Remote Booking Functionality Guide Contents Contents... 1 Introduction... 2 Configuration... 3 Creating a Rota Template for Remote Booking (provider organisations only)... 3 Amending a specific Rota for Remote Booking (provider organisations only)... 5 Creating and applying Remote Booking Templates (provider organisations only)... 6 Restricting the Slot Types that are shared via Remote Booking (provider organisations only)... 8 Pulling Remote Appointments into the provider unit (referring organisations only)... 10 Functionality... 11 Booking Remote Appointments Introduction... 11 Booking Remote Appointments (provider organisations only)... 11 Booking Remote Appointments (referring organisations only)... 14 Booking Remote Appointments via the Free Slot Search (referring organisations only)... Error! Bookmark not defined. Cancelling Remote Appointments (referring organisations only)... 16 TPP 2014 Commercial in confidence
Introduction Remote Booking allows any SystmOne organisation to make their appointment slots, contained within specified appointment rotas, available for booking by one or more other SystmOne organisations. There are two parties involved in the process of booking remote appointments: the 'provider' organisation, who hosts the clinics that can be accessed by other organisations. the 'referring' organisation, who refers patients to the clinics run by the provider organisation. The provider organisation must set up the rota and share the rota with the referring organisation in order to allow Remote Booking. There are no limits placed on the number of rotas that can be shared via Remote Booking by the provider organisation, or any restrictions on the number of referring organisations that can be permitted to book into an individual rota at the provider organisation. This makes Remote Booking an ideal solution for organisations wanting to make specific rotas available to large numbers of other SystmOne organisations within their area to support federated working. 2
Configuration Creating a Rota Template for Remote Booking (provider organisations only) To set up a Rota Template for Remote Booking by another organisation: 1. Navigate to Setup>Appointments>Rota Templates from the Main Menu. 2. Do one of the following: - click New Template, enter the rota details on the Rota Design tab as usual and then select the Remote Booking tab, or - select the template you want to use for remote booking, click Amend and select the Remote Booking tab of the Amend Rota dialog. Figure 1: Remote Booking tab when creating/amending a Rota Template 3. Click New Share. The Share Rota dialog is displayed. Figure 2: Share Rota dialog 4. Click the magnifying glass icon to select the organisation you want to share the rota to, from the list, and click Ok. The name of the organisation is displayed in the Share rota to individual organisation field. 3
5. Select the Limit appointments tick-box and specify an appropriate number of appointments if you do not want the other organisation to be able to book all the appointments in the rota. 6. Specify the time period during which the referring organisation will have access to the rota. You may want to close the booking window a few days before the clinic is due to take place. 7. Click Ok. The sharing organisation is added to the Remote Booking tab of the Amend Rota dialog. To share the rota template with additional organisations, repeat Steps 3 to 7. Figure 3: Remote Booking tab Alternatively if your organisation is part of an Organisation Group enabled for federated working (please refer to the separate Organisation Group functionality guide that explains how this is enabled), you will be able to quickly add a share to all organisations in your federated group using the Share rota to federated working group option. You are now ready to apply the Rota Template to the appointments grid in the usual way. 4
Amending a specific Rota for Remote Booking (provider organisations only) To make an existing rota available to another organisation for remote booking: 8. Select Appointments>Appointments Overview from the Main Menu. 9. Right -click on the rota 'spine' and select Administration>Amend. 10. Select the Remote Booking tab of the Amend Rota dialog. 11. Click New Share. The Share Rota dialog is displayed. Figure 4: Share Rota dialog 12. Click the magnifying glass icon, select the required organisation from the list and click Ok. The name of the organisation is displayed in the Share rota to individual organisation field. 13. Select the Limit appointments tick-box and specify an appropriate number of appointments if you do not want the sharing organisation to be able to book all the appointments in the rota. 14. Specify the time period during which the referring organisation will have access to the rota. You may want to close the booking window a few days before the clinic is due to take place. Note, by default the booking window end time will be the start time of the clinic. This can however be increased up until the end time of the clinic if you want to allow referring organisations the ability to book future appointments after the clinic has started, which may be useful for the case of an extended hours clinic. 15. Click Ok. The referring organisation is added to the Remote Booking tab of the Amend Rota dialog. To share the rota template with additional organisations, repeat Steps 4 to 8. Alternatively, if your organisation is part of an Organisation Group enabled for federated working, you will be able to quickly add a share to all organisations in your federated group using the Share rota to federated working group option. You are now ready to apply the rota template to the appointments grid in the usual way. 5
Creating and applying Remote Booking Templates (provider organisations only) Where providing organisations routinely share to a number of other organisations, but not to the whole of the federation, users might want to consider setting up Remote Booking Templates so the appropriate shares can be easily applied to your rotas. To create a Remote Booking Template: 1. Select Appointments>Appointments Overview from the Main Menu. 2. Right -click on the 'spine' of any rota and select Administration>Amend. 3. Select the Remote Booking tab of the Amend Rota dialog. 4. Click Apply Remote Booking Template. The Select Remote Booking Template dialog is displayed. 5. Click New Template. The Create Remote Booking Template dialog is displayed. 6. Give your new template a name and click the New Share option to create a new share (as per the steps in the previous section of this guide). 7. Once all the required shares have been added, users can also amend, copy and remove existing shares as required using the buttons at the bottom of the Create Remote Booking Template dialog. 8. Your new Remote Booking Template is then confirmed by pressing the Ok button. Figure 5: Create Remote Booking Template 6
Once a Remote Booking Template has been created this can be easily applied to a rota instead of individual shares having to be created, as follows: 1. Select Appointments>Appointments Overview from the Main Menu. 2. Right -click on the 'spine' of any rota and select Administration>Amend. 3. Select the Remote Booking tab of the Amend Rota dialog. 4. Click Apply Remote Booking Template. The Select Remote Booking Template dialog is displayed. 5. Select your template from the list of the left hand side and a preview of it will be displayed. 6. Click the Select button to apply the template to your rota. Figure 6: Select Remote Booking Template 7
Restricting the Slot Types that are shared via Remote Booking (provider organisations only) Where the providing organisation wants to share a particular rota to other organisations, but wants to stop certain slots within that rota being shared, this can be achieved as follows: 1. Select Appointments>Appointments Settings from the Main Menu. 2. Navigate to the Slot Types option on the tree on the left hand side of the Appointments Settings dialog. Figure 7: Appointments Settings dialog 3. Select the slot type that you want to stop sharing via Remote Booking and click Amend Slot Type. 4. Uncheck the Can be booked through remote booking option on the Amend Slot Type dialog and press Ok. 8
Figure 8: Amend Slot Type dialog 5. This will return you to the Appointment Settings dialog where you should press Ok to confirm your changes. Now whenever that particular slot type is used in a rota which is shared to other organisations via Remote Booking, those appointment slots will not be bookable by any of the referring organisations. This functionality allows providing organisations the ability to reserve an appropriate number of appointment slots purely for local use. Please note, by default all existing slot types are included in Remote Booking, so these steps will need to be repeated for all slot types that the providing service would like to exclude from Remote Booking. 9
Pulling Remote Appointments into the provider unit (referring organisations only) If the provider organisation wishes to pull patients from a referring organisation into their own rotas, which could be very useful if the two organisations share reception staff, this must first be agreed with the referring organisation. If this is needed the below process must be followed by the referring organisation to grant this ability to the provider organisation. Note: This type of access allows the provider organisation to access the referring organisation's patient list for booking appointments without being able to retrieve the patient records via a F10 search. Once the appointment is booked, visibility of the existing patient record at the providing organisation is governed by the patient s Enhanced Data Sharing Model (edsm) preferences. To grant 'remote booking "pull" access' to a provider organisation: 1. Do one of the following: select Appointments>Remote Booking from the Main Menu and click Security on the Remote Booking screen, or select Setup>Users & Policy>Staff & Organisation Setup from the Main Menu and click Out of Hours Access to bring up the Organisation Access dialog. Figure 9: Organisation Access dialog 2. Click Grant Access. 3. Click the magnifying glass icon to search for and select the provider organisation. 4. Select 'Remote Booking "Pull" Access' from the Access granted drop-down list. 5. Click Ok. Note: The referring organisation only needs to grant 'Remote booking "pull" access' to the provider organisation once. 10
Functionality Booking Remote Appointments Introduction Provider and referring organisations must use different methods of booking remote appointments into a shared rota. This is because the patient will not be registered with the provider organisation and the referring organisation cannot see the rota on the Appointments Overview/Appointment Ledger. Booking Remote Appointments (provider organisations only) To book an appointment for a patient belonging to a referring organisation into a shared rota: 1. Select Appointments>Appointments Overview from the Main Menu. 2. Double-click on the appropriate rota to open it. 3. Right-click on the required appointment slot and select Book Remote Appointment. The Remotely Register New Patient dialog is displayed. Figure 10: Book Remote Appointment option 4. Select the patient's usual location from the drop-down list of organisations with whom the rota is shared, if required. 5. Complete the fields in the Step 2 section and click Find. The details of the relevant patient are displayed in the 'Step 3' section. 11
Figure 11: Remotely Register New Patient dialog 6. Select the patient and click Ok. If the Patient Care Details dialog is displayed, go to Step 7; otherwise, go to Step 9. 7. Select the responsible carer from the drop -down list, give a care start date, and add any comments if required. 8. Click Ok. The Book New Remote Appointment dialog is displayed. 12
Figure 12: Book New Remote Appointment dialog 9. Complete the Book New Remote Appointment dialog in the same way as you would for a normal booking and click Ok. The Appointment Information dialog is displayed with details of the booking. 10. Click Print to give a copy of the appointment details to the patient or click Close to exit. Note: Patients remotely registered in this way are displayed in blue type on the Quick Patient Search (F10) dialog. 13
Booking Remote Appointments (referring organisations only) Organisations who are referring their patients into a clinic held at another organisation cannot see the rota itself on the Appointments Overview but can still book into it using the Remote Booking screen. This means the providing organisation regains full control of the clinic and only they can make amendments to the rota. Where there is also a need for the referring organisation to be able to manage the rota, organisations should consider the use of Shared Administration functionality (covered later in this guide). To book a remote appointment: 1. Select Appointments>Remote Booking from the Main Menu. Figure 13: Remote Booking screen 2. Select the appropriate provider organisation from the Show rotas for drop-down list or select 'All units' to view rotas from all sharing provider organisations. 3. Select the appropriate rota type from the drop -down list or select 'All types' to view all rota types. 4. Click All, Tomorrow, Next 7 or Next 30 to filter the rotas displayed in the 'Available Rotas' pane according to the day the rota occurs, for example if you click Next 7, only rotas occurring in the next seven days are displayed. 5. Select the appropriate tick-box(es) to restrict the rotas that are displayed: 14
Show rotas not yet bookable include rotas whose booking window has not yet been reached, i.e. the date in the Bookable From column is in the future. Show bookable rotas include rotas containing bookable appointment slots. Show fully booked rotas include rotas that are fully booked. Rotas that have no available appointments remaining are greyed out. 6. Click Refresh or press F5. A list of rotas matching your specified criteria is displayed. Tip: To show the available rotas in the order you require, click on the relevant column heading (for example, to sort the results by location, click on the Location column heading). 7. Select the rota you want to book into. Details about the selected rota are displayed at the foot of the Remote Booking screen, including contact details for the provider organisation. 8. Do one of the following to view a list of the slots that you can book into: double-click on the rota, or select the rota and click Request Slots, or right-click on the rota and select Request Slots. The requested rota will appear in the pane on the right hand side of the screen. You can hover over the spine of the rota and the individual slots returned to see associated information in a tooltip (such as the slot type you are about to book into). Also the colour coding for the rota and slots will match the setup of the providing organisation, so colour schemes can be standardised across all sharing organisations in order to help receptionists easily locate appropriate appointments. Slots which are not available for booking, such as those already booked for other patients, will also be clearly indicated as not available. 9. Select the slot you want and do one of the following: click Book Appointment or right-click and select Book Appointment and search for the patient in the usual way, or click Book Appointment from Waiting List or right-click and select Book Appointment from Waiting List and navigate to the relevant waiting list using the tree in the left-hand pane. 10. Select the patient and click Ok. The Book New Remote Appointment dialog is displayed. 11. Select the appropriate flag(s) and opt to send an SMS confirmation if required before clicking Ok. The Appointment Details dialog is displayed with details of the booking. Click Print to give a copy of the appointment details to the patient or click Close to exit. 15
Cancelling Remote Appointments (referring organisations only) Although the referring organisation does not have access to the providing organisations rota via their own Appointment Overview/Ledger, they can still cancel any appointments at providing organisation that they have booked on behalf of their patients. This can be achieved as follows: 1. Press the F9 key to access the Appointment Search. 2. Check the box to include Appointments remotely booked into other organisations. 3. Search for your patient as normal so the remotely booked appointment is returned 4. Right click on the appropriate appointment you want to cancel, select Administration and then select an appropriate cancellation reason. 5. You will then be given the option to rebook the appointment now, rebook later, do not rebook or to cancel the operation. Figure 16: Appointment Search 16