Welcome to the End User Manual for GPs using
Contents
1. ccccceceeeeeeeeeeeeeeeeaeeeeees 10 4 6 Directly and Indirectly Bookable ServiCe cccccseeccceceeeeeeeceeeeeeeceeeseeseeeeeeeseaeeeeeseaees 11 5 MAKING AN APPOINTMENT REQUEST WHEN A PATIENT WISHES TO MAKE A BOOKING LATER AND PRINTING A SUMMARY cessssssssssssssesssessssseseseesseeeseeeeeeeees 13 Sl Completing an Appointment Request and Printing a Summary for your Patient 13 6 MAKING AN APPOINTMENT BOOKING cccccccccceseceseceeeseseseeeseseseceseseseseseeeseseeeseenseess 16 7 ACCESSING THE CHOOSE AND BOOK HOME PAGE ccccccccccccecccecececeeeeeeeeeeeeeeeeeeeeees 18 7 1 If you have a Choose and Book icon on your GeSKtOP cceeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeees 18 7 2 If you do NOT have a Choose and Book icon on your desktop cceeeeeeeeeeeeeeeeeees 18 8 SEARCHING FOR A PATIENT IN CHOOSE AND BOOK ccccccccccccececeeeeeeeeeeeeeeeeeeeees 20 8 1 El SC UIC a I aE NN aeeane cope EE RE E EE EE E E EE 20 8 2 Logging out of and Closing Choose and BOok cccccsseseeeeceeeeeeeeeeeeeeeeeeeeeaaseeeessaees 21 9 ADVICE AND GUIDANCE REQUESTS z ccccccccccccccccesceeeeeeeeeeeeeeseseseseeeeeseeeseesesesesesnsasaess 22 9 1 How to Request Advice and Guidance cccccccceeceeeceeeceeseeeeeeeseeueseeseeueeessaaeeeesaaees 22 10 HOW TO VIEW ADVICE AND GUIDANCE RESPONSES cccccccccsseseeeeeeeeeeeeeeeeeeeeees 23 10 1 Howto Convert2. Note 2 If you start a referral and then cancel out of the Create Choose and Book Referral Letter dialog box without saving it the communication will remain on the patient s record This is because a UBRN was requested from the Spine for this referral and the number cannot be returned or cancelled You can however mark in error the referral on the Communications screen and it will be removed to the Deleted node in the Clinical Tree gt Once the referral letter has been sent the Primary Care side of the process is complete The referral will be reviewed by the Service Provider and rejected or accepted If the referral is rejected for some reason the GP will be notified and will need to rebook into a more appropriate service 26 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 11 How to Update your Referral Letter NB You can update and change the attachments you have sent as referral letters once you have submitted the original for Directly Bookable Services up until the freeze time is reached and for IBS up until the referral is accepted Each time you change the referral letter and attachments and resend them they will appear in the hospital clinician s worklist for them to review once again Access the Choose and Book dialogue box via the right click menu kya dlee LY eure there Laer al age Deeg Pr Bc eel elf Poet kepian Pathan Pepping Aai Aiamisum irie Peper Gece Tock lee phe 08 w
3. End User Manual for General Practitioners GPs using SystmOne for Choose and Book R2 3 Issue 1 0 13 December 2005 Choose and Book Programme End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 Welcome to the End User Manual for GPs using SystmOne for Choose and Book R2 3 Contact National Choose and Book Team Connecting for Health cabtechnicaldeploymentteam cfh nhs uk End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 1 Contents 1 CONTENT ca E E E 1 2 BACKGROUND TO CHOOSE AND BOOK ccccccssseseseseeeseseeesecececeseseeeeseeeeeseeeseseeseeeeess 4 3 ACCESSING CHOOSE AND BOOK VIA SYSTMONE USING A SMARTCARD 6 5 3 1 Using your Smartcard to Log in to SystmOne Error Bookmark not defined 4 ENTERING CHOOSE AND BOOK VIA A PATIENT CONSULTATION IN SYSTMONE TO SELECT SERVICES OR MAKE AN APPOINTMENT REQUEST cccccccccccceceeeeeeeeeeeeeeeeeeeeees 7 4 1 S f 19 1018 ere aa gt 0 ee E E E oe een ieee eee eee ee eee 7 4 2 Searching for services by Specialty Clinic Type and Priority c cccccccceseeeeeeeeeeeeeees 7 4 3 Searching for services by Named Clinician ccccceeeececeeeeeeeeceeeeeeeseeeeeeeseeeeeeseeeeeeeeeas 9 4 4 Searching for services Dy KEYWOIK cccccseeecceceeeeceeseeeeeeeeeaeeceeeaeaeeeeesuaeeeeessaaeeeseaseees 10 4 5 Selecting Appropriate Services for your Patients NeedS
4. Referred To 2a Now 2005 Lieutenant Hans Booking Reserred for Preventing Hospital Admission Sauber ODOOOOT IETS Requesting Breast Care Serice mfp herak 1 ieee zie 3 fo ar fo MEE A ae A Pl peer E a Pmj OY OS Eiba s Mor EAW chB Sc Gpecbert tiot M Spnedoc F caban PY spamone Eo A G a Previously sent Referrals can be tracked for any patient on the Choose amp Book home page This can be accessed through the main Administration menu aS Recall sH E a es x v a lf Choose And Book Homepage 4660 id View Martenance oe Fe Read Code Smor Patient Status Mark Overview View pending appartments Patient Warring View ond record patties home wet requests OT Ralf amp Organisation Setup Today Fri 25 Nov 2005 Create and manage rots templates Go to the DOI links adeuristr ation screen Tomorrow Sat 26 Now 2005 Quick search for patients Regster a new patient with this organisation View and issue currerk repeat template Record few vacanation Pun the cytology torget report Roun the captation for this organisation Roun the ienmnutication targat report for this orgarecation View create onal run circai reports zfo j 3 o z fo MM o o E Hj al DI leoo essril E o7 Maen A Y D E Seton rmres stew caesar Sonate retson roe decree Y cbm symm BED BA r 28 End User Manual for GPs CAB R2 3 an
5. 4 amp Quick Glance P Administration A Journal 55 New Journal E include Category Ekon Aa C Read Code Journal B Issues 11 ig Repeat Templates accinations 2 amp Communications 9 Recalls 2 I t Sensitivities amp Allerg z Hil Pathology Reports kai Numeric Results K Investigations Examinations Current medication Allergies Intolerances Risk to others Alcohol consumption Smoking habit Conditions Diagnoses Procedures Medication Non therapeutic drug use A Referral Reason Read Code 10 Oct 2002 Brittle asthma Ua149 07 Dec 2004 Essential hypertension CE0Uc Deleted Items 19 Cause ofl Asthma Family history Housing Employment ONOOOOBOOOOOOOsoO Attachments Attachment Description Add attachments Remove attachments Send referral Save for later mp SE 0006 HF ad ForhelppressF1 amp 09 32 E Barcla 09 33 ORNA GB NASP NB This picture is missing a 4 button of Print Patient Letter 10 1 To produce a referral letter gt gt gt Type the body of your referral letter into the Referral message field From the list in the left hand pane of the window select the Include tick box beside any information types you want to include in the referral from the patient record Select the Referral Reason tick box beside the relevant entry or entries in the right ha
6. F Teaphone J345 890 22 30 oO Online foo Lo yan nhs y khealliisparg and Select Choose and Bigi aa Online 14 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 gt The patient can then either take that printout to your Practice Admin Team or they can call the IBS Call Centre for an IBS or the CABAL or they can access the internet at www nhs uk healthspace for a DBS later to complete their booking Once you have printed off the summary you are returned to the summary screen where you can again either Undate Person see section 17 or Add Referral Letter see section 8 or Close At this stage you can finish your Choose and Book actions by clicking on Close and you can then attach your referral letter once created from EMIS LV Close Choose and Book by clicking on Logout and then the amp amp at top right of the window This returns you to the Create Choose and Book Referral Letter screen within SystmOne see section 11 At this point the GP can either complete the referral letter and send to Choose and Book or decide to create it later 15 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 6 Making an Appointment Booking lf you and your patient wish you can immediately complete the booking of when and where the patient is seen for directly bookable services only gt gt You will have first selected appropriate services for your patient See section
7. by clicking on the name of a service and Choose and Book will now display for you the full information that is recorded in the Directory of Services on that service This is your opportunity to check that the choices you will offer your patient are all fully appropriate to their particular referral need The Patient Info column has a web link to www nhs uk where you find information about that service on nhs uk If you select several services and then click on the Compare Services button you will see information on www nhs uk showing the services side by side so you can compare them If at this stage you decide not to proceed with an appointment request click Don t Submit You return to your Homepage where you can either click on 4ttiens again to proceed with another search for service or you can search for another patient Once you have read the service information you can select either one or several of the services for your patient by clicking in the box to the left of the service name to see who has the earliest appointment available between all the appropriate services NB If you only select one option at this stage your patient will only have that one option available to them if they call the Choose and Book Call Centre to make a booking later on So if your patient wants to go home to discuss the options with their family you should tick all the clinically relevant options at this stage to keep all those choices ope
8. close this window You are now returned to your desktop having successfully logged on to the Spine 3 2 Logging in to SystmOne To log into SystmOne using your smartcard double click the SystmOne icon on your desktop then click the card icon on the Login screen SYSTEM pay ON Vee hdl gl E BRE GC OR D Unat System Is An Offence End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 4 Entering Choose and Book via a Patient Consultation in SystmOne to Select Services or make an Appointment Request lf you decide your patient needs a referral to a Service Provider you can use Choose and Book to initiate a referral and or make a direct booking 4 1 Selecting a Patient To make a referral or booking using Choose and Book you first need to open a patient s record in SystmOne and record your consultation in the normal way Right click on the Communications node in the Clinical Tree and select New Choose amp Book Referral or select the Communications node from the Clinical Tree and click in the toolbar This action will cause Choose and Book to generate a UBRN Unique Booking Reference Number The UBRN is a key piece of data that identifies the booking throughout the lifecycle and ties together the booking and the associated referral letter If the patient decides to complete a booking later via the Internet or by telephone the UBRN Is required in addition to a password Ch
9. ensure they do not go to the Provider and to progress their care further if required 15 1 Finding a Rejected Referral gt J J J Access Choose and Book via Internet Explorer See section 6 The Choose amp Book Home Page will display Click on arklists to see your worklists You can select your own name from the pick list of Referrers so you only see those patients you have personally initiated an appointment request for or who you have made a booking for Click on the pick list and select your name Filter By Referrer M Activity List Advice and Guidance Responses Rejected Referrals Outstanding Referral Letters Click on Rejected Referrals to reveal your worklist of any referrals that have been rejected Click on the UBRN of the rejected referral and you can read the explanation of why the referral was rejected from the hospital Clinician fue petted Meferrale Last Reirei 2006 2005 Lise Pril LEER MHS Dubai eds Sale aTh aean Betan bocsi AHHH Hyas riis Pait Hares Further infomation Beary Dertrict z p r Snr aa ZOSI 4 pick watts fede James Harris ita Modor hris Sees NL ne Further inicewestion Goya Dextre i quired 5 a Ekik Jars a oder Carman c hor forerieng Jcece pathodcgn nema in eer Ot he hypi ei Rone piure prt WHRSHE lots ord decrense in oppie verki sugges Treat he is urgent referred to agaro Et tink Sprity CARDO LOY pecisity Ca dogr SAk YEA Shortlist Prapriiyy Pi
10. from the pick list of Staff Mix in the upper right side of the screen If your patient does not wish to travel far you can type in their postcode and the maximum number of miles the patient would wish to travel from their home address Within miles of 246 SED postcode Once you have completed all the yellow mandatory fields plus any other search criteria your patient wishes click on Suggest Services End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 Choose and Book will search the Directory of services for those services that meet your search criteria that have been commissioned by your PCT 4 3 Searching for services by Named Clinician The availability of the named clinician referrals functionality is dependent on whether this functionality has been taken up locally and where directly bookable services are being offered the version of PAS compliance gt Named Clinician means that you can search for services that your PCT has commissioned for a particular Named Clinician To search for those services of a particular Named Clinician you will first need to search for your named Clinician Click on the purple box to the right of the Named Clinician field gt Enter the Surname of the desired Clinician you wish to find and enter any further details if you wish to limit the search findings e g forename organisation or location or specialty Click on Search Surname cramer Forename Se
11. new functionality in R2 3 of Choose and Book In particular the new items are e Patient Details screen has been updated to remove registered GP details and address fields changed e Redrafted smartcard login section completely e Patient postcode is automatically populated on the booking screen e NHS number and UBRN fields in the patient search section have been divideed into 3 fields End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 2 Background to Choose and Book Choose and Book is the nationally commissioned system built by Atos Origin to provide the NHS with an electronic booking and choice tool Choose and Book first went live in 2004 and is now at release version 2 3 R2 3 which went live in December 2005 Choose and Book enables a patient to choose where they wish to attend for an outpatient appointment from those commissioned by their Primary Care Trust PCT and make a booking of a date and time of their choice from those available This end user manual sets out the functions that a General Practitioner GP or referrer can perform in Choose and Book using SystmOne to access Choose and Book Choose and Book enables a GP to refer or book a patient to a service commissioned by their primary care trust PCT and to send an electronic referral letter with that referral or booking The functions that a GP can do in Choose and Book when completing a referral and booking are Access Choose and Book u
12. 4 5 Before asking Choose and Book to find available appointments for the service s you have selected you can limit the search by filling in the date range of when your patient should or wishes to be seen Suggest Sopris The Due By date is the latest date by when you want your patient to be seen at the hospital The Start Date defaulted to the current date and End Date are the dates within which you want to view available appointment slots for your patient to be seen at the hospital Click on 288 aeponmams and Choose and Book will display in chronological order all the appointment slots for all your selected services within the date ranges you have specified 4 Ap penn ees gt gt gt Zabt Apparte Cate Tire Servic Hain Location Lad Prof eppional Diari Wi C00 Fai LF H Liverpool Serca Poor dried Hicrspatal Harris Pita Dey Week Month O00 Fri 70024 Ho s Hinspitall Prova Ariel Hicrspatal MAAD Fri 72 Livangool Serica Ral Ariel Hippa Harris Rita C00 Fai E72 HE Hinspatall Ral Ariel Hirspatal 10200 Fa 7 CTH Ligand Seria a 10200 Fa 7 CTH He s Hipiai Rorri Aari Hirer al You can use the scroll bar to see up to 50 appointments currently available You can click the Next button to see the next 50 and Back to see the previous 50 You can change the view by clicking on Week or Month if you wish Select one appointment of the patient s choice by clicking on the round radio button to th
13. 7 NB The UBRN is a number generated by Choose and Book for your patient s particular appointment request If you do not know the NHS Number or UBRN click on Demographics and then enter the patient s Surname Forename Gender and Date of Birth Please check the spelling of forename and surname with your patient UBRM WHS Number Demographics Surname Forename Gender a Date of Birth Home Postcode i i If you know it you can also add in the patient s Home Postcode Check to ensure that the posicode provided is for their permanent address and not that of a temporary address e g temporary resident or on holiday Check if the patient has recently moved and whether they informed their GP if they did not inform the GP ask for their previous address If the postcode is not known by the patient do not enter a default like XX99 but use the Advanced Options NB Yellow fields in Choose and Book are mandatory Click on Search y Choose and Book will search for your patient in the PDS on the Spine If your patient is not found or there are more than one exact matches found in the PDS a message in red will tell you so and you then can enter more search criteria by clicking on either Home Address or Advanced Options and clickon Search 20 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 Home Address House Name Advanced Options Search Date of Birth Range ther Mame
14. 8 paoo 68 8 Pare Det at een fith Tii Emri iit fered Deisi Fahir it dete War ecr vve SAD a aos 9B 2 cette Bee bate Pmi kamay Poe Reed Hap Peet fete feet feet a Eo FRAL D saani Hima Briania m Meterais Cul p eG ae Q a F a a a fertad a be piret g i Ur E Fo a k rife 3 EE Tats c00 T e N a mm mete i foe P emr E Manj Y Ee a ae ae en En n a EPO Se mz You now see the referral you have previously sent Make any amendments to your referral letter as you wish in SystmOne You can print the updated referral letter by clicking on Print Patient Letter Click on Send Referral to resend your referral information Investigations Vy Rapa mot chopan b rahasia Be erreen Tide Pug taai fha reel eSer pieate teisti Pow weber chee k bra in Ta category nd Fer Seb prea TE Fi Ped ee ee a T wien Beem pe ws Baal Ss ox Sending the revised referral updates the Last Updated column in SystmOne and sends the referral to Choose amp Book 2 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 Tyi PS Lindona Hens Graber al Sg mu Tesking Palini Record Patient Rncepties Pathway Reperting Audt Adninktration Like Chapensing Clinical Took Lier Syste a is E A w E o o G a Eatiant ieta Hiiden Diisi Sar aeaa a CECI clinica Referrals i eer Petecrats Out oS cet gl Oy tt ven Porras es eshot Crested Referer
15. Letters That sks be aurad using 1A DE ance E tarit gt On your worklist screen click on Advice and Guidance Reponses Activity List a Advice and Guidance Responses aed Referrals Outstanding Referral Letters Click the UBRN of the patient that you want to review a response from DOO0 9000 0121 O000 9000 01 24 gt Click tos and select View Advice Request Update Advice Request Close Advice Request Read the response gt Click to return you to VISION NB The UBRN will remain in your Advice and Guidance Responses worklist for 6 months or until you remove it from your worklist see section 12 23 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 9 3 How to Convert an Advice and Guidance Response into a Booking From your worklist screen open the Advice and Guidance Reponses worklist Click the UBRN of the response you wish to review and progress gt Click tens and then Update Advice Request This now takes you to the Booking Screen where you can select more services if you wish then click on Fewest o Suggest Appointments tg progress the booking Complete the appointment request process or booking process see sections 6 9 4 How to Remove an Advice and Guidance Response from your Worklist From your worklist screen open the Advice and Guidance Reponses worklist Click the UBRN of the response you wish to remove from your worklist Close Advice Re
16. Registered GP i Registered Practice Clear Search NB for your patient to be found on the PDS they must have an NHS Number Patients without an NHS Number cannot be referred using Choose and Book NB for CAB to display the patient the PDS must return a single hit from the PDS otherwise the user must enter additional search criteria until the PDS returns a single patient Once your patient is found their name and NHS Number will appear at the bottom of your search section in blue HOLS Speen THE COAER MISS 0AE LAMA Paral BIZ LE 2 THE Barr Lite HESFET Ho Consent bo share CARL CA4 ELI Hadja Ligeiobe View Puhe Appias LEAH Appoint Dateline Referred Ey Pet erred 8 2 Logging out of and Closing Choose and Book To log out of Choose and Book you click on 3 near the top right of the screen This takes you back to the selecting role screen so if required you can select another Choose and Book role and go back in to the tool from here To exit Choose and Book completely you need to click on the X at the top right corner of the screen 21 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 9 Advice and Guidance Requests Advice and Guidance is an electronic one question one answer conversation between a Referrer and a Service Provider Clinician that deals with a patient s medical information Instead of progressing with an appointment request or booking you can select
17. a service and then ask the provider Clinician team from that selected service for advice and guidance about your patient or your possible referral 9 1 How to Request Advice and Guidance The procedure for getting in to Choose and Book for this purpose is exactly the same as for a referral To distinguish between this kind of request and a full referral you should use the Free Text to note the request is for advice and guidance only Record your consultation in SystmOne as usual Right click on the Communications node in the Clinical Tree and select New Choose And gP Book Referral or select the Communications node from the Clinical Tree and click i the toolbar NB If you have not used your smartcard when logging into SystmOne the online booking functions will not be enabled Select a Specialty then Clinic Type and Priority or use the Access Service Selection Named Clinician or Keyword search to search for appropriate services See section 4 2 Click Request Advice to show that you wish to search for those services willing to respond to your request for advice and guidance Click Suaaest Services Choose and Book now displays only those services that your PCT has commissioned meeting your selection criteria and that have agreed to respond to advice and guidance requests Select a single service by clicking the tick box in front of that service Click Request Type your request for advice and guidance in
18. ailable to you You have now accessed Choose and Book using your smartcard If you have one Choose and Book Business Function the homepage will open if you have more than one Business Function you will go to the Role Selection screen m e E e G ir D a bir C Arim GOORIN SEVICE s Profis THE WHET TUE HOSTAL HHS TRUET jiri Deli NB Your Smartcard must remain in the smartcard reader for the whole time that you are using the system If you pull your Smartcard out of the reader your session will end 18 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 gt As a GP within Choose and Book you will have been given the Business Function of Referring Clinician Select Referring Clinician from the pick list and click mm em em a mm e LEA g LT M Cancel QE The Referring Clinician Home Page displays this has 2 main sections Search on the left and Worklists on the right A Electronic Booking Service Microsoft Internet Explorer DE Wales Sue Wendy Referring Clinician THE WHITTINGTON HOSPITAL NHS TRUST Log Out Hide Search Worklists UBRN NHS Number Demographics Worklists Directory of Services Enquiries Reports gt Activity List gt Advice and Guidance Responses gt Rejected Referrals gt Outstanding Referral Letters Date of Birth l l gt Home Address gt Advanced Options Clear Search Internet Inbox Micros e Phase 1 Re
19. an Advice and Guidance Response into a BOOKINg ccceseeeeees 24 10 2 Howto Remove an Advice and Guidance Response from your Worklist 0008 24 11 HOW TO CREATE AND SEND AN ELECTRONIC REFERRAL LETTER aieea 25 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 11 1 To produce a referral letter cn cees site dads eedeacvadeahodsaitevansuneseskuaagnaets dewedenoeaenthiedectavenleueeiet 25 112 SOOM AT STS Tales ocala tonnes d stasis taan E E 26 11 3 SAVES KElSirallcsccossiweseetonieuuactirnuiedencsemavetansaaahia ET aon E a 26 11 4 To resume an unfinished referral c ccccccccsssseecceesseeeeceeseeeessseceessanseeessaseeeessaseeesseaes 26 Fko CanCelihe Teller ial wcosiscauseotduse aa etebucculwonmubiaasutaannmeetlusablwuniils 26 11 6 How to Update Your Referral Letter cceeeeeeeeeeees Error Bookmark not defined 12 REVIEWING WORKS US iscc ds 4 esiee eee N dices A E S 29 12 1 WOODEN WORKS Tra a val Wndeadiylelvan tad tates tails 29 TOPs Acay UNS satei essere scatters T AE te ance aetna EN 29 12 3 Advice and Guidance Respons ES rrii a E 30 124 Rejected RoTera ossia a a a 30 125 Outstanding Rereral Leners esiisa a deatet teeta cated 31 13 HOW TO CHANGE OR CANCEL AN APPOINTMENT REQUEST cccccccscceeteeeeeeeees 32 13 1 How to Cancel an Appointment REQuest ccccccceseececeeseeceseeeeeeeeeeeeeeeesaaeeeeesaeaeeeneas 32 13 2 How to Chan
20. are any patients that have bookings for whom you have not written sent a referral letter NB Until you send a referral letter the hospital will have no information about your patient to review The unique booking reference number of the patient whose referral was rejected NHS number of the patient whose referral was rejected Submitted Date The date the referral was submitted Service Override Was the service selection booking guidance recommendation overridden by the referrer for that referral Location The location of the service for the referral Lead Time The closing date by when you need to have sent a referral letter Referrer Name of the referrer Named Clinician Name of the Clinician to whom the patient is being referred Patient name Name of the patient referred Complete the referral letter as in section 10 31 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 13 How to Change or Cancel an Appointment Request Access Choose and Book via Internet Explorer see section 6 The Choose amp Book Home Page will display You first need to find your patient and their current appointment booking On your Homepage there are two ways to find the patient and the appointment booking you are wanting to cancel or change e Either search for the patient by their UBRN NHS Number or demographics see section 8 e Or click on Activity in the Worklist section 13 1 How to Cancel an Appo
21. ctively Access Choose and Book via Internet Explorer see section 6 The Choose amp Book Home Page will display Click on Peparts UU y Select the report you wish to view Reports Activity by Priority ROROT Bookings by Priority RORO Channel Profile RORO9 Practice Summary ROR10 gt Clickon Prit to print off the report you are viewing gt Click on Close to return to your Home Page 17 2 Enquiries Choose and Book runs enquiries to give you more information An Enquiry is similar to a report with pre defined information You can define your own 28 day time period for an enquiry Access Choose and Book via Internet Explorer see section 6 The Choose amp Book Home Page will display Click on Enquiries gt From the pick list of enquiries select Enquiry Type you wish to view Canceled Appointments Enquiry Cancelled UBAN Enquiry DNA d Appointments Enquiry Due Date Exceeded Enquiry Two Week Wait Enquiry You can print off your enquiry by clicking on Print Click on Close to return to your Choose and Book Home Page 38 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 18 Updating Patient Details in Choose and Book Patient Details are held on the Patient Demographic Service PDS on the Spine It is good practice for a GP to check their patient s details held on the PDS each time you use Choose and Book or the GP system and if required to update the details with
22. d in Choose and Book so they can send a reminder letter to the patient to complete the booking process 13 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 Click on mit L to apply the appointment request You now see the summary with 4 options Update Person Add Referral Letter Compare Services or Print Click Update Person You can update your patient s details on the Spine including changing the automatically set patient password in their record see section 17 Do not use Add Referral Letter at this stage as you will create and send your referral letter via Choose and Book from EMIS LV see section 8 Click on Compare Services You see information on www nhs uk showing the services side by side so you can compare them To print off a summary of the Appointment Request and your patient s password click Prit You then have the option to print just the Appointment Request Summary or the Appointment Request Summary and the Patient Password Appointment Request Summary Appointment Request Summary with Password Print Click on the option you wish The Appointment Request printout includes the telephone number of the CABAL where the patient can complete their booking for the directly bookable services and the telephone numbers and booking details of each of the indirectly bookable services IBS you have selected with the patient NB The password is created after a referral is i
23. d Book Referral Letter screen within SystmOne see section 11 At this point the GP can either complete the referral letter and send to Choose and Book or decide to create it later NB Inform the patient that the Provider will send them a clinic letter to confirm their appointment and to give them more details about how to get to the room where the clinic Is being held 17 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 7 Accessing the Choose and Book Home Page Some tasks within Choose and Book can only be accessed via the Choose and Book Home Page 7 1 If you have a Choose and Book icon on your desktop Double click on the Choose and Book icon on the desktop to launch Choose and Book and Book Choose and Book sometimes takes a little while to check your authentication and then if you have one Choose and Book Business Function the homepage will open if you have more than one Business Function you will go to the Role Selection screen You have now accessed Choose and Book 7 2 If you do NOT have a Choose and Book icon on your desktop Open Internet Explorer from the icon on your desktop ria F Internet Explorer Inthe Address Box of the internet screen type in https nww ebs ncrs nhs uk app ebs gt Choose and Book sometimes takes a little while to check your authentication and then the Choose and Book Home Page will open showing you the Choose and Book Business Functions av
24. d SystmOne Issue 1 0 December 2005 12 Reviewing Worklists When using Choose and Book you can review the progress of your patients in the booking process by reviewing your worklists There are 4 worklists for a GP e Activity List e Advice and Guidance Responses e Rejected Referrals e Outstanding Referral Letters You can access the advice and guidance responses that you receive from service provider Clinicians through the worklist screen in Choose amp Book Access Choose and Book via Internet Explorer see section 6 The Choose amp Book Home Page will display Clickon orklists to see your worklists 12 1 To open a worklist You can now filter the patients you see in your worklists by selecting your name from the pick list of Clinicians to view only those patients within your practice that you have referred If you do not filter your worklists by Clinician you will see all patients from your practice that has been referred via Choose and Book To open one of the worklists click on the blue triangle next to the worklist you wish to view or click on the word e g Activity List Acie y List 12 2 Activity List You can see for those patients referred and or booked by your practice where they are in the system UBRN The patient s unique booking reference number Booked Y N This tells you if your patient has or has not booked their appointment yet Referral Status The status of the referral includin
25. e left of the chosen date and time Click 92k NB Don t click Request at this point as this will not book the appointment in the selected slot it will just create an appointment request Review the appointment details lf the details are correct click 345 t_ and Choose and Book will check with the PAS real time to see if that slot is still available If the communication between Choose and Book and the PAS fails you will get a message telling you so Repeat the booking process as above f the booking details are not correct click Pant Submit to go back to the previous screen gt To print off a summary of the Appointment and your patient s password click Prit You then have the option to print just the Appointment Summary or the Appointment Summary and the Patient Password 16 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 Appointment Summar Appointment summary with Fassword Print Click on the option you wish Select the printer you want to print to and click Click Close to close the Print Appointment Confirmation screen Click Close to close the Appointment Summary screen You have now made a booking for your patient and printed off for them a summary of their appointment made Close the Choose and Book service by clicking the 2 button in the top right hand corner of the screen then click the at top right of the window This returns you to the Create Choose an
26. g the advice and guidance status Submitted Date Date the appointment request was submitted Referrer The name of the referrer Named Clinician Name of the Clinician to whom the patient is being referred Patient Name The name of the patient with that UBRN Last Activity Date When the last activity was completed on this UBRN by any user 29 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 Click on the Unique Booking Reference Number UBRN of the patient you wish to review Activity List Last Refresh 26 04 2004 11 04 UBRN Fulfilled N Action Ru 3922 671 0 8349 y NR 3X 6710 7516 3922 6710 6823 Y NR Y NR SREI y gt Click on 4 iens and select the task you want to perform e g view history or cancel an appointment etc Rebook Appointment Cancel Appointment View ppoinkment Modify Referral Letter View Referral Letter View History You then proceed with the action you have selected 12 3 Advice and Guidance Responses You can see the responses for any requests for advice and guidance that you have requested from a hospital Clinician team uBRN The patient s unique booking reference number Tells you the priority with which your request was sent Submitted Date Date the appointment request was submitted Response Date The date that the A amp G request was responded to by the hospital Clinician Referrer The name of the referring Clinician who sent the advice request The
27. ge or Update an Appointment Request cccccceececeeeeeeeeeeeeeeeseeeeeaeees 32 14 CHANGING OR CANCELLING AN APPOINTMENT BOOKING ccccccccsescceteteeeeeees 34 14 1 Howto Change an Appointment Booking cccccccseeecceceeeeceseaeeeeeeseeeeeeesaeeeeeseeeeeeeeas 34 14 2 Howto Cancel an Appointment Booking ccccccceeeececeeeeeceeeaeeeeeeeeeeeseessaeeeeeseeeeeeeeas 35 15 MANAGE REJECTED REFERRALS sercssccesarcionnsecmseneentebnaasedascusadadscesdsbaanebeschusesenesaiaaewaeys 36 15 4 Fihding a Rejected Referral asccssteuescteie cccelccettes este det cee es eerie iver tence EN 36 16 BROWSE THE DIRECTORY OF SERVIGES DOS irsutevears ee icicles 37 17 REVIEW REPORTS AND ENQUIRIES ejescxscocsene segs ccccuestiocencadgetas a ia traded 38 Tite TAC DOING onera terest neni todas nid sated E E bee eedes ect aaas 38 A HEINQUINIGS s sine cannten cae ahadcec mena dara otinaccuninet amet ainsi dteauarademnc ian c ts mecanieatenasuindeeiies 38 18 UPDATING PATIENT DETAILS AND THE PATIENT PASSWORD c cccceeeeeeeeeees 39 18 1 Accessing the Update Patient Details Section ceeccccseeeeeseeeeeseeeeseeeeeesaaeeeeseeeeees 39 19 2 Updating Patient Detalls enren idan haga reese ets etait nie aan sonia cones eaas 39 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 WHAT S NEW IN THIS MANUAL All sections of this manual have been revised and rewritten to reflect the
28. i Click on tons you can then select whichever action you wish to take with your patient e g to change the appointment request click on Update Book to cancel the whole referral click on Cancel Request to update your referral letter click on Modify Referral Letter etc SpE Update Book Cancel Request pE view Request Modify Referral Letter view Referral Letter pi You can close the worklist by clicking on the UBRN and then clicking on Rejected Referrals 36 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 16 Browse the Directory of Services DOS In Choose and Book there is a Directory of Services DOS which is a huge repository with detailed information about all services from all Providers in England You can browse all the services loaded in the DOS without initiating any appointment requests or bookings 2 gt Access Choose and Book via Internet Explorer see section 6 The Choose amp Book Home Page will display From your Home Page click Directory of Services gt y gt You can now select particular search criteria and then ask Choose and Book to search for and show you all services within the DOS that meet your search criteria You can search for services by Specialty or Services or Keyword Click Search You now see all the services loaded in the DOS that meet your search criteria not just those your own PCT has commissioned Click on the Service Name
29. intment Request Click the UBRN for the appointment request UBR I eee gt Click tens and select Cancel Request Select a Cancel Reason Reason Appt made for wrong patient In holiday period Mot specitied Other more urgent engagement Patient died Patient ill Slot cancelled Click Cancel Request The system warns you that you are about to cancel the appointment request Cancel Alert The appointment request will be cancelled Do you wish to proceed Yes Mo gt Click Yes if you are sure you wish to cancel the appointment request Click Close 13 2 How to Change or Update an Appointment Request Click the UBRN for the appointment request 32 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 BRM we ae gt Click tons and select Update Book You now see the main booking screen where you can change the criteria of your search for services and search for and select different services that are appropriate to your patient see section 4 5 1 beat kad Referrer oe wa s Oy al ew ome aa ast aag t SS Sis Maij A E epa pii Progress with an appointment request see section 5 33 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 14 Changing or Cancelling an Appointment Booking for Directly Bookable Services only NB For the appointment to be amended or cancelled the appointment must have been b
30. lea Electronic Boo ta GPNakedBooki ig End user pack lt Oss J 17 32 The Search section is where you can search for your patient from the Patient Demographic Service PDS on the Spine gt The Worklists section gives you the latest information on the patients you have initiated or completed bookings for and is a useful tool for you to check if you have any outstanding actions You can also browse the Directory of Services by clicking on Directory of Services see section 16 or you can access enquiries by clicking on Enquiries or you can access reports by clicking on Reports See section 17 wWorklists Directory of Services Enquiries Reports 19 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 8 Searching for a Patient in Choose and Book lf you enter Choose and Book via the Internet rather than via a referral from SystmOne you will not have already selected a patient 8 1 Selecting a Patient There are 3 ways that you can search for a patient by UBRN NHS Number or by Demographics If you know your patient s NHS Number click on NHS Number and then enter the NHS Number in the box and click on Search NB NHS number is the fastest way of finding your patient MII 992 OO2 OOO1 If you know your patient s Unique Booking Reference Number UBRN you can click on JERN and then enter it in the boxes and click Search UBRN OOOO 9000 900
31. n to the patient when they contact the Call Centre later 4 6 Directly and Indirectly Bookable Services gt The columns of services show the Service Name Directly Bookable and Location kat A Ssewice Hame Directly Bookable Li Armshurst Orthogeedks Ciric y London Lower Linb Orthopamcdacs Clinic one Seriot A Y inthe Directly Bookable column means that a service is Directly Bookable i e you can book your patient for an appointment in the service provider s PAS electronically using Choose and Book AnN in the Directly Bookable column means that a service is an Indirectly Bookable Services IBS i e you cannot directly book your patient in for an appointment in that service provider s PAS electronically but you can Indirectly Book your patient in to their service where the patient calls the IBS call centre 11 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 You can view the Booking Details of an IBS by clicking on the Service name in blue Click on Booking Details to reveal the detailed information about the hours of opening and the telephone number of the IBS call centre Booking Details Booking Telephone Number 0191910 0101010 MorrFri Sarm6pm mot wife You can print off this information if you wish by clicking Print Click OK to return to the main bookings screen You can shortlist and select a mix of both Directly and Indirectly Bookable Services for your patien
32. name of the service that the advice request was sent to Specialty The name of the specialty Clinic Type The name of the clinic type Patient Name The name of the patient for whom the advice request was sent Click on the Unique Booking Reference Number UBRN of the patient you wish to review the response for 12 4 Rejected Referrals You can see any referrals that have been rejected by the hospital you tried to book your patient in to 30 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 The unique booking reference number of the patient whose referral was rejected NHS NHS number of the patient whose referral was rejected Submitted Date The date the referral was submitted Service Override Was the service selection booking guidance recommendation overridden by the referrer for that referral Rejection Reason Reason selected by Provider Clinician for rejection Location The location of the service for the referral Referrer Name of the referrer Named Clinician Name of the Clinician to whom the patient is being referred Patient name Name of the patient referred NB Any patients in this list will need to be contacted by your practice to inform them that their booking is now cancelled and they will need to be re booked or re referred The hospital will not be contacting any patients for whom they have rejected the referrals for 12 5 Outstanding Referral Letters You can see if there
33. nd pane You must select at least one referral reason lf you want to remove any entries that not relevant to this referral select the entries and click the Remove button at the foot of the right hand pane 25 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 Click Add Attachment if you want to attach a file to the referral you can attach up to four files The files you have attached are displayed in the Attachments field 10 2 Send a referral Click the Send Referral button This will send the information to the Choose and Book service via Spine see Note 1 10 3 Save the referral Click the Save for later button This will save the referral under the Communications tab for that patient and will mark the referral as Unsent see Note 1 10 4 To resume an unfinished referral Right click on the referral on the Outgoing tab of the Communications screen and select Amend 10 5 Cancel the referral Click the Cancel button This will discard the referral letter See Note 2 Note 1 The referral is saved on SystmOne and the Communications screen is displayed unless e You have not specified a referral reason You will be prompted to select one from the displayed list before the referral can be sent e The referral is not sent successfully In these circumstances you will remain in the Create Choose And Book Referral Letter dialog box Save the referral and try sending it again later
34. nitiated in Choose and Book if the patient password is deleted they will not be able to complete or change their booking with the CABAL or the IBS Call Centre or on the Internet If the password is changed at the patients request it must be a minimum of 6 characters in length RRO aaiel 4963 8382 8493 our Reference Number s ath ber e is for this appointment only You will need this number andy your pass word when y be ok Cancel or Change the date or tires of your appointmen Patient nane Paget Errol J Consent to callback You agree that the NHS can contact you by telephone Relereance number 4305 8382 Bagg To be saan by i January 2005 Chote of services To bosk your appormimeni br ary gf the services baled belo a a feline Be bee i Enare os pacer Ma orice doar ripica Uf yo Ee need i panet oF the date or tine of your app som p logs alg Ji aa tate ong wair the ce dic rnpiion Allon asiroenterola ay Clic Abani fehl nay o Phone 0845 60 88 28 P Tex sg ome DBAS 50 Fe 30 o HourrcotOperabon Mon Sun WHI 2200 Cao to Wane nhs ikhealthspac and select Choise and Biok a Gastroenterology peti mete Cheltenham General Hospital Phone Oldi o Heure of Operaion Me Fn GEO 150 a Sstroenterain oF CME Coleucesper Hr TH amp Fhene 1452 4383 aT o Hours ol perator M W F OB00 1300 For more information ahoni any a the services listed above please contact us e455 GO as SES a Phone 145 60 Se BES Cases B SO Se So
35. one You will now see the name of the Named Clinician that you have selected in the Named Clinician field in the main screen Cramer Justin 4 4 Searching for services by Keyword You can also search for services by Keywords to the right of your screen ankle pain You can type in a full keyword relating to the condition of your patient or you may enter part of a word It is recommended that you select a Specialty as well as entering a keyword to limit the results to your search gt Click Suggest Services tg see which services your PCT has commissioned that have your keyword in its DOS entry 4 5 Shortlisting Appropriate Services for your Patient s Needs You will now see the services available for your patient to choose from 10 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 services I Deki Pils Sera Pare Diraih Bria Locales Patti Ifo hartii Eagan Spall z Wa DI l UE PEL l 2 Ley eee E C ITOHA CII EGE HIS LIAL Ase Sere ERI rans EHI Z aoe DS Pika Une 2008 Peer BAAS Loe Y DE AS SURRA HOPAL zit ENT CAS ODE Di Mea Ui OE ero AIA GE WEST SUPPOLE HOSP TAL 2A EHI OO Db EEE Uii Oe Pe iria Seok FAS ELG Y CS WESI SURAE HOPAL Fri upet ER Z jiz Jj a E i r ERT Pril culpa ERI E p z a f 5 A a Bd A Feng SOOO RET UE PU arl a Pek dort a Y CS WESI SURAH HOPAL Aare Sirki ERT LAr sry You can get more detailed information about each of the services offered
36. ooked as a directly bookable appointment any IBS appointments must be cancelled with the Booking Manager of the Service the patient holds an appointment with Access Choose and Book via Internet Explorer see section 6 The Choose amp Book Home Page will display gt gt Search for the patient See section 8 gt Remember that to be able to cancel or change a booking the appointment must have already been booked as a directly bookable appointment Any IBS appointments must be cancelled with the IBS call centre You first need to find your patient and their current appointment booking gt On your Homepage there are two ways to find the patient and the appointment booking you are wanting to cancel or change e Either search for the patient by their UBRN NHS Number or demographics e Or click on Activity in the Worklist section 14 1 How to Change a Directly Booked Appointment Immediately Click the patient s UBRN for the appointment that you wish to change 2371392309 Khanna 4nand Male Password Fountain iew Future Appointments UBRN Appointment Date Time Referred By Referral 4981 7072 4921 00 Shah Sushila Actions Victoria Service Cancel Appointment ae oy ardiology View Appointermnt Urgent Add Referral Letter View History Make Content Sensitive gt Click tons and select Rebook Appointment Rebook effectively means you are cancelling the old booking and rebooking a new a
37. oose and Book is now launched and you see the Choose and Book Bookings Screen where you can search for services to refer your patient to At the top of the screen the Patient and Referrer details are displayed Shah Sushila Referring Clinician ROYAL PARK MEDICAL CENTRE LONDON GP Log Out Patient Peter Heaney Gender Male Date of Birth 2 2 1950 NHS 4523002320 Help Show Search 1 Referrer LONDON FAMILY TRUST ROYAL PARK MEDICAL CENTRE Shah Sushila 2 Filter Service By A Routine z Male and Female within miles of W2 6PY postcode Request Advice You now need to enter the criteria against which Choose and Book will search for appropriate services that your PCT has commissioned NB The yellow fields are mandatory to be completed to enable a search for services You can search for services by different means e by Specialty Clinic Type and Priority e by Named Clinician e by Keyword NB The above searches are not mutually exclusive e g you can search by Named Clinician with Specialty or you could search by Keyword and Named Clinician 4 2 Searching for services by Specialty Clinic Type and Priority Select a Specialty from the pick list End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 4 2 1 4 2 2 Demma PELA SOC TES Once you have selected a Specialty you can use the Service Selection Booking Guidance to help you to decide on the Clinic type and Priori
38. pointment already made Select a reason for you cancelling the appointment from the pick list NB this is a yellow field so is mandatory Other More Pressing Engagement Other Patient Cancellation Other Provider Cancellation Patient Died Patient III Slot cancelled You can either cancel just this appointment so that you or the patient can make a new appointment later or you can also cancel the appointment request at this stage if you want to cancel the whole referral If you wish to cancel both the appointment booking and the Appointment Request click on the box next to Cancel Appointment Request to put a tick in the box Reason Mot Specified vi Cancel appointment request If you wish to just cancel the appointment booking only do not put a tick in the box Click Cancel Appointment Choose and Book gives you a warning message to confirm the action you are about to take Click Yes 35 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 15 Manage Rejected referrals Once you have sent a referral letter in Choose and Book and the patient has had a booking made the booking and letter can be reviewed by the Provider The Provider Clinical Team can review your referral letter and they can then accept or reject your referral If they accept the referral and booking you need take no further action If however the Provider rejects your referral and booking you will need to contact the patient to
39. ppointment You now see the services that the patient can rebook in to on the main booking screen 1 Initial Referrer RICHMOND OND TWICKENHAM PCT RATES PH Wayre John Z Filter Service By ntara Suggest Appantments You have the option here to either make a new booking immediately or to Cancel the current appointment now and Rebook later by clicking on ancal Appointment Rebook Later You then follow the steps shown in section 14 2 34 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 Click Suggest Appointments You now see the appointment slots for you to choose from with the patient Continue making the new booking as in section 6 Choose and Book will cancel the old appointment booking automatically when you make the new booking 14 2 How to Cancel an Appointment Booking for Directly Bookable Services NB The GP in the surgery can only cancel an appointment for a Directly Bookable Service as IBS services cannot be cancelled electronically via Choose and Book If you want to cancel an IBS booked appointment you will need to contact the IBS service to ensure that that appointment Is cancelled in the IBS s Hospital PAS gt gt gt gt gt gt y Click the patient s UBRN for the appointment that you wish to cancel Click ctons and select Cancel Appointment Choose and Book shows you the Cancel Appointment screen which displays the details of the ap
40. quest Click tions and select a This will remove the response from your worklist 24 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 10 How to Create and send an Electronic Referral Letter J Jd J J y y Once the booking has been made either at the time of the consultation or later the GP needs to go back into SystmOne and complete the referral letter to accompany the booking to Choose and Book Local policies will dictate the time frame in which the GP must do this It should be noted that the referral will not appear to the secondary care Consultant for Rejection or Approval until both the booking has been made and the referral letter sent Retrieve the patient record Select the Communications node in the Clinical Tree On the Outgoing tab right click on the referral you created earlier and select Amend Choose the UBRN for the booking for which the referral letter is to be sent to enter the Create Choose and Book Referral Letter window The user can specify the type of referral as well as the diagnosis the patient needs the information specific to the reason for the referral being booked gt SystmOne GP Michae i aa E Create Choose and Book Referral Letter Ix Patient Reception Path Routine 53y 3m eds L51 4HZ A A W Urgency Search Task Discarf Referraltype Unspecified Reason Referral message EAAS Start Consutation Remi Clinical Administrative
41. rvice Provider Organisation Service Provider Location Specialty ka Clear Search Choose and Book now shows you all the Named Clinicians in the system that meet your search criteria Specialty Ea Mame Job Role Location Cramer Justin Consultant Royal Acute Trust Cramer Richard View Multiple You are given the full name of the Clinicians and their role and locations that are in the Directory of Services DOS You can see in the picture that Justin Cramer is a named Clinician for a service or services only at the Royal Acute Trust However Richard Cramer is recorded as ie Multiple This means that Richard Cramer is Named Clinician for more than one service in more than one location To view the details of a named Clinician click on their name in blue and you will see their details Click on the name in blue again to close the window End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 Name Cramer Justin Cramer Justin mailing 30 Norfolk Square Paddington London England Business 020 33219035 Ifyou click on ve Multiple you will see the variety of services for that named Clinician view Multiple 3 Consultant London Acute Trust Specialist Practitioner London Acute To select one of the Clinicians click on their row to highlight them in orange and click Done Name Job Role Location Cramer Justin Consultant Royal Acute Trust Cramer Richard View Multiple D
42. s in blue to give you the detailed information loaded in the DOS for that service Use the scroll bars on the right and to the bottom of the view to see all services relevant to your search Service Hand soft tissue Mayday Hospital RJ6 Click the Service Name link For additional service information Conditions Treated Procedures Performed Exclusion Required Investigations Administrative Requirements Service Notes Alternate Service Click on the emboldened subheadings to see the information about this service Service Hand soft tissue Mayday Hospital RJ6 Click the Service Name link For additional service information Conditions Treated Tennis elbow Ganglions Dupuytrens contracture Carpel tunnel syndrome Trigger Finger PROCEDURES PERFORMED Steroid injection Manipulation of stiff joints EXCLUSIONS All urgent referrals Please send a faxed urgent referral to REQUIRED INVESTIGATIONS None Required Print OK You can print the information by clicking on Print Click OK _ to return to the list of DOS services 37 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 17 Review Reports and Enquiries 17 1 Reports There are reports available to the GP that use data collected as patients are booked using Choose and Book Reports are pre defined sets of information for a pre set period of time The pre set period of time for reports is a calendar month and they are generated retrospe
43. sing Smartcard Search for patient Updating patient details Search for and select appropriate services Request advice and guidance from hospital clinicians Making an appointment Review advice and guidance responses from hospital Cancel or change appointment request Update referral letter Review worklists request when patient wishes to make booking later Book an appointment Create and send referral letter Cancel or change appointment booking Review reports and enquiries Browse the Directory of services Manage rejected referrals End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 3 Accessing Choose and Book via SystmOne using a Smartcard To access Choose and Book via SystmOne you must first use your Smartcard to connect you to the Spine of the NHS Connecting for Health programme 3 1 Using your Smartcard to Log on to the Spine A Smartcard looks much like a credit card with a picture of the user together with their Unique Identification number UID and a gold chip where all the information is held To access Choose and Book you should already be logged on to your computer so you see your desktop on your screen Put your smartcard into the smartcard reader Type in your Pass Code and click on Yes or OK or press return on the keyboard J J You may depending on local set up now see a security alert Security Alert Information
44. t 12 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 5 Making an Appointment Request when a Patient wishes to make a Booking Later and Printing a Summary The GP does not have to complete a booking at this stage but can instead complete the Appointment Request if your patient wants to go home and think about where and when they would like to be seen at the hospital and call the Call Centre or if you wish your Practice Admin Staff to complete the booking you can simply print off an Appointment Request Summary at this stage and give it to the patient 5 1 Completing an Appointment Request and Printing a Summary for your Patient Having selected the appropriate service s for your patient See section 4 5 click on Request near the bottom right hand corner of your screen to complete an Appointment Request gt You see a summary of the options selected plus the patient s details You may have either directly or indirectly bookable services selected or a mixture and they will all be listed here UBRN 2857 7397 9366 Specialty GENERAL MEDICINE Clinic Type Asthma Location Service Name HIGHGROVE HOSPITAL Royal West Asthma Clinic QUEEN MARY S HOSPITAL Royal Park South Asthma Clinic Priority Routine A Referral Letter Outstanding will add at a later time BMS Follow Up after 17 Days The Referral Letter Outstanding is automatically ticked if the services you are making a request for req
45. the patient 18 1 Accessing the Update Patient Details Section In Choose and Book you can update specific demographic information about a patient and add a patient password You can access this section in 3 ways First search for and select your patient from the Spine see section 4 then 1 Click HP then click Yimate Person 2 or Click on the blue NHS number Click tens and select Paste Ferson 3 or Click on Update Person Details when processing an appointment request or booking 18 2 Updating Patient Details You are presented with the Patient Information and Preferences screen Check the patient s details names date of birth GP details telephone contacts with the patient Add or change the patient information and preferences as needed You can insert or change the consent to call back patient password preferred language home contact mobile contact work contact temporary contact and disabilities algia Baak jabs Feee r a Bairi r a e ia o a o a o a tos bime ihh e ae im ej aj A EG eee pp E Eii Bue CEEE iF ihipa foe en Sees r ery ele ON ee ne d gt Click 7 and the PDS will be updated 39
46. the yellow box Anne Wakefield is a 59 year old woman who was an inpatient under your care two weeks ago For chest pain and Feeling dizzy I abnormalities She came to see me in surgery today telling me that vou were planning to Follow her up with coronary angiograpt Could you please let me know the arrangements For this as she has had two Further episodes of chest pain and dizzinesss and is Thank you Click Submit You now have the option to print off your advice and guidance request if you wish by clicking on Prit then selecting your printer from your print box Click Close Click Log Out to return to SYSTMONE 22 End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 9 2 How to View Advice and Guidance Responses You can access the advice and guidance responses that you receive from service provider Clinicians through the worklist screen in Choose amp Book Access Choose and Book via Internet Explorer see section 7 The Choose amp Book Home Page will display Clickon otklists to see your worklists Wht bps ere int ebs nirs nha app a home de HirosHt internet Explorer provided by Schlumberger o Pep Wiers lam Baferrirsj Clricisn RATES Fre Log tut Hide Search er ere eee Worlists Directory of Servicer Enquiries Reports M GWS Filter iy Cer Seach Faf uras ger Kar AsLivily Lint Adie and Glance Araponara Rejta Referrals Tekstanding Referral
47. ty see section 4 2 1 or you can select Clinic Type and Priority of your choice see section 4 2 2 Using Service Selection Booking Guidance Access Serice Selection Click on to get to the Service Selection Booking Guidance This is an algorithm of questions to help you choose the most appropriate Clinic Type and Priority for your patient On each page of the guidance algorithm answer the question and click Next to move on to the next page and question The Service Selection Booking Guidance will give you a recommended Clinic Type and Priority according to the answers you have given to the questions You can accept or reject the recommendation If you wish to override the recommendation click the Override box and select an Override Value and an Override Reason from the pick lists Guidance Oubkcame Sigm odoscopy iw Poti ne Override Reason Once you have completed this screen click on Done and you are returned to the main booking screen lf you accepted the recommendations the Clinic Type and Priority fields will have been automatically populated If you rejected the guidance recommendations you should select the most appropriate Clinic Type and Priority from the pick lists Selecting Services If you do not use the Service Selection Booking Guidance you can select a Clinic Type and Priority of your choosing If your patient wishes to be seen in an all female clinic for example you can select this as a search criterion
48. uire a referral letter and you cannot change this if the service requires a referral letter to review You have the option to tick the Content Sensitive box Making an appointment request Content Sensitive restricts who can see any information about this appointment request This means that in the referring practice only the referrer in person can view any information at all about this particular appointment request All staff in the associated workgroups within the service provider you are referring to will be able to view information about that appointment and referral The BMS will NOT be able to view any information so if you make a request Content Sensitive the patient cannot call the BMS to complete their booking If you make an appointment request Content Sensitive by ticking the box you must remember that only you will be able to view anything about that appointment request within your practice which may not be appropriate if you are not due to be available in the near future within that practice In the BMS Follow Up field select the maximum numbers of days by when you want your patient to have been in touch with the BMS call centre or practice or the IBS call centre or the internet to make the booking This is useful to make sure your patient does actually make a booking for your referral If your patient has not made the booking within the number of days you specified the Choose and Book Appointments Line CABAL is notifie
49. you exchange with this site cannot be viewed or F changed by others However there is a problem with the site s security certificate amp The security certificate was issued by a company you have not chosen to trust View the certificate to determine whether you want to trust the certifying authority go The security certificate date is valid The security certificate has a valid name matching the name of the page you are trying to view Do you want to proceed View Certificate Click to proceed If you have more than one role set up on your Smartcard you then see a screen saying Welcome with the role s you have been allocated on the Spine Click in the box next to the role you wish to be for this session so there is a tick in the box next to that role Po omen spe ee ar wi E Seiya fee rrara per ha ipai pepe de A gees eer He h Pleace select your defan mension rele NETH EAN LOHIHFH ee RARTHIENE pE PET EE ie gee been T mimea sh ienara mare ad Pra hamar T Aah Cieri nf Perei r beeen F Eie ri a dhre err y usa Aap ee ee ee a E Fears fers ey E R d Beian ET kh ee ee Pee eee E E E Biei imee pE LE Click Set Session Role End User Manual for GPs CAB R2 3 and SystmOne Issue 1 0 December 2005 gt Now the system asks if you want to close the present window Click on Microsoft Internet Explorer ep The Web page you are viewing is trying to close the window we J Do you want to
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