EMIS Web. Patient Access (EMIS Access)

EMIS Web Patient Access (EMIS Access)

Copyright Egton Medical Information Systems Ltd 2014 Controlled Document Version 19: 27 June 2014 Published by EMIS Documentation No part of this document may be sold, hired, reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording and information storage and retrieval systems for any other purpose than the purchaser s use without the express written permission of EMIS. Every effort is made to ensure that your EMIS documentation is up to date, but our commitment to constantly improve our software and systems means that there may have been changes since this document was produced. Associated documentation QM628 EMIS Access Medical Record Viewer TH777 EMIS Web Registering Dummy patients TH827 EMIS Web Non Patient Data Transfer from EMIS LV TH828 EMIS Web Non Patient Data Transfer from EMIS PCS TH981 EMIS Web Patient Access Medical Record Viewer UG137 EMIS Web Appointments UG144 EMIS Web Electronic Prescription Service R2 UG145 EMIS Web Registration Workflow UG148 EMIS Web Organisation Configuration UG151 EMIS Web Population Reporting UG152 EMIS Web Medication UG156 EMIS Web Registration, Carers and Patient Archive UG163 EMIS Web Tasks UG165 EMIS Web Appointment Reporting Page 2

Contents 1 Introduction... 4 1.1 Patient Access overview... 4 1.2 Patient Access and EMIS Web... 5 1.3 Accessing the Patient Access website... 5 1.3.1 Access the Patient Access website from EMIS Web... 5 1.3.2 Patient access to Patient Access... 6 1.4 Transferring Patient Access information from EMIS LV or EMIS PCS... 6 2 Activating Patient Access... 7 2.1 Access EMAS Manager and Patient Access... 7 2.2 EMAS Manager screen for Patient Access... 8 2.3 EMAS Manager ribbon... 8 2.4 Activate Patient Access and configure global settings... 9 2.5 Update Patient Access settings in bulk... 12 2.6 Deactivate Patient Access... 14 3 Configuring Patient Access appointment booking... 15 3.1 Configure appointments bookable using Patient Access... 15 3.2 Hiding appointment slots from Patient Access... 17 3.3 Configure users whose appointments are bookable using Patient Access... 18 3.4 Viewing appointments bookable or booked using Patient Access in the Appointment Book... 20 4 Configuring Patient Access Pre-Registration... 21 4.1 Configuring website links... 21 4.1.1 Basic website address for Pre-Registration... 22 4.1.2 UK and overseas patients... 22 4.1.3 Medical history questionnaire... 22 4.1.4 Online registration... 22 4.1.5 After registration... 22 4.2 Commissioning and testing Pre-Registration... 22 4.2.1 Internal trial... 23 4.2.2 Internet trial... 24 4.2.3 Review and training... 24 4.2.4 Service launch... 24 5 Medical Record Viewer... 25 5.1 Benefits and considerations... 25 5.2 Configuring the Medical Record Viewer... 25 5.2.1 Enable the Medical Record Viewer for an existing Patient Access patient... 26 6 Registering patients for Patient Access... 29 6.1 Patient Access registration letters... 29 6.2 Registering dummy patients for Patient Access... 30 6.3 Register a patient for Patient Access... 30 6.4 Managing Patient Access online registrations... 33 7 Managing Patient Access using Workflow Manager... 35 7.1 Access Workflow Manager... 35 7.2 Process a Patient Access message... 35 7.3 Process a pre-registration... 36 7.4 Process a change of address request... 37 7.5 Process a Patient Access online registration (account request)... 37 7.6 Process a repeat medication request... 38 8 Patient Access searches and reports... 40 8.1 Access Population Reporting... 40 8.2 Access Appointment Reporting... 40 8.3 Patient Access search criteria and report features... 41 9 Index... 44 Page 3

1 Introduction Note: Patient Access is the new name for EMIS Access. The new name is used in the patient interface, and will be gradually introduced into EMIS Web. This user guide is designed to help you to use Patient Access (formerly EMIS Access) with EMIS Web. The Patient Access website has its own help system, which provides instructions for patients on registering for Patient Access and using the Patient Access features. This guide only deals with configuring, using and managing Patient Access within your organisation. In this section, you will learn: About Patient Access; see section 1.1 Patient Access overview on page 4. About using Patient Access in EMIS Web; see section 1.2 Patient Access and EMIS Web on page 5. How to access the Patient Access website; see section 1.3 Accessing the Patient Access website on page 5. About transferring existing Patient Access information from EMIS LV or EMIS PCS; see section 1.4 Transferring Patient Access information from EMIS LV or EMIS PCS on page 6. 1.1 Patient Access overview Patient Access provides services from your organisation to patients over the internet. Patients can use Patient Access from a PC or from any other device that they use to access the internet, for example a mobile phone. Certain Patient Access functions are also available via digital television. Patient Access is intended to reduce your workload and improve your service to patients, by: Reducing the number of telephone calls to the practice and enabling reception staff to focus on other key areas. Enabling patients to contact your organisation outside opening hours. Reducing the number of patients who do not attend their appointments (DNAs). Patients can use Patient Access to: Register online for Patient Access. Note: On the Patient Access website, patients can locate their GP practice, check if the practice uses online registration and, if so, create a Patient Access account by providing personal and security information. After creating a Patient Access account online, patients can book an appointment online, but cannot view or take any action on appointments booked using other methods, nor use any other Patient Access features. To activate their account fully and enable them to use all Patient Access functionality, patients must also visit the practice, with proof of identity. Book and cancel appointments. Request prescriptions for repeat medication. Notify your organisation about changes of address. Send messages to your organisation. Provide pre-registration information (prospective patients). View their care record. Page 4

Reset their Patient Access password and/or request a reminder of their user ID. Note: Patients can only use these features if their email address and mobile phone number are recorded in EMIS Web, and they must also provide security information as part of the process. If a patient for whom an email address and/or mobile phone number is not recorded tries to use either of these features, a warning message is displayed. Your organisation can decide which of the configurable features to make available to patients. In addition, you can make a feature available to most patients, but disable it for individual patients, for example, if a patient abuses a feature. Note: The password reset feature is enabled by default, and you cannot disable it. Guidance for patients on the use of all Patient Access features is provided on the Patient Access website at http://www.patient.co.uk/patient-access. Note: Patients access these features via a secure server and cannot view your organisation s clinical system from Patient Access. 1.2 Patient Access and EMIS Web Note: There is no specific Patient Access module in EMIS Web. You can access the Patient Access website from EMIS Web (see section 1.3.1 Access the Patient Access website from EMIS Web on page 5), and you also need to use the following EMIS Web modules to activate, configure and manage Patient Access: Module EMAS (External Messaging Application Server) Manager Registration Appointments Users (in Organisation Configuration) Tasks (in Workflow Manager) Registration (in Workflow Manager) Medicine Management (in Workflow Manager) Population Reporting Use to Activate Patient Access and configure global feature settings. Register patients to use Patient Access and amend their Patient Access details. Configure appointments bookable using Patient Access. Configure users whose appointments are bookable using Patient Access. Manage Patient Access messages. Manage pre-registrations, change of address requests and online Patient Access registrations. Manage repeat prescription requests. Create searches and reports using Patient Access criteria. 1.3 Accessing the Patient Access website 1.3.1 Access the Patient Access website from EMIS Web To access the Patient Access website from EMIS Web, do one of the following: Click, point to External Links, click Patient UK, and then click the Patient Access link on the Patient UK homepage. On the EMIS Web homepage, click the link, if configured. Page 5

1.3.2 Patient access to Patient Access Patients can access the Patient Access website in any of the following ways: At https://patient.emisaccess.co.uk. From a link at www.patient.co.uk. From a link on your practice s own website, if configured. Note: Although a practice website is beneficial if you want to use the pre-registration feature, it is not essential for your practice to have its own website to use Patient Access. 1.4 Transferring Patient Access information from EMIS LV or EMIS PCS If your organisation has already used Patient Access with EMIS LV or EMIS PCS, the following existing settings and information can be transferred to EMIS Web (if configured using the Non-Patient Data Transfer (NPDT) module): Appointment sessions. Appointment slots. You can configure the following Patient Access settings before your EMIS Web go-live date: Users available for online booking. Appointments bookable using Patient Access. Note: Configure appointment slots bookable using Patient Access before you create week templates. You need to reconfigure all other settings for Patient Access in EMIS Web. Patient Access is deactivated on the day before your EMIS Web go-live date and all Patient Access settings are migrated to EMIS Web in preparation for go live. You must therefore make sure that you deal with all Patient Access prescription requests and messages at least two days before your EMIS Web golive date. Patients who are already registered for Patient Access can keep their existing accounts. For more information about non-patient data transfer to EMIS Web, refer to the following training handouts: TH827 EMIS Web Non Patient Data Transfer from EMIS LV TH828 EMIS Web Non Patient Data Transfer from EMIS PCS Page 6

2 Activating Patient Access Use the Patient Access section of EMAS Manager to: Activate Patient Access. Select the Patient Access features that you want your patients to be able to use. Configure settings for the selected features, including global messages to patients. Note: In addition to these organisation-wide settings, you can configure settings for individual patients in Registration; see section 6.3 Register a patient for Patient Access on page 30. In this section, you will learn: How to access EMAS Manager; see section 2.1 Access EMAS Manager on page 7. About the EMAS Manager screen; see section 2.2 EMAS Manager screen for Patient Access on page 8. About the EMAS Manager ribbon; see section 2.3 EMAS Manager ribbon on page 8. How to activate Patient Access; see section 2.4 Activate Patient Access on page 9. How to update Patient Access settings in bulk (i.e. for all patients registered for Patient Access); see section 2.5 Update Patient Access settings on page 12. How to deactivate Patient Access; see section 2.6 Deactivate Patient Access on page 14. 2.1 Access EMAS Manager and Patient Access Note: To use EMAS Manager, you must have Role Based Access Control (RBAC) activity B0062 Local System Administration in your role profile (configured in Organisation Configuration). For more information about RBAC, refer to UG148 EMIS Web Organisation Configuration. 1. To access EMAS Manager, do one of the following: Click, point to System Tools, and then click EMAS Manager. If you have customised the quick access toolbar, click. If you are already in the System Tools module, click the EMAS Manager tab. From the EMIS Web homepage, click the link, if configured. The EMAS Manager screen is displayed. 2. To access the Patient Access section of EMAS Manager: a. At the bottom of the navigation pane, click the EMIS tab. b. At the top of the navigation pane, click Patient Access. The Patient Access screen within EMAS Manager is displayed. If you cannot access EMAS Manager and need to, contact your organisation administrator. Page 7

2.2 EMAS Manager screen for Patient Access EMAS Manager screen, with Patient Access selected The EMAS Manager screen for Patient Access consists of the following sections: Interoperability categories (for example, Patient Access) are displayed in the navigation (left-hand) pane. When you select an item in the navigation pane, information about the item is displayed in the right-hand pane. On the EMAS Manager screen: A green tick is displayed beside applications and features that are activated. A red cross is displayed beside applications and features that are not activated. 2.3 EMAS Manager ribbon When you access EMAS Manager, the following ribbon is displayed: EMAS Manager ribbon Page 8

Note: The options available on the ribbon vary, depending on your role and the action you are taking. Use the following table as a guide to the EMAS Manager ribbon options and how they are used for Patient Access. Section Option Use to EMAS Applications Activate Application Deactivate Application Activate an application, for example, Patient Access. For more information, see section 2.4 Activate Patient Access on page 9. Deactivate an application. For more information, see section 2.6 Deactivate Patient Access on page 14. Patient Access Save Settings Save Patient Access settings. For more information, see section 2.4 Activate Patient Access on page 9. Bulk Patient Update Update multiple patient records with changes to Patient Access settings. For more information, see section 2.5 Update Patient Access settings on page 12. 2.4 Activate Patient Access and configure global settings Note: You can configure settings for individual patients in Registration; see section 6.3 Register a patient for Patient Access on page 30. 1. Access EMAS Manager. 2. At the bottom of the navigation pane, click the EMIS tab. 3. At the top of the navigation pane, click Patient Access. Patient Access information is displayed in the right-hand pane. 4. On the EMAS Manager ribbon, click Activate Application. Page 9

A green tick is displayed beside Patient Access in the navigation pane, and the Patient Access Settings in the top right-hand pane are enabled. Patient Access settings in EMAS Manager 5. In the Registration Website Address section: a. Select the required website address (to be printed on Patient Access registration letters for patients). b. If required, in the Welcome Message field, type a message to be displayed on the homepage when patients access the Patient Access website. Example welcome message, circled Page 10

6. Select the box beside each feature you want your patients to be able to use, and then configure any required settings for each selected feature, using the following table as a guide. Feature Appointments How to configure 1. Type or select the required booking settings: Maximum Booked Appointments: the number displayed is the maximum number of booked appointments that patients can have at a time (of all slot types, whether booked using Patient Access or by contacting your organisation directly). Book no Sooner than (days): the number displayed is the earliest time that patients can book an appointment using Patient Access, e.g. if you set this as 4, patients can only book appointments 4 days ahead. Book no Later than (days): the number displayed is the latest time when patients can book an appointment using Patient Access, e.g. if you set this as 1, patients cannot book an appointment using Patient Access for the same day; they can only book on the day before as the minimum. 2. If required, in the Appointments Message field, type a message for patients who use Patient Access to book appointments. If you do not type a message in this field, the message panel is not displayed on the Patient Access website. 3. In the Appointment Reason Message field, click and select Disabled, Optional or Mandatory. Note: If you select Appointments as an available feature, you also need to configure further settings in Appointments; see section 3 Configuring Patient Access appointment booking on page 15. Prescriptions Medical Record Viewer 1. In the Script Request Message field, click and select Disabled, Optional or Mandatory. 2. If required, in the Prescribing Warning Message field, type a message for patients who use Patient Access to request repeat prescriptions (see example screenshot on page 12). If you do not type a message in this field, the message panel is not displayed on the Patient Access website. 1. Select each care record section that you want your patients to be able to view. Note: If you want to disable the Medical Record Viewer, clear all the boxes. 2. If you want to specify a cut-off date for letters and attachments, select Only show letters and attachments on and after, and then type the required date, or click and select the required date. Note: If you specify a date, patients cannot view letters and attachments added to their records before that date. 3. If you want to specify a cut-off date for free text entries, select Only show free text on and after, and then type the required date, or click and select the required date. Note: If you specify a date, patients cannot view free text added to their records before that date. For more information about Medical Record Viewer, see section 5 Medical Record Viewer on page 25. Page 11

Other Services 1. Select the box beside each required feature. 2. If you select Online Registration, you must also enable Appointments. A warning message is displayed if you try to do either of the following: Enable Online Registration when Appointments is not enabled. Disable Appointments when Online Registration is enabled. 3. If you want clinicians gender and/or language to be displayed in Patient Access, do one of the following: To display gender and/or language for all clinicians, select Display Clinician Language and/or Display Clinician Gender. To display gender and/or language for selected clinicians only, click Configure by Clinician, and then use the Clinician Gender and Language Choices screen to specify the gender and/or language of the required individual clinicians. Note: System-wide settings override individual patient settings, unless a feature is disabled for a patient. 7. On the EMAS Manager ribbon, click Save Settings. Patient Access is activated, and the selected features are enabled. A green tick is displayed beside Patient Access in the navigation pane, and beside the appropriate items in the Service Message Details (bottom right-hand) pane. Repeat medication ordering screen on Patient Access website, showing example message 2.5 Update Patient Access settings in bulk 1. Access EMAS Manager. 2. At the bottom of the navigation pane, click the EMIS tab. 3. At the top of the navigation pane, click Patient Access. Patient Access settings are displayed in the right-hand pane. 4. On the ribbon, click Bulk Patient Update. Page 12

The Bulk Patient Update screen is displayed, showing Patient Access settings, with active and inactive patients for each feature. Bulk Patient Update screen 5. For each required feature, select Enable or Disable, as required. 6. If required, type or select the following: Free text start date. Document free text start date. Note: If you specify a date in these fields, patients cannot view free text added to their records before that date. 7. Click Apply, and then click Close. The selected settings are applied to all patients who are registered for Patient Access and have an active Patient Access account and displayed on the Patient Services tab in Registration for each patient. Note: If required, you can configure settings for individual patients in Registration; see section 6.3 Register a patient for Patient Access on page 30. Page 13

2.6 Deactivate Patient Access 1. Access EMAS Manager. 2. At the bottom of the navigation pane, click the EMIS tab. 3. At the top of the navigation pane, click Patient Access. Patient Access settings are displayed in the right-hand pane. 4. On the EMAS Manager ribbon, click Deactivate Application. Patient Access is deactivated. On the EMAS Manager screen, a red cross is displayed beside Patient Access in the navigation pane, and beside the appropriate items in the Service Message Details (bottom right-hand) pane. Page 14

3 Configuring Patient Access appointment booking If you want patients to be able to book appointments using Patient Access, you need to configure the appointments that will be available to them. On the Patient Access website, standard GP appointments and other appointment types are displayed separately, to make it easier for your patients to select the appropriate type of appointment when they book appointments online. In this section, you will learn how to: Use the Appointment Book to configure the appointments that patients can book using Patient Access; see section 3.1 Configure appointments bookable using Patient Access on page 15. For more information about the Appointment Book, refer to UG137 EMIS Web Appointments. Use Users (in Organisation Configuration) to configure the users whose appointments can be booked using Patient Access; see section 3.3 Configure users whose appointments are bookable using Patient Access on page 18. For more information about Users, refer to UG148 EMIS Web Organisation Configuration. Use the Patient Access icon in Appointment Book to identify and view appointments that patients can book using Patient Access and appointments that patients have booked using Patient Access; see section 3.4 Viewing appointments bookable or booked using Patient Access in the Appointment Book on page 20. 3.1 Configure appointments bookable using Patient Access 1. Access Appointment Book in one of the following ways: Click, point to Appointments, and then select Appointment Book. If you have customised the quick access toolbar, click. If you are already in Appointments, select the Appointment Book tab. On the EMIS Web homepage, click the link, if configured. 2. Select the required appointment session. 3. Right-click the required appointment slot and select Slot Properties. Page 15

The Slot Properties screen is displayed. Slot Properties screen, with Patient Access field circled 4. If required, in the Slot Type field, click and select the required appointment slot type. Note: Non-default appointment slot types are displayed separately on the Patient Access website. 5. Select Patient Access. 6. Click OK. The selected slot is made available for patients to book using Patient Access, and a Patient Access icon is displayed beside the slot in the Appointment Book. Appointment session, with slots bookable using Patient Access circled Page 16

7. Repeat steps 2 to 6 for each slot that you want to make available for patients to book using Patient Access. The specified appointments are displayed on the Patient Access website. Patient Access appointment booking page, showing general and non-gp appointment types 3.2 Hiding appointment slots from Patient Access When you create certain types of appointment session (for example, as to-do lists or for telephone consultations) or edit their properties, you can select Hide from Patient Access. Selecting this option ensures that booked appointments from these sessions are not displayed in Patient Access, and thereby prevents patients from cancelling these appointments using Patient Access. However, you cannot select this option when editing the properties of an appointment session that already contains appointment slots that are bookable using Patient Access. Page 17

Create Session screen, with Hide from Patient Access option circled 3.3 Configure users whose appointments are bookable using Patient Access 1. Access Users in one of the following ways: Click, point to Configuration, click Organisation Configuration, and then click the Users tab at the bottom of the navigation pane. If you have customised the quick access toolbar, click, and then click the Users tab at the bottom of the navigation pane. If you are already in the Organisation Configuration module, click the Users tab at the bottom of the navigation pane. On the EMIS Web homepage, click the link, if configured. 2. Select the required user. 3. On the Users ribbon, click Edit User. The Edit User screen is displayed, showing the selected user s details. 4. In the left-hand pane, click Role. Page 18

The Role pane is displayed. Edit User screen, Role pane, with Patient Access Booking field circled 5. In the Role section: a. Select Appointment Session Holder. b. Beside the Patient Access Booking field, click and select one of the following: 6. Click OK. All Appointments Own Patients Only Note: This field is disabled until you select Appointment Session Holder. The user s appointments in the selected category are made available for patients to book using Patient Access. Page 19

3.4 Viewing appointments bookable or booked using Patient Access in the Appointment Book The Patient Access icon in the Appointment Book enables you to identify easily which appointment slots are available for patients to book using Patient Access and which appointments patients have booked using Patient Access: The Patient Access icon is displayed beside appointment slots that are bookable using Patient Access and not already booked. The Patient Access icon remains displayed beside appointment slots that patients have booked using Patient Access. The Patient Access icon is removed from appointment slots that are bookable using Patient Access if a user in your organisation books patients into these slots. However, if a booking is subsequently cancelled, the Patient Access icon is displayed beside the appointment slot again. If required, you can use Appointments Configuration (User Options, General) to switch off the Patient Access icon for individual users or all users. Appointments Configuration screen, with Show Patient Access Icon option circled For more information about Appointments Configuration, refer to UG137 EMIS Web Appointments. Page 20

4 Configuring Patient Access Pre-Registration Patient Access Pre-Registration enables prospective patients to record some of their registration details online, before they attend your organisation to register. These registration details are then held in EMIS Web until the patient attends to register in person, at which point they are used as the basis for the patient s full registration. As much information as possible is transferred from Patient Access to EMIS Web Registration, saving time at the reception desk. You can then add the rest of the registration information manually in the usual way. Important: You should only use the Pre-Registration feature to obtain certain registration details before the patient visits your organisation; it does not replace the full registration process. Patients must still complete and sign the GMS1 registration form, unless you have written consent for online registrations from your clinical commissioning group (CCG). To configure and use the Patient Access Pre-Registration service for your organisation, you need to: Enable Pre-Registration, so that it is available to your patients. To do this, you need to select Pre-Registration in the list of available features when you activate Patient Access; see section 2.4 Activate Patient Access on page 9. Configure appropriate links to Patient Access from your organisation website. Commission and test Pre-Registration before making it available for use. In this section, you will learn how to: Configure Patient Access website links for Pre-Registration; see section 4.1 Configuring website links on page 22. Commission and test Pre-Registration; see section 4.2 Commissioning and testing Pre-Registration on page 22. 4.1 Configuring website links The person responsible for your organisation s website will know how to add the Patient Access website link (URL) to your practice website. The Patient Access Pre-Registration website recognises and includes your organisation name and EMIS customer database (CDB) number. The exact format of the website link depends on what you want to be displayed when patients access Patient Access from your organisation s website. For all the link formats described below: Use the exact format shown, to ensure that the link works correctly; for example, if your CDB number is incorrect, your pre-registrations will go to another organisation instead of your own. Use the & (ampersand) character to separate options. Replace NNNN in the example URLs below with your EMIS CDB number (for example, 10028). Replace XXXX in the example URLs below with your organisation name. However, this name should not be too long. Use %20 instead of any spaces in the organisation name, for example, University%20of%20Malvern. Use capitals in SiteId, SiteName and all other options exactly as shown below. All options are case sensitive. Page 21

4.1.1 Basic website address for Pre-Registration Use the following format for the basic link from your organisation s website: https://patient.emisaccess.co.uk/preregistration/?siteid=nnnn&sitename=xxxx For example: https://patient.emisaccess.co.uk/preregistration?siteid=10028&sitename=university%20of%20malvern 4.1.2 UK and overseas patients If you want to offer separate URLs for UK and overseas patients, use the following formats: https://patient.emisaccess.co.uk/preregistration?siteid=nnnn&sitename=xxxx&regtype=uk https://patient.emisaccess.co.uk/preregistration?siteid=nnnn&sitename=xxxx&regtype=overseas On your website you can explain which patients should register as each type and direct them to the appropriate link, which helps to prevent confusion. If you use these formats, only the registration details required for the selected patient type are displayed; if you do not include the regtype option in the URL, all possible registration details are displayed, and the patient must then choose the appropriate ones. 4.1.3 Medical history questionnaire If you want to direct patients to a standard medical history questionnaire at the end of a successful preregistration, use the following format: https://patient.emisaccess.co.uk/preregistration?siteid=nnnn&sitename=xxxx&quest=simple When the patient completes the questionnaire and is registered, the questionnaire is added to their care record. 4.1.4 Online registration Some CCGs have agreed to allow organisations to carry out patient registrations completely online, without a patient signature or GMS1 form. If your organisation has such an agreement, you can use the following format to inform patients that this is the case: https://patient.emisaccess.co.uk/preregistration?siteid=nnnn&sitename=xxxx&quest=register Important: You must not use online registration only and this format unless you have the written consent of your CCG. EMIS cannot arrange such an agreement; you must contact your CCG directly. 4.1.5 After registration If you want to direct patients back to your organisation s website at the end of the pre-registration process, use the following format: https://patient.emisaccess.co.uk/preregistration?siteid=nnnn&sitename=xxxx&returnurl=http://www.patient.co.uk 4.2 Commissioning and testing Pre-Registration Registration is a vital process and it is important that it is set up properly and that the relevant staff know how to use it. It is important to ensure that pre-registration information is not lost in the system because of configuration errors. Page 22

EMIS recommends that you run a pilot phase at your organisation before using Pre-Registration on a large scale. A suitable pilot process could include: An internal trial. An internet trial. Review and training. The service launch. 4.2.1 Internal trial 1. Choose a new patient who is attending your organisation to register. 2. Ask the patient to enter their pre-registration details, under supervision in your organisation, on a web browser connected to the Patient Access website. Note: You need to arrange for the patient to have temporary access to a computer, but you must not leave the computer unattended at any time. 3. Check that the pre-registration details arrive in the Pre-Registrations inbox (Workflow Manager, Registration, Patient Access section). Registration section of Workflow Manager, with Pre-Registrations inbox circled 4. From the Pre-Registrations inbox, complete the registration, and then ensure that all parts of the registration process are completed, including Registration transactions in Workflow Manager and diary entries. Page 23

4.2.2 Internet trial 1. Ask a small group of new patients to pre-register using the Patient Access website. 2. Monitor these registrations to ensure that all parts of the process are completed. 4.2.3 Review and training 1. Hold an organisation meeting to review the trials and ensure that Pre-Registration meets your needs and expectations. 2. Train your staff in using Pre-Registration. EMIS suggests that you produce a Microsoft Word template so that you can use mail merge to automate the completion of paper GMS1 forms for patients to sign. Alternatively, you can contact your CCG to find out if they will accept paperless registrations. 4.2.4 Service launch 1. Add a link from your organisation website to the Patient Access Pre-Registration web page. Note: Adding a link prevents the possibility of patients typing the wrong address. 2. Publicise the website address to prospective patients. 3. Continue to monitor the service periodically to ensure it is running smoothly. Page 24

5 Medical Record Viewer The Medical Record Viewer enables patients to view all or part of their care record on the Patient Access website. In this section, you will learn: About the benefits of allowing patients to view their care record online, and the issues you need to consider before making the Medical Record Viewer available to your patients; see section 5.1 Benefits and considerations on page 25. About configuring the Medical Record Viewer; see section 5.2 Configuring the Medical Record Viewer on page 25. For more information about the Medical Record Viewer, refer to TH981 EMIS Web Patient Access Medical Record Viewer. 5.1 Benefits and considerations Making care records available to patients has a number of benefits, but before doing so, you need to check the information that care records contain and the implications of making this information available to patients. For example, you need to consider: Whether the records contain information obtained from third parties (i.e. someone other than your organisation or the patient concerned). Whether the records contain serious or abnormal test results that your organisation needs to discuss with the patient. Style and language used in the records. Whether or not to offer record access to children. If required, you can use confidentiality policies to remove any of the following types of sensitive data from the Medical Record Viewer: Individual clinical terms (Read codes). Consultations. Medication. For more information and guidance about these issues and others, and about managing medical record access, refer to QM628 EMIS Access Medical Record Viewer and implementing record access. 5.2 Configuring the Medical Record Viewer To enable the Medical Record Viewer for your patients, you need to configure Medical Record Viewer settings in EMAS Manager; see section 2.4 Activate Patient Access and configure global settings on page 9. Note: EMIS recommends that you register one or more dummy (test) patients for Patient Access, so that you can see how the settings you configure in EMIS Web affect what your patients see on the Patient Access website; see section 6.2 Registering dummy patients for Patient Access on page 30. To use the Medical Record Viewer, patients must first create a Patient Access account, either by using the online registration function or by registering at your organisation to use Patient Access and obtaining a Patient Access registration letter. Page 25

Note: Previously, patients needed an additional pass phrase to use the Medical Record Viewer, but from EMIS Web version 4.8 onwards, no pass phrase is needed. 5.2.1 Enable the Medical Record Viewer for an existing Patient Access patient 1. Access Registration in one of the following ways: Click, point to Registration, and then select Registration. If you have customised the quick access toolbar, click. If you are already in the Registration module, click the Registration tab. On the EMIS Web homepage, click the link, if configured. 2. Select the required patient. The patient s registration details are displayed. 3. On the Registration ribbon, click Edit Patient. The Edit Patient screen is displayed. 4. In the left-hand pane, click Patient Services. Note: This option is not available until Patient Access has been activated. The Patient Services pane is displayed, showing global settings for your organisation and any existing settings for the patient. Page 26

Edit Patient screen, Patient Services pane 5. In the Patient Application Relationships section, click Manage New Relationships. The Select Applications to Register screen is displayed. Select Applications to Register screen Page 27

6. Select Patient Access, and then click Confirm Selection. 7. In the Care Record Viewer Configuration section, select the box beside each feature that you want to enable for the patient. In the Outcome column, a green tick is displayed beside each feature that is enabled for the patient and a red cross is displayed beside each feature that is disabled for the patient. 8. If you want the patient to be able to view letters and attachments in their care record: a. If required, in the Free Text Settings Letters and Attachments field, select Override system-wide free text settings. b. If you want to specify a date before which the patient will not be able to view letters and attachments in their care record, in the Free Text Effective Date field, type or select the required date. Note: If you do not specify a date in this field, the patient will be able to view all letters and attachments in their care record. 9. If you want the patient to be able to view free text entries in their care record: a. If required, in the Free Text Settings field, select Override system-wide free text settings. b. If you want to specify a date before which the patient will not be able to view free text entries in their care record, in the Free Text Effective Date field, type or select the required date. Note: If you do not specify a date in this field, the patient will be able to view all free text entries in their care record. 10. Click OK. The Medical Record Viewer is enabled for the patient. Page 28

6 Registering patients for Patient Access Patients can register to use Patient Access in either of the following ways: Register at your organisation, obtain a registration letter, and then register on the Patient Access website, using the information in the registration letter. Register online to use Patient Access. Note: If patients use Online Registration to create a Patient Access account, they cannot use all the Patient Access features until they visit your organisation with proof of identity and you accept their account request. In this section, you will learn: About Patient Access registration letters; see section 6.1 Patient Access registration letters on page 29. About registering dummy patients for Patient Access; see section 6.2 Registering dummy patients for Patient Access on page 30. How to register patients for Patient Access; see section 6.3 Register a patient for Patient Access on page 30. How to manage Patient Access online registrations; see section 6.4 Managing Patient Access online registrations on page 33. 6.1 Patient Access registration letters Patient Access registration letters are produced when you register patients for Patient Access (in Registration), and they provide the unique details that the patient needs to register on the Patient Access website. Register screen on Patient Access website Patients who register for Patient Access at your organisation and receive a registration letter cannot use Patient Access until they have registered on the Patient Access website. Page 29

EMIS recommends that you: Only give registration letters to patients in person. Only give patients their own registration letter (you must confirm patients identity if you are unsure; for example, by asking for a driving licence or other form of identification). Only allow patients aged 16 years or over to register for Patient Access. Note: For more information about Registration, refer to UG156 EMIS Web Registration, Carers and Patient Archive. 6.2 Registering dummy patients for Patient Access You can register dummy (test) patients for Patient Access. Registering dummy patients is a useful way to test how the settings that you configure for Patient Access in EMIS Web affect what your patients will see on the Patient Access website. If you need help with registering dummy patients, refer to TH777 EMIS Web Registering Dummy patients and/or go to the EMIS Web support centre. As dummy patients have no NHS number, you need to type the temporary NHS number ZZZZ999 in the NHS Number field when creating accounts for dummy patients on the Patient Access website. 6.3 Register a patient for Patient Access 1. Access Registration in one of the following ways: Click, point to Registration, and then select Registration. If you have customised the quick access toolbar, click. If you are already in the Registration module, click the Registration tab. On the EMIS Web homepage, click the link, if configured. 2. Select the required patient. The patient s registration details are displayed. 3. On the Registration ribbon, click Edit Patient. The Edit Patient screen is displayed. 4. In the left-hand pane, click Patient Services. Note: This option is not available until Patient Access has been activated. The Patient Services pane is displayed, showing global settings for your organisation (configured in EMAS Manager): in the Global column, a green tick is displayed beside each feature that is enabled for your organisation and a red cross is displayed beside each feature that is disabled for your organisation. Page 30

Edit Patient screen, Patient Services pane 5. In the Patient Application Relationships section, click Manage New Relationships. The Select Applications to Register screen is displayed. Select Applications to Register screen Page 31

6. Select Patient Access, and then click Confirm Selection. 7. In the Patient column in the Service Feature Configuration section, select the box beside each feature that you want to enable for the patient. In the Outcome column, a green tick is displayed beside each feature that is enabled for the patient and a red cross is displayed beside each feature that is disabled for the patient. 8. If you want to enable the Medical Record Viewer for the patient: a. In the Medical Record Viewer Configuration section, select Medical Record Viewing to enable the other options in this section. b. In the Patient column, select the box beside each feature that you want to enable for the patient. In the Outcome column, a green tick is displayed beside each feature that is enabled for the patient and a red cross is displayed beside each feature that is disabled for the patient. c. If you want the patient to be able to view letters and attachments in their care record, select Override system-wide free text settings in the Free Text Settings Letters and Attachments field. d. If you want to specify a date before which the patient will not be able to view letters and attachments in their care record, in the Free Text Effective Date field, type or select the required date. Note: If you do not specify a date in this field, the patient will be able to view all letters and attachments in their care record. e. If you want the patient to be able to view free text entries in their care record, select Override system-wide free text settings in the Free Text Settings field. f. If you want to specify a date before which the patient will not be able to view free text entries in their care record, in the Free Text Effective Date field, type or select the required date. Note: If you do not specify a date in this field, the patient will be able to view all free text entries in their care record. Note: For more information about the Medical Record Viewer, see section 5 Medical Record Viewer on page 25. 9. Click OK. The selected Patient Access features are enabled for the patient, and a registration letter is printed. 10. Give the registration letter to the patient, for the patient to use to create a Patient Access account. Note: The patient cannot use Patient Access until they have created an account. The patient s Patient Access information is displayed in Registration, on the Patient Services tab. Page 32

Patient Access information in Registration (Patient Services tab) 6.4 Managing Patient Access online registrations If you enable Online Registration for Patient Access, patients can create an account on the Patient Access website by providing personal and security information. Patients can then book an initial appointment online, but cannot view or take any action on appointments booked using other methods, nor use any other Patient Access features. To activate accounts created online fully and enable patients to use all available Patient Access features: Patients must visit your organisation, with proof of identity. You must accept patients account requests. Online registration account requests and rejected requests are displayed in the Patient Access section of the Registration module in Workflow Manager, and you can use the ribbon options to accept or reject account requests. For more information, refer to section 7.5 Process a Patient Access online registration (account request) on page 37. When a patient who has used online registration to create a Patient Access account is marked as arrived for an appointment at your organisation, a message is displayed. Patient Access Account Request message Page 33

From the message screen, you can: Accept the request. Note: The Accept option is disabled until you select I have checked the patient s identity. Reject the request. Reject the request and block the patient from using Online Registration. Postpone processing the account request, and then process it later in the Patient Access section of the Registration module in Workflow Manager. Page 34

7 Managing Patient Access using Workflow Manager To manage Patient Access, you need to use the following EMIS Web modules within Workflow Manager: Tasks, to manage Patient Access messages. For more information about Tasks, refer to UG163 EMIS Web Tasks. Registration, to manage pre-registrations, change of address requests and online Patient Access registrations. For more information about Registration in Workflow Manager, refer to UG145 EMIS Web Registration Workflow. Medicine Management, to manage repeat medication requests (including repeat dispensing medication). For more information about Medicine Management, refer to UG152 EMIS Web Medication and UG144 EMIS Web Electronic Prescription Service R2. Care Record (Manage Templates option), if your organisation uses any templates to provide and/or record Patient Access information. In this section, you will learn how to: Access Workflow Manager and the modules that you need to use for managing Patient Access; see section 7.1 Access Workflow Manager on page 35. Manage Patient Access messages; see section 7.2 Process a Patient Access message on page 35. Process pre-registrations; see section 7.3 Process a pre-registration on page 36. Process change of address requests; see section 7.4 Process a change of address request on page 37. Process Patient Access online registrations; see section 7.5 Process a Patient Access online registration (account request) on page 37. Process repeat medication requests; see section 7.6 Process a repeat medication request on page 38. 7.1 Access Workflow Manager To access Workflow Manager, do one of the following: Click, and then click Workflow Manager. If you have customised the quick access toolbar, click. From the EMIS Web homepage, click the link, if configured. To access the required Workflow Manager module (for example, Tasks), click the appropriate tab in the navigation pane. 7.2 Process a Patient Access message 1. Access Tasks. The Tasks screen is displayed. 2. In the Patient Access Messages section of the navigation pane, click Inbox. Page 35

Messages that patients have sent to your organisation using Patient Access are listed in the right-hand pane. 3. In the top right-hand pane, click the required message. The message content is displayed in the lower right-hand pane. 4. To reply to the message: a. On the Tasks ribbon, click Open Message. The EMIS Access Messaging screen is displayed. EMIS Access Messaging screen b. In the Reply field, type a reply to the message. c. Click Send. The reply is sent to the patient. Note: The patient s message remains in the Patient Access Messages Inbox until you delete it. 7.3 Process a pre-registration 1. Access Registration in Workflow Manager. The Registration screen is displayed. 2. In the Patient Access section of the navigation pane, click Pre-Registrations. Pre-registration messages are listed in the top right-hand pane. Page 36

3. In the top right-hand pane, click the required pre-registration message. Details of the pre-registration are displayed in the lower right-hand pane (Pre-Registration Details tab). 4. On the Registration Workflow ribbon, click Complete Registration. The Add Patient screen is displayed, showing the patient s details from the pre-registration message. 5. Complete and/or edit the details as required; for more information about registering patients, refer to UG156 EMIS Web Registration, Carers and Patient Archive. 6. Click OK. The patient s registration is saved. 7.4 Process a change of address request 1. Access Registration in Workflow Manager. The Registration screen is displayed. 2. In the Patient Access section of the navigation pane, click Change Address Requests. Change of address request messages are listed in the right-hand pane. 3. In the top right-hand pane, click the required change of address request message. Details of the change of address request are displayed in the lower right-hand pane (Address Change Details tab). 4. Check the details, and then click one of the following on the Registration Workflow ribbon, as appropriate: Accept Request; if you select this option, the patient s address details are updated in Registration. Reject Request; if you select this option, no action is taken and the change of address request is archived. 7.5 Process a Patient Access online registration (account request) Note: You can also process online registrations if a Patient Access Account Request message is displayed when you mark a patient as arrived for an appointment; for further information, see section 6.4 Managing Patient Access online registrations on page 33. 1. Access Registration in Workflow Manager. The Registration screen is displayed. 2. In the Patient Access section of the navigation pane, click Online Registration. Page 37

Patient Access account requests are displayed in the right-hand pane. Registration Workflow screen, Patient Access Online Registration section 3. In the right-hand pane, click the required request. 4. On the Registration Workflow ribbon, do one of the following: If you have checked the patient s identity and want to activate the patient s Patient Access account and enable all available features, click Accept Request. If you do not want to activate the patient s Patient Access account, click Reject Request. 7.6 Process a repeat medication request 1. Access Medicine Management. 2. In the Medicines Management section of the navigation pane, click Prescription Requests. Repeat prescription requests are displayed in the top right-hand pane, with Patient Access displayed in the Source column for requests received via Patient Access. 3. In the top right-hand pane, click the required Patient Access repeat prescription request. Details of the repeat prescription request, including any message from the patient, are displayed in the bottom right-hand pane. 4. On the Medicine Management ribbon, click Open. Page 38

The Workflow Manager Task screen is displayed, showing details of the request. Workflow Manager Task screen 5. If required: Deal with any clinical safety warnings, or click Override All on the ribbon to override the warnings, and then click Continue on the ribbon. In the EMIS Access Message field at the bottom of the right-hand pane, type a message for the patient. EMIS Access Message field 6. On the ribbon, click Approve and Next. 7. On the ribbon, click Issue Approved. The Workflow Manager Task screen closes, and the repeat prescription request is removed from Medicine Management. On the Patient Access website, Issued is displayed beside the medication item, together with any message, to notify the patient. Page 39

8 Patient Access searches and reports You can use the Population Reporting module and the Appointment Reporting module in EMIS Web to create searches and reports with Patient Access features as search criteria. In this section, you will learn: How to access Population Reporting; see section 8.1 Access Population Reporting on page 40. How to access Appointment Reporting; see section 8.2 Access Appointment Reporting on page 40. About Patient Access search criteria; see section 8.3 Patient Access search criteria and report features on page 41. For more information about creating searches and reports, refer to the following documents: UG151 EMIS Web Population Reporting UG165 EMIS Web Appointment Reporting 8.1 Access Population Reporting To access Population Reporting, do one of the following: Click, point to Reporting, and then select Population Reporting. If you have customised the quick access toolbar, click. If you are already in the Reporting section, click the Population Reporting tab. From the homepage, press ALT, press E, press S, and then press P. On the homepage, click the link, if configured. The Population Reporting screen is displayed. 8.2 Access Appointment Reporting To access Appointment Reporting, do one of the following: Click, point to Appointments, and then select Appointment Reporting. If you have customised the quick access toolbar, click. If you are already in the Appointments section, click the Appointment Reporting tab, or press ALT, and then press S. From anywhere else in the system, press ALT, press E, press A, and then press S. On the homepage, click the link, if configured. The Appointment Reporting screen is displayed. Page 40

8.3 Patient Access search criteria and report features The available search criteria and report features related to Patient Access are shown in the following table and illustrated in the screenshots below. Search area Patient Details Note: These criteria are only available to organisations with Patient Access activated. Appointments Note: This criterion is available to all organisations. Medication Requests Note: These criteria are available to all organisations. Search criteria/reporting features available Patient Access Status (Inactive, Pending or Active) Patient Can Manage Appointments (True or False) Patient Can Request Prescriptions (True or False) Patient Can Update Contact Details (True or False) Patient Can Send Secure Messages (True or False) Patient Can View Care Record (True or False) Patient Registered Online (True or False) Booking method (Practice, Patient Access or Scheduled) Searchable fields: Request Date Request Status (Requested, Completed or Rejected) Request Source (Practice, Pharmacy or Patient Access) Reportable fields: Rejection Reason Request Query Patient Access Query Response Page 41

Selecting Patient Access search criteria in Patient Details Selecting Patient Access as the booking method in an appointments search Page 42

Selecting Patient Access as the request source in a medication requests search Selecting Booking Method as a filter in an appointment slot report Page 43

9 Index A account requests... 37 appointment reporting... 40 appointments bookable... 15 configuring... 15 hiding from Patient Access... 17 session holders... 18 viewing... 20 B bulk updates... 12 C change of address requests... 37 E EMAS manager...7 accessing... 7 ribbon... 8 screen... 8 EMIS LV transfers... 6 EMIS PCS transfers... 6 M medical record viewer... 25 benefits... 25 configuring... 25 considerations... 25 enabling for existing Patient Access patients... 26 medicine management (workflow manager)... 38 messages... 35 N non patient data transfer (NPDT)...6 O online registration... 37 P Patient Access activating... 7, 9 configuring... 12 deactivating... 14 managing... 35 online registration... 33 overview... 4 Patient Access website accessing from EMIS Web... 5 patient access... 6 patients dummy... 30 registering for Patient Access... 29, 30, 33 population reporting... 40 pre-registration commissioning... 22, 23, 24 configuring... 21, 22 testing... 22, 23, 24 pre-registrations... 36 R registration (workflow manager)... 36, 37 registration letters... 29 repeat medication requests... 38 reports... 40, 41 S searches... 40, 41 T tasks... 35 transfers from EMIS LV and EMIS PCS...6 U users bookable... 18 W website links configuring... 21, 22 websites Patient Access... 5, 6 workflow manager... 35 accessing... 35 medicine management... 38 registration... 36, 37 Page 44