End User Manual for Web-Based Referring

End User Manual for Web-Based Referring
End User Manual for
Web-Based Referring
Practice Administrators
for Choose and Book R2.2
Issue 1.0
26th September 2005
Choose and Book Programme
End User Manual for web-based Practice Administrators – CAB R2.2
Issue 1.0
26th September 2005
End User Manual for
Web-Based Referring
Practice Administrators
for Choose and Book R2.2
Welcome to the End User Manual for
Web-Based Referring
Practice Administrators
for Choose and Book R2.2
Contact:
National Choose and Book Team
NHS Connecting for Health
[email protected]
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1 Contents
1
CONTENTS............................................................................................................................ 2
2
BACKGROUND TO CHOOSE AND BOOK ........................................................................... 4
3
ACCESSING CHOOSE AND BOOK WITH YOUR SMARTCARD ........................................ 5
3.1.
Using your Smartcard ...................................................................................................... 5
3.2.
If you have a Choose and Book icon on your desktop:.................................................... 6
3.3.
If you do NOT have a Choose and Book icon on your desktop: ...................................... 6
3.4.
Selecting your Business Function in Choose and Book .................................................. 7
3.5.
Logging out of and Closing Choose and Book................................................................. 7
3.6.
Your Home Page ............................................................................................................. 7
4
COMPLETING THE BOOKING OF AN APPOINTMENT....................................................... 9
4.1.
Selecting a Patient ........................................................................................................... 9
4.2.
Directly and Indirectly Bookable Services...................................................................... 10
4.3.
Completing a Booking for Directly Bookable Services................................................... 10
5 COMPLETING THE APPOINTMENT REQUEST FOR AN INDIRECTLY BOOKABLE
SERVICE (IBS) ........................................................................................................................... 13
5.1.
6
Completing the Appointment Request for an IBS .......................................................... 13
SENDING AN ELECTRONIC REFERRAL LETTER ON BEHALF OF YOUR GP ............... 14
6.1.
Creating a Referral Letter .............................................................................................. 14
6.2.
Getting to the Referral Letter Section ............................................................................ 14
6.3.
Sending a Referral Letter............................................................................................... 14
7
REVIEWING YOUR WORKLISTS ....................................................................................... 16
7.1.
Activity List ..................................................................................................................... 16
7.2.
Advice and Guidance Responses.................................................................................. 17
7.3.
Rejected Referrals ......................................................................................................... 18
7.4.
Outstanding Referral Letters.......................................................................................... 19
8
CHANGING OR REBOOKING AN APPOINTMENT ............................................................ 20
8.1.
How to Change an Appointment Booking for a Directly Bookable Services .................. 20
8.2.
How to Cancel an Appointment Booking for Directly Bookable Services ...................... 21
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UPDATING PATIENT DETAILS........................................................................................... 23
9.1.
Accessing the Update Patient Details Section............................................................... 23
9.2.
Updating Patient Details ................................................................................................ 23
10 REVIEWING REPORTS AND ENQUIRIES ......................................................................... 25
10.1.
Reports .......................................................................................................................... 25
10.2.
Enquiries ........................................................................................................................ 25
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Background to Choose and Book
Choose and Book is the nationally commissioned system built by Atos Origin to provide the NHS
with an electronic booking and choice tool. Choose and Book first went live in 2004, and is now at
release version 2.2 (R2.2), which went live at the end of September 2005.
Choose and Book enables a patient to choose where they wish to attend for an outpatient
appointment from those commissioned by their Primary Care Trust (PCT), and make a booking of
a date and time of their choice, from those available.
This end user manual sets out the functions that a Practice Administrator can perform in Choose
and Book, accessing it via the NHSnet (or web) and not via their local GP system.
Choose and Book enables a referrer to refer or book a patient to a service commissioned by their
PCT, and to send an electronic referral letter with that referral or booking
The functions that a Practice Administrator can do in Choose and Book when completing a referral
and booking are:
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Accessing Choose and Book with your Smartcard
3.1. Using your Smartcard
⇒ A Smartcard looks much like a credit card, with a picture of the user, together with their
Unique Identification number (UID) and a gold chip where all the information is held.
⇒ To access Choose and Book, you should already be logged on to your computer, so you
see your desktop on your screen
⇒ Put your smartcard into the smartcard reader
⇒ The Gem Authenticate box appears
⇒ Type in your PIN number (also called passcode) and click on
OK
or press return on
the keyboard
⇒ You may (or may not, depending on local set-up) now see a security alert.
⇒ Click
Yes
to proceed
⇒ You then see a screen saying Welcome with the role(s) you have been allocated on the
Spine.
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⇒ Click in the box next to the role you wish to be, for this session, so there is a tick in the box
next to that role.
⇒ Click on
Set Session Role
⇒ Now the system asks if you want to close the present window. Click on
Yes
⇒ You are now returned to your desktop, having successfully logged on to the Spine.
3.2. If you have a Choose and Book icon on your desktop:
⇒ Double-click on the Choose and Book icon on the desktop to launch Choose and Book
⇒ Choose and Book sometimes takes a little while to check your authentication, and then, if
you have just one Choose and Book Business Function, the Home Page will open; if you
have more than one Business Function you will go to the Role Selection screen.
⇒ You have now accessed Choose and Book using your smartcard
3.3. If you do NOT have a Choose and Book icon on your desktop:
⇒ Open Internet Explorer on your computer by clicking on the Internet icon
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⇒ In the address box of the internet screen, type in https://nww.ebs.ncrs.nhs.uk/app-ebs
NB: Your Smartcard must remain in the smartcard reader for the whole time that you are
using the system. If you pull your Smartcard out of the reader, your session will end.
3.4. Selecting your Business Function in Choose and Book
⇒ As a Practice Administrator, within Choose and Book, you will have been given the role of
“Referring Clinician Admin”
⇒ Select your role from the pick list and click
OK
⇒ Choose and Book will now load your Home Page
3.5. Logging out of and Closing Choose and Book
⇒ To log out of Choose and Book you click on
near the top right of the screen
⇒ This takes you back to the selecting role screen, so if required, you can select another
Choose and Book role, and go back in to the tool from here.
⇒ To exit Choose and Book completely, you need to click on the
at the top right corner of
the screen.
3.6. Your Home Page
⇒ Your homepage has 2 main sections: Search (on the left) and Worklists (on the right).
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⇒ The Search section is where you can search for your patient from the Patient Demographic
Service (PDS) on the Spine.
⇒ The Worklists section gives you the latest information on the patients your practice has
initiated or completed bookings for, and is a useful tool for you to check if your practice staff
or GPs have any outstanding actions.
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4 Completing the Booking of an Appointment
⇒ Your GP will already have initiated the booking by shortlisting the clinically appropriate
service(s) for the patient to choose from. This is termed an ‘Appointment Request’.
⇒ When the patient comes to the practice reception, or to practice admin staff, to book the
date and time at the hospital of their choice they should give you their Appointment
Request printout, with their UBRN on it, so you can search for them using their UBRN.
4.1. Selecting a Patient
⇒ From your Choose and Book Home Page
⇒ Click on
⇒ Click
and enter the UBRN number in the box (do not enter the hyphens)
Search
NB: The UBRN is a number generated by Choose and Book for your patient’s particular
appointment request.
⇒ Once your patient’s details are loaded you will see their NHS number in blue and their
name.
⇒ Change the View by clicking on the View picklist and select Advice/Appointment
Requests
⇒ Click on the blue UBRN Number, that matches the one on their printed appointment
request, from the column on the left
⇒ Click on
and select Update/Book
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ROYAL AERIAL HOSPITAL
⇒ You now see the Booking Screen where you can see the shortlisted services for the patient
to choose from.
4.2. Directly and Indirectly Bookable Services
⇒ The columns of shortlisted services show the Service Name, Directly Bookable and
Location, plus other columns.
A Y in the Directly Bookable column means that a service is Directly Bookable (i.e. you can
book your patient for an appointment in the service provider’s PAS electronically using
Choose and Book).
An N in the Directly Bookable column means that a service is an Indirectly Bookable Service
(IBS) (i.e. you cannot directly book your patient in for an appointment in that service
provider’s PAS electronically, as the patient will need to call the IBS call centre.
The telephone number of the IBS services listed will be on the patient’s Appointment Request
Summary printout.
4.3. Completing a Booking for Directly Bookable Services
⇒ Remember that you can only book appointments in services that are Directly Bookable via
Choose and Book; the patient needs to call the IBS service’s telephone numbers to
complete their bookings with them.
⇒ Before asking Choose and Book to find available appointments for the Directly Bookable
service(s) your GP has selected, you can limit the search by filling in the date range of
when your patient should or wishes to be seen.
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⇒ The Due By date is the latest date by when you want your patient to be seen at the
hospital.
⇒ The Start Date (defaulted to the current date) and End Date are the dates within which you
want to view available appointment slots for your patient to be seen at the hospital.
⇒ Click on
Suggest Appointments
and Choose and Book will display in chronological order all the
appointment slots for all your selected services within the date ranges you have specified.
⇒ You can use the scroll bar to see up to 50 appointments currently available. (You can click
the
Next
button to see the next 50, and
⇒ You can change the view by clicking on
Back
Week
to see the previous 50)
or
Month
⇒ Select one appointment of the patient’s choice by clicking on the round radio button to the
left of the chosen date and time
⇒ Click
Book
(NB: Don’t click Request at this point as this will not book the appointment in
the selected slot, it will just create an Appointment Request)
⇒ Review the appointment details
⇒ If the booking details are not correct, click
Don’t Submit
to go back to the previous screen
⇒ To print off the Appointment Summary and your patient’s password click
Print
. You then
have the option to print just the Appointment Summary, or the Appointment Summary and
the Patient Password. Click on the option you wish. The Appointment Summary printout
includes the telephone number of the CABAL, where the patient can change their
appointment.
⇒ Click
Print
and then select the printer you want to print to
⇒ Click
⇒ Click
Close
to close the Print Appointment Confirmation screen
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⇒ Click
Close
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to close the Appointment Summary screen
⇒ You have now made a booking for your patient and printed off for them a summary of their
appointment made.
NB: Tell the patient that the hospital will send the patient a clinic letter to confirm their
appointment and give them more details about how to get to the room where the clinic is
being held, as the hospital still needs to accept the referral and booking.
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5 Completing the Appointment Request for an Indirectly Bookable
Service (IBS)
Your GP will already have initiated the appointment by shortlisting the clinically appropriate
service(s) for the patient to choose from. This is termed an ‘Appointment Request’.
When the patient comes to the practice reception or to practice admin staff to complete their choice
and book the date and time for an appointment, they should give you a printout of their
Appointment Request with their UBRN on it so you can search for them using their UBRN.
The Appointment Request will contain all the shortlisted clinically appropriate services from the GP.
5.1. Completing the Appointment Request for an IBS
⇒ If your patient chooses a service that is an IBS, this means that the booking of an
appointment cannot be made electronically via Choose and Book, i.e. it is an Indirect
Booking (IBS).
⇒ To complete the booking of an appointment with an IBS, the patient or their carer/advocate
will need to telephone the IBS call centre (the number will be on the patient’s Appointment
Request printout) where a Booking Manager at the providing service will be able to
complete the booking with the patient (or their carer/advocate) over the telephone.
⇒ The caller does not need to use the Choose and Book application to make the IBS
telephone call and complete the booking of time and date with them.
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6 Sending an Electronic Referral Letter on behalf of your GP
NB: to send a referral letter in Choose and Book an appointment request must have
been completed, but a booking of date and time need not have been completed.
NB: the GP should write the referral letter or they may have dictated the referral letter
for the Practice Administrator to enter on their behalf
6.1. Creating a Referral Letter
Before you can send a referral letter in Choose and Book, you must first create the referral
letter on your computer and save it, so you can attach it in Choose and Book.
Check with your GP System Supplier for how you should save your electronic referral letters in
your GP system, or decide where you will save any MS Word letters you have written.
6.2. Getting to the Referral Letter Section
⇒ There are several ways that you can get to the Referral Letter section of Choose and Book:
•
Directly from the appointment summary or booking summary screen by clicking on
Add Referral Letter
•
Or from the worklist Outstanding Referral Letters
•
Or by searching for and finding your patient and viewing their appointment history
(see below)
⇒ Click the UBRN of your patient for the appointment or appointment request already made.
⇒ Click
and select Add Referral Letter
⇒ You are now in the Referral Letter screen.
6.3. Sending a Referral Letter
⇒ From the Requested Action pick list, select the action your GP would like the consultant to
whom you are referring, to take
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⇒ Click
Attachments
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. You now see a box where you will need to browse for and select your
referral letter as an attachment
⇒ Click
to search for the file on your computer
⇒ Pick the correct directory and folder where your referral letter is saved in the Look in box
⇒ Click on the desired file to highlight it and click
⇒ Choose and Book shows you the file you have selected. Click
Upload
to add the file to the
Attachments list. You can add more files at this stage if you wish to have more than one
attachment sent as the referral
⇒ Click
Submit
to add the file(s) to the referral letter
⇒ Click
Submit
to save the referral letter attachments in Choose and Book ready for the
Hospital Consultant to review
⇒ Click
Close
to close the Referral Letter Summary screen
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7 Reviewing your Worklists
⇒ When using Choose and Book you can review the progress of patients from your practice in
the booking process by reviewing your worklists.
⇒ There are 4 worklists for a Practice Administrator:
•
Activity List
•
Advice and Guidance Responses
•
Rejected Referrals
•
Outstanding Referral Letters
⇒ From the Choose and Book Home Page click on
⇒ Select the Referrer whose worklist you wish to view from the Referrer pick list
⇒ To open one of the worklists, click on the blue triangle next to the worklist you wish to view,
or click on the word (e.g. Activity List)
7.1. Activity List
You can see for those patients referred and/or booked by your practice, where they are in the
system.
UBRN
The patient’s unique booking reference number
Booked (Y/N)
This tells you if your patient has or has not booked their
appointment yet
Referral Status
The status of the referral including the advice and guidance
status
Submitted Date
Date the appointment request was submitted
Referrer
The name of the referrer
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Named Clinician
Name of the Clinician to whom the patient is being referred
Patient Name
The name of the patient with that UBRN
Last Activity Date
When the last activity was completed on this UBRN by any
user
⇒ Click on the Unique Booking Reference Number (UBRN) of the patient you wish to review.
⇒ Click on
and select the task you want to perform (e.g. view history or cancel an
appointment etc)
⇒ Proceed with the action you have selected
7.2. Advice and Guidance Responses
You can see the responses for any requests for advice and guidance that you have requested from
a hospital clinician team.
UBRN
The patient’s unique booking reference number
Priority
Tells you the priority with which your request was sent
Submitted Date
Date the appointment request was submitted
Response Date
The date that the A&G request was responded to by the
hospital clinician
Referrer
The name of the referring clinician who sent the advice
request
Service Name
The name of the service that the advice request was sent to
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Specialty
The name of the specialty
Clinic Type
The name of the clinic type
Patient Name
The name of the patient for whom the advice request was
sent
⇒ Click on the Unique Booking Reference Number (UBRN) of the patient you wish to review
the response for and click actions, then view advice request.
⇒ You can then print off the advice and guidance response for your GP
7.3. Rejected Referrals
⇒ You can see any referrals that have been rejected by the hospital for any of your
practice’s patients
UBRN
The unique booking reference number of the patient whose
referral was rejected
NHS
NHS number of the patient whose referral was rejected
Submitted Date
The date the referral was submitted
Service Override
Was the service selection booking guidance
recommendation overridden by the referrer for that referral?
Rejection Reason
Reason selected by Provider Clinician for rejection
Location
The location of the service for the referral
Referrer
Name of the referrer
Patient name
Name of the patient referred
NB: Any patients in this list will need to be contacted by your practice to inform them that
their booking is now cancelled, and they will need to have a new appointment request to a
new or alternative service selected by the GP.
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7.4. Outstanding Referral Letters
⇒ You can see if there are any patients that have bookings, for whom your GP has not
written/sent a referral letter.
UBRN
The unique booking reference number of the patient whose
referral was rejected
NHS
NHS number of the patient whose referral was rejected
Submitted Date
The date the referral was submitted
Service Override
Was the service selection booking guidance
recommendation overridden by the referrer for that referral?
Location
The location of the service for the referral
Referrer
Name of the referrer
Lead Time
The closing date by when you need to have sent a referral
letter
Patient name
Name of the patient referred
NB: Until a referral letter is sent, the hospital will have no information to review about your
patient.
⇒ Only a Referring Clinician Admin or Referring Clinician may send a referral letter.
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8 Changing or Rebooking an Appointment
NB: Remember that to be able to cancel or change a booking, the appointment must
have already been booked as a directly bookable appointment (any IBS
appointments must be cancelled with the IBS call centre).
You first need to find your patient and their current appointment booking.
On your Homepage, there are two ways to find the patient and the appointment booking you
wish to cancel or change:
•
Either Search for the patient by their UBRN, NHS Number or demographics
•
Or click on Activity in the Worklist section
8.1. How to Change an Appointment Booking for a Directly Bookable Services
⇒ Click the patient’s UBRN for the appointment that you wish to change. You will be
effectively cancelling the appointment already made, and rebooking for a new appointment
in Choose and Book.
⇒ Click
and select Rebook Appointment. Rebook effectively means you are
cancelling the old booking and rebooking a new appointment
⇒ You now see the services that the patient can rebook in to on the main booking screen. This
reveals only those services that you have previously selected when you initiated the original
appointment request or booking. Click
Suggest Appointments
⇒ You now see the appointment slots for you to choose from with the patient. Continue to
make the new booking as in section 4.
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⇒ Choose and Book will cancel the old appointment booking automatically when you make the
new booking.
8.2. How to Cancel an Appointment Booking for Directly Bookable Services
NB: The GP in the surgery can only cancel an appointment for a Directly Bookable
Service, as IBS services cannot be cancelled electronically via Choose and Book. If
you want to cancel an IBS-booked appointment, you will need to contact the IBS
service to ensure that that appointment is cancelled in the IBS’s Hospital PAS.
⇒ Click the patient’s UBRN for the appointment that you wish to cancel
⇒ Click
and select Cancel Appointment
⇒ Choose and Book shows you the Cancel Appointment screen, which displays the details of
the appointment already made.
⇒ Select a Reason for you cancelling the appointment from the picklist (NB: this is a
mandatory yellow field.)
⇒ You can either cancel just this appointment so that you or the patient can make a new
appointment later, you can also cancel the appointment request at this stage if you want to
cancel the whole referral.
⇒ If you wish to cancel both the appointment booking and the Appointment
Request, click on
the box next to Cancel Appointment Request to put a tick in the box
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⇒ If you wish to just cancel the appointment booking, do not put a tick in the box
⇒ Click
Cancel Appointment
⇒ Choose and Book gives you a warning message to confirm the action you are about to take.
Click
Yes
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9 Updating Patient Details
Patient Details are held on the Patient Demographic Service (PDS) on the Spine. It is good
practice for a GP to check their patient’s details held on the PDS each time you use Choose and
Book, and, if required, update the details with the patient.
9.1. Accessing the Update Patient Details Section
⇒ In Choose and Book, you can update specific demographic information about a patient and
add a patient password.
⇒ You can access this section in 3 ways:
1. Click
, then click
2. Search for and select your patient from the Spine (see section 4)
ƒ
Search for patient
ƒ
Click on the NHS number
ƒ
Click
ƒ
Select Update Person
3. or Click on Update Person Details when processing an appointment request or
booking
9.2. Updating Patient Details
⇒ You are presented with the Patient Information and Preferences screen.
⇒ Check the patient’s details (names, date of birth, GP details, and telephone contacts) with
the patient.
⇒ Add or change the patient information and preferences as needed. You can insert or
change the consent to call back, patient password, preferred language, home contact,
mobile contact, work contact, temporary contact and disabilities.
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⇒
Click
Submit
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and the PDS will be updated
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10 Reviewing Reports and Enquiries
10.1. Reports
There are reports available to a Practice Administrator that uses data collected as patients are
booked using Choose and Book. Reports are pre-defined sets of information for a pre-set period of
time. The pre-set period of time for reports is a calendar month and they are generated
retrospectively.
⇒ From the Choose and Book Home Page click
on your Home Page, and then select
the report you wish to view.
⇒ Click on
Print
to print off the report you are viewing.
⇒ Click on
Close
to return to your Home Page.
10.2. Enquiries
Choose and Book runs enquiries to give you more information. An Enquiry is similar to a report
with pre-defined information. You can define your own 28 day time period for an enquiry
⇒ From the Choose and Book Home Page click on
and select the type of enquiry
you wish to view.
⇒ You can print off your enquiry by clicking on
Print
⇒ These enquiries are very useful for your practice, as you can run these enquiries to see
which patients have had their appointments cancelled, or where a patient has DNA’d (did
not attend) or if a patient has not completed their booking with the call centre within the
expected time, and print them off for your GP, so they can decide on the appropriate action
to take.
⇒ Your GPs have access to similar enquiries from their own screens in Choose and Book, but
you can assist them to take appropriate actions when required with this information.
⇒ Click on
Close
to return to your Home Page
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