TM2 Practice Management Solutions: Student Guide to TM2

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1 TM2 Practice Management Solutions: Student Guide to TM2 Version number Dates produced and approved (include committee) Reason for production / revision Author Location(s) Proposed next review date and approval required V2.0 Dec 2011 Admin Amend Aug 2014 Biennial Review Francesca Wiggins, Head of Clinic All master versions will be held in J:\0 Quality Team Core Documentation Intranet Aug 2016 Equality impact Positive equality impact (i.e. the policy/procedure/guideline significantly reduces inequalities) Neutral equality impact (i.e. no significant effect) X Negative equality impact (i.e. increasing inequalities) Page 1 of 10, Last printed 09/04/ :36:00

2 Scope of Guidance This guide has been compiled to help orientate and guide you with regards to your use of the Clinic Software System. It is not a complete reference to how the system functions and will be expanded upon as new functionality is introduced. This new system has been developed with a view to improving how the BSO clinic manages patient appointments, administers their records, supports student learning and improves how we evaluate the care delivered. It is hoped that these changes will enhance patient experience and overall satisfaction with the clinic as well as provide more accurate and transparent information for tutors and students with regards to the day to day running of the clinic and patient care. This transition is a significant evolutionary step for the clinic. However, we hope to be able to continue to develop these facilities and introduce further improvements in the future. Page 2 of 10, Last printed 09/04/ :36:00

3 Contents 1. Introduction - Differences between our previous system and TM Students receive notification of Appointment Details Students view their own Diary Students enter Case Audit Data Students access Patient Records Students view their own Clinical Experience Review Report Wallboards in Team Rooms Login to TM The Diary View Diary Diary Interval Navigate Diary Case Audit Form Enter Treatment Summary Add Alert Close Off Case Patient Record View Patient Record View Appointment History View Clinical Experience Review Report View Wallboard Logout of TM Page 3 of 10, Last printed 09/04/ :36:00

4 1. Introduction - Differences between our previous system and TM Students receive notification of Appointment Details Under the new Clinic system (TM2), students will be ed the Date and Time of any Patient Appointments that are made with them. If a Patient subsequently cancels or changes the Time of an Appointment, these changes will also be ed to the student. All such BSO s are sent to a student's FirstClass Mailbox. In this way students will receive advance notification of Appointments that they should expect Students view their own Diary Students can view their OWN TM2 diary when they login to TM2. This allows Students to view their Appointments for the Day (or Week or Month), and access Patients Appointment History Students enter Case Audit Data A student is not regarded as having completed an Appointment until the Case Audit Data has been entered. This applies to both New Patient (NP), Re-examination (RE) and On-going Patient (OP) Appointments. The accuracy and completeness of each student's Clinical Experience Review Report depends upon Case Audit Data being correctly completed for every Appointment Students access Patient Records Students can access Patient Records and Appointment History Students view their own Clinical Experience Review Report Students can view their OWN Clinical Experience Review Reports when they log into TM2 (and can a PDF copy of it to themselves). This will permit students to easily see the breadth of their clinical experience to date and will enable them to reflect upon any trends that emerge in relation to the treatments that they use Wallboards in Team Rooms A Wallboard screen within each Team Room will display Student Appointments and the pre-assigned Room for each Appointment. If there are any problems with this, then please call or the ICT support team (extension 5317 or 5312 or ICT support at Alternatively you can access the wallboard on the computers in the team points via google chrome at: etc etc for each team. Page 4 of 10, Last printed 09/04/ :36:00 Student Guide to TM2, 12/2011, V2.0, FW, Admin Amend Aug 2014

5 2. Login to TM2 Open TM2 by double clicking on the appropriate Desktop Shortcut and enter UserName and Password as used in FirstClass (if you are unable to do this then please ICTSupport at for assistance): The TM2 Environment is based around different Views of the information in the system. These Views are accessed from the Navigation Panel on the left hand side of the screen. 3. The Diary 3.1. View Diary You will see YOUR Diary and the System will default to the current Day: Select Day or Week View Select previous Day or Week Select next Day or Week Check Diary Interval 3.2. Diary Interval Select Date from Calendar In order to fit in with the timing of BSO Appointments, you may, ONLY the first time that you login, have to set the Diary to show an Interval of 20 Mins. Page 5 of 10, Last printed 09/04/ :36:00

6 3.3. Navigate Diary Change to another date by using the Calendar at the bottom of the screen (see previous page) to view further Appointments: OR Select previous Day or Week 4. Case Audit Form OR Select next Day or Week 4.1. Enter Treatment Summary From the Diary screen, click on the required Appointment and then press G on Keyboard to see the associated Case Audit Form (Maximise the screen to see the whole Form). Complete as required and then click on Save: Save 4.2. Add Alert Note that if a Patient has a special requirement (eg wheelchair user) which it would be useful to note for future visits then you can write it as an Alert. Anything entered as an Alert must be objective and non-controversial as Patients have a right to request to see their Patient Record. Add Alert Close Off Save 4.3. Close Off Case DO NOT click on this button until this Case is CLOSED, it will prevent any further changes being made to the Case Audit Form. Page 6 of 10, Last printed 09/04/ :36:00 Student Guide to TM2, 12/2011, V2.0, FW, Admin Amend Aug 2014

7 5. Patient Record 5.1. View Patient Record From the Diary screen, click on the required Appointment and then press P to see the associated Patient Record: 5.2. View Appointment History Click on Appointments Tab in Patient Record screen to view a Patient s Previous Appointments: Appointments Page 7 of 10, Last printed 09/04/ :36:00

8 6. View Clinical Experience Review Report Click on Report Viewer in the Navigation Panel on the left hand side of the TM2 screen and then on the drop down arrow to the right of the Case Heading line to view and then click on the Clinical Experience Review Report: Report Viewer Show Report TestStudent Practitioner Page 8 of 10, Last printed 09/04/ :36:00 Student Guide to TM2, 12/2011, V2.0, FW, Admin Amend Aug 2014

9 In this report, you can check the Appointments section to see how many New Patients (NP s) and Re-examination Patients (RE s) you have seen, along with the number of Ongoing Patient s (OP s). You can also check your Total Clinic Hours in this section. Other sections collate information about the patients you have seen and some of this comes from the data you enter as the Clinic Audit Data after each patient appointment. 7. View Wallboard Once actually in the Clinic, Student Appointments and the Room that has been pre-assigned for that Appointment, will be displayed for each Team on the large Wallboard screen within each Team Room. Appointments displayed on the Wallboard are colour coded: Booked (but not yet arrived) Patients are displayed with a white background; Patients who have Arrived at reception are displayed with a green background; Patients who are Due but have not yet arrived are displayed with a light grey background; Patients who do not arrive (DNA) are displayed with a dark grey background; Patients who Cancel their appointment at the last minute are displayed with a pink background; Patients whose appointment is Completed and for whom the Case Audit Data has been entered are displayed with a blue background. Note: Appointments will continue to display as Incomplete on the Team Room Wallboards until the Case Audit Data has been entered after which they will not be shown, e.g. Team 1: Booking of rooms: please note that TM2 books patients to rooms to ensure that we do not over book the clinic in it s entirety. Students will need to book individual rooms on the whiteboard in their team point. Occasionally when the clinic is very busy students may need to locate a treatment room from another team point. Page 9 of 10, Last printed 09/04/ :36:00

10 8. Logout of TM2 In order to make it easier and faster for the next User to Login, after using TM2 in a Team Room it is important that students simply Logout of TM2 by clicking on the Logged in as username Button and DO NOT click on Exit TM2 which will shut down the package: Click here to Logout If you have any other questions on TM2 then please speak with your Team Leader and tutors in the first instance or ICT if further help is needed. Page 10 of 10, Last printed 09/04/ :36:00 Student Guide to TM2, 12/2011, V2.0, FW, Admin Amend Aug 2014

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