PAS user guide LE 2.2

HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 1 IPM /Community PAS User guide V0.3 LE 2.2 COMP-PAS CRIB USER GUIDE Index: 1. IPM Basics 2. Patient Searches 3. Patient Registration 4. Children 5 and over 5. Referrals 6. 18Wk RTT 7. Caseloads 8. Contacts 9. Staff Diary 10. Waiting Lists 11. Outpatients Clinics 12. Outpatients Appointments 13. Wards /Admittances Intermediate Care 14. Templates and printing 15. Quick references Note: We appreciate that individual services have certain sections of PAS that used in different or unique ways for reporting and recording patient activity. This guide is a generic overview of the PAS process and system that covers all areas of PAS HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 2 1. IPM Basics 1. Minimise, Maximise and Close The first icon is minimise (minimises the window), the second is maximise (maximises the current window) and the third is close (which closes the window). Large Icons To create larger icons: 1. Click on the Options menu. 2. Left click the option Large Icons. 3. The screen will now refresh with larger icons. Status Bar This is situated at the bottom of the screen. The left hand box shows the systems current status. The middle box shows the number of records returned for the last search. The final box displays the facility (read as pct) you are logged in as working for. There are another two boxes after these that show the role you have logged in as and the date. Printing List Views The F2 function key can be used to print current list screen. This only works if you are in a view window (Patient View/Referral View and Contact View) and requires that a printer is set up on the pc your working on. This can be checked in settings/printers and faxes. Sorting Columns within List View Left click once on the grey title box, situated at the top of each column, in order to sort ascending or descending. This is only temporary; once the screen is exited it will revert back to the default order. One click on a column title will order the data in ascending order (lowest to highest); click again will change the order to descending (highest to lowest). Moving Columns The order in which the columns appear can also be temporarily changed. To do this (left) click and hold on the column title you wish to move and drag it to where you want it to appear then let go of the mouse button. Here the sex column is being moved: HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 3 Column Widths The width of a column can be changed with the mouse. Hold the curser between two column titles and the curser will change to the re-size curser: Left click and drag the column title to the right to increase or left to decrease until you have the desired width. Alternatively, use a Double Click when you can see the resize cursor. In this example the address column would need resizing so all the information can be viewed. Radio Buttons Buttons where only 1 may be selected at any time, you can change which is selected by clicking with the left mouse button on another of the available buttons: Tick Boxes These are square boxes with two states: blank or a black tick. They are used to show whether something is or is not, for example the patient below does not need an interpreter: However the patient in the example below does need an interpreter. Calendar and Date fields In any field that should contain a date you can click the letter C on your keypad and the calendar will pop up: You can use the quick jump buttons on the left hand side to jump to a date a preset distance from today’s date, the power jump facility on the right hand side to jump a user specified length of time from today’s date of the month tabs in the middle to select the HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 4 required date. When you have found the date you require click on it once (it will then turn blue) and click the OK button in the bottom left hand corner. Entering today’s date: Whilst in a date field you can simply use the arrow down to enter the actual date. After this if you use the arrow up the date will go backwards and the arrow down will move the date forwards. Useful when completing referrals. Exploding And Collapsing Searches The + denotes a folder that can be expanded by clicking on it, as shown in the examples above. The referrals folder can then be closed back up by clicking on the -.Using the TAB key to move from Box to Box. You can use the “TAB” key to move from one box to the next very quickly. This is useful when completing multiple boxes such as the referral and contact form. Using quick access for drop down menus Click on the drop down box and simply Type the first letter of the word that you require and “Tab” to the next box. This will save you time when “Drop down” boxes contain large lists. We will be covering this within training and you will soon discover just how quickly the “Tab” key and first letter functions will help you fill out forms. Using the first letter of a word in a drop down menu to enter data quickly Simply Type the first letter of the word you require, for example: F = Face to face in contacts, S= Self referral, T=Telephone This will always take you to first word starting with that particular letter; and you can use the arrow keys to move up or down that menu.HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 5 PAS most frequently used icons Patient View icon Allows you to find or Register a Patient. It searches the PAS database for the Patient information, and updates for new registrations. Four main components are required: Surname, Forename, D.O.B and Gender. It is important to keep these records up to date. Contact View icon Gives the clinician the ability of seeing all of their contacts and can be adjusted to show specified patient contacts or even teams. Simply click on “Find Now” for all contacts or click on the “Set” button next to the patients name to specify the patient. Staff Diary View icon The diary is a quick and easy overview of all patient and none patient activity. In the diary set up we can adjust the working day, colour scheme and slot durations. We can also give members of staff access to our diary with individual rights. Team meetings can be planned in advance With one click we have an actual view of our daily workload. Referral and Caseload view icons Used in the same way as the “Contact View” these enable to search for specific referrals or caseloads and can be adjusted to show patients, clinicians or teams.HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 6 2. PATIENT SEARCHES When any event is performed for a patient it is important to do a thorough search. This is to avoid duplicates being created. Note: It is recommended that you use the minimum dataset of Surname, Forename, Gender and D.O.B for patient searches Individual Patient Searches are performed using the Patient View Icon. The Administrative Patient Search screen will appear:-There are several different searches that can be applied. The simplest and quickest way is to enter the PAS number within the ID Number field. Patient ID Search 1. Click onto the Patient View Icon. 2. The cursor should already be positioned within the Patient ID field. 3. Enter the appropriate ID number. 4. Click OK on the right hand side of the Patient Search screen. 5. If the patient is already registered, the Patient List View will appear. 6. An example of Patient List View: -7. Should the patient not be registered, you will be given the opportunity enter the Patient Demographic Details at this point. 8. Click Yes to register or No to return to the original Patient Search screen. Name Search If you have the patient’s name then you can search via the Surname, Forename, and Initial. 1. Click into the Surname field and type the correct surname of the patient. Click OK. 2. If you are unsure of the patients spelling you can use a wildcard, which is %. e.g. Sm%. This will give you all the surnames beginning with Sm. 3. There are three other options, which can be used when searching using the patient’s name. These are tick boxes. a. Alias – this allows you to search using an alias name. The patient may have a Maiden name or may have a preferred name. b. Soundex – This gives you the chance to get all names that sound like the name if you are unsure of the spelling, e.g. Smith, Smythe, Smythson. c. Use Swap Names if you are unsure which is the Surname or Forename. The Soundex and Alias tick boxes should be unticked for this to work. Using Patient ID and Patient Names searches are the two most common ways of finding your patient. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 7 There are numerous other ways to search for a patient. Use as much criteria as is possible to narrow down your search. Further Criteria Searching 1. Click onto the Age and Sex tab. 2. From this tab you can search using the patients date of birth. 3. You can also specify a date range or specific age. 4. If you are unsure whether you have a male or female name, you may specify the Sex to narrow your search. 5. Click onto the Address tab. 6. You can type in the full address or just the postcode. 7. Click QAS (Quick Address Search) to verify and search for the address. 8. You can add the patients GP to the search using this tab. Click the Set button next to the GP field. 9. You can use this function to get all patients for a particular GP. Remember to use the Clear button on Name and Identifier tab if your criteria does not yield the results you require and you need to amend the search details. If your have done a thorough search and you are sure that the patient does not exist, then click Yes when prompted with the message ‘ No Matching Patient was found. Do You wish to register a new Patient now?’ The results of your search will be displayed in the “Patient View” window. If your patient is among those shown simply left click on the patient to highlight and double left click to see patient details. You can use the right mouse button to show an options window in any PAS view screen. 1. A coloured triangle next to you upon the patient icon indicates an Alert. 2. A cross X upon the icon indicates the patient is deceased. 3. Any chevrons after the name>> or address>> indicate the patient has an alias or previous name or address. 4. A Q next to the patient icon indicates a Quick Registered patient. Use the Right Click mouse button to perform any action with the selected patient. A shortcut menu will appear Double Click the left mouse button to edit the Patient Details. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 8 3. PATIENT REGISTRATION A thorough search must be conducted before you register a patient for the first time. This is to avoid duplication of patient records. Register a New patient from a search 1. Click onto the Patient View icon . 2. The Administrative Patient Search screen will appear. 3. Enter any patient details that are available. 4. Some Patients may be displayed, but not the Patient you require, so Right-click within Patient View. Choose New Registration and go to Step 6. 5. If the following message appears. No matching Patient were found. Do you wish to register a new Patient now? Click Yes to the message 6. Enter the following details to complete a registration. a. Title b. Surname c. Forename d. Date of Birth Format DD/MM/YYYY Note: The Estimation field may be ticked if you are unsure if the Date of Birth is correct. This will add the letter E next to the Date of Birth in the Patient View. Click on Edit to enter the address and contact details.e. Address f. Telephone Number g. Ethnic Origin h. Marital Status i. GP 7. Within the address ensure Usual Address is selected. (See image above) Note: There is now a new Tab on the “Patient Registration” form called “PDS”. This enables you to specify whether or not the patient wishes to share information. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 9 8. Click Edit to enter a Home Address. The Amend Patient Address dialogue box will be displayed. 9. Click in the Postcode field and enter the patients postcode Note: If you know the house number you can type this in the Postcode field – e.g. 160SE129PJ and click on QAS this will return the address automatically. 10. Click on the QAS button to perform a Quick Address Search.The Address Premises screen will be displayed. 11. If more that one address is returned highlight the correct house number and click on the Select button. Note: For Patients that have a home Address of another country, do not use QAS, enter the Address and select the required country. Note: For No Fixed abode you need to select the Country of No Fixed Abode which will populate the Postcode field Note: The Secure Address tick box will hide the Address. Users with the appropriate user rights will have access to the Reveal button to display the Address. When printing a letter that has a secure Address the words SECURE ADDRESS are printed in place of the actual Address. Therefore the Address should be revealed prior to printing any outputs for the Patient. 12. Click on the Accept button. 13. Click on the Other Contacts Methods tab and enter a telephone number of your choice. You also have the option of recording other contact methods such as mobile and business numbers. 14. Click OK to return to the Patient Registration Dialogue box, Patient Details Tab. 15. Click on the GP Tab, 16. Click on the Set GP or Set Practice button. The External GP Select dialogue box will be displayed. 17. In the Surname field enter the GP Surname. (see patient searches for information on how to search) or enter the name of the practice Click Find Now. 18. Highlight the correct GP and Click OK – You will need to scroll down the list to find the correct GP if several are listed. 19. Click on to the Sensitive Tab. On this Screen you will need to add the following information-Ethnic Group & Religion you will need to select these details from the dropdown list 20. Click OK to save the Patient registration. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 10 21. When you click on OK, you will be asked to attempt to “Trace” on the PDS (Patient Demographic Services), more commonly known as the “Spine” 22. You can avoid this message by clicking on the “Trace” button and going straight to the PDS search. 23. The system will now search the Spine for a match. The PDS advanced search screen below will be displayed. 24. Check that the details are correct. 25. Click on the trace button. Note: The system will now search the Spine for a match against the details entered. When a match is found the record will be displayed in a dataset comparison form, giving you the ability of checking the data for corrections and updates. If no data is found a screen message stating no matches found will be displayed. You will then have to cancel the Trace and the Patient will be registered as a Quick registration. 26. Click on OK once you have checked that the data is correct. The Discrepancies column and items in “Red” highlights all differences that need to be checked. Note: The PDS Value is the information held on the spine. The local value is the information we have entered. If for example the address we have entered is new address then un-tick the box on the left hand side of this row and the information we have given will be kept and the Spine updated. Leave the box ticked and the information the Spine has will overwrite our “Local” data. The patient’s registration is now complete and the patient will be displayed in the patient view window. 27. If the Connection to the Spine is not working the following message will be displayed ‘Sorry, unable to perform Advanced Trace. The underlying connection was closed: Unable to connect to the remote server’. 28. Please report this error to your Helpdesk so it can be investigated – You will need to retry the Trace option at a later time 29. The Patient View will be displayed. Your Patient has been registered and you can now record referrals and contacts against the patient. Note: Patients not “Traced” or without NHS numbers, that are registered as a quick registration will have their details automatically updated as soon as the spine receives registration information from a GP. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 11 4. Children 5 and over When registering children 5 and over you will receive the warning that the child is a minor. Registrations involving children up to the age of 16, will prompt you to record the details of a Personal Carer /Next of Kin. A dialog box as shown below will be displayed, to which is recommended that ‘Yes’ is selected and the detailed added to the registration. You should record the following: • Title • Surname • Forename • Sex • Date of Birth • Relationship • Parental Responsibility • Residency Status • Next of kin In LE2.2 there is a prompt to record a minor’s school details. The dialog box as shown below will appear when a registration for children of school age (5 years old and over) is being carried out. It is recommended that you select ‘Yes’ to entering school details. This will open the “Carer” Tab and you will have to fill out the details required for profession (Choose School) and the school address. In the drop down menu for profession select “School” and the click on “Set School” to search for the appropriate school. The school address will be populated in to the main form. Enter the school details as required and click on “Find Now” Select the school from the list and click on “OK” HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 12 5. REFERRALS Creating Referrals Each service will have to create or have a referral in place which shows the reason the patient is being seen, who referred them to your service and why they require treatment or assessment. There are four main types of referral. External referral -All HOB first time referrals to your service. Internal referral -At present only used by HV’s to SN’s Forward-on referral -A referral from a community staff team in one trust, to a professional in a different trust. Also it can be to a hospital, rehab. centre or private sector organisation. Emergency referral -Referral that is used when a patient requires urgent attention. Create A Referral 1. Click on the referral view icon. 2. Enter the patient’s details into the “referral search” screen, by clicking on “SET” and clicking on OK to search. 3. If you get the message “No matching referrals were found do you wish to add a new referral now? “ Click yes to the message Or…… 4. If previous referrals are found, as displayed in the screen below, Check there are no referrals to your team and right click on the mouse anywhere within the window and select new referral. 5. The select new referral type screen will be displayed. All first time referrals to your service will be “External” “Internal” is only used by health visitors to school nurses at present. “Forward On” is only used when referring to an outside trust ( See 18wk RTT guidance notes and handouts) 6. Chose the referral type required. Click OK. Details Tab 1. The add new referral screen will be displayed. (The type of referral selected will be displayed in the blue bar at the top) 2. Today’s date is automatically entered in the date received field, leave or change date to record date referral received. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 13 Note: The time field will be activated, giving the user the opportunity to enter a time. 3. Complete Referral details – enter the date received, select from the drop down list the Referral Source, Medium, Reason, Priority and Staff Team Note: By setting the Referral Source as a GP Referral, the Referred By section is automatically populated with the Patients registered GP. However, if registered GP is different to the referring GP, click on the Set button and search for the appropriate GP 4. Complete Referred To details. Click on the arrow at the side of Staff Team and select the Staff Team the referral is for. Clinical Tab 1. Click on the clinical tab. This tab enables free text to be entered. 2. Enter relevant information from the Referral letter. Decision Tab 1. Click on the decision tab. The decision status defaults to Not Specified. 2. From the drop down list select the correct status for this referral. REMEMBER you cannot add a referral to someone’s caseload unless it has been authorised. Coding Tab -Introduction 1. The three main types of transactions to code against are: 1. Diagnosis 2. Investigations 3. Procedures i.PM uses the national coding systems: ICD10 or snomed for diagnosis OPCS4 for investigations and procedures Entering Provisional Diagnosis Codes 1. Click on the coding details tab Note: The coding tab is split into three main areas; top – ‘provisional diagnosis’, middle – ‘planned investigations’ bottom – ‘planned procedure’ 2. Click on the coding button for provisional diagnosis The clinical coding form will be displayed. The top of this form has defaulted to the national standard of ICD10. This should be changed to Community Reasons for Referral 3. Click on the search… button to display the clinical coding search form detailed below. 4. ICD10 is already displayed in the system field, leave as shown. Note: All First time referrals to your service will be “External”. However if you are a school nurse you will complete the referral as an “Internal” referral from the health Visiting team that dealt with that child. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 14 5. Click on the 'by text' radio button. We don’t know the code but we know part of the description. 6. Click in the text field and enter a key word for their condition, example: jaundice click on find now. Note: If the system finds more than 50 records that match your search criteria the prompt shown will be displayed. You will be prompted every 50 different records i.e. 50, 100, 150 200 and so on. Select ‘yes’ it will add the next 50 to the bottom of your search screen. Select ‘no’ it will stop the search and allow you to enter more details, to enable you to refine your search. 1. Scroll down through the list of codes and select P582 – (neonatal jaundice due to infection) and click OK. 2. The code is now brought through to the clinical coding form with the code displayed within the code field. 3. Click on the add button to add the diagnosis code to the list, if you do not, the information will be lost. This will be the primary diagnosis code. Remove A Code 1. Select the code and click remove button. 2. Answer yes to the prompt ‘Do you wish to remove this code permanently?’ 3. The code field displays the code you have just removed to enable you to add again if you have removed it in error. 4. The status field above the OK button is set to ‘complete’. The system is automatically set to complete the moment the first code is entered. 5. You can manually change it to ‘incomplete’ or ‘awaiting results’. 6. Click OK -to save the coding within the referral details. Caseload Tab Note: displays all information in relation to allocated caseloads that are linked to this referral. Set the following: Caseload Role Reason Intervention level (Click on ADD) HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 15 Accrued Notes 1. Click into accrued notes. Accrued referral notes This displays any information that has been entered in notes/comments fields in the previous referral tabs. Accrued activity notes This will display all activity and any notes on forth coming contacts/appointments. 2. Click OK to save the referral. 3. Click yes or no to the message: Do you wish to print referral acknowledgement -to patient letter dependant on whether this is required and set for your service. 4. Click yes or no to the message: Do you wish to print referral acknowledgement -to GP letter dependant on whether this is required and set for your service. The referral summary view will be displayed. 5. Close all views. Referral Searches Search For A Referral Using Patient View 1. Click the patient view icon. 2. Enter your search details. – (For full details refer to ‘patient searches’) 3. Highlight the patient, click the right mouse button and select the option referrals 4. The following screen is displayed. 5. The patient id and patient name have been populated. 6. Click OK. The referral summary view will be displayed. Note: Patient may have several referrals; ensure the correct referral for your service is selected. 7. Right hand mouse click on chosen referral. Select edit referral. Note: From here you can edit any of the options that have previously been entered. 8. Click OK and you will return to the referral summary screen. 9. Printing options will appear. Say Yes or No as appropriate. 10. Close all views. This method of searching referrals is easier when creating referrals as the Patient information is already populated. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 16 Edit Reject Close Cancel Referrals Search for referral via referrals icon 1. Referral search screen will appear. Search using the appropriate criteria. 2. Select required referral (if more than one). 3. Right mouse click and you have the following choices. These choices are dependant on your access rights. 4. From edit referral you can -amend details, add details and reject. Close and Cancel 1. Select the correct referral and right click. 2. Select Close or Cancel – Please only cancel a referral if it has been entered in error. 3. The following screen is displayed for closing and cancelling referrals. 4. From the drop down list select the Reason and enter any Comments in the Comment Box. Note: Remember “DDCC” when completing referrals. Details: Date received /Date on letter /Referral source (Who from) /Referral medium (How it was received)/Reason /Priority /Staff team Decision: Should be authorised Coding: This is service specific as not all services use coding, please consult your team. If required fill in the coding as explained above by selecting or entering the appropriate code for the treatment path used. Caseload: This is again service specific, if required fill in the “Caseload Role” “Reason” and “Intervention level” and click on “ADD”. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 17 Fill in the following: Date referral received. New RTT Status Comments Remember that the status should begin with the following. 1 = Clock Starts 2 = Clock continues 3 = Stops the clock 9 = outside 18wk RTT For example: 10 1st activated referral in RTT Starts the clock. 6. 18 Wk RTT (Referral To Treatment) Affected services will need to record patients within the 18wk referral to treatment period. This is recorded by starting the clock with the first referral and stopping a clock within PAS when delivering the first definitive treatment and recording the activity outcome. The way in which the referral is completed will indicate a clock starting for a new 18wk RTT patient pathway. The contact or activity recorded against that patient will indicate the clock stopping by adjusting the outcome of these activities to show an 18wk outcome. This will be covered in the section “Contacts”. Fill out the required elements of the referral. Details Tab As described in the section “Referrals” Note: Complete by filling in the Date received /Date on letter /Source /Medium /Reason/Priority /Staff team Decision Tab The next step of the referral is the “Decision” Tab. Once you have “Authorised” the referral go to the coding and caseload tab as required by your service. Click on the “Patient Pathway” Tab. By entering a date and selecting the appropriate RTT Status we indicate the clock starting or not being relevant for RTT Update: No 18wk RTT reason available. Do not fill in these fields. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 18 Once completed record your activity against the patient as normal. Note that on the contact and appointment details forms, there will be a box for RTT outcome as well as the normal outcome. Fill in the comments box (Good space for coding) and select “Add”, as this will generate the patient pathway ID and initiate the clock. Click on “Add” for a new referral and “Update” if changes have been made. See contacts on pages 22-24 for more information on recording 18wk RTT outcomes. Note that all referrals will now show the RTT status in the view window. Notice: The RTT period shows exactly how long the patient has been waiting. Once you have filled out the contact details, complete the coding (previously the services tab) and set the outcomeHOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 19 7. CASELOADS Note: The caseload view enables health care professionals who are caseload holders to manage their list of patients. Health Care Professional Caseload Search 1. Click on the caseload management icon . 2. The Professional Carer and Speciality will be populated with your details. 3. From this screen you will only see Active caseload entries unless you amend the Status field from the drop down list. Note: If you wish to see another caseload, use the search screen to select the appropriate caseload. 4. Click OK. a) This will open the current caseload. b) Allocation date -date allocated to caseload c) Team -shows relevant staff team d) Patient id /patient name e) Caseload role type -i.e. care coordinator, team, secondary carer f) Caseload entry status -shows status of caseload entry g) Caseload entry reason -set by the health care professional (e.g. counselling) Perform A Patient Based Caseload Search Note: You can perform a search for the caseload for a particular patient regardless of the health care professional that the caseload entry is allocated to. 1. Click on the caseload management icon . 2. Click on new search. 3. Click onto the patient tab. 4. You will need to search for your patient – if you have the patient id enter this into the patient id field. Alternatively you can search for your patient by clicking on the set button. 5. Click OK. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 20 Adding A Patient To A Caseload This will show you how to add a patient to a caseload when the patient already has an authorised referral. 1. Click on the caseload management icon . 2. Ensure the professional carer field is set to your health care professional. 3. Select the correct team. 4. Click onto the patient tab. 5. Enter the patient details and click on find now – highlight your patient. Click OK. 6. Click yes to the message: sorry, no matching caseload entries were found. Do you wish to add a new caseload entry now? Note: If a patient has already been added to a caseload this will be shown in the screen. You are able to check if they are already on a caseload for your service or if they are already receiving treatment from another service. Note: If they are on another caseload you will need to right click and select add to caseload. 7. This will open up the referral select screen. 8. Click on find now and select the referral to your staff team. Click OK. This will open the new caseload entry screen. The allocation date defaults to today’s date. The professional carer and specialty fields default to the referred to professional carer from the referral. 9. From the drop down box select the relevant team if the field has not been populated. The field will only be populated if the professional carer belongs to just one team. 10. Select a role from the caseload role drop down list. 11. Select a reason from the drop down list. 12. Select an intervention level from the drop down list. 13. Click OK. Transfer The Patient To Another Caseload 1. Click onto the caseload management icon . 2. Click OK to search for your current caseloads. 3. Search for your patient 4. Right click and select transfer from the menu. 5. The transfer caseload entry screen will open. 6. Your details will be pulled through to the transfer from area of the screen. 7. The discharge date defaults to today’s date. 8. The transfer to area of the screen will be populated by your details. 9. The allocation date defaults to today’s date. 10. Select the health care professional and team that you want to transfer to from the professional carer and team drop down list. 11. Select the caseload role. 12. Select the reason. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 21 13. Click OK. Note: It is possible to multi select patients using ctrl or shift; therefore multiple patient transfers can be carried out. Discharge A Patient From A Caseload Patients can be discharged from a caseload whether the caseload has been generated via the caseload view or the patient view -we will go via the caseload view. 1. Click on the caseload management icon. 2. Click OK. 3. Highlight the caseload entry for your patient 4. Right click and choose discharge from the menu. 5. You will see the above caseload status screen -select the outcome the drop down list. Select reason of treatment from the drop down list. 6. Click OK. 7. Click yes to the message: do you wish to close the parent referral for patient? Note: This message will only be shown if there is no other caseload holders attached to the referral. It is important to note that it is not always appropriate for the health care professional to close the referral at this point Equally by leaving the referral open we would leave it active. So we would do this if we were not the last care provider scheduled to have contact with the patient. We would therefore leave the referral open for other allied health professionals to use. However, it may be more appropriate to say yes rather than have open referrals without caseload holders. 1. If you have any existing contacts planned for the patient you will see the following: 2. Do you wish to cancel the planned contacts for this patient? 3. Click yes to the message 4. You will be prompted to close all appointments. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 22 8. CONTACTS Add A Contact And Coding It 1. Search for your patient in patient view. Register patient if needed Check their details, make amendments if necessary. 2. Right click on the patient and select contacts. 3. If no contacts have been found you will be prompted to add a new contact, click yes. 4. If existing contacts are found right click and select new contact. 5. Select yes for creating a new contact for this patient, if you click no you will be prompted to search for another patient 6. You will see the referral select screen. Clicking find now will find any referrals for that patient. 7. You may be informed that no matching referrals were found, in which case you will need to add a new referral. 8. Click on the referral to you/your staff team and click OK. 9. If the referral you require is not present select in the bottom window. 10. Click OK, you will be prompted to add the referral now. Note: If you are adding a contact in advance it is a planned contact. To make it an actual contact you will need to edit the partially completed contact, complete the actual visit times and the outcome box. If the actual times were as planned just tick the actual box, if not use the dates tab.: 11. The New Contacts Screen will appear. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 23 The following fields are required: Purpose The purpose of the contact (counselling, assessment etc) Type Type of contact (post natal, telephone etc). Location type Location of contact (home, clinic etc). Location Will be pulled through from the location type field. Prof. Carer Person who sees patient Team Staff team Specialty Specialty of that Professional Carer Category Category of the patient (NHS patient by default) Contact/journey times To record the date and times taken for the contact itself. Actual To mark the contact as actually taking place. Outcome (18wk RTT) To record the outcome of an actual contact. ( remember to select an 18wk RTT outcome) DNA Record the DNA reason against a contact if the outcome is DNA. EROD Earliest reasonable offer date, should be the same date as the recorded contact or clinic appointment Comments To be treated like a patients notes, keep short and relevant. Other tabs: Referral This TAB allows you to edit and set the referral. Coding This is the coding tab, click set on the right hand side of the area you wish to add service codes to. Notes To be treated the same as comments boxes. Recurrence Set-up recurring contacts here. Dates/Time Fill in actual contact date and time (if not selected via the diary) Other carers Can attach personal and professional carers who will be/were present at contact and duration they were present for (see adding a shared contact). Waiting list Do not use. 12. Click OK to finish the contact. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 24 Adding A Shared Contact To make your contact into a shared contact you can add the other health care professionals who were present. On the “Other carers” tab there are two add buttons on the right hand side (one for personal carers and one for professional carers). Click the add button next to professional carer, enter the carer’s details and click on find now. This contact will now appear in their diary. 18wk RTT Outcomes Remember to set the outcome of the contact to match your service requirements and the patient pathway. 18wk RTT Activity outcomes Select the outcome from the drop down menu, and select the 18wk RTT status from the drop down menu. These outcomes will either, Stop, Start or suspend the clock depending on the selection made. “30 Start 1st treatment” stops the clock. EROD (Earliest Reasonable Offer Date) This is the section were we set the earliest possible date for treatment or visits from clinicians. Coding TAB Click on “Set” on the right hand side of each section, and click once in the appropriate boxes of those services/codes that have been completed. Click “OK” once all codes have been entered for that section. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 25 Creating Recurring Contacts 1. Click onto the Contacts icon 2. Within the New Contacts Display complete the required details on the Contact Details tab as per the Manual. 3. Click on to the Recurrence Tab 4. The whole screen will be greyed out until you put a tick into the box next to Recurrence. 5. You will see the screen below. Note: You are able to create daily, weekly & monthly contacts Daily -Recur several times a week at the same time each day. Weekly -Recur every Week (or fortnight) at the same time every week Monthly -Recur every Month at the same time every month 6. Select Daily, Weekly or Monthly Note: You can arrange your contact for Morning, Afternoon or Evenings 7. Place a tick in the box underneath the day of the week you want to contact to occur. 8. Amend the time and duration details 9. You need to enter a number in the ‘Recur Every’ box – If you wanted the contact every week you would enter 1, however if you wanted this to be every fortnight you would enter 2. 10. Within the Range section you need to specify how many occurrences you want. e.g. if you want the contact to reoccur 10 times you would put 10 in to the “End after occurrences box” 11. Click OK. 12. The system will put your contacts on the same day and time each week for however many occurrences you have entered. 13. If you want to book contacts on multiple days of the week you can do this by placing a tick in 2 different days. Note: When you discharge a patient from your caseload and planned contacts exist the system will remind you that future contacts exist and if you want to cancel them. Editing, Cancelling, Deleting, Reinstating contacts Within the Contacts View, highlight the contact you require by left clicking it and then right click to see the following menu: Edit Contact will allow you to make changes to the Contact Details for the selected contact, HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 26 Cancel Contact will prompt you for the reason for cancellation and who requested it, the contact will appear with a red cross through it but will not be removed from the records. To reinstate or delete a contact, click on the “Contact View” icon. Click on “Find Now” to display all of your contacts. Or click on “Set” next the patients name box to select contact between you the clinician and specific patients only. Right click on the cancelled contact and select “Re-instate Contact” To “delete” the contact right click and select delete from the menu bar. How to Add a “Follow Up” Contact In the contact view window, right click on the appropriate patient contact. Select “Add Follow Up” The contact window will now appear and all of the previous details have been copied. Simply change the date and time of the contact, actualise and set the outcome. Do not forget to check the services and coding to ensure the treatment given is up to date. Click Ok once finished. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 27 9. STAFF DIARY Note: The purpose of the staff diary is to give a single view of a staff team diary (e.g.) district nurse team, or of a health care professional’s day-to-day activity which can include information such as contacts, meetings and clinics all in the same view. To open the staff diary 1. Click onto the staff diary view icon. 2. The Staff Diary View will appear. Screen layout: Top left: this is an area that is used to hold items that need to be rescheduled or that have been created and are awaiting firm confirmation of date and time. Bottom left: this area displays the daily view for the date selected on the calendar. Events are displayed colour coded to differentiate between patient and non-patient based activity. Top right: this area displays the name of the member of staff whose staff diary you a reviewing. It also displays the calendar. Bottom right: this area displays the task pane. This displays all tasks on the calendar for the relevant allied health professional. Increasing row height in daily view 1. Position the cursor over a horizontal line in the grey column to the left of the slot times. 2. When the cursor changes to a double headed (re-size) arrow, hold down the left mouse button drag the mouse down, release when the rows are displayed at the required height. Selecting A Row In Daily View Note: Throughout using staff diary you will be required to select a row. 1. Position the cursor between the two horizontal lines of the time slot. 2. Click the left mouse button once. The time will be surrounded by a line to denote it is selected, there will also be a black arrow pointing to the row. Staff Diary User Access You can allow another person to view your diary 1. Click the staff diary view button. 2. Anywhere in the left pane, click the right mouse button to reveal a list of options. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 28 3. Select user access. 4. Select the name of the person whom you wish to grant access to your diary. 5. Click the add button. 6. The user access details window will be displayed. The access radio buttons denote the level of access. The following options are available: Read: The user may view the calendar only. Update: The user may view the calendar and make changes to existing items Create: The user may view the calendar, change existing items and create new items. Delete: The user may view, update, create and delete items 7. The validity dates denote when this person has access to your diary. For instance you may only want to grant access whilst you are on holiday. Click OK to save. To Open Another Person’s Diary 1. Click on the set button in top right corner adjacent to diary for. 2. The carer select dialogue will be displayed. 3. Enter the surname of the person whose diary you have permission to access 4. Click find now. 5. Click OK 6. The diary will be displayed for this allied health professional if they have given you access to do this. 7. Use the diary for drop-down list to switch back to your own diary. To Display Multiple Diaries 1. Click the staff diary view button to show your own diary. 2. Maximise the screen. 3. Click the staff diary view button again and choose another allied health HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 29 professional whose diary you have permission to access. 4. Maximise the screen. 5. Select the window from the menu bar. 6. Select tile horizontally. To Remove User Rights To Your Diary 1. Click on staff diary view. 2. Anywhere in the left pane, click the right mouse button to reveal a list of options. 3. Select user access. 4. Under the allocated users/user groups section, select the user name of the person you wish to remove rights from. 5. Click the remove button. 6. Click OK to save. Staff Diary Set Up To change the working day start/end times and slot duration 1. From within the staff diary daily view in the left pane, click the right mouse button and select set-up. 2. Change the working day start. 3. Change the working day end. 4. Change the slot duration. 5. Click OK. To Change the Colours 1. Click Set next to the Patient Based Event. You will then be able to select a different colour for the Patient Based Event. 2. You can also do this for Non Patient Based Events. 3. Unprocessed Events relates to the text that appears on the Events – Best to amend this to Black. Patient Based Activities To add a new contact The staff diary will show individual contacts with patients, clinic appointments, and patient reviews. Note: New contacts can be added and appointments can be edited and rescheduled. Example 1. From the date navigator, select the date and a timeslot. 2. Click the right mouse button and select new diary contact. 3. Search for and select a patient (see patient searches). 4. Click OK. 5. The referral select search window is displayed. 6. Click on find now. Select the referral to your team and click OK. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 30 7. The new contact form will be displayed. 8. From the purpose drop-down list box, make a selection 9. From the type drop-down list box, make a selection. 10. From the location type drop-down list box, select location e.g. patient’s home 11. In the duration field, enter length of time (ensure that the next drop-down box is displaying minutes). To Add A Shared Contact 1. Click the other carer’s tab. 2. Click into the time spent box and enter time spent 3. In the drop down box next to this field ensure that minutes are selected. 4. Click the add button to the right of professional carer. 5. Type in surname of clinician sharing the contact. 6. Click find now, highlight clinician from list and click OK. 7. Click OK. Add Quick Contact Using Caseload From Diary View 1. From the date navigator, select a future date. 2. Click in the time slot and enter time of contact 3. Right click and select add quick contact. 4. This will show the current caseload list for you 5. Select patient from the list. 6. Click on new contact. This will load the Contacts Screen – Complete all the required details. To Reschedule A Contact 1. From the date navigator click on date required 2. Click on and select any contact to be rescheduled on the main diary view. 3. Click and drag this contact to the required date on the date navigator and release the mouse button. 4. Click yes to the message: are you sure you wish to reschedule the selected event? Note: The event is scheduled on the new date for the same time. 5. To change the time, click and drag the event to a new timeslot of your choice and release the mouse button. 6. Click yes to the message: Are you sure you wish to reschedule the selected event? Note: If you wish to move an event but are not certain of the actual day, it can be dragged up to the holding area within the top left pane. The time will display 00:00 and it can be moved to the correct date and time when known.HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 31 Non Patient Based Events To add a new non-patient event 1. From the date navigator, select required date and the timeslot. 2. Click the right mouse button and select new diary non-patient event… 3. The add non-patient event form will be displayed. 4. From the activity drop-down list box, select your activity (e.g. meetings) 5. From the Location Type – Select Health Organisation 6. From the Health Org drop down list scroll down the list until you find the location of the Non Patient Event. Alternatively type in the first letter of the location and scroll until you find the correct location 7. Ensure the start/time displays required date and time 8. Enter the duration 9. Note: If it is a group meeting the number of attendees can be added. 10. In the comments field type any information required. 11. Click on OK to save the changes. Note: The contact is displayed in the diary on the date/time selected and is shown in a different colour to identify that it is a non-patient based activity. To Add A New Non-Patient Event For Multiple Health Care Professionals 1. Complete the details as per above. 2. Click the staff present tab. 3. Click the add button. 4. Search for and select the person also attending the event Note: Staff can be selected and the remove button can be used to delete the name and add… can be used as many times as required for each staff member you wish to be present. Note: Note that your professional carer /allied health professional are already present in the staff present tab. You can remove them if you want to. 5. Click on OK to save the changes. This area is used to hold items that need to be rescheduled or that has been created and is awaiting confirmation of date and time This area displays the daily view for the date selected on the calendar HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 32 To Add Recurring Non-Patient Events 1. From the date navigator, select date and the timeslot. 2. Complete the details as before. 3. Click the recurrence tab. 4. Select the recurrence check box. 5. Select the appropriate frequency radio button (e.g. weekly). 6. In the recur every field enter the appropriate recurrence (e.g. 2 for event to recur every 2 weeks). 7. Tick the on the field, and choose the appropriate option from drop-down list. 8. Select the end after radio button and type the number of occurrences you require in the adjacent field. 9. Click on OK to save the changes. Note: This feature is also available for patient based events and is used in the same way. To Edit A Non-Patient Event 1. Select the event 2. Click the right mouse button and select edit diary event. 3. You can make appropriate changes here. 4. Click OK to save the changes. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 33 10. WAITING LISTS Add A List Entry Using Patient View 1. Click on the patient view icon and search for your patient – see patient searches 2. Highlight your patient and click the right hand mouse button and select the option waiting list. 3. Click yes if the message “no waiting list entries have been found for this patient. Do you wish to add a new waiting list entry now?” 4. If the patient already has waiting list entries, these will be listed, right click and select add a new waiting list entry. 5. The select new waiting list entry type screen will be displayed Note: There are Three types of waiting list entries available: Inpatient Waiting List Entry -where a patient is waiting to have a procedure performed that will involve occupying a bed in a hospital. Outpatient Waiting List Entry -where a patient is waiting to be seen in a clinic or a ward that does not involve occupying a bed. Contacts Waiting List Entry -where a patient is waiting to be seen in other environments as well as a hospital or a clinic e.g. in their own home, school etc. 1. Select outpatient or contact dependant on the type of waiting list you are adding to. Click OK 2. The referral select screen will be displayed – click on find now to search for the existing referrals 3. Highlight the relevant referral for this waiting list entry. Click OK Note: if a referral does not exist, click to enter a new referral – see referrals section 4. The add waiting list entry screen will be displayed The selected referral will be displayed in the referral details section at the top of the screen. Note: The set referral button will allow a search to be performed for another referral if the incorrect referral has been selected. The edit referral button will allow changes to be made to the selected window 5. Enter today’s date as the date on list. The waiting start date is automatically populated. 6. Select the booking type. 7. The clinician and speciality will be populated from the referral that was selected. 8. If the clinician is attached to more than one Waiting List Click on the list name selection list. This will display the HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 34 waiting list names that have been set up. Select the appropriate list name. 9. Ensure the admin category is NHS patient. 10. If you are allocating an appointment straightaway, click on the appointments details tab and complete the details on the screen. (See appointments section) 11. Click on the coding details Note: If the code is known at this stage for diagnosis, investigation and procedure, you can enter the code on this tab (see coding section) 12. Click on OK. Waiting List Searches 1. Click on the Waiting List icon. 2. The Waiting List search screen will appear. 3. There are numerous ways to search for a referral. You can search using the Patient ID, Patient Name (use the Set button to search if unsure). 4. You can search using the Health Care Professionals name or speciality. 5. Click on the Dates tab if you want to know how many patients have been waiting for a particular Health Care Professional. 6. When you have specified the criteria click OK. 7. The Waiting List View will appear. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 35 11. OUTPATIENT DAY CLINIC Note: Day Clinic View is used to manage your clinics on a day-to-day basis. You can view other clinics for that day based on your access to the particular clinics. This can be done retrospectively. Arriving a patient 1. Click on the Day Clinic View icon . 2. Search for your Clinic Code. 3. Ensure the Dates Active On/From are correct. 4. Select your patient and right click. 5. Select Arrive. The time will default to the present time. This can be altered as applicable. 6. Select Patient seen on time or Patient arrived late etc. from the drop down menu as appropriate. 7. Click OK to save the entry. Recording a patient as Called or Seen 1. Ensure you are viewing the correct clinic and day within Day Clinic View. 2. Select the appropriate patient and right click. 3. Select either Called or Seen if required. 4. Ensure the time is correct. 5. Click OK to save your entry. Departing a patient 1. Select the patient within Day Clinic View. 2. Right click and select Depart. 3. Select one of the options from the Outcome drop down menu i.e. Followup Appointment, Did not Attend, Patient Discharged. 4. From this screen you can also book a follow-up appointment using the followup button on the right hand side. 5. This will take you through to the Book Appointment screen. 6. The type of Appointment will default to Follow-up. 7. You will need to go to the Clinic Workload tab and select the date and timeslot as required. 8. Click OK to record the Appointment. Adding a Clinic 1. Within Day Clinic View, click on the Add Clinic button on the right hand bottom corner. 2. Search for the Clinic using the Clinicians name or Clinic Code. 3. The new Clinic will appear underneath any existing Clinics within the view. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 36 12. Wards and Admittances IC Bedded Unit About Ward Management View Ward Management View enables you to view bed summary information by ward for the entire Norman Power Centre directorate. • Select your IC Centre from the list on the left hand side: From Ward View you are also able to view, and manage patients and ward events for each ward within Norman Power Centre. • Select the ward name (e.g. NP Ash) from the list on the left hand side, or double click on the ward name on the right hand side: Note: to view all wards in the IC Norman Power Centre click on the All Wards option from the list on the left hand side. Occupancy tab The first tab in Ward Management View is the Occupancy tab. This shows you details of patients currently admitted on the ward. This list can be sorted by: o Patient name o Patient age o Patient gender o Admission date o Specialty. This is used to indicate whether the patient has been admitted primarily as an Assessment, Rehab or Respite patient. Alongside each patient you will see a colourful icon. Each icon has a different meaning: A red suitcase icon means a patient that has been on the ward for less than 24 hours. A patient in a bed icon -The red suitcase icon above changes automatically to this icon once the Patient has been on the ward for more than 24 hours. Towards the bottom of the Occupancy tab there are 3 radio buttons and a date field that enable you to specify exactly what information you want to see. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 37 The Occupancy Tab Radio Buttons: (Note: You can only select one) Current Click this button to show only patients currently on the ward. Discharge/Transfer Click this button to show only patients that have been transferred and/or discharged from the ward on the date displayed. All Click this button to show both current and discharged/transferred patients on the date displayed. Ward events The third tab in ward view is the Ward Events tab. This shows you details of the planned activity on a ward. Towards the bottom of the Ward Events tab there is a date field and several tick boxes that enable you to specify exactly what information you want to see. This is particularly useful for viewing: • Patients who have been booked in for admission on future dates • Patients you are expecting to discharge on a particular date (i.e. where an expected discharge date has been entered for a patient) Admissions (ADT) About Admissions There are two categories of admissions: • Emergency Admissions (Admit today, patient appears on the Occupancy tab). (The patient is admitted straight on to the Occupancy tab.) • Elective Admissions (Booked Admission, patient appears on the Ward Events tab) The patient can then be admitted to the ward at a later date from the ward events tab, by editing the event) Before a patient can be admitted they MUST be registered on the PAS system and have an authorised referral to the ‘NP IC Bedded team’, team leader: (Refer to the Registrations and Referrals user guides for more information.) HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 38 How to admit a patient • Make sure that the patient has been registered on HoB’s PAS • Make sure that the patient has an authorised referral to the ‘NP IC Bedded team’, team leader: Search for and select the patient • Right click on the patient and choose ADT The following Message will appear Click YES The following Message will appear • Click OK • Select the appropriate Referral • Click OK The following screen will be displayed: • Click OK • If the details are correct click OK The Patient Admission window will be displayed. It is organised in a series of tabs. To admit a patient the Admission tab and the Administrative tab need to be completed: HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 39 The Admission Tab The following details need to be entered on this tab: • Clinician – this will be pulled through from the referral and should be set to the IC team leader. • Specialty – change this from Intermediate care to either NP Assess, NP Rehab or NP Respite as appropriate. • Ward – choose either NP Ash, NP Cedar, NP Elm or NP Oak • Actual bed category – enter either: Low Secure, Medium Secure or High Secure as appropriate. (This is used to indicate how many carers the admitted patient requires) • Admission date – enter planned date of admission • Admission Time – enter planned time of admission • Expected discharge date – enter planned date of discharge if known For Emergency Admissions (Admit Now) • Complete details as described above, but also click on the Admit Now button This will automatically fill out today’s date and time, which can be still be adjusted to reflect the actual admittance details. The following screen will be displayed: • The Actual admission Tick box is automatically populated • The Admission date is automatically populated with today’s Date • The Time field is automatically populated with today’s time HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 40 The Administrative Tab • Select the Administrative tab The following details need to be entered on this tab: For Elective (Booked) Admissions: • Admission Source – enter either ‘Usual place of Residence’ or ‘NHS Provider – WD for general pts’ as appropriate. • Admission Method – enter as appropriate (e.g. Elective booked or Emergency GP) • Management Intention – enter as appropriate Click OK For Emergency Admissions (Admit Today) • Admission Source – enter either ‘Usual place of Residence’ or ‘NHS Provider – WD for general pts’ as appropriate. • Admission Method – enter as appropriate (e.g. Elective booked or Emergency GP) • Management Intention – not applicable for emergency admissions. Click OK You may get the following message or similar: This message is PAS’ way of warning you that the ward may be full, or that you have chosen a bed category of either Medium secure or High Secure. It requires you to click on Yes if you still want to admit the patient. • You must click on Yes to continue to admit the patient. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 41 • Answer Yes or No as appropriate to the printing messages: The patient appears on the Ward Events tab on the booked date if you entered a future booked admission date: The patient appears on the Occupancy tab if you clicked on the Admit Now button • To view the occupancy tab, right click on the patient and choose ADT again: Admit Patient to the Ward from the Ward Events Tab • On the Ward Events tab select the patient • Right click and choose Edit Event Details You will be asked again to check that the patient’s details are OK. Simply click on “OK” at the bottom of the Patient Details form to ensure the details are correct and have not changed. The following Amend Pre-Admission Details screen will be displayed: • Click on the Admit Now button Check the date and time and clock on “OK” HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 42 Transfers Once a patient has been admitted it may be useful to transfer them between beds/wards (NP Ash, NP Cedar, NP Elm, NP Oak) or to transfer them on home leave but keep their bed reserved ready for their return. Transferring a patient between wards and/or bed categories • On the occupancy tab in ward view right click and choose Transfer The Enter New Transfer Details window will open: • Choose the New ward from the drop down list • Choose the appropriate Bed category (Low Secure, Medium secure or High Secure) • Click on the Transfer Now button and make sure that the correct date and time are entered • Click on OK to confirm HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 43 Sending a Patient on Home Leave If an admitted patient is temporarily allowed home, but is not being discharged, then it is possible to send them on Home Leave for a short time. PAS treats this as a Home Leave transfer. • On the occupancy tab in ward view right click and choose Transfer On the Home leave tab: • You can specify a personal carer provided the patient has a next of kin recorded on their registration (Patient Details) screen. • Click on the Use Patient’s Address button or use the Edit button to record the address of where the patient is staying whilst on leave. • Click on the Leave Now button and make sure that the correct date and time are entered • Click on OK to confirm • When the patient returns, open the Transfer Details window once more and click on the Return Now button making sure that the correct return date and time are entered. Discharges • From the Occupancy tab in Ward Management view select the appropriate patient • Right click and choose Discharge The following screen will be displayed: The following details need to be entered on this screen: • Discharge Method • Destination • Outcome • Dates and times (Medical and Actual discharge): o If the patient is being discharged with no delay: 􀂃 Click on the Disch Now button and enter the time and date that they were discharged. o If there has been a delay between the time the patient was medically fit for discharge and their actual discharge then you must: 􀂃 Click on the Medical Discharge Now button and enter the appropriate date and time, and then HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 44 􀂃 Click on the Disch Now button and enter appropriate time and date, and 􀂃 Choose a Reason for Discharge Delay from the drop down list e.g. Social Services • Click OK • Click No to the following messages􀃎 The following message will be displayed • Click No You will then receive messages for printing. Unless your service has had letter templates created for this click on “NO” Closing the patient’s referral • In Ward View click on the Discharge radio button and select the patient or search for the patient using patient view and select the patient • Right click and choose Patient > Referrals • Click on OK to search for Referrals • Right click on the referral to NPIC Bedded team and chose Close referral • Enter an appropriate reason e.g. ‘Treatment Complete’ • Click on OK HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 45 Inpatient History This option is used to view a patient’s inpatient history and/or to amend previous admission, discharge and transfer events. E.g. where an entry error has occurred, inpatient history can be used to find the event and correct it. • From the Occupancy tab in Ward Management view select the appropriate patient • Either double click on the patient or right click and choose Patient>Inpatient History The following screen will be displayed: • The top half of the screen lists the patient’s previous spells • The events (Admissions, Transfers or Discharges) of whichever spell is selected are listed in the lower half of the screen To view or amend an event e.g. an admission: • Select the event (e.g. the Admission) • Click on the Edit button You will now be able to view and/or amend the details of the event. E.g. if you made a mistake when entering the admission or discharge details you can make corrections here. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 46 13. Templates Making use of the Templates in PAS Inpatient Front Sheets Inpatient front sheets can only be produced once the patient has either been admitted or their booked admission has been entered on the system. Creating a Patient Front Sheet • In Ward view select the patient (note this can be done either on the occupancy tab or the ward events tab) • Right Click > Documents > then choose Labels and Front-sheets The Print dialog box will open: • Tick the Produce front-sheet box • Choose the Norman Power template from the drop down list: NP Frontsheet • Click on the OK button to print (Note: It is not possible to preview the front sheet) Admission Notification Letter to GP The Admission Notification letter can only be produced once the patient has either been admitted or their booked admission has been entered on the system. Creating an admission notification letter • On the Occupancy tab In Ward view select the patient Right Click > Documents > then choose Admission Notification to GP The Print dialog box will open: HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 47 • Choose the NPIC Admission Letter template from the drop down list • Click on the OK button to print (Note: you can preview the letter before printing, but can not amend it) Discharge Letter The Norman Power discharge letter template is available as a Patient Clinical Letter. It can be produced from most views in PAS. Once created the letter is stored against the patient’s record, and can be viewed via Patient Record Enquiry or searched for using the Documents button: Creating a Patient Clinical Letter • Select the patient • Right Click > Documents > then choose Patient Clinical Letter The following window will appears displaying any clinical letters previously generated in draft format for the patient: (Note if this window does not appear proceed to step 4) • Click on the New button to create a new clinical letter (Note The OK button is used to open up the clinical letter that is selected in the list to the left) The Create clinical document window will open: Note: When creating letters choose the appropriate template i.e.: • NPIC Discharge Letter • Choose the appropriate template from the drop down list: NPIC Discharge Letter • Click on the Create button The Edit clinical document window will open: HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 48 • Click on the Edit button to open a new clinical document based on the template you selected PAS will open the document up in MS Word ready for you to amend: 1. Type in the text that you want 2. When you have finished click on the x to close word. 3. Click on Yes to the save changes message Note: -used to add/amend text in the document -used to view the document -used to print the document -used when a document requires no further editing, it ‘seals’ the final version. -allows you to start again -saves the document in the state you left it (i.e. if you finalised, an uneditable version is saved, if you do not finalise a draft copy is saved, available for you to open up again and edit it further. -abandons any changes HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 49 The Edit clinical document window will be displayed once again: At this point you can choose to either: • Click on OK to save the document as a draft, so that you can come back to it later and add further text etc or • Click on 1) Finalise to seal the document. You would then click on 2) Print to print the document and 3) OK to save it permanently. Viewing Letters There are two ways of viewing letters that have previously been created for a patient in PAS, using Patient Record Enquiry or using Documents View: Using Patient Record Enquiry – preview only This view only allows you to view documents and will not allow you to edit them, even when they are saved as draft documents. 1. Select the patient 2. Right Click > Select Patient record Enquiry. The Patient Record Enquiry window will open: 3. On the left hand side of the window click once on Documents 4. Choose Clinical in the Document Type drop down box to list all the clinical letters in the right hand side 5. Change the Days back if required 6. Right click on the document you wish to preview and choose: The Patient Record Enquiry function also gives you the ability of seeing all patient referrals and contacts in a display window showing all activity. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 50 Using Documents view Click on the Documents button to open the Document Search window: On the Details tab you can specify the Document type and/or the patient and search for all documents produced for a particular patient On the Dates tab you can search for all documents printed and/or queued on a particular date (or range). The results of your search will be displayed in the Document view window: Notes: • The date queued, printed and last edited are shown • The name or ID number of the last person to edit the document is shown • Draft documents appear with a red icon From her you can right click on a particular document and choose an available option: HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 51 14. Quick reference Find Patient Click on Patient view icon (Pas man) Enter patients detail and click on OK, if patient is registered the details will be displayed in view window. If the patient is not registered you will be asked if you wish to register and you should select “yes” Add follow up contact Right click once on the appropriate patient from the patient view window and select “Contacts” from the menu. Right click on the appropriate contact, ensure the clinician is you, and select “Add Follow Up” This will open the contact screen, and all of the previous information and links to the referral have now been copied. Now check the date and time of the actual contact you are recording, and adjust the coding to show actual services provided. Click OK once you set the outcome and actualised the contact. If you have chosen a contact to a clinician in your team that is not you, you will now need to adjust the prof: carer to show your name for the contact. Click on “Set” to search for carer. This will open the “Contact View” window, where you will see all contacts recorded for that patient. If there are no contacts you will be asked if wish to create one and this will then ask you to select a referral, again if there is no referral you will be asked to create one. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 52 Quick reference Using TAB and First letter keys When completing the referral. DETAILS TAB Do not use the mouse, look for the blue box as this highlights the changes to be made. Date received, just enter the six digits of the date: for example…06-10-08 TAB twice and the time is automatically inserted, you are now in the £Date on Letter” section, and again enter the 6 digits. TAB twice and enter the source by hitting the first letter of the word you would like to use: Double G for General medical practitioner. TAB and enter the medium, type the first letter again, for example: L=letter /T= telephone. TAB and enter the reason: C= Clinical assessment/A=Advice Now using the mouse go to staff team or clinician and pick the name of the team or person required, this will populate the other fields. DECISION TAB Type A for “Authorised” or P for “Pending” CODING TAB Click in the coding box and add your code if known, or click on search and select by code or text to search. Click on add once found and selected. CASELOAD TAB Fill in the three “Not Specified” boxes for caseload role /Reason and Intervention level. Remember to click on Add. Referral should now be complete. When completing Contacts Again the blue box shows you where to go next. Enter the first letter of word required for Purpose, T = Treatment TAB once and enter the type of contact: F=Face to Face, F again is Face to Face with proxy. TAB once and enter the location: P=Patients home, or H for Health centre. TAB 3 times and you will be in the date field, enter the date of the contact. TAB once and enter the time. TAB once and enter the duration. Go to the actual box and click in the box, set the outcome, and check the services given in the “Coding” tab. Now the contact is complete and you click on OK, say yes if the carer is busy. TIP: When using TAB and the first letters of the words you require to make selections in drop down menu’s, the system will automatically take you to the first letter of that category, you can use the arrow up or down keys to move within that menu. If you type H for Health centre for example, but you really want Health organisation, then use the arrow down until the word appears. Should you forget what to type, then click in the box and view the menu options available, you will soon remember the choices to make. HOBTPCT CribuserguideV0.3 LE2.2/Paul Withers 53 NOTES