Patient Administration System Inpatient Clinics <PRE4> Version N1 Booking an Inpatient Appointment Revising Appointment Details Cancelled on the Day and DNAs Reinstating Cancelled Appointments Recording Appointments in the Past Inpatient Reports Recording Attendance Status Enquiry Functions Short Cut Codes
Department Flat 1 Connaught House Queen Alexandra Hospital Cosham PO6 3LY Tel: 023 9228 6000 ext: 5867 Email: Internal ICT, Training External: ICT.Training@porthosp.nhs.uk
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CONTENTS DATA PROTECTION ACT... 3 THE FREEDOM OF INFORMATION ACT (2000)... 3 Booking from Waiting List... 4 Booking from Preadmission... 4 APPOINTMENTS... 5 Waiting List & Pre-Admission Cancellations & Inpatient Appointments... 5 FBA - RECORDING AN INPATIENT APPOINTMENT.... 5 EPI - Inpatient Appointment View... 7 APE -Inpatient Appointment View... 7 REA - Revising Appointment Details.... 8 CND & DNA - Cancels on the Day or Did not Attend... 8 CAP - Cancellation of a future Appointment... 9 EPI Cancelled Appointment View... 9 CAB Cancel & Rebooking an Appointment....10 EPI - Cancelled & Rebooked View....10 APE -Cancelled & Rebooked View...10 RCA - Reinstate a cancelled Inpatient Appointment... 11 TOA Record Past Appointment/ Walk-ins.... 11 REPORTS...12 IDR - Inpatient Diary Reports...12 IDD Inpatient Diary Dump...13 IPL - Inpatient Pulling List...14 UCI IP Unrecorded Clinic Attendance Report...14 AAD - Record Attendance & Disposal...15 DFU DNA Follow Up...16 INPATIENT CLINIC ENQUIRY FUNCTIONS...17 CBK Clinic Booking Summary...17 CEQ Clinic Enquiry...18 SCE Cancel Suspend Clinic Enquiry...18 SHORT CUT CODES...19 I.C.T. TRAINING CANDIDATE APPEALS PROCEDURE... 20 MANUAL VERSION CONTROL/LOG...21 2
DATA PROTECTION ACT The Data Protection Act can now be found on the hospital s intranet site. Type in the URL heading line www.training.iphis.nhs.uk Then in the left hand column there is a hyperlink to data protection. Please ensure that you read the Data Protection Act. It is essential that you DO NOT share your password or allow others access to the system using your account. IF YOU DO YOU ARE LIABLE FOR DISPLINARY ACTION AND POSSIBLE DISMISSAL. It is essential that you log yourself out when you have completed your task. If you leave the system logged on and unattended this could breach patient confidentiality and possible unauthorised usage. Although the system automatically logs out (exits) after a few minutes of non-use it is still your responsibility to close your account. THE FREEDOM OF INFORMATION ACT (2000) What is the FOIA? The Act came into full force on 1st January 2005 and gives the public the right to information held by public authorities. Where can I find more information about The Data Protection Act, Caldicott Commission and the FOIA? The Trust has an FOIA Intranet page, which includes more information about the Act. There are also links to sample documentation and the flow chart, which depicts how information requests will be handled. The Information Commissioners web page is accessible at www.informationcommissioner.gov.uk Department of Constitutional Affairs, www.dca.gov.uk/ Other Data Protection information at the NHS Information Authority Website, www.nhsia.nhs.uk Caldicott Tool Kit can be viewed on the Trust s Intranet Site under Documents and Links IT IS THE RESPONSIBILITY OF EVERY MEMBER OF STAFF TO ENSURE THAT THE TRUST COMPLIES WITH THE TERMS OF BOTH ACTS 3
INTRODUCTION TO INPATIENT CLINICS Inpatient Clinics are a way of recording patient activity for Pre-op assessment appointments. At present these have either been recorded as Outpatient Appointments, Ward Attenders or manually in diaries. It is now possible to book an inpatient appointment from either a Waiting List episode or a Preadmission episode. If a clinic for consultant (a) is selected to book to a Waiting List/Preadmission episode for consultant (b) the system with give a warning message but it is possible to continue. When making an inpatient appointment the operation comment, if completed, will come through to the appointment comment, it can be overwritten or deleted if necessary. Appointment has fields Patient s Choice and Booking Type, these fields are not mandatory, but the information is required for stats. Appointment can be viewed in EPI and APE and shows as Department Inpatients. If the appointment has been booked via a Preadmission the TCI date can be viewed. Cancellation of appointments can also be viewed Booking from Waiting List It is possible to book an inpatient appointment if patient only has a waiting list episode. Once an appointment has been booked, if removal from the waiting list is attempted the system will prevent user from doing so as there is an appointment in the future. User would need to cancel appointment, and then remove from waiting list. If this has been done in error user would need to delete waiting list removal and then reinstate cancelled appointment. Booking from Preadmission If the appointment is booked to the preadmission episode the TCI date will appear in the appointment details in EPI and APE If the preadmission is cancelled the inpatient appointment is also cancelled by the system. The appointment cancellation details show as Reason Text: Preadmission Cancellation CNC HC. If the cancellation is deleted (delete outcome) the appointment is automatically reinstated. If the preadmission is cancelled and rebooked, the appointment is cancelled, even if the TCI date is brought forward. Users need to be aware of this and can Reinstate the cancelled appointment if this is appropriate. Inpatient Clinic reports appears to work same as Outpatients. Doctor report does not show TCI date. 4
APPOINTMENTS Waiting List & Pre-Admission Cancellations & Inpatient Appointments. If a WL or PRE episode is cancelled the inpatient appointment will automatically be cancelled too. If this is still required, the appointment can be reinstated using the function of RCA. BE AWARE OF ANY IMPLICATIONS YOUR ACTIONS MIGHT MAKE. FBA - RECORDING AN INPATIENT APPOINTMENT. 1 LIS - Search for your Patient in the recommended way, check that all demographic details are correct & that the patient has a current Case Note number. 2 Select FBA - record changes to your patients details (if required) & make the patients inpatient appointment. 3 Select the correct episode of care to attach the patient s appointment to. You are looking for the Waiting List or Pre-Admission Episode for the relevant Consultant/Speciality. 5
4 After selecting the appropriate episode the Appointment Details Screen will be displayed. Check the appointment:- a) Has not been previously booked OR b) Conflicts with any other booked hospital appointment. 5 Enter the relevant Clinic Title (F9) Enter the Appt Type (F9) Enter Date/Time of appt. 6 Select the appointment from the Doctor Timeslot Display Screen & complete the Selected Appointment Details Screen. 6
EPI - Inpatient Appointment View 1 Find your Patient & relevant Episode of Care. 2 Press Return at the Display Inpatient Events Screen, this will be the Appointments within Episode Screen. APE -Inpatient Appointment View 1 Select APE 2 Find your Patient 3 Press Return at Basic Details Confirm Screen 4 This will display all appointments. Note the difference between Inpatient & Outpatient Appointments. 7
REA - Revising Appointment Details. REA - Allows the revision of the Appointment Details Screen 1 Select REA 2 Find Patient & Select relevant appointment 3 Revise details. CND & DNA - Cancels on the Day or Did not Attend 1. If a patient cancels their appointment on the day make a note on the clinic sheet. Tell the patient they will be contacted after the clinic with a new inpatient appointment. 2. If a patient DNAs make a note on the clinic sheet. * Be aware of the repercussions a cancelled appointment could have on the patient Pre-Admission. * The new appointment will be allocated as soon as the AAD (Record Attendance & Disposal) for the clinic has been completed. * The new appointment must be made in DFU ( DNA Follow Up). 8
CAP - Cancellation of a future Appointment. 1 Select CAP Cancel Appointment 2 Find your Patient 3 Press return at the Basic Details Screen 4 Select relevant Inpatient Appointment 5 The Appointment Details screen will be displayed. Make note of any important information. 6 Record Reason Code (F9) & Reason Text. Notify Pre-Admissions Office. EPI Cancelled Appointment View Note CNC P (Cancelled Patient) 9
CAB Cancel & Rebooking an Appointment. 1 Select CAB 2 Find your Patient 3 Select relevant Inpatient Appointment to be Cancelled & Rebooked. 4 The Appointment Details screen will be displayed. Make note of any important information. 5 Complete Cancellation Details Screen. 6 Rebook the Inpatient Appointment. Be aware of the TCI Date & implication of Inpatient Appointment Date. EPI - Cancelled & Rebooked View. Note CNC PR (Cancelled Patient Rebooked) APE -Cancelled & Rebooked View. Note 1 New Inpatient Appointment 2 CNC PR (Cancelled Patient Rebooked) 10
RCA - Reinstate a cancelled Inpatient Appointment 1 Select RCA Reinstate Cancelled Appointment. 2 Return thorough the Basic Details Screen. 3 Select Appointment to be reinstated. The Appointment Details Screen & the Cancellation Details Screen will be displayed. 4 Enter Y to reinstate the selected appointment. Note this function will overbook without warning even if the appointment has been allocated to another patient. TOA Record Past Appointment/ Walk-ins. This function is used to add a patient to a past clinic and may also be used to add patients onto future clinics. Please add a patient to the appointment time that reflects the actual time the appointment took place. *WARNING If the patient s Waiting List Activity has not been entered on the system, you MUST add the Waiting List data in the Waiting List function of WLA. *WARNING If the patient s Booked Preadmission has not been entered on the system, you MUST add the activity in the Pre Admission function of PAD. TOA does not allow all the relevant data required to be entered. 1 Select TOA. 2 Select Inpatient at Department/Service Group Box. 3 Select Clinic & enter date 4 The Inpatient Select Timeslot Screen will be displayed. Select time slot nearest to the actual time that the patient attended. 5 Select Patient, Return thorough Basic Details Screen. 6 Select correct Pre / WL episode to attach the inpatient appointment to. 7 Complete Take on appointment Screen. * This part of the system is under review. 11
REPORTS There are many reports available; each department should look at the various formats to decide which report(s) will suit their working practices. IDR - Inpatient Diary Reports Produces a report for all the patients for the specified Consultant/Clinician for the specified date. 1 Select IDR 2 Reports F9 & select ALD 3 Request Type F9 & select On Demand 4 Command F9 & select Add 5 Complete Screen details 12
IDD Inpatient Diary Dump Produces a report for all the patients for the specified Consultant/Clinician for the specified date range. 1 Select IDD 2 Request Type F9 & select On Demand 3 Command F9 & select Add 4 Complete Screen details 13
IPL - Inpatient Pulling List Produces a report for all the patients for the specified Consultant/Clinician for the specified sort & date range. 1 Select IPL 2 F9 To select required sorted by option 3 Request Type F9 & select On Demand 4 Command F9 & select Add 5 Complete Screen details UCI IP Unrecorded Clinic Attendance Report This report is used to check that all attendances have been completed for the clinic / date specified. 14
AAD - Record Attendance & Disposal After your clinic has finished, you must record the attendance for patients that have attended an Inpatient clinic. 1 Select AAD 2 Select Inpatients at the Department / Service Group Box. 3 Enter Clinic Title & Date A list of patients on the specified clinic will appear - F9 to select relevant attendance codes. The whole clinic must be complete. ***If your patient cancels on the Day or Did not Attend, the function of DFU must be used to rebook inpatient appointments, see following page. 15
DFU DNA Follow Up 1 Select DFU 2 Select Inpatients at the Department / Service Group Box. 3 Enter Clinic Title & Date 4 A list of CND & DNA patient will appear. 5 Select patient one by one & complete the comment field & F9 to select appropriate action. Either rebook the patient an inpatient appointment or sent a letter to the GP. BEWARE of the implications on the Pre- Admission date! Note as each patient is dealt with the F/U status: Is populated with information & any free text comments are displayed. 16
INPATIENT CLINIC ENQUIRY FUNCTIONS CBK Clinic Booking Summary Displays information for the specified clinic. CBK can be used to view the clinic lag, (how long would a patient have to wait for the next free appointment). Note: L will recall the last clinic viewed, if typed at the Clinic field. 1 Select CBK 2 Select Inpatient from the Clinic Booking Summary Screen 3 Enter Clinic Code (F9) / Doctor Code (F9) and Start Date. Your specified clinic details will be displayed. If a minus sign is display, this would indicate appointment types that are overbooked. 17
CEQ Clinic Enquiry Gives on the screen details of patients attending your specified clinic. Note typing L to view the last clinic accessed may be used at the clinic prompt. 1 Select CEQ. 2 Select Inpatient at Department/Service Group Box. 3 Select clinic and enter clinic date. Patients attending the specified clinic will be displayed. SCE Cancel Suspend Clinic Enquiry Displays on the screen information for suspended clinics (that you have booking access for) for a specified day. 1 Select SCE 2 Select Inpatient if Department Service Group Box is displayed. 3 Enter Enquiry Date * Clinics that you have booking access for will appear on the list if it is relevant. These clinics may be selected to obtain a list of patients that are on the Suspended Clinic. 18
SHORT CUT CODES F = First Appointment available of the Type specified ie PON, POF or PTA T = Today s Date T6 = Six days in the future T-6 = Six days in the past 1W = One week in the future 2W = Two weeks in the future etc 1M = One month in the future 2M = Two months in the future etc 14M = 14months ( the system does not accept 1YR) B = Back When entering a date/time for the appointment. NB: Will not work once you have progressed to the Appointment Details Screen. V = View At appointment slot will display details of Patients that are already booked to the clinic, very useful when allocating an extra patient to a fully booked clinic. 19
I.C.T. TRAINING CANDIDATE APPEALS PROCEDURE. Candidates who are unhappy with any aspect of the end of course/test assessment decision should first discuss the problem with the ICT Trainer at the time of receiving the result. The reasons must be made clear by the candidate at this time. If the candidate is still unhappy with the result further discussion should take place involving the Team Leader or Senior Trainer within 3 days of the course/test date. The Department will keep a record of such discussion together with date and outcome. Where necessary the 1 st marker will be asked to re-mark and the marking checked by the Team Leader or Senior Trainer. It should be noted that if the candidate was borderline double marking should already have been undertaken. If this does not provide satisfaction the candidate may raise a formal appeal. Appeals will only be accepted if made in writing (not e-mail) to the Audit & Quality Manager within 10 days of the candidate receiving their result, outlining clearly the circumstance of the appeal. The 1 st & 2 nd markers will meet with the Training Audit & Quality Manager to consider if there are any aspects that should be taken into account in the candidates performance. In some circumstances the candidate may be offered a re-test (eg hardware or software problems). If this is not the case and the result remains unchanged and the Training Audit & Quality Manager is unable to resolve the impasse then the candidate may write to the Manager (within 5 days of receiving the 3 rd result) who will consider all evidence and circumstances of the appeal also taking into consideration responsibilities to the Trust and Data Protection Act to make a final decision.. QAH. May 2005 20
MANUAL Version Control/Log Manual Inpatient Clinic Version V.N1 Date December 2005 Revisions Page Updated Format (front page, screen shots, font, layout, headings) All New Course Criteria New Data Protection and FOI information 3 New Training Appeals Procedure 20 21