathology results, you can alter the

Type of Consultation for each patient as required.

50 Vision 3

Open New Consultation

Consultation Date, Clinician and Consultation Type – You can change these individually for the current patient as relevant, for example, if you are entering a batch of night visits, different clinicians may apply. To change them by default, go to Consultations – Consultation Options Setup, if the same data is required for a number of patients (eg surgery consultation, letter from Outpatients, Repeat

Issue).

Getting Started 51

Consultation Types

The Consultation types from which you can choose are (those that are in bold are deemed face-to-face consultations):

Acute visit

Administration

Casualty Attendance

Children's Home Visit

Clinic

Co-op home visit

Co-op surgery attendance

Co-op telephone advice

Day Case Report

Discharge details

Emergency Consultation

Extended Hours

Follow-up/routine visit

GOS18 report

Home Visit

Hospital admission

Hotel Visit

Letter from Outpatients

Mail from patient

Mail to patient

Medicine Management*

Minor Injury Services

NHS Direct Report

Night visit practice

Night visit deputising

service

Night visit local rota

Nursing Home Visit

Other

Out of hours non practice

Out of hours practice

Repeat Issue

Residential Home Visit

Results Recording

Surgery consultation

Telephone call from a patient

Telephone call to a

patient

Third Party Consultation

Triage

Twilight Visit

Walk-in Centre.

Patient Record View

You can here select the sort of Patient Record view to be displayed for the patient, including any of the other Vision 3 views. See Swapping between views

Identifying the User/Clinician on a History Entry

 When History Add is initially displayed, the Clinician box displays the patient’s registered GP. You can also select from a list of active clinical staff.(it is also selected if this GP is inactive - in this case it appears as the only inactive clinician in the list).

 When In Practice is unticked, the Clinician box displays the patient's registered GP. You can select from a list of all active/inactive clinical and administration staff.

 When In Practice is ticked, the Clinician box displays the user who is currently logged in. You can also select from all ACTIVE clinical and administration staff.

52 Vision 3

Authoriser

More than one person can be associated with a clinical record, for example:



Practice Nurse carries out the intervention

Registered GP authorises the data entry

 Admin Assistant records the data

Vision allows for an extra person to be attributed on each clinical entry. Logically this is the person authorising entry, with the clinician being the person performing the intervention. In most cases, the person authorising data entry will be same for every item in a consultation. The Clinician and Authoriser default to the current user, unless the current user, such as a registrar, has a responsible partner set up in File Maintenance - Staff, in which case this will be the authoriser.

Any selection is valid in either the Clinician or Authoriser field. The selections will be preserved in the current session, ie across consultations, but they will not be saved across sessions. Authoriser is a field on both the Open New Consultation form, as well as the Consultation - Update form (double click on the status bar to display this form during an active consultation).

The authoriser is not displayed directly on the Journal entry. However, right click on an entry and select More....and the Authoriser is shown here. You can amend the

Authoriser on the More form using the Update button. All other fields on the More form are read-only with the exception of Authoriser. A change of Authoriser is valid only for that one record. Other data entry will default to the Authoriser for the consultation. Authoriser is available in all search and reports selections.

Time

Only the Start time is shown, entered from the system clock, when a consultation is started. This may need altering if you are entering a retrospective consultation, such as a House Call. Note that starting a consultation without showing the

Consultation Form has no effect on the automatic recording of the Start Time.

Duration and End Time will fill in when the consultation is closed, or you may want to enter manually an End Time for a night visit.

Items of Service icon

- No longer used. When you were recording a night visit, you can make the items of service claim from here by clicking on this icon.

Click on OK. See also "

Close Consultation

(page 55)".

Getting Started 53

Consultation Update

To update the Consultation form for the currently open consultation, double click on the Status Bar at the bottom of the screen.

To show the Consultation - Update screen for a previous consultation, first list the consultations (see "

List and Open Existing Consultations

(page 58)") then click with

the right mouse on the required consultation date and select Edit. You can update the times, GP, consultation type, or if you have forgotten, make a night visit claim.

Make your amendment and click on OK.

Consultation - Update

Display of Authoriser

The authoriser is not displayed directly on the Journal entry. However, right click on an entry and select More....and the Authoriser is shown here.

54 Vision 3

Start a Second Consultation for Another Patient

You may find that whilst in a consultation with one patient, you need to go into a second patient's records without ending the current patient, for example, while taking a telephone call.

Two or more consultations can be run at once, but you are warned that it may become confusing, and the system's memory will only cope with a limited number of open screens at a time. This is because you are actually opening a second

Consultation Manager module.

1. From the Consultation menu, select New Consultation Manager.

2. The Consultations – Consultation Options Setup screen is displayed if set to do so under Show Setup Form at Startup on General – Consultation Options

Setup, Consultation - Options - Setup.

3. Select the patient and make the data entries. The patient's name will be titled at the top of the screen.

4. If you need to return to the first patient's screen, use the task bar or one of the Windows switching methods, such as Alt-Tab. The patient's name and date of birth will be displayed.

5. When you finished with the second patient, select Close Consultation, then

Exit Consultation Manager.

Multiple Consultation Managers and Vision+

Please be aware that when opening multiple Consultation Managers, Vision+ functionality is only available in the most recently opened instance of Consultation

Manager. As you close extra instances of Consultation Manager, Vision+ functionality becomes active in the most recent remaining Consultation Manager screens and alerts display for the relevant patient if they are selected.

Record Data with Different Dates within One Consultation

You may want to record data with different dates within one consultation without having to move the cursor back into the Date field each time and overwriting the existing data.

On the Consultation Setup screen, select the Data Entry tab (see Data Entry –

Consultation Options Setup). In the Forms Default Date field, click on Specific and delete the date so that the field is completely blank. With this setting, the cursor will be in the blank Date field whenever a data entry is made.

Remember that you can use the abbreviated date format when entering dates:



T Today's date

D Days, eg type in –3D for a date three days ago.

 W Weeks, eg type in –1W for a date one week ago

 M Months, eg type –6M (six months ago)

 Y Years, eg -1Y (one year ago).

For future dates for recalls, or the EDD in maternity, you can just type in, eg 9M

(none months' hence) without using +9M.

Getting Started 55

Close Consultation

After entering clinical details, you can close a consultation by:

 Selecting the next patient – you do not need to manually close the first consultation, as selecting the next patient deselects the current patient, and their consultation will automatically be closed.

 Selecting Close Consultation,

 Pressing Shift-F7 function key.

 Selecting Consultation - Close Consultation.

This records the End Time for the consultation, and from the Start Time, calculates the Duration of the consultation.

In Consultation Options Setup, you can choose to deselect a patient automatically when a consultation is closed.

Whether to Display the Close Consultation Screen

Whether the Close Consultation screen is displayed or not is decided by the choice made in "Consultations – Consultation Options Setup".

Close Consultation screen

56 Vision 3

If Duration of Consultation is More Than One Hour

If the consultation you are closing has a duration of more than an hour, a warning message is displayed.

You are closing a consultation that has a duration longer than 1 hour. If you chose to continue then the consultation will be closed leaving the duration as it is. I f you chose not to continue the consultation will be left open so you

can change the duration. Do you wish to continue?

You are given the option of changing the duration of this consultation. If you choose to continue by answering Yes, then the consultation is closed leaving the duration as it is.

If you choose not to continue by answering No, the Consultation Form is displayed so you can change the duration, and End time if required, as appropriate. You might want to do this if you left this patient's record on the screen by mistake, after they had left.

If no data in consultation when closed

If you have switched on the option Prompt if no data when closing consultation in

Consultations Options Setup, when you close a consultation without added data, a message is displayed:

No data has been added during this consultation. Do you wish to delete the

consultation?

Answer Yes unless you want to record a consultation during which no data was entered.

No data has been added during this consultation. Do you wish to delete the consultation?

The notes option allows you to add a note which displays in this screen for all Vision users. It is not attached to any patient record.

Getting Started 57

If unprinted therapy items when deselecting

If you try and close a consultation and deselect a patient while there are still unprinted therapy items, and in Consultation - Options – Setup under the

General tab (General – Consultation Options Setup), you have selected Choose under Unprinted Prescriptions (Default settings for Therapy), a warning is given with four options:

You are attempting to deselect [name and date of birth] and there are unprinted

therapy items for this patient.

 You may wish to print the items and then continue - Print items and

continue to exit.

 Or you may wish to continue without printing these items - Continue

without printing (you continue to exit but the items are not printed).

 Or you may wish to view the unprinted therapy items- View the

unprinted therapy items.

 Or Cancel - Cancel the warning message (but don't exit).

Unprinted Therapy Warning

58 Vision 3

List and Open Existing Consultations

A patient's consultations can be listed and viewed in a number of ways:

List Consultations from Patient Record

On the Patient Record, click on the Consultation tab to list a patient's consultations.

Click on a consultation line to expand it and show beneath the heading the data within that consultation. Use the right mouse button on either the consultation heading or an entry beneath it, then select either Item View or Edit.

Consultations - List Consultations

1. Select Consultations - List Consultations, to display the Consultation

Summary list.

List Consultations

 Either click on the required earlier consultation to highlight it, then select Consultation - Open Existing Consultation to open the consultation (but only if any current consultation is closed). Remember you can always check which consultation is currently open from the information displayed on the Status bar line at the bottom of the screen. Select Close Consultation when finished.

 Or click on the required earlier consultation to highlight it, then click the right mouse button. Then either select:

- Either Item View, to display the Consultation Form, showing the Start and End Time, Duration, Consultation Type, and the GP.

- Or select Consultation View to display the topic entries made during the consultation.

2. If you point to one of these entries, and click the right mouse button, then click on Item View, you can reach the original data entry form where these details were entered.

3. Or click on List to display all the entries in that structured data area for different consultation dates.

4. Click on to close the consultation screen.

Getting Started 59

5. Close the consultation once finished or select another patient.

6. To clear the Consultation Summary list, click on the exit hyphen.

List Consultations from Medical Records Overview

The Medical Records Overview screen can be displayed on its own, rather than as part of the Patient Record screen, by selecting Medical Overview from the Summary menu.

If the Consultation line is highlighted, this shows the number of consultations that a patient has had entered to date.

In order to list the previous consultations, double click on the line Consultations.

To display the details of each consultation, the Consultation View screen, either double click on a line, or click once with the right mouse button, and choose the option of Consultation View (with the left mouse button).

You can also point to a consultation, in the right-hand section, and then select:



Item View - to display the Consultation - Display screen.

List - to list all the patient's consultations;

 Edit - for the Consultation - Update screen for the highlighted consultation;

Delete - to delete the highlighted consultation

Problems - for the Current Problems screen.

Delete Consultation

If a consultation has been started automatically after selecting a patient, but you do not want a consultation opened, close the consultation, list the consultations, then click on the required consultation line with the right mouse. Click on Delete. This displays a Delete Consultation screen. Click on Delete. This will delete the consultation, and also all clinical data attached to that consultation.

You will also be given the option to delete a consultation when closing it, if no data has been added.

Delete Consultation

Vision 3

If you delete a consultation where a problem has been created, you are given the option of deleting the problem as well.

Text Search in Consultation Manager

You can run a text search on any item on the patient record. You need to use a view with a navigation pane i.e. View 4 or higher.

1. Type in the keyword that you would like to find in the Text Search box, i.e. pain. Note that you can only use one word in the search box.

2. Press enter or press to search.

3. The results are displayed in the filtered list tab.

Lock and Unlock the patient

A patient's record will be locked automatically when you select them, so that no other user can make entries to this patient until you unlock again (done automatically when you de-select them).

The option Consultation - Unlock the Patient is enabled when the record is locked in order to provide manual unlocking. The menu option toggles with its opposite

Consultation - Lock Patient if the record is unlocked.

If a patient's data is in use by a first user, and is selected by a second user, perhaps for some urgent action such as a prescription, the second user will warned the patient is in use by another and be locked out of adding data and have display only.

The second user can then locate the first user and ask them either to come out of that patient, or to unlock the patient.

The second user can then lock the patient, to ensure exclusive use. The data or action can then be carried out, and the second user can then either unlock the patient, or deselect the patient when finished.

Close Currently Open Screens and Exit

If you have several screens open at a time, you can close all of them by clicking on the Close icon. The currently open consultation will not be closed and will stay open.

You can also close an individual screen by double clicking on the small cross at the top right of the screen.

To exit Consultation Manager, either:



Click on Consultation - Exit Consultation Manager

Click on the exit cross at the top right.

If you find yourself back at Windows Program Manager, rather than the Vision front

Menu, click on the Vision button on the Task Bar.

Getting Started 61

Index

Active Patients Only and Options • 13, 14

Acute Medication Service (AMS) Consent • 47

Add Contacts of [name of patient] • 41, 42

Adding contacts • 41

Appointments List • 6, 10, 29

Audit Trail from Select Patient • 18

Authoriser • 53

Calling the Waiting patient into Consultation and Seeing them • 30

Change Select Patient Browse List • 28

Choose Appointments Books • 29

Close Consultation • 20, 53, 56

Close Currently Open Screens and Exit • 61

Consultation Form and the Consultation Type • 9, 48, 50

Consultation Types • 3, 47, 52

Consultation Update • 54

Consultations • 4, 10, 48

Consultations - List Consultations • 59

Contacts for Carers and Next of kin • 41

Contacts Overview • 41

Contacts Tab • 40

Delete Consultation • 60

Deselect a Patient • 20

Display and Sort Appointments other than current

Session • 33

Display Appointments List • 29

Display of Authoriser • 54

Displaying the Consultation Form • 50

Family Tab • 40

Free Slot Search and book patient appointment • 35

Future and Recent Appointments • 38

Index

Getting Started • 1

Getting Started in Consultation Manager • 3

GP Summary Consent Status • 47

Groups of Patients • 6, 10, 21

How do I know if a consultation has been started or not?

• 48

How to set up a fastpath to display the same screen for a group of patients • 26

How to start a consultation • 49

Identifiers Tab • 40

Identifying the User/Clinician on a History Entry • 52

If Duration of Consultation is More Than One Hour • 57

If no data in consultation when closed • 57

If unprinted therapy items when deselecting • 58

Introduction • 1

List and Open Existing Consultations • 54, 59

List Consultations from Medical Records Overview • 60

List Consultations from Patient Record • 59

Lock and Unlock the patient • 61

Menu, Toolbar, Shortcuts and Function Keys • 6

Next Patient / Patient Select tab on Patient Record • 10,

Open a Consultation • 6, 48, 50

Patient and Address Details • 11, 16, 38

Patient Details and Contacts • 10, 16, 38, 39

Patient Details Tabs • 6, 39

Patient Record View • 52

Patient Registration • 20, 38

Patient Selection • 3, 10

Patients Whose Contact Is [name] • 42, 45

Preferences Tab • 13, 40, 46

Problems when selecting a patient • 11, 14, 19

Record Data with Different Dates within One

Consultation • 55

Registration Tab • 39

Select a Patient • 6, 10, 11, 14

Select By Clinical Audit Search • 22

Select By Group • 23

Start a Second Consultation for Another Patient • 10, 49,

Text Search in Consultation Manager • 61

Therapy - EPS Nominated Dispensers • 40, 46, 47

Therapy - Preferred Pharmacy • 46

Time • 53

To Display the Consultation Form Manually • 50

Using the Status of Waiting, In Consultation and Seen •

Viewing a Sensitive Record • 16

Vision Appointment Call Display • 31

Ways to Select a Patient • 10

What else happens when you start a consultation: • 49

What is displayed next? • 49

What the Appointments list shows • 29

When the Selected Group is Displayed • 24

Whether to Display the Close Consultation Screen • 56

Why you need to start a consultation? • 48

64 Vision 3

Hello! I am an AI chatbot specifically trained to assist you with the INPS Consultation Manager User Guide. I have thoroughly reviewed the document and can help you locate the exact information you need or explain the content in clear and simple terms. Whether you’re looking for guidance on specific features, troubleshooting steps, or general usage, feel free to ask your questions. The more details you provide about your concerns or needs, the more accurately and effectively I can assist you!

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Key features

Patient selection
Appointments management
Patient registration
Consultations recording
Data entry and viewing
Therapy prescription
Clinical Audit reporting

Frequently asked questions

You can select a patient by clicking on the Select a Patient icon or pressing F3. You can also search for a patient by name, NHS Number, date of birth, or other criteria. Once you have found the patient you are looking for, double click on their name in the list or click on their name and then click OK.

To start a consultation, click on the Open a Consultation icon or press F7. You can also start a consultation automatically when you select a patient, depending on your Consultation Options Setup.

You can enter data in Consultation Manager by using the Add menu, Read Term-Add, or by using the specific data entry screens for structured data.

Vision 3

Consultation Manager -

Getting Started User

Guide

Copyright Notice

Contents

GETTING STARTED 1

Introduction

Getting Started in Consultation Manager

Menu, Toolbar, Shortcuts and Function Keys

Appointments List

6

Patient Selection

10

29

Patient Registration

Patient Details and Contacts

38

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Consultations

Lock and Unlock the patient

Close Currently Open Screens and Exit

INDEX

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Getting Started

Introduction

Getting Started in Consultation Manager

Menu, Toolbar, Shortcuts and Function Keys

Note - Most of the toolbar or menu options are dimmed and

Icons in Consultation Manager

Menu, Keyboard users and Function keys

Status Bar

Patient Selection

Ways to Select a Patient

Next Patient / Patient Select tab on Patient Record

Select a Patient

Note - The quick way to find a patient is to enter a few letters of

Note - in Northern Ireland, you may find a patient by H+C

Active Patients Only and Options

Viewing a Sensitive Record

Patient and Address Details

Audit Trail from Select Patient

Problems when selecting a patient

Deselect a Patient

Groups of Patients

Select By Clinical Audit Search

Select By Group

When the Selected Group is Displayed

How to set up a fastpath to display the same screen for a group of patients

Change Select Patient Browse List

Appointments List

Display Appointments List

Appointments Tab View Options

What the Appointments list shows

Choose Appointments Books

Calling the Waiting patient into Consultation and Seeing them

Vision Appointment Call Display

Using the Status of Waiting, In Consultation and Seen

Note - There is the option (in Data Entry – Consultation Options

Display and Sort Appointments other than current Session

Note - If you select All Doctors from the options on Other, you

Free Slot Search and book patient appointment

Future and Recent Appointments

Patient Registration

Patient Details and Contacts

Patient Details Tabs

Registration Tab

Identifiers Tab

Family Tab

Contacts Tab

Preferences Tab

Contacts for Carers and Next of kin

Contacts Overview

Adding contacts

Add Contacts of [name of patient]