End User Manual for General Practitioners (GPs
Contents
1. Record your consultation in SystmOne as usual Book Referral or select the Communications node from the Clinical Tree and click L 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 Suggest 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 3 Service s Select Mi Service N Directly Bookable Location Staff Mix Appointmer Specialty Shurst Orthopaedics Clinic Ambhurst Acute Trust Male and Female Outpatient ORTHOPAEDICS 23 j3 fat London Lower Limb Crthopaedics Clinic N London East Acute Trust Male and Female Day case ORTHOPAEDICS i i Oxford Crthopaedics Y Royal Acute Trust Male and Female Day case ORTHOPAEDICS Advanced Criteria Sloane Service N Royal Acute Trust Male and Female Outpatient GENERAL MEDICINE Click Request Type your request for advice and guidance in the yellow box Anne Wakefield is a 59 yea2. s iw 7 Scanning Search Task Discard Save accinations Recall f Ar N Gv bo mes BoSS Choose nd Book Homepage Configure Home Screen Refresh Pharmacies View Maintenance 2 Read Code Synonyms Patient Status Markers Patient Warnings To Do View pending appointments View and record patient home visit requests EB Staff amp Organisation Setup Unit Data Choice Setup Staff Roles Today Fri 25 Nov 2005 Create and manage rota templates Go to the EDI links administration screen Tomorrow Sat 26 Nov 2005 Templates Form Maintenance Quick search for patients AN Care Plan Templates Register a new patient with this organisation Automatic Consultations view and issue current repeat template amp Formulary Maintenance Dose Shortcuts Referral Template Management New Letter Templates Address Book Management Notification amp Pathology Redirection Equipment Custom Dictionary Bulk Operations Data Conversion Record new vaccination Run the cytology target report Run the capitation for this organisation Run the immunisation target report for this organisation view create and run clinical reports C FT Hl BY p Fo he ores ri E or Astart a yY E inbox Micros BAFW C amp B scree Robert Hobson f Spine doc Mic Y Caliban systmone GP Gap M 09 37 Page 30 of 41 End User M
3. End User Manual for General Practitioners GPs using SystmOne for Choose and Book R2 2 issue 1 0 28 November 2005 Choose and Book Programme End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 End User Manual for GPs using SystmOne for Choose and Book R2 2 Welcome to the End User Manual for GPs using SystmOne for Choose and Book R2 2 Contact National Choose and Book Team Connecting for Health cabtechnicaldeploymentteam cfh nhs uk Page 1 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 1 Contents 1 CONTEND scooters E E E 2 2 BACKGROUND TO CHOOSE AND BOOK ccccccsssessseseeeeeseeeceeeeeeseeeeeseseseseseeeseseseeeeeess 4 3 ACCESSING CHOOSE AND BOOK VIA SYSTMONE USING A SMARTCARD 65 5 ome Using your Smartcard to Log in to SYStMON ccceeccceeeeeceeeeeeeeeeeeeaeeeeeaeeeeesaeeeesaeeeeas 5 4 ENTERING CHOOSE AND BOOK VIA A PATIENT CONSULTATION IN SYSTMONE TO SELECT SERVICES OR MAKE AN APPOINTMENT REQUEST cccccccccccccececeeeeeeeeeeeeeeeeeeees 8 4 1 S CUM HO og atten E E A AA A A E E sete een eee aaa ecaeeeeere 8 4 2 Searching for services by Specialty Clinic Type and Priority ccccccccccesseeeeeeeeeeeeeees 8 4 3 Searching for services by Named Clinician cccccceeccceceeeeececeeeeeeeeeeeeeeesaeeeeesaaeeeess 10 4 4 Searching for Services Dy KEYWOMK cccccseeecceceeseeeeseeeeceess
4. Issues 11 ites vite 10 Oct 2002 Brittle asthma Ua1A0 A Repeat Templates Alrolee Of Dec 2004 Essential hypertension XE0UC c Vaccinations 2 Intolerances amp 4 Communications 9 Risk to others Recalls G Alcohol consumption Smoking habit Reminders Alerts 0 Non therapeutic drug use amp Sensitivities amp Allerg Conditions il Pathology Reports Diagnoses kal Numeric Results Deleted Items 19 Procedures Medication Family history OOOODOWOOOOOOOSOS Cause of Death 0 Housing Asthma Employment Remove ay Cal Attachments egg 3 LOV fif attachment Description Date Sie Sytology Diabete WW Epileps a i icc Add attachments Remove attachments Mental H Itf EA Send referral Save for later For help press F1 09 32 E Barcla 2 Mi im SP cx Systm Systm Cy Docu a l NB This picture is missing a 4 button of Print Patient Letter Page 27 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 11 1 To produce a referral letter 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 hand pa
5. add a patient password You can access this section in 3 ways 1 Click Uneate then click Paste Person 2 Search for and select your patient from the Spine see section 4 Search for patient Click on the NHS number m Click Actions Select Update Person 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 Patient Information and Preferences to Callback Patient Password Preferr rr Yes a Method Mailto iv value Method Tel value a 3 sm at act Method Tel oa value Method Mailto EJ Value Hearinn innaired gt Click and the PDS will be updated Page 42 of 41
6. 125 Outstanding Rete ral Leners esiri a teatetatebectoadated 33 13 HOW TO CHANGE OR CANCEL AN APPOINTMENT REQUEST cccsccceeeeteeeeeees 34 13 1 Howto Cancel an Appointment Request cccccscecccecseeeeeeceeeeeeeseeeeseeseeaeeeessaeseeeeas 34 13 2 How to Change or Update an Appointment Request ccccceececeeeeeeeeeeeeeeeseeeeeaeees 35 14 CHANGING OR CANCELLING AN APPOINTMENT BOOKING cccccccccscessesteeeeeeees 36 14 1 Howto Change an Appointment Booking cccccccsescceeceseeeeseaeeeeeeseeeseeesaeeeeeesaaeeeeeeas 36 14 2 Howto Cancel an Appointment Booking cccccceeecceseeeeeceeeeeseeeeeeeeeeeesaeeeeesaeaeeeneas 37 15 MANAGE REJECTED REFERRALS sarcssencsentionaseqmstneencentanebenseugadadscusduaacausespehusesenesalaeeewaey 38 15 1 Fihding a Rejected Referral sirtni E E Siauiedawe ent 38 16 BROWSE THE DIRECTORY OF SERVIGES DOS Jnecirennaroiaa es 40 17 REVIEW REPORTS AND ENQUIRIES ejescxscacseunetanasccccuestcaceacadgeeas e iaiia 41 Tite TAC DOING onera a cid sated ane E E bee eedes ecient 41 A ENUO s sien cunnten cea aide miena dara ctinacuninetanet ainsi dteauarademnc uence mucaninateneauinanantns 41 18 UPDATING PATIENT DETAILS AND THE PATIENT PASSWORD c cccceeeeeeeeeees 42 18 1 Accessing the Update Patient Details Section c cc ecccccseeeeeseeeeeeeeeeeseeeeesseeeesaeeeees 42 19 2 Updating Patient Detalls scene ei e a aan sonia con
7. Bilinear Morne Te Gorcbert Hobson See Wer ape T Paimen TENH E35 Page 29 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 Sending the revised referral updates the Last Updated column in SystmOne and sends the referral to Choose amp Book Sy ilo GP Libel ene Hens Graber al Sai Testing Pabien Record Patient Receplion Pathway Repeating fuel Acribar Links eqeerdeg Olea Task Leer Siam A wt BB A O 8 B Bb Patient Details Hidden ah Tack Denard Diri Beid Daa Tady hed Aata Werox gverkr SRT Aas ae a Bo Stet Computation Reminder Label PrintSunmary Prik Remed Map Event Deise Mat Evet Settings 7 Fieferrals eragin Plefecrats Out Clinical Adrninistratve ce Ga Fal E a F w Wass Feitas t elnewhorn FF Shiner open referral 24 Mev 2005 Lituinam Harni Gruber Booking OOOGG001 TEs Resered for Prewandiing Hospital Admission Requesting rati Care enica Waiting For Information a fo a7 a omer a i aty For help press F1 wu Pea AY Oe Ser ee eee ajg F sramne Eici OR B ovon 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 SystmOne GP Lieutenant Hans Gruber at Spine Testing Home Patient Reception Pathway Reporting Audit Administration Links Dispensing Clinical Tools User System
8. Referral Status The status of the referral including 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 Page 31 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 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 6710 8349 Y NR 39 6710 72T NR Y 3922 6710 6823 y ii N 3922 6710 gt Clickon 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 BRN 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 Referre
9. apply the appointment request You now see the summary with 3 options Update Person Add Referral Letter 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 section 18 When you are using Choose and Book via SystmOne you should not use the Add Referral Letter button in Choose and Book as you will be adding the referral letter from your GP system 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 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 IBS services you have selected with the patient Appointment Request 4563 8382 8493 Your Reference Number shown above is for this appointment only You will need this number and your password when you want to book cancel or change the date or time of your appointment Patient name Paget Errol J Consent to call back You agree that the NHS can contact you by telephone Reference number 4563 8382 8493 To be seen by 18 January 2005 Choice of services To book your appointment jor any of the services
10. 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 services 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 Content Sensitive BMS Follow Up After 7 z Days The Referral Letter Outstanding is automatically ticked if the services you are making a request for require 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
11. inappropriate activity involving NHS Care Records Service If you are not entitled to use the NHS Care Records Service then you must not attempt to gain access Enter your passcode to access fi No I do not accept and wish to exit Yes I accept and wish to proceed Type in your PIN number also called Pass Code and click on v tacent and wish to proceed OF press return on the keyboard You will now see a box in the bottom right corner of the screen with a progress bar detailing the remaining time before the card will be authenticated Please wait while we validate your Smart Card to authenticate Sending user information to the server and retrieving tickets gt You may or may not now see a security alert Page 5 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 Security Alert Information you exchange with this site cannot be viewed or y changed by others However there is a problem with the site s security certificate A 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 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 gt Click to proceed gt You may have to wait a few seconds but you then see a sc
12. listed below please Jollow the booking instructions under the service description Ifyou then need to cancel or change the date or ime of your appointment please also Jjollow the instructions under the service description Clifton Gastroenterology Clinic Clifton Royal Infirmary o Phone 0845 60 88 88 8 Textphone 0845 8 50 22 50 o Hours of Operation Mon Sun 0700 2200 o Goto www nhs uk healthspace and select Choose and Book a Gastroenterology Outpatients Cheltenham General Hospital o Phone 01242 221 662 o Hours of Operation Mon Fri 0800 1800 Gastroenterology clinic Gloucester Royal o Phone 01452 438 876 o Hours of Operation M W F 0800 1500 For more information about any of the services listed above please contact us E Ob one 0845 60 88 88 8 BE Textphone 0845 8 50 22 50 O WA Go to www nhs uk healthspace and select Choose and Book Online The patient can then either take that printout to your Practice Admin Team or they can call gt gt the IBS Call Centre for an IBS or for a DBS they can call the CABAL or they can access the internet at www nhs uk healthspace later to complete their booking Once you have printed off the summary you are returned to the summary screen where you can again either Uodate Person see section 18 or Add Referral Letter do not use this if you are accessing CAB via the GP system or Close Page 15 of 41 End User Manual for GPs CAB R2 2 and SystmOne
13. 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 na Filter By Referrer 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 Aa petted Melee ale Last Perei 2086 200s bse Frau LEER MH GbniedCae Service Civeride Redin Peron biain Retener Haad nicin Patient Mares manane oaeee Dailan 4 A E Ll akud James Heri Faia Modor hris requires re Firth ification Go Deshi i apil Gereral redial Jaa Miik Diii in ra ot he yeaa erie koe pedir pales vitki ba ond d sis i ogee vec supe Rat he urgent refed to a gasio Et tink zpi CARDIOLOGY pecisty Cartobgy eferpelderte Service VEn Shortlist Srerdy Piire If you click on 4 tions 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 Page 38 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005
14. pe Update Book Cancel Request pE View Request Modify Referral Letter 5 view Referral Letter pi You can close the worklist by clicking on the UBRN and then clicking on Rejected Referrals Page 39 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 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 Access Choose and Book via Internet Explorer see section 7 The Choose amp Book Home Page will display From your Home Page click Directory of Services 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 y Click on the Service Names 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 R J6 Click the Service Mame link For additional
15. 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 notified Page 14 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 y in Choose and Book so they can send a reminder letter to the patient to complete the booking process Click on 2 t_ to
16. see section 6 The Choose amp Book Home Page will display 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 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 an Appointment Booking Click the patient s UBRN for the appointment that you wish to change You will be effectively cancelling the appointment already made and rebooking for a new appointment in Choose and Book 2371392309 Khanna Anand Male Password Fountain Yiew Future 4ppointments UERN 4opointment DatejTime Referred By Referral 4951 7072 4921 a Shah Sushila y Actions Victoria Service Cancel Appointment eases Cardiology View Appointernt deer Add Referral Letter Views History Make Content Sensitive gt Click tons and select Rebook Appointment Rebook effectively means you are cancelling the old booking and rebooking a new appointment You now see the services that the patient can rebook in to on the main booking screen This reveals only those se
17. that the postcode 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 Choose and Book will search for your patient in the PDS on the Spine y If your patient is not found a message in red will tell you so and you can then enter more search criteria by clicking on either Home Address or Advanced Options You can then enter more information about your patient and click on 54h again timer debe ree Page 21 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 NB for your patient to be found on the Spine they must have an NHS Number Patients without an NHS Number cannot be booked 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 Can LELE Ld i A Cm Lar Mt Dake of Birth Home Postcode e3 rifs p does Home Address Advanced Options Clear Se
18. will end Page 19 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 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 mm em a mm e ST WD lar Ls p 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 Relea 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 Servi
19. Click tens and select Cancel Request Actions dateBook ancel Request Contact View Request Views History Make Content Sensitive Select a Cancel Reason Reason Appt made for wrong patient Appt made with wrong provider By patient reason not specific By provider reason not specific Clinic cancelled Clinic overrun In holiday period Mot specified Cther more urgent engagement Patient dieg Patient ill Slot cancelled Click Cancel Request gt The system warns you that you are about to cancel the appointment request Page 34 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 Cancel Alert The appointment request will be cancelled Do you wish to proceed Yes Mo 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 UBRN ee alee Click Hons 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 Progress with an appointment request see section 5 Page 35 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 14 Changing or Cancelling an Appointment Booking Access Choose and Book via Internet Explorer
20. Create and send an Electronic Referral Letter 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 y 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 J Jd J J 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 y 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 S tmOne GP Michae ea x y E lax ui Create Choose and Book Referral Letter aa Patient Reception Path Q A Urgency Routine B UBRN 123450000001 53y 3m eds L51 4HZ Search Task Pol Referral type Unspecified Reason x Referral message sanasa Clinical Administrative amp Quick Glance P Administration E Journal 55 New Journal LI Read Code Journal Investigations Ie
21. E AND GUIDANCE RESPONSES cccccccccseeseeeeeeeeeeeeeeeeeeeeees 25 10 1 Howto Convert an Advice and Guidance Response into a Booking 0 cecsseeeeees 26 10 2 Howto Remove an Advice and Guidance Response from your Worklist 0006 26 11 HOW TO CREATE AND SEND AN ELECTRONIC REFERRAL LETTER cc0e 27 Page 2 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 11 1 To produce a referral letter 22 ceos cus ceccthes s5dsacuatousinteenstevaacsitetannneecactlest aeadeinthocedulsaamevceie 28 112 SCI TCLS TIA ital aitetal Sasa e saan beet tetra bedi Nata eh ahunnc sabes aan Soe aa 28 113 SAVES KESiallesceodsctosie ite nieueuctivemnohaedonavetanstaahinneedtiasadeun a i ues 28 11 4 To resume an unfinished referral ccccccccccsssssecceeesceeeceeseeesseseeeessegseeesseseeeeseaseeesseaes 28 Fko GCancehthereter all atosicauseotdwaaluvantcdauiuonedu sua tres tudlbiapanacadei td etebiaauloniuhiuasmuaaanmedtasebdwunial 28 11 6 Howto Update Your Referral Letter cccccecccccsseccccseeeeceeeecceeesecseueeeseuseesseneeesaaeees 29 12 REVIEWING WORKS US iscc ds So esiee ee n eines Gana A E S 31 12 1 TOOpEN A WORKING Ear E arte wunteninle ian ca a tuadtatanes Gnas 31 TODS Acay Spates ecssetecra de ceasecstereh cess I AE cha tate te anc senate oceans 31 12 3 Advice and Guidance Respons ESen a a E eaka Ei 32 124 Rejected Rorera eseis a a a eee 32
22. Issue 1 0 November 2005 gt At this stage you can finish your Choose and Book actions by clicking on Close and you can then come back later to attach your referral letter Close Choose and Book by clicking on Logout and then the Mad 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 Page 16 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 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 gt gt You will have first selected appropriate services for your patient See section 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 a Suggest Appammants 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 PIs aeponmams and Choose and Book will display in chronological order all the appointment slots fo
23. NDOCRINOLOGY GASTROENTEROLOGY GENERAL MEDICINE Once you have selected a Specialty you can use the Service Selection Booking Guidance to help you to decide on the Clinic type and Priority 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 odosxopr a Routine Override Reason Once you have completed this screen click on Done and you are returned to the main booking screen If 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 lf you do not use the Service Selection Bo
24. anual for GPs CAB R2 2 and SystmOne Issue 1 0 November 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 gt gt Access Choose and Book via Internet Explorer see section 7 The Choose amp Book Home Page will display Click on Workists 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 Achivity List 12 2 Activity List gt You can see for those patients referred and or booked by your practice where they are in the system The patient s unique booking reference number Booked Y N This tells you if your patient has or has not booked their appointment yet
25. arch MHS Humber 4002599406 Mame McFay Angela Gender Female Password Chelseas Home Address 1 Horder Rd Date of Birth 29 08 1978 London Swe SED Refer advice Update Fiew Future 4ppointments UIBRM Appointment DatejTime Referred By Refer 8 2 Logging out of and Closing Choose and Book To log out of Choose and Book you click on 9 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 Page 22 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 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 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
26. ces 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 Page 20 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 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 lf you know your patient s NHS Number click on MHS 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 If you know your patients Unique Booking Reference Number UBRN you can click on ERM and then enter it in the box do not enter the hyphens and click Ses 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 patients 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 Date of Birth Home Postcode i i If you know it you can also add in the patient s Home Postcode Check to ensure
27. cute Trust To select one of the Clinicians click on their row to highlight them in orange and click Done Name Job Role Location Consultant Royal Acute Trust view Multiple Cramer Justin Cramer Richard Done 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 Page 11 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 Click Suggest Services to see which services your PCT has commissioned that have your keyword in its DOS entry 4 5 Selecting Appropriate Services for your Patient s Needs You will now see the services available for your patient to choose from 3 Service s l Select Mi Service Name Directly Bookable Location Staff Mix Appointmer Specialty Amshurst Orthopaedics Clinic Ambhurst Acute Trust Male and Female Outpatient ORTHOPAEDICS 23 J3 fat London East Acute Trust Male and Female Day case ORTHOPAEDICS j r N Ox Crthopaedics Royal Acute Trust Male and Female Day case ORTHOPAEDICS A anead Cea Sloane Ser N Royal Acu
28. e and send referral letter Update 3 cancel or cancelar Manage Browse the Review Review change change referral rejected Directory of reports and worklists appointment appointment letter referrals services enquiries request booking Page 4 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 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 in to SystmOne 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 gt The Gem Authenticate box appears ATTENTION You are attempting to access the NHS Care Records Service Your use of NHS Care Records Service systems is governed by the terms and conditions and the acceptable use policy you agreed to when your smart card was issued By entering your passcode you are confirming your acceptance of these and are bound by them and the Computer Misuse Act 1990 All usage of NHS Care Records Service is recorded and analysed Action will be taken against any individual attempting
29. ed 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 Service Provider Organisation Service Provider Location Specialty ba Clear Search Choose and Book now shows you all the Named Clinicians in the system that meet your search criteria Specialty E 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 Page 10 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 Mame Cramer Justin Cramer Justin mailing 30 Norfolk Square Paddington London England Business 020 33219035 If you click on ve Multiple you will see the variety of services for that named Clinician Consultant London Acute Trust Specialist Practitioner London A
30. eeseeesseeeeeeeseaeeesseeeeessaaeeess 11 4 5 Selecting Appropriate Services for your Patients Needs cccccccceeeeeeeeeeeeeesaeeeees 12 4 6 Directly and Indirectly Bookable ServiCe ccccccseeccceceeeeeeeceeeeeeseeeeeeeseeeeseeseaeeseesaaees 12 5 MAKING AN APPOINTMENT REQUEST WHEN A PATIENT WISHES TO MAKE A BOOKING LATER AND PRINTING A SUMMARY cssssssssssessssssssessssesessseeeseseeeeeeeees 14 Dr 1 Completing an Appointment Request and Printing a Summary for your Patient 14 6 MAKING AN APPOINTMENT BOOKING cccccccccceseceseceeeseseseseseseeecesesesesesesesesesesesneeess 17 7 ACCESSING THE CHOOSE AND BOOK HOME PAGE cccccccccccccccececececeeeeeeeeeeeeeeeeeeeeees 19 7 1 If you have a Choose and Book icon on your GeESKtOP cceceeeeeeeeeeeeeeeeeeeeeeeeaaeeeeees 19 7 2 If you do NOT have a Choose and Book icon on your desktop cceeeeeeeeeeeeeeeeeees 19 8 SEARCHING FOR A PATIENT IN CHOOSE AND BOOK cccccccccccseeeeeeeeeeeeeeeeeeeeeeeees 21 8 1 El SC UIC eal I eb NN cocaine E E E A E E E E E E E 21 8 2 Logging out of and Closing Choose and BOok cccccsseeceeeceeeeeeeeeeeeeeeeeeseeeesaeeeeesaees 22 9 ADVICE AND GUIDANCE REQUESTS nnnnnnnnnnnnnnnrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrerrrrnni 23 9 1 How to Request Advice and Guidance cccccceceeceeeceeceeceeeeeeeseeeeeeeseeueeeesseaeeeesaaees 23 10 HOW TO VIEW ADVIC
31. eferral 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 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 Page 28 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 11 6 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 Syvirnfine GP Licutenant Hans Gruber at Spine Testing Patient Record alaj x Patient Reception Pathway Reporting Aa Adnretration Ur s Depening Cia Toos User System A Gwe oo ef D Sap Task Otad Sawe Rec
32. eferral Letters Click the UBRN of the patient that you want to review a response from O000 9000 0171 O000 9000 01 24 gt Click 4tiens and select View Advice Request Update Advice Request Clase 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 Page 25 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 10 1 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 Peduest o Suggest Appointments tg progress the booking Complete the appointment request process or booking process see sections 10 2 How to Remove an Advice and Guidance Response from your Worklist gt From your worklist screen open the Advice and Guidance Reponses worklist Click the UBRN of the response you wish to remove from your worklist gt Click tens and select Close Advice Request gt This will remove the response from your worklist Page 26 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 11 How to
33. es 42 Page 3 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 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 2 R2 2 which went live at the end of September 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 using Smartcard Search for patient Updating patient details Search for and select appropriate services Request advice and guidance from hospital clinicians Making an appointment request when patient wishes to make booking later Review advice and guidance responses from hospital Book an appointment Creat
34. fok ATA a CHILD HEALTH CENTRE AY 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 An N 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 Page 12 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 Click on the Service Name of an IBS to view the Booking Details Service ENT ENT Suffolk RTG pick the Service Mame link For additional service information Booking Details Booking Telepnone Number 0191910 0101010 Heurs of Operstion Mon Fri 24mr pm mot vale You can print off this information if you wish by clicking Print Click OK to return to the main bookings screen The Location column tells you what site or location that service is held at You can select a mix of both Directly and Indirectly Bookable Services Page 13 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 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
35. il 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 11 Page 33 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 13 How to Change or Cancel an Appointment Request Access Choose and Book via Internet Explorer see section 7 The Choose amp Book Home Page will display 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 see section 8 e Or click on Activity in the Worklist section 13 1 How to Cancel an Appointment Request Click the UBRN for the appointment request UBR I eee gt
36. in addition to a password Choose 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 Help Shah Sushila Referring Clinician ROYAL PARK MEDICAL CENTRE LONDON GP Log Out 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 Page 8 of 41 Patient Peter Heaney Gender Male Date of Birth 2 2 1950 NHS 4523002320 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 4 2 1 4 2 2 ANAESTHETICS i CARDIOLOGY CHEMICAL PATHOLOGY CLINICAL PHARMACOLOGY DENTAL MEDICINE SPECIALTIES DERMATOLOGY E
37. ne You must select at least one referral reason If 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 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 11 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 11 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 11 4 To resume an unfinished referral Right click on the referral on the Outgoing tab of the Communications screen and select Amend 11 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 Note 2 If you start a referral and then cancel out of the Create Choose and Book R
38. ntment 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 z vi Cancel appointment request If you wish to just cancel the appointment booking 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 Page 37 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 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 ensure they do not go to the Provider and to progress their care further if required 15 1 Finding a Rejected Referral Access Choose and Book via Internet Explorer see section 7 The Choose amp Book Home Page will display Click on orklists to see your worklists U J J You can select your own
39. ointment Summary and your patient s password click Print You then have the option to print just the Appointment Summary or the Appointment Summary and the Patient Password Click on the option you wish The Appointment Summary printout includes the telephone number of the CABAL where the patient can change their appointment Page 17 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 gt gt Uug y NB Click Pnt and select the printer you want to print from click L_OK Click se to close the Print Appointment Confirmation screen Click 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 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 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 Page 18 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 7 Accessing the Choose and Book Home Page Some task
40. oking Guidance you can select a Clinic Type and Priority of your choosing lf your patient wishes to be seen in an all female clinic for example you can select this as a search criterion from the pick list of Staff Mix in the upper right side of the screen lf 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 JED postcode Page 9 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 Once you have completed all the yellow mandatory fields plus any other search criteria your patient wishes click On Suggest Services 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 desir
41. ord etas Today Next Acute FAV EXNUVEEMEVEL S SSSR d Rat Commutahon Reminder Labais Prit Summay PretRecord Map Cre Otek Nextivert Settings Clinical Administrative Referrals a Referrals in Reterrats Out e Or e U Ks GBD y wee Retoraisto elsewere F Stow openreferras D Show dosad referrals Crested Referrer Referred To Dotais Last Updated Flags 24 Nov 2005 Lieutenant Hans Booking Revered for Preverting Hospital Admession RSW DSHS SN pling Breast Care Service id Nuru Reud lt p Referrats 1 ee 2 o 2 o Bo oO Rt Dl oireet irx Astat Y A E Eirto Gprcder T Yicaban Ejooamen F system E petps sin OPG Ox 17x 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 all Type Lansmecified Reason Beson prr imiia Aamir Dike omc Number investigations Wetihj hir Tou hive mel chosen lo intide this information To istlude tiie data in the referral Examinghons leter plaane select he retevanl check bax iri fee emegi list Current medication Albkengies lana AE a Risk io ofert Altona coneuriphan Sridhing hati Monm lhorapevhs drug use Cordons Disgrases me eae es ie ee ie ister oY EE
42. r The name of the referring Clinician who sent the advice request The 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 Page 32 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 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 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 are any patients that have bookings for whom you have not written sent a referral letter NB Unt
43. r all your selected services within the date ranges you have specified 4 Ap penn ees Zabt Apparte Cate Tire Servic Hain Location Lad Prof eppional Diari ae DAD Fai LF H Liverpool Serca Poor dried Hicrspatal Harris Pita Dey Week Month O00 Fri 70024 Ho s Hinspitall Preval Ariel Hicrspatal MAAD Fri 72 Livangool Serica Pooyral Ariel Herspatal Harris Rita MAAD Fai E72 HE Hirepitali Real Aarie Hirspital 10200 Fa 7 CTH Ligand Seria a Rorri Aarie Hicrnget ail 10200 Fa 7 CTH He s Hipiai You can use the scroll barto 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 the left of the chosen date and time Click 22k 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 If the details are correct click 3 2 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 Don t Submit If the booking details are not correct click to go back to the previous screen To print off the App
44. r 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 Page 23 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 You now have the option to print off your advice and guidance request if you wish by clicking on prim then selecting your printer from your print box Click Close Page 24 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 10 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 Click on Warklists to see your worklists Gy bbhpe s nee int ebsncrante ok epp ebe home do HironHt intennet Explorer provided by Schlumberger O Weis Directory of Servicer Enquiries Repris Debstanding Relenra Letters OB The ote i eacurad wang 1b DE anora On your worklist screen click on Advice and Guidance Reponses Activity List a Advice and Guidance Responses a Referrals Outstanding R
45. reen saying Welcome with the role s you have been allocated on the Spine Click in the box next to the role you wish to use for this session so there is a tick in the box next to that role amp Role Selection Micr ssoft Internet Explorer meS Fie Edit view Favores Tools Help P x a JO search Sie Favorites A media 4 A ee LJ rel 33 Address https sbagl national ncrs nhs uk saml RoleSelectionwWT jsp token A4QICSwM2L 45fcygqzwxg 2BcMSOm3jkrjdledkyxdVHg3G 2FQw 3D be Go Links 7 Please selgct your default session role Wales w FEsou AST LONDON SHARED SERVICES PARTNERSHIP vV Admin amp Clerical Management Manager D M amp D Medical General Medical Practitioner I Add l Clinical Services Non Clinical Call Operator NORTH MIDDLESEX UNIVERSITY HOSPITAL NHS TRUST O Temporary Temporary EB ServiceDefiner HE WHITTINGTON HOSPITAL NHS TRUST l Temporary Temporary EBS GP Referrer O Temporary Temporary EB ServiceDefiner I Temporary Temporary EBS Clinician Trust L Temporary Temporary EBS Clinician BMS I Temporary Temporary EBS Admin BMS v Set Session Role a screen dumps of spin Role Selection Micro Click on Set Session Role gt Now the system asks if you want to close the present window Click on Microsoft Internet Explorer The Web page you are viewing is trying to clase the window w Do you want bo clo
46. rt you wish to view gt Clickon Print 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 e Cancelled Appointments e Cancelled UBRN s e DNA d Appointments e Due Date Exceeded e Two Week Wait Access Choose and Book via Internet Explorer see section 7 The Choose amp Book Home Page will display Click on Enquities gt From the pick list of enquiries select Enquiry Type you wish to view Cancelled 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 Page 41 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 18 Updating Patient Details and the Patient Password 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 the patient 18 1 Accessing the Update Patient Details Section In Choose and Book you can update specific demographic information about a patient and
47. rvices that you have previously selected when you initiated the original appointment request or booking 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 Page 36 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 14 2 How to Cancel an Appointment Booking 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 appointment already made UBR M 5591 3694 0976 Appointment Date Time 27042004 08 30 Duration 30 Minutes Location ROYAL AERIEL HOSPITAL Service Mame NOTTING HILL SERVICE Specialty GYNAECOLOGY Clinic Type Fertility Priority Routine Content Sensitive Mo Appointment Instructions Reason T Cancel appointment request Select a reason for you cancelling the appointment from the pick list NB this is a yellow field so is mandatory Reason hr Clinic Cancelled Canc Clinic Overrun Not Specitied On Holiday Other More Pressing Engagement Other Patient Cancellation Other Provider Cancellation Patient Died Patient Ill Slot cancelled You can either cancel just this appoi
48. s 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 gt 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 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 available 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
49. se this window You are now returned to your desktop having successfully logged on to the Spine Page 6 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 To log into SystmOne using your smartcard double click the SystmOne icon on your desktop then click the card icon on the Login screen SYSTrnmone ey OSL Worl esl Ss be E Page 7 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 2005 4 Entering Choose and Book via a Patient Consultation in SystmOne to Select Services or make an Appointment Request If 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
50. 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 Tenosynovitis 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 Page 40 of 41 End User Manual for GPs CAB R2 2 and SystmOne Issue 1 0 November 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 retrospectively e Bookings by Priority e Referral Analysis e GP Channel Profile e Practice Summary Report Access Choose and Book via Internet Explorer see section 7 The Choose amp Book Home Page will display gt gt Click on Peports Select the repo
51. te Trust Male and Female Outpatient GENERAL MEDICINE You can get more detailed information about each of the services offered 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 London Lower Limb Orthopaedics Clinic 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 open to the patient when they contact the Call Centre later gt If at this stage you decide not to proceed with an appointment request click Don t Submit 4 6 Directly and Indirectly Bookable Services gt The columns of services show the Service Name Directly Bookable and Location 3 Service s cekat Piles Service Manit Diech Bookable Location rl 198 EAT ENT suf
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