Combined Manual for Clinical Assessment
Contents
1. gt 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 10 3 How to View Advice and Guidance Responses On your Outbound Referrals worklist the referral status will show as A amp G Response Click the UBRN of the patient that you want to review a response from IER O000 9000 0171 OO000 9000 01 24 Click Actions and select View Advice Request Update Advice Request Close Advice Request Read the response then click Close N B The UBRN will remain in your Advice and Guidance Responses worklist for 6 months or until you remove it from your worklist 10 4 How to Convert an Advice and Guidance Response into a Booking gt From your Outbound Referrals worklist Click the UBRN of the response you wish to review and progress Page 42 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 gt Click Actions and select Update Advice Request This now takes you to the Booking Screen where you can select more services if you wish then click on PedUest or Suggest Appointments tq progress the booking Complete the appointment request process or booking process as in section 5 10 5 How to Remove an Advice and Guidance Response from your Worklist gt From your Outbound Referrals worklist Click the UBRN of the response you wish to remove from your worklist gt2. Appointment Summary screen This Appointment Summary screen can be printed if required Select Add Shortlist in order to make an appointment or request an appointment from the Booking screen shown below Page 24 Combined Manual Clinical Assessment Services CAB R2 2 1 Initial Referrer Lincoln PCT 2 Filter Service By SwallowFields Practice Issue 1 0 1 November 2005 Adcock James Urology X Access Service Selection General Urology X Routine z Male and Female within miles of postcode Request Advice Suggest Services 3 Services Select Mil Service Name CAS Incontinence Urology dept Wilton Trust 1T1 General Urology Urology Frome Infirmary FFF General Urology Urology Lincoln Royal Inf GGG General Urology Urology Lincoln Uni Hosp HHH General Urology Urology Private Hosp Lincs IIT Compare Services l l Directly Bookable Location Patient In Appointment Type Specialty Y Shaftesbury General nhs uk Assessment Service Urology y Frome Infirmary nhs uk First outpatient Urology 14 10 7 2005 amp N Lincoln Royal Infirmary nhs uk First outpatient Urology i i Y Lincoln University Teaching Hospital nhs uk First outpatient Urology Advanced Criteria Y The Private Hospital nhs uk First outpatient Urology The original Speciality Clinic Type and Priority will be shown you can amend these if required For PCT CASs the patient choice conversation should now take
3. 0845 6088 888 so they can book a new appointment with them later 6 6 2 Cancel and Rebook Now DBS Before asking Choose and Book to find available slots for your service you can limit the search by filling in the date range start date and end date of when your patient should or wishes to be seen Page 20 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 i iy p3 j 20H i i Who L Sugari Apponinmenis gt The Due By date is the latest date by when your patient needs to be seen The Advanced Criteria can be used to exclude dates and days that the patient is unable to attend an appointment Click on Suggest Appointments and you will see all the available appointment slots for your service in chronological order within the date ranges you have specified 4 Appin mente Sane Appcarbinerdk Cote Tire Servic Haii Location Lane Prof oppina Diary Whe Da Fai 17a Liverpool Servicn Poor Atrial Hoppa Harris Rita Dey Week Month e000 Fai 17 Cay OO He s Hipgpitali Pheer Aupried Hicrspatal Daam Fa 7 Cy Liig Serica Pree eal Aari Hirer PD Fai LPIA OO HP s Hivspatalt Pheer farial Hoppital Harris i 10200 Fa 2 CTH Lel Serva Pree eal Aari Hicraget al 10500 Fri Tig He s Rinapetall Ferral Aare Hierta You can use the scroll bar to see up to 50 appointments currently available You can change the view by clickingon Pay or Week orp Month on the right of the screen Select one
4. James Green Alan The list shows Unique Booking Reference Number which is the CAB unique number for this referral booking NHS The Patient s NHS number Submitted Date The date that the appointment request was submitted Updated date Time The date time that the referral letter was last updated Appointment Date Date already provisionally booked for the appointment Page 15 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 The location of the service for the booking Service Override States if the Referrer has over ridden the Service Selection Booking Guidance The name of the Referrer Clinician If the referral is to a Named Clinician the name of that Named Clinician Patient Name The name of the Patient referred 6 2 How to Open and Review the Referral Letter Se ee ee araia fala aia Nomad kata iati 0000 9006 8599 5551112222 13 10 2005 14 10 oooo s006 e600 222 13 10 2005 14 10 k E E A E T E ASE ean eee IOL Ce ee a asa Review Referral Specialty Urology Clinic Type General Urology l l f 45 Incontinence Urology Fe NE Fee itera nce Ti Priority Routine To open a referral letter click on the UBRN in blue and then click on see a summary of the Appointment Details Appointment Details Appointment Details Referral Letter Details Appointment Date Time Duration Location Service Name Specialty Clinic Type Priority Content Sensitive Appointment In
5. 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 Click to proceed Page 7 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 gt You may have to wait a few seconds but 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 select for this session so that a tick appears in the box next to that role Role Selectio 1 Microsoft Internet Explorer mef File Edit vie Favorites Tools Help a EA p Search Sip Favorites media E2 63 z LJ rel 33 Address http iisbapi national ncrs nhs uk saml RoleSelectionW T jsp token 4QICSwM2L 45fcygzwxg oZ2BcMSOm3jkrjdledkyxdVHg3G 2FQw 3D v gJ co Links ay Please sflect your default session role gt wates die w BEsou EAST LONDON SHARED SERVICES PARTNERSHIP IV Admin amp Clerical Management Manager M amp D Medical General Medical Practitioner I Add l Clinical Services Non Clinical Call Operator NORTH MIDDLESEX UNIVERSITY HOSPITAL NHS TRUST oO Temporary Temporary EBS ServiceDefiner HE WHITTINGTON HOSPITAL NHS TRUST l Temporary Temporary EBS GP Referrer O Temp
6. 2 Issue 1 0 1 November 2005 You need to ensure that the patient is contacted by a team member with either Service Provider Clinician or Service Provider Admin role to book a new appointment from this worklist 6 6 Accepting and Rebooking DBS For DBS appointments only you can accept a referral and rebook the appointment for a new date and time at the same time gt Click Rebook amp Accept at the bottom right of the screen You now see the Bookings screen where you can see your hospital organisation as the patient s selected choice highlighted in orange 1 Initial Referrer Lincoln PCT Swallowfields Practice Adcock James 2 Filter Service By Urology General Urology Routine Ba Male and Female 3 Service s l Select Miles Service Name Directly Bookable Location Patient Info Appointment Type Specialty X 45 CAS Incontinence Urology dept Wilton Trust 1T1 ty Shaftesbury General nhs uk Assessment Service Urology 14 10 2005 i l Advance d Criteria Suggest Appointments 6 6 1 Cancel Now Rebook Later DBS If the Patient wishes to take time to think about their options you have the option to cancel the appointment by clicking on Sancel Appointment Rebook Later at the bottom right of the screen If you click this Choose and Book gives you a message to ensure you are sure you wish to take this action Click Yes You should give them the number of the CABAL Choose and Book Appointments Line
7. Definer e Commissioner e Service Provider Clinician There are separate end user manuals for staff who work in outpatient services A Clinical Assessment Service CAS provides a more specialist level of clinical assessment than is typically available in primary care and aims to provide patients with a more effective and efficient care pathway They can be paper triage see and treat or other combinations A CAS can be managed in primary care secondary care or by a team staffed from both primary and secondary care Staff within a CAS can range from a single Practitioner with Special Interest e g GPSI to a multi organisation multi disciplinary team but it must always have relevantly clinically qualified professionals at the heart of the service 1 5 General principles of a CAS A Clinical Assessment Service should Page 5 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 provide clear benefits which are communicated to clinicians and patients be specialty or condition specific and fit within an appropriate clinical pathway be staffed by relevant and appropriately qualified clinicians provide information to clinicians and patients about the possible outcomes and choices offered by the CAS have defined time lines to ensure there is no undue delay to the patient pathway have defined appointment slots to provide feedback to the patient on the outcome of their assessment offer patients a choic
8. First outpatient Urology Advanced Criteria General Urology Urology Lincoln Royal Inf GGG N Lincoln Royal Infirmary nhs uk First outpatient Urology General Urology Urology Lincoln Uni Hosp HHH y T General Urology Urology Private Hosp Lincs III The Private Hospital nhs uk First outpatient Urology Compare Services Page 37 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 The original Speciality Clinic Type and Priority will be shown you can amend these if required For PCT CASs the patient choice conversation should now take place and the providers will be selected The appointment can be requested using the Request button see Section 5 for details of the booking options If you are referring to another service within the same organisation you will be provided with the option to indirectly book an appointment This appointment must be booked separately into PAS prior to updating Choose and Book This can be done by either the Service Provider Clinician or Booking Manager Request Indirectly Book Once an appointment request has been made the following screen will be displayed UBRN 0000 9006 8936 Specialty Urology Clinic Type General Urology Location Lincoln University Teaching Hospital General Urology Urology Lincoln Uni Hosp HHH Priority Routine Content Sensitive A Referral Letter Outstanding will add at a later time Defer Booking to BMS Th
9. appointment by clicking on the round radio button to the left of the chosen date and time gt Click GEENSE Choose and Book shows you a summary of the new booking gt Select a Reason for Rebooking from the pick list e g Clinic cancelled gt Click Gam You then see the confirmation of the booking you have submitted Your service will need to contact the patient to discuss with them the new booking and you can print off an Appointment Summary for the patient by clicking on Print at the bottom right of the screen Click Close at the bottom left of the screen to return to your homepage Your team will now need to print off a clinic letter from your PAS and send it to your patient too Page 21 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 7 Booking into a DBS CAS and Onward Referral to a DBS 7 1 Process GP refers Patient to CAS DBS Service Advice and Guidance Requests Appointment booked CABAL Internet Referrer Consultant Reviews Referra Referrals for Review Record Assessment Referrals for Assessment Revie Resolved Resolved Refer Or Refer Or ae during Patient outside of Assessment Request CAB Outbound Referrals Add Shortlist Appointment booked CABAL Internet Referrer Tick Referral LetterjOutstanding box Referrals for Booking Referral Letter Added Retumeia UBRN can be Referring Clinician Se le Worklist for quiry only O
10. click Submit Click on Print to print off the Enquiry you are viewing Clickon Close to return to your homepage Page 45 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 Page 46
11. 10 2005 14 27 Print BRM MHS Submitted Date Service Override o ioga oa0e 8894 O 51112222 13 10 2005 N Clinic Type General Urology Service Priority Urgent Select the UBRN and then select Add Referral Letter From the screen displayed select Attachments to display the following screen Add File Browse Upload File Name File Type Remove None Found Browse for the referral letter and any other attachments that would be useful i e ECG results and Upload You can attach up to 5MB and this can include a range of file types i e text picture etc Once all files have been attached click on Submit and click Submit again and then click Close to return to your homepage The UBRN will now be displayed in the Referrals for Booking worklist To book the appointment select the UBRN then Actions then Update Book see section 4 for further details regarding booking Page 39 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 Referrals for Booking Last Refresh 13 10 2005 14 29 Print UBRN NHS Appointment Date Refe TOTIUS OSOZ IIIZZZJJJJ Pal 0000 9006 8566 9012345678 13 10 2005 0000 9006 8548 1112223333 Pac 0000 9006 8538 1112223333 Pac 0000 9006 6535 lz nlinannr Ear Mstient Passwort i Update Book atient Password paddington Cancel Request sent To Callback Yes Defer Booking to BMS view Request Usual Phone View History Specialty Urology Clinic Type General Urol
12. 2005 Shortlisted Thomson Gary 0000 9006 8203 1112223333 13 10 2005 Smith Jim Not Assessed 12 10 2005 NjA Christie Ethel 0000 9006 8378 5551112222 13 10 2005 Smith Jim Refer On 12 10 2005 Shortlisted Thomson Gary Select the UBRN from the Actions menu select the option to Record Assessment Page 35 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 0000 9006 6598 5551112222 14 10 2005 Smith Jin 0000 9006 8597 222 14 10 2005 Smith Jin AAS 49 0 4500r nth Ta cL 4 Patient Passwort Record Assessment View Appointment Insent To Callback Yes paddington i view History i Usual Phone i Specialty Urology Clinic Type General Urology CAS Incontinence Urology dept Wilton Trust 1T1 Service Priority Routine Due By The Record Assessment screen allows you to review the referral letter details and displays current details of the appointment Select the appropriate clinical assessment outcome from the drop down list The table in section 6 4 details the clinical assessment outcome and the effect of your actions Appointment Details Appointment Details Referral Letter Details UBRN 0000 9006 8597 Appointment Date Time 14 10 2005 9 00 AM Duration 15 Minutes Location Shaftesbury General Service Name CAS Incontinence Urology dept Wilton Trust 1T1 Specialty Urology Clinic Type General Urology Priority Routine Content Sensitive No Clinical Assessment
13. 2222 Referred On 17 10 2005 Page Michael Thomson Gary 13 10 2005 0000 9006 8574 1112223333 Referred On 14 10 2005 Page Michael Christie Ethel 13 10 2005 The referral will be reviewed by the onward referrer if the appointment is accepted it will be removed from this worklist and again can be accessed by the Patient Enquiry lfa referral has been rejected the referral status will indicate this click in the UBRN to see further details about the rejection Page 27 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 Outbound Referrals Last Refresh 13 10 2005 18 09 Print UBRN NHS Referral Status 0000 9006 8338 5551112222 Rejected iinan m N PP An Update Book esword paddington Cancel Request cialty Urology View Request Modify Referral Letter Type General Urology View History aren General Urology Urology Lincoln Uni i 7 Hosp HHH L Priority Routine ef Due By 2 DS EET EET If the referral is awaiting review the referral status will be listed as Referred On Page 28 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 8 Booking into an IBS CAS and Onward Referral to a DBS 8 1 Process GP refers Patient to CAS DBS Service Advice and Guidance Requests Appointment booked CABAL Internet Referrer Consultant Reviews Referra Referrals for Review Record Assessment Referrals for Assessment Revie Resolved Resolved Refer Or
14. Click tos and select Close Advice Request This will remove the response from your worklist Page 43 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 Page 44 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 11 Reviewing Reports and Enquiries 11 1 Reports Reports are pre defined sets of information collected retrospectively each month in Choose and Book New reports are continually being developed and will be added in each new release of the CAB application Click Reports on the homepage You see alist of the reports available to your role in Choose and Book Select the report you wish to view by clicking on it and the report opens Click IML alongside the report you wish to preview Click Print to print off the report you are viewing Click Close to return to your homepage 11 2 Enquiries An Enquiry is similar to a report with pre defined information However you can define your own 28 day time period for an enquiry so that at any day you can run an enquiry containing the past 28 days worth of information in the system Click Enauiries on your homepage Click on Enquiries and you see the list of enquiries available to your role in Choose and Book Select the enquiry you wish to view gt Enter the date range 28 day maximum range for the enquiry you wish to view and any further filtering criteria you require and
15. Don t Submit Submit Submit amp Complete Select Submit amp Complete to close this screen and return to your homepage A warning message will appear if the assessment is completed prior to the patient s appointment time as it marked on Choose and Book which of course may legitimately occur when the CAS operates with a paper triage or telephone assessment and the appointment time is used as a marker rather than an actual appointment time Complete Future Assessment Warning You are about to complete the assessment of a referral For which there is an appointment date in the Future Are you sure you wish to proceed Yes Mo 7 4 2 Attaching a Referral Letter The Outstanding Referral Letter worklist will display all UBRNs waiting for a letter to be attached This will display the new UBRN not the initial one E TE E LENF Pe my Outstanding Referral Letters Last Refresh 13 10 2005 14 27 Print UERN MHS Submitted Date Service Override ee ooo ande aao4 ppd112222 13 10 2005 N Clinic Type General Urology Service Priority Urgent Select the UBRN and then select Add Referral Letter From the screen displayed select Attachments to display the following screen Add File Browse Upload File Name File Type Remove None Found Page 26 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 Browse for the referral letter and any other attachments that would be useful i e ECG r
16. Outcome Clinical Assessment Comments Advise Referrer Resolved Treated During Assessment Resolved Patient Request Refer On Refer On Outside Choose and Book Don t Record Record Record amp Complete Select your outcome and Record if you anticipate amending your preliminary assessment following a discussion with the patient Don t Record if you do not wish to record at this time and lastly Record and Complete if the assessment and outcome has been completed 9 4 Outcome of Referral The table details the location of the UBRN following an assessment Page 36 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 Clinical Assessment Outcome Don tRecord Record amp Complete What happens Advise Referrer UBRN can be accessed through Patient Enquiry only No longer visible on any worklist Resolved Treated during Appointment UBRN can be accessed through Patient Enquiry only No longer visible on any worklist Resolved Patient Request UBRN can be accessed through Patient Enquiry only No longer visible on any worklist Refer On See Section 6 4 1 for details of which worklist s the UBRN is visible on Refer On Outside of Choose and Book UBRN can be accessed through Patient Enquiry only No longer visible on any worklist For all options except Refer On the referral can be completed at the time of recording an assessment The referring clinician will always see the assess
17. Refer Or ae during Patient outside of Assessment Request CAB Outbound Referrals Add Shortlist Booking Manager books Appointment Tick Referral LetterjOutstanding box Referrals for Booking Referral Letter Added UBRN can be Returns to accessed through Referring Clinician Worklist for ee cece Outstanding Referral informatior oe ae Letters 8 2 Reviewing a Referral The referral will appear in the Referrals for Review Worklist See Section 5 after your Booking Manager has booked the appointment To explain the usage of the worklists available to the Service provider for CAS it is assumed that the appointment has been accepted 8 3 Assessing a Referral Once the referral has been accepted it will be available from the Referrals for Assessment worklist Referrals for Assessment Last Refresh 13 10 2005 11 14 Print UBRN NHS Appointment Date Referrer Assessment Outcome Letter Last Changed Onward Referral Status Onward Referral Letter Clinician Patient Name 0000 9006 7553 7890123456 13 10 2005 Simmons Pippa Not Assessed 12 10 2005 NJA Mistry Anjuna 0000 9006 7619 7890123456 02 11 2005 Ison Jane Not Assessed 12 10 2005 NjA Mistry Anjuna 0000 9006 8106 5551112222 13 10 2005 Smith Jim Refer On 11 10 2005 Shortlisted Thomson Gary 0000 9006 8203 1112223333 13 10 2005 Smith Jim Not Assessed 12 10 2005 NjA Christie Ethel 0000 9006 8378 5551112222 13 10 2005 Smith Jim Refer On 12 10 2005 Shortlisted Thomson Gary Select
18. Reports Worklists Directory of Services Enquiries Reports Filter By Service cas Incontinence Urology dept Wilton Trust 1T1 M Clinician v Advice and Guidance Requests Referrals for Review Referrals for Assessment Outbound Referrals Referrals for Booking Outstanding Referral Letters To enter each section you click on the tab with the appropriate label e g worklists Worklists Directory of Services Enquiries Reports gt The Worklists section lets you manage your workflow these are further described in Sections 5 8 The Directory of Services section lets you browse all entries on the Directory of Services You can access enquiries by clicking on Enquiries see section 11 2 You can access reports by clicking on Reports see section 11 1 Page 14 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 6 Reviewing Referrals Reviewing a referral will allow you to accept or reject the appointment booked to your service A referral will not appear on the Referral for Review worklist until a referral letter has been sent by the Referrer via Choose and Book and the patient has had an appointment booking made The actions to accept or reject an appointment are the same for both DBS and IBS however the Update and Rebook amp Accept options are for DBS only 6 1 How to Access Referrals that Need Review Log in as Service Provider Clinician wWworklists gt Cli
19. been booked the status can be monitored in the Outbound Referrals worklist Outbound Referrals Last Refresh 13 10 2005 16 49 Print UBRN NHS Referral Status Appt Date Referrer Patient Name Last Activity Date 0000 9006 8297 1112223333 Rejected 14 10 2005 Page Michael Christie Ethel 13 10 2005 0000 9006 8338 5551112222 Referred On 17 10 2005 Page Michael Thomson Gary 13 10 2005 0000 9006 8574 1112223333 Referred On 14 10 2005 Page Michael Christie Ethel 13 10 2005 The referral will be reviewed by the onward referrer if the appointment is accepted it will be removed from this worklist and again can be accessed by the Patient Enquiry If a referral has been rejected the referral status will indicate this click in the UBRN to see further details about the rejection Outbound Referrals Last Refresh 13 10 2005 18 09 Print UBRN NHS Referral Status 0000 9006 8338 5551112222 Rejected CEE EE E Con Con Con Con Con Cn oe An Update Book sword paddington Cancel Request cialty Urology View Request Modify Referral Letter Type General Urology View History Tona General Urology Urology Lincoln Uni i Hosp HHH L Priority Routine ef Due By KET KET EET EET If the referral is awaiting review the referral status will list as Referred On Page 34 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 9 Booking into a IBS CAS and Onward Referral to an IBS 9 1 Process GP refers Pa
20. ble to change it to a directly bookable service later gt Complete the rest of the service and Publish if you tick this box you are publishing the service you are loading Once a service is both published and commissioned by a PCT with a service effective start date of today or earlier it can be viewed and referred or booked in to by referrers Inthe Directory of Services section on the left hand side of the screen you see a list of all the services that have been loaded for your organisation If a loaded service has an asterisk next to the service name that service is NOT published Any service not published cannot be seen by either the referrer or Commissioner Cirectory of Services Aiehorouce Enquiries BATES FH BATES AMA Barta Test for TZ Az 2 l Shue Ear Serios ENT Richmond amp Teichernhem PICT SAh LBS in C5 Test Servos For COPES in 2 2 Click save _ to save the items you have loaded thus far Page 12 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 4 Commissioner There is a full Commissioner End User Manual that describes in detail the full steps for commissioning a service in the Directory of Services available at www chooseandbook nhs uk This combined manual sets out the particular steps that are required to commission a service in the DoS as a CAS Log into Choose and Book using the role profile of Commissioner Commissioning Builder Reports 4 i p S
21. choose book Combined Manual for Clinical Assessment Services CAS for Choose and Book R2 2 Issue 1 0 1 November 2005 Choose and Book Programme Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 Combined Manual for Clinical Assessment Services CAS Choose and Book R2 2 Contact Claire Dalton National Choose and Book team NHS Connecting for Health claire dalton cfh nhs uk Page 1 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 J Neli Nees 1 3 1 4 10 1 6 2 2 1 2 2 2 3 2 4 220 3 31 Srk 6 1 6 2 6 3 6 4 6 5 6 6 lakk Fe 7 3 1 4 29 8 1 8 2 8 3 8 4 BACKGROUND TO CHOOSE AND BOOK AND CLINICAL ASSESSMENT SERVICEG 1 High 0 8 or to g enemies eect terse et er eta area nce ten Reet rene eee anette eo eee ee 1 Directly and Indirectly Bookable ServiCes cccccceecccceeseeeeeseeeeeeeceeeeeeeseeeeeeeseeeeeesaaeeees 1 ADDreviations SCO i atcae eee Risa tatt iat iat E Aa 1 Clinical Assessment SCIVICES aian a E E ae tte 1 General prine pleS ora CAS miisroro n a AE yeeeaceretas 1 CAS TUNCUONS counen aA a E ames 1 ACCESSING CHOOSE AND BOOK WITH YOUR SMARTCARD cececeeeeeeeeeeeeeeeees 1 WISING your SINAN Cal Onesie e E E EE E EE 1 If you have a Choose and Book icon on your GESKtOP ccccseeeeeceeeeeeeeeseeeeeesaeeeeeeeeees 1 If you do NOT have a C
22. ck on to show the six worklists available to you You can filter the patients in your worklists by Service or by Clinician Filter By Service cas Incontinence Urology dept Wilton Trust 1T1 X Clinician X Advice and Guidance Requests Referrals for Review Referrals for Assessment Outbound Referrals Referrals for Booking Outstanding Referral Letters If you have been set up in the CAB Directory of Services as an Allocated Clinician see your Trust Service Definer you can filter the list of patients in your worklist so you see only those patients in those services where you are set up as an Allocated Clinician Click on the picklist arrow of Clinician and select your name Click on the Referrals for Review to open that worklist You now see alist of all new referrals and bookings made that still need to be reviewed Referrals for Review Last Refresh 13 10 2005 09 57 Print UBRN NHS Submitted Date Appt Date Updated Date Time Service Override Location Referrer Clinician Patient Name 0000 9006 8646 5678901234 13 10 2005 14 10 2005 13 10 2005 10 03 N Shaftesbury General Adcock James Kirkby Samuel 0000 9006 8644 4567890123 13 10 2005 14 10 2005 13 10 2005 10 02 N Shaftesbury General Adcock James Pinner Adam 0000 9006 8642 3456789012 13 10 2005 14 10 2005 13 10 2005 10 01 N Shaftesbury General Adcock James Cullen Bob 0000 9006 8640 2345678901 13 10 2005 14 10 2005 13 10 2005 10 00 N Shaftesbury General Adcock
23. date Originally set by the referrer With the referral open click Update UBRN Due By Date Service s Location Service Name Specialty Clinic Type Content Sensitive Priority Due By Date at the bottom right of the screen 0000 9006 8600 Shaftesbury General CAS Incontinence Urology dept Wilton Trust 1T1 Urology General Urology No aaant cl oun nats rgent X 20 j 10 2005 You can update the Priority and or the Due By Date Click Update UBRN Appointment Date Time Appointment Duration Location Service Name Lead Professional Specialty Clinic Type Priority Due By Date Reason For Update Comments 0000 9006 8646 14 10 2005 12 30 PM 15 Minutes Shaftesbury General CAS Incontinence Urology dept Wilton Trust 1T1 Urology Routine Patient needs to be seen more urgently X Other Patient needs to be seen more urgently ss You now see a summary of the update and you need to enter the reason for you updating the referral booking from the picklist Click Submit You now see a summary of the update you have submitted and you have the option to print this off for your patient by clicking Print Click Close to return to your worklists and your updated referral will now have moved to the Referrals for Booking worklist as your patient still needs to have their new booking made Page 19 Combined Manual Clinical Assessment Services CAB R2
24. e of provider when they are referred on if the CAS was the only choice at the point of referral from primary care have clear clinical governance and corporate ownership A Clinical Assessment Service should not be a purely administrative Referral Management Centre as this has no clinical input and therefore does not provide direct clinical benefit to the patient be used by secondary care for overcoming the book now refer later model of the Choose and Book software cover several specialties except where this applies to a single condition e g musculo skeletal make a referral to another CAS 1 6 CAS functions The Service Definer and the Commissioner roles in Choose and Book first need to define load and then commission the CAS before a Referrer can refer book a patient to that CAS and a Service Provider Clinician can review any new referrals and perform clinical assessments This manual sets out the functions for each of the three roles as follows Service Definer how to load a CAS in the Directory of Service Commissioner how to commission both a primary care and a secondary care CAS a Service Provider Clinician how to process referrals and completing assessments Page 6 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 2 Accessing Choose and Book with your Smartcard 2 1 Using your Smartcard A Smartcard looks much like a credit card with a picture of the user together with th
25. e option to make a referral Content Sensitive should not be used within an IBS environment as it prevents anyone other that the referring clinician accessing the UBRN If a referral letter is required by the service the option to select Referral Letter outstanding will add at later time can be ticked The option to Defer Booking to BMS should not be used as CABAL cannot book the appointment NB A new UBRN is created and will be linked to the initial UBRN Don t Submit Submit Submit amp Complete gt Select Submit amp Complete to close this screen and return to your homepage A warning message will appear if the assessment is completed prior to the patient s appointment time as it marked on Choose and Book which of course may legitimately occur when the CAS Page 38 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 operates with a paper triage or telephone assessment and the appointment time is used as a marker rather than an actual appointment time Complete Future Assessment Warning You are about to complete the assessment of a referral For which there is an appointment date in the Future Are you sure you wish to proceed Yes Mo 9 4 2 Attaching a Referral Letter The Outstanding Referral Letter worklist will display all UBRNs waiting for a letter to be attached This will display the new UBRN not the initial one E TE n LS PP my Outstanding Referral Letters Last Refresh 13
26. eceeeeceeceeeeeeeeeeeeseesaeaeeessaaeeeesanees 1 10 3 How to View Advice and Guidance RESPONSES cccceeccecseeeeeseeeeeeeeeeesaeeseesaeeeesaaeeeees 1 10 4 How to Convert an Advice and Guidance Response into a Booking cccssseseeeeees 1 10 5 How to Remove an Advice and Guidance Response from your Worklist 0008 1 11 REVIEWING REPORTS AND ENQUIRIES mutsni neren r aR 1 TNMs TAC DOWNS ira rn cau eset ovale soli ena catlay aided ia Rada oy E 1 12 ENUNG S ieee tga ndie acne andi E a N 1 Page 3 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 1 Background to Choose and Book and Clinical Assessment Services 1 1 Introduction 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 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 The clinical referrer usually a GP will initiate the booking by shortlisting the clinically appropriate services that the patient needs to be referred or booked in to thus creating an Appointment Request One type of appointment that the patient ca
27. eir 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 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 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 No I do not accept and wish to exit Yes I accept and wish to proceed Type in your PIN passcode and click on Yes accept and wish to proceed __ or press return on the keyboard You may or may not depending on local set up now see a security alert Security Alert Information you exchange with this site cannot be viewed or iy 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
28. erral attachments by clicking on each file name to highlight it and click Open File Marne File Type Price M Referral Letter txt bextiplain NB It is important that you open and view all attachments and to ensure you have the full information from the Referrer If you wish to print an attachment that you have opened click on or Control P on your keyboard then in the print dialogue box select the printer to send it to gt Click Print Once you have reviewed the referral letter and information you can either Accept or Reject the referral oooking or you can accept and Update it or you can accept the referral and rebook the appointment Accept and Rebook You also have the option to Record Assessment at this point this will automatically Accept the referral Page 17 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 Record 4ssessment Rebook amp Accept Update Reject Accept 6 3 Accepting a Booking With the referral open you can accept the referral and booking as it is by clicking on Accept at the bottom right of the screen Once you have accepted the referral and booking the patient s referral will disappear from Referrals for Review worklist as it is no longer awaiting review and will appear in the Referrals for Assessment worklist 6 4 Rejecting a Booking You can reject the referral booking by clicking on P at the bottom right of the screen Rejecting this refe
29. ervice Name CAS Cardiology Service Beauchamp Practice GDR Specialty Cardiology z Hospital Beauchamp Practice Clinic Type General Cardiology Effective Date Range for Contract i a gt to ji Load Quota Amount For Contract Tariff Amount for Contract Bailhouse Practice Harrington PCT Beauchamp Practice CAS Cardiology Service Beauchamp Practice GDR Lincoln Royal Infirmary NHS Trust Lincoln University Teaching Hospital NHS Trust North Chester Acute Hospital Trust Westminster Acute Trust Wilton Trust If you require the CAS or service to be available for referrals from primary care i e seen by the referrers in primary care like a GP ensure that the tick box next to Service Available for Booking of Initial Referral is selected ticked If you want to commission this service as one that the initial referrer e g GP cannot see but is made available to the CAS clinician to refer the patient on to after the clinical assessment then ensure that the box next to Service Available for Booking of Initial Referral is NOT selected ticked Page 13 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 5 Service Provider Clinician 5 1 Your Homepage gt Your Homepage is where all actions start from and your Asa Service Provider Clinician your homepage has 4 main sections shown on the right hand side of the screen Worklists Directory of Services Enquiries and
30. esults and Upload You can attach up to 5MB and this can include a range of file types i e text picture etc Once all files have been attached click on Submit and click Submit again and then click Close to return to your homepage The UBRN will now be displayed in the Referrals for Booking worklist if the referral has not been deferred to CABAL To book the appointment select the UBRN then Actions then Update Book see section 4 for further details regarding booking Referrals for Booking Last Refresh 13 10 2005 14 29 Print UBRN NHS Appointment Date Refe TOTTI OSOZ TIITZZZIIIS Pat 0000 9006 8566 9012345676 13 10 2005 0000 9006 8548 1112223333 Pac 0000 9006 8538 1112223333 Pa 0000 9006 6535 lezez oar Pa Aatient Passwort i Update Bool atient Password paddington Cancel Request sent To Callback Yes Defer Booking to BMS view Request Usual Phone iew Histor Specialty Urology Clinic Type General Urology Service View Shortlist Due By Once the appointment has been booked it will be displayed in the Outbound Referrals worklist 7 5 Monitoring Onward Referrals Once an appointment has been booked the status can be monitored in the Outbound Referrals worklist Outbound Referrals Last Refresh 13 10 2005 16 49 Print UBRN NHS Referral Status Appt Date Referrer Patient Name Last Activity Date 0000 9006 8297 1112223333 Rejected 14 10 2005 Page Michael Christie Ethel 13 10 2005 0000 9006 8338 555111
31. etter Required is set to Yes and the lead and freeze times will remain greyed out and are not available for editing The lead time will be set to 7 days Referral Letter Details Referral Letter Required on Appointment Lead Time Day s Freeze Referral Letter Day s Exclude Saturday Exclude Sunday VY utilise Referrals for Assessment Worklist gt When loading a CAS i e have entered an appointment type of Assessment Service or GPSI you will have an extra field under Referral Letter Details called Utilise Referrals for Assessment Worklist When this box is ticked it means referrals for this service will appear in the Referrals for Assessment worklist for the Service Provider clinician of that service If this box is not ticked the Service Provider Clinician of that CAS GPSI will not see referral letters for this service in their Referrals for Assessment worklist Page 11 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 Set the Directly Bookable Option as applicable Select Yes if your service is a Directly Bookable Service DBS Select No if you are loading an Indirectly Bookable Service IBS This field is very important as it affects which fields are available to you later in the DoS NB If you save and publish a service as a directly bookable service DBS you will NOT be able to change it to an IBS later NB If you save and publish a service as IBS you WILL be a
32. ferred On Page 40 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 10 Responding to Advice and Guidance Requests A referrer may not know which service is most appropriate for their patient Instead of making a booking or appointment request they may request Advice and Guidance from you Based on your response they can then choose the most appropriate service priority and due date 10 1 How to Open and Respond to Advice and Guidance Requests gt From your home page click Worklist Click on Advice and Guidance Requests ry Aevice and Guidance Requests Referrals for Review Click on the UBRN of the request you wish to deal with aaa 2961379250 21 04 2004 2104 2004 14 54 The details of the request will be displayed Type in your response in the Advice Response Comments Click Submit to send that response to the referrer making the request for advice and guidance You are returned to the home page 10 2 How to Request Advice and Guidance From the Booking screen accessed when the Refer On option has been selected Select a Specialty then Clinic Type and Priority to search for appropriate services see section 5 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 Those services that have been commissioned are displayed Select your required se
33. g assessment where referring on would be appropriate but for a speciality other than the original the CAS clinician can refer back to the GP for a choice conversation if appropriate In this instance rather than select Refer On select Advise Referrer and Record amp Complete 8 4 1 Refer On gt When the option to Refer On is selected use the Record option to display the Appointment Summary screen This Appointment Summary screen can be printed if required Select Add Shortlist in order to make an appointment or request an appointment from the Booking screen shown below 1 Initial Referrer Lincoln PCT Swallowfields Practice Adcock James 2 Filter Service By Urology X Access Service Selection General Urology a Routine z Male and Female z within miles of postcode Request Advice Suggest Services 3 Services l l Select Mil Service Name Directly Bookable Location Patient In Appointment Type Specialty CAS Incontinence Urology dept Wilton Trust 1T1 Shaftesbury General nhs uk Assessment Service Urology General Urology Urology Frome Infirmary FFF Frome Infirmary nhs uk First outpatient Urology 14 7 10 2005 amp l l Lincoln University Teaching Hospital nhs uk First outpatient Urology Advanced Criteria General Urology Urology Lincoln Royal Inf GGG N Lincoln Royal Infirmary nhs uk First outpatient Urology General Urology Urology Lincoln Uni Hosp HHH General U
34. he UBRN does not display in the Referrals for Booking worklist The UBRN can be accessed through a Patient Enquiry if you do need to book this in the CAS NB A new UBRN is created and will be linked to the initial UBRN Don t Submit Submit Submit amp Complete Select Submit amp Complete to close this screen and return to your homepage A warning message will appear if the assessment is completed prior to the patient s appointment time as it marked on Choose and Book which of course may legitimately occur when the CAS operates with a paper triage or telephone assessment and the appointment time is used as a marker rather than an actual appointment time Page 32 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 Complete Future Assessment Warning You are about to complete the assessment of a referral For which there is an appointment date in the Future Are you sure you wish to proceed Yes Mo 8 4 2 Attaching a Referral Letter The Outstanding Referral Letter worklist will display all UBRNs waiting for a letter to be attached This will display the new UBRN not the initial one E TE n LS Pe Di Outstanding Referral Letters Last Refresh 13 10 2005 14 27 Print UERN MHS Submitted Date Service Override noo song seo4 P51112222 13 10 2005 N Clinic Type General Urology Service Priority Urgent Select the UBRN and then select Add Referral Letter From the screen displayed
35. hoose and Book icon on your GESKtOP ccceseeeeeeeeeeeeeeeeeees 1 Selecting your Role in Choose And BOOK sasare eE E EE NE ETEO EENE iS 1 Logging out of and Closing Choose and Book cccccceeeeeeeeeeeeeeeeeeeeeeeeeeaaeeeeeeeessanees 1 Sey IGE OEE IN ER erie rte ean seta neces E a eit eo eaeninws ON 1 Deining a GAS SENICE nusuidnineni a dos dena a a a acca a ewes 1 GOMMIS SIONE R secas a halen aeddodasacencecyaseandaaee 1 SERVICE PROVIDER CLINICIAN i cecetectiaccndcvinasosccietadsas EN 1 Your OMCD AG Cristea ttascusiianscenidvsaidvn lor a el ematelenahon 1 REVIEWING REFERRALS oss cc hese ee Ses a a tete teases 1 How to Access Referrals that Need Review ccccccccccsseeeeseeeeeseeceeeeeeeeeseeeeesaeeeesaaeeeeas 1 How to Open and Review the Referral Letter cccccccccccssseeeeceeeeeeeseeeeeeeseeeeeeseaeeeees 1 Accepting aA BOOKING eiea estonia ccave e nara sutenamne Gases 1 Rejecting a BOOKING wacarter ciate ete aa a ea cee oe 1 Updating a BOOKING DBS evspirorssensn aa e A AE Dea 1 Accepting and Rebooking DBS oxeccecnssecuantcemet wuebeceedeosedavtecatautedseadiecacantahancasdewdeseumeieuseias 1 BOOKING INTO A DBS CAS AND ONWARD REFERRAL TO A DBS inaaannnnnnnnnnnnnnnennnnn 1 POCO SS raeno a Nagin 1 Reviewing a Relerral iecthseat aca oatnin tdi Meta a dian te eh iasmluedeid ab Mug Ml cudtubloaadinwedt 1 ASSCSSING a ReleN Alre rrarr nE O E oem vente auteles 1 Outcome Of ReTeralarasea a wa hetea
36. ile 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 using your smartcard i 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 2 4 Selecting your Role in Choose and Book According to whichever role you have been given in Choose and Book select either Service Definer or Commissioner or Service Provider Clinician from the picklist Click to access Choose and Book functions Westminster 4cube Trust Service Provider Clinician Role Profile Cancel OK 2 5 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 you can select another Choose and Book role and go back in to the Choose and Book from here Page 9 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 Having clicked on Logout you can then complete the logging out process by clicking the at the top right corner of the screen NB You must click Logout prior to the red X to exit Choose and Book Page 10 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 N
37. ment outcome and detail from their activity worklist The service provider clinician will only be able to access the UBRN from the Patient Enquiry following Record amp Complete as it will no longer be displayed on any worklist Following assessment where referring on would be appropriate but for a speciality other than the original the CAS clinician can refer back to the GP for a choice conversation if appropriate In this instance rather than select Refer On select Advise Referrer and Record amp Complete 9 4 1 Refer On gt When the option to Refer On is selected use the Record option to display the Appointment Summary screen This Appointment Summary screen can be printed if required Select Add Shortlist in order to make an appointment or request an appointment from the Booking screen shown below 1 Initial Referrer Lincoln PCT Swallowfields Practice Adcock James 2 Filter Service By Urology X Access Service Selection General Urology X Routine z Male and Female within miles of postcode Request Advice Suagest Services 3 Service s l l Select Mil Service Name Directly Bookable Location Patient In Appointment Type Specialty CAS Incontinence Urology dept Wilton Trust 1T1 Y Shaftesbury General nhs uk Assessment Service Urology General Urology Urology Frome Infirmary FFF Frome Infirmary nhs uk First outpatient Urology 14 7 10 2005 amp l l Lincoln University Teaching Hospital nhs uk
38. n be referred or booked in to is a Clinical Assessment Service CAS All services including CASs can be either a Directly Bookable Service DBS or an Indirectly Bookable Service IBS 1 2 Directly and Indirectly Bookable Services A Directly Bookable Service is one where the referrer can book the patient electronically into an appointment in the Service Providers Patient Administration System PAS To do this the provider organisation must have a Choose and Book compliant PAS If the referrer does not have the time to complete an electronic booking during their patient consultation the referrer could send the patient out to another member of staff in their practice to complete their booking or the patient could go home to think about the choices and then call the Choose and Book Appointment Line CABAL or access the internet to complete their booking of date and time An Indirectly Bookable Service is one where a service provider s PAS is not Choose and Book compliant and therefore the referrer cannot book the patient directly in to an appointment slot via Choose and Book Instead the provider needs to have a Booking Manager who the patient can telephone to complete their booking in both the PAS and Choose and Book For an IBS the referrer still completes an Appointment Request but the patient will complete their booking with the IBS Booking Manager at the Service Provider There is a separate End User Manual for the Booking Manager role fo
39. ogy Service View Shortlist Due By Once the appointment has been booked it will be displayed in the Outbound Referrals worklist 9 5 Monitoring Onward Referrals Once an appointment has been booked the status can be monitored in the Outbound Referrals worklist Outbound Referrals Last Refresh 13 10 2005 16 49 Print UBRN NHS Referral Status Appt Date Referrer Patient Name Last Activity Date 0000 9006 8297 1112223333 Rejected 14 10 2005 Page Michael Christie Ethel 13 10 2005 0000 9006 8338 5551112222 Referred On 17 10 2005 Page Michael Thomson Gary 13 10 2005 0000 9006 8574 1112223333 Referred On 14 10 2005 Page Michael Christie Ethel 13 10 2005 The referral will be reviewed by the onward referrer if the appointment is accepted it will be removed from this worklist and again can be accessed by the Patient Enquiry If a referral has been rejected the referral status will indicate this click in the UBRN to see further details about the rejection Outbound Referrals Last Refresh 13 10 2005 18 09 Print UBRN NHS Referral Status 0000 9006 8338 5551112222 Rejected CEE EE E Con Con Con Con Con Cn oe An Update Book sword paddington Cancel Request cialty Urology View Request Modify Referral Letter Type General Urology View History Tona General Urology Urology Lincoln Uni i Hosp HHH L Priority Routine ef Due By KET KET EET EET If the referral is awaiting review the referral status will list as Re
40. orary Temporary EB ServiceDefiner l Temporary Temporary EBS Clinician Trust I Temporary Temporary EBS Clinician BMS l Temporary Temporary EBS Admin BMS v Setgession Role start E ta screen dumps of spin Set Session Role Role Selection Micro Click on The system asks if you want to close the present window Click on Microsoft Internet Explorer 2 The Web page you are viewing is trying to close the window Do you want to close this window You are returned to your desktop having successfully logged on to the Spine 2 2 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 r and Book Choose and Book sometimes takes a little while to check your authentication and then if you have only 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 using your smartcard Page 8 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 2 3 If you do NOT have a Choose and Book icon on your desktop Open Internet Explorer on your computer tify Fd 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 wh
41. ovember 2005 3 Service Definer There is a full Service Definer End User Manual that describes in detail the full steps for loading a service in the Directory of Services available at www chooseandbook nhs uk This combined manual sets out the particular steps that are required to set up and load a service in the DoS as a CAS 3 1 Defining a CAS Service Log into Choose and Book with a role of Service Definer From the Service Definer homepage click dd New Service at the bottom of the screen to load a new service To define your service as a CAS in the Service Details section from the picklist of Appointment Types select either Assessment Service or GPSI Service Details Reguired Fields Incomplete Service ID Service Name CAS Cardiology Service Service Comments Service Location Beauchamp Practice bd Specialty Cardiology x Appointment Type Assessment Service Service Provider Organisation Type Professional Type Advice Request Processing Available Service Effective Date Range Publish Clinic Types Reguired FieldMental Health Trust Contact Information eg Out of Hours Practice Trust Service Personnel Commissioning Service Specific Booking Guidance Instructions Slot Management Reguired Fields Incomplete Referral Letter Details A CAS will always require that a referral letter is sent with the referral so in the Referral Letter Details section the Referral L
42. place and the providers will be selected The appointment can either be requested using the Request button or Click Suggest Appointments to view available appointments see Section 5 for details of the booking options Once an appointment request or booking has been made the following screen will be displayed UBRN Specialty Clinic Type Location Service Priority 0000 9006 8936 Urology General Urology Lincoln University Teaching Hospital General Urology Urology Lincoln Uni Hosp HHH Routine Content Sensitive A Referral Letter Outstanding will add at a later time Defer Booking to BMS The option to make a referral Content Sensitive ensures that only the referring clinician within the CAS can see the referral The patient can book or change their appointment using Healthspace but should be informed that CABAL will not be able to access their UBRN lf a referral letter is required by the service the option to select Referral Letter Outstanding will add at later time can be ticked lf you wish the call to be passed to CABAL tick the option Defer Booking to BMS This option will ensure that the UBRN does not display in the Referrals for Booking worklist The UBRN can be accessed through a Patient Enquiry if you do need to book this in the CAS Page 25 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 NB A new UBRN is created and will be linked to the initial UBRN
43. r IBS N B For services that are indirectly bookable the patient can only call the service provider s Booking Manager to complete the appointment and not the CABAL Page 4 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 For IBS and DBS once a GP has sent an electronic referral letter via Choose and Book and a booking has been made for the patient then both the booking and referral letter is available for the Service Provider Clinician to review The provider team may accept or reject the booking 1 3 Abbreviations used Choose and Book Appointments Line 0845 6088 888 Clinical Assessment Service this provides extra functionality which allows a Service Provider Clinician to assess and refer patients on to other more specialist services as required Directly Bookable Service a service where the PAS is compatible with Choose and Book an appointment can be booked by the referrer using CABAL or _ the Internet httos www healthspace nhs uk chooseandbook Indirectly Bookable Service a service where the provider system is not compatible with Choose and Book and an appointment has to be requested by the referrer and booked with a Booking Manager from the provider 1 4 Clinical Assessment Services This manual describes Choose and Book functionality for the three business functions in Choose and Book where there are specific tasks for Clinical Assessment Services CASs These are e Service
44. rology Urology Private Hosp Lincs III The Private Hospital nhs uk First outpatient Urology Compare Services Page 31 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 The original Speciality Clinic Type and Priority will be shown you can amend these if required For PCT CASs the patient choice conversation should now take place and the providers will be selected The appointment can either be requested using the Request button or Click Suggest Appointments to view available appointments see Section 5 for details of the booking options Once an appointment request or booking has been made the following screen will be displayed UBRN 0000 9006 8936 Specialty Urology General Urology Lincoln University Teaching Hospital General Urology Urology Lincoln Uni Hosp HHH R outine Content Sensitive W Referral Letter Outstanding will add at a later time Defer Booking to BMS The option to make a referral Content Sensitive ensures that only the referring clinician within the CAS can see the referral The patient can book or change their appointment using Healthspace but should be informed that CABAL will not be able to access their UBRN If a referral letter is required by the service the option to select Referral Letter outstanding will add at later time can be ticked If you wish the call to be passed to CABAL tick the option Defer Booking to BMS This option will ensure that t
45. rral will cancel the appointment IF you require additional information but wish to retain this appointment please contact the referrer directly UBRN 0000 9006 8600 Appointment Date Time 14 10 2005 10 45 Duration 15 Minutes Location Shaftesbury General Service Name CAS Incontinence Urology dept Wilton Trust 1T1 Specialty Urology Clinic Type General Urology Outpatient appointment not required Pre requisites for service not complete Select the Reason for Rejection from the picklist N B yellow fields are mandatory and enter the rejection comments in the Comments box These will display to the referrer when they review their rejected referrals gt Click Feject Referral to confirm the rejection gt Fora DBS once you reject a referral booking the patient s appointment will be cancelled in Choose and Book and in your hospital s PAS and their UBRN removed from your Review Referrals worklist gt For an IBS once you reject a referral oooking in Choose and Book you will need to contact your Booking Manager so they can cancel the appointment in your PAS Itis the responsibility of the referring organisation to contact the patient if a referral oooking is rejected by a Service Provider Page 18 Combined Manual Clinical Assessment Services CAB R2 2 6 5 Updating a Booking DBS Issue 1 0 1 November 2005 After reviewing the referral you can amend the priority and therefore the booked appointment
46. rvice by clicking the circle in front of that service Page 41 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 2 Filter Service By Urology v Access Service Selection General Urology v Routine z within miles of postcode Y Request Advice Suggest Services 3 Service s Select PAErvice Name Directly Bookable Location Patient Infor Appointment Type Specialty CAS Incontinence Urology dept Wilton Trust 1T1 y Shaftesbury General nhs uk Assessment Service Urology General Urology Urology Lincoln Royal Inf GGG N Lincoln Royal Infirmary nhs uk First outpatient Urology General Urology Urology Lincoln Uni Hosp HHH Lincoln University Teaching Hospital nhs uk First outpatient Urology General Urology Urology Private Hosp Lincs III nf The Private Hospital nhs uk First outpatient Urology General Urology Urology Chelsea Hospital 444 Chelsea Hospital nhs uk First outpatient Urology Click Request Type your request for advice and guidance in 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 angiograpr Could you please let me know khe arrangements For this as she has had two Further episodes of chest pain and dizzinesss and is Thank vou gt Click Submit
47. select Attachments to display the following screen Add File Browse Upload File Name File Type Remove None Found Browse for the referral letter and any other attachments that would be useful i e ECG results and Upload You can attach up to 5MB and this can include a range of file types i e text picture etc gt Once all files have been attached click on Submit and click Submit again and then click Close to return to your homepage The UBRN will now be displayed in the Referrals for Booking worklist if the referral has not been deferred to CABAL To book the appointment select the UBRN then Actions then Update Book see section 4 for further details regarding booking Page 33 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 Referrals for Booking Last Refresh 13 10 2005 14 29 Print UBRN NHS Appointment Date Refe TOTIUS OSOZ IIIZZZJJJJ Pal 0000 9006 8566 9012345678 13 10 2005 0000 9006 8548 1112223333 Pac 0000 9006 8538 1112223333 Pac 0000 9006 6535 lz nlinannr Ear Mstient Passwort i Update Book atient Password paddington Cancel Request sent To Callback Yes Defer Booking to BMS view Request Usual Phone View History Specialty Urology Clinic Type General Urology Service View Shortlist Due By Once the appointment has been booked it will be displayed in the Outbound Referrals worklist 8 5 Monitoring Onward Referrals Once an appointment has
48. ssment Services CAB R2 2 Issue 1 0 1 November 2005 Clinical Assessment Outcome Don tRecord Record amp Complete What happens Advise Referrer UBRN can be accessed through Patient Enquiry only No longer visible on any worklist Resolved Treated during Appointment UBRN can be accessed through Patient Enquiry only No longer visible on any worklist Resolved Patient Request UBRN can be accessed through Patient Enquiry only No longer visible on any worklist Refer On See Section 6 4 1 for details of which worklist s the UBRN is visible on Refer On Outside of Choose and Book UBRN can be accessed through Patient Enquiry only No longer visible on any worklist For all options except Refer On the referral can be completed at the time of recording an assessment The referring clinician will always see the assessment outcome and detail from their activity worklist The service provider clinician will only be able to access the UBRN from the Patient Enquiry following Record amp Complete as it will no longer be displayed on any worklist Following assessment where referring on would be appropriate but for a speciality other than the original the CAS clinician can refer back to the GP for a choice conversation if this is appropriate In this instance rather than select Refer On select Advise Referrer and Record amp Complete 7 4 1 Refer On gt When the option to Refer On is selected use the Record option to display the
49. structions Review Referral to 14 10 2005 12 30 PM 15 Minutes Shaftesbury General CAS Incontinence Urology dept Wilton Trust 1T1 Urology General Urology Routine No Please telephone the CAS at your appointment time ct For appointment changes please ring the Booking Ma What will happen You will be asked a number of ques How long will the telephone conversation last You he gt You now see the details of the appointment that has been booked Click on Referral Letter Details and you see a summary of the referral details Page 16 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 Appointment Details Referral Details Referral Letter Details 13 10 2005 8 53 4M 99 Not specified Routine Ifthe referrer sent a referral message via Choose and Book from their CAB compliant GP system then in the Referral Letter Details column there will be a series of subheadings with the messages taken from the GP s clinical system Click on each of the subheadings to review their content You can print the referral messages by clicking on Prit There may be some other attachments too e g ECG reports which you can access by clicking on Attachments Ifthe referrer is a web based referrer all referral letters are sent via Choose and Book as attachments gt Click Attachments on the right hand side You now see the attachment s of the referral letter Select each of the ref
50. t Insent To Callback Yes View History Usual Phone paddington I Specialty Urology Clinic Type General Urology CAS Incontinence Urology dept Wilton Trust 1T1 Service Priority Routine Due By The Record Assessment screen allows you to review the referral letter details and displays current details of the appointment Select the appropriate clinical assessment outcome from the drop down list The table in section 6 4 details the clinical assessment outcome and the effect of your actions Appointment Details Appointment Details Referral Letter Details UBRN 0000 9006 8597 Appointment Date Time 14 10 2005 9 00 AM Duration 15 Minutes Location Shaftesbury General Service Name CAS Incontinence Urology dept Wilton Trust 1T1 Specialty Urology Clinic Type General Urology Priority Routine Content Sensitive No Clinical Assessment Outcome FO Advise Referrer Resolved Treated During Assessment Resolved Patient Request Refer On Refer On Outside Choose and Book Don t Record Record Record amp Complete Select your outcome and Record if you anticipate amending your preliminary assessment following a discussion with the patient Don t Record if you do not wish to record at this time and lastly Record and Complete if the assessment and outcome has been completed 7 4 Outcome of Referral The table details the location of the UBRN following an assessment Page 23 Combined Manual Clinical Asse
51. tcome and Record if you anticipate amending your preliminary assessment following a discussion with the patient Don t Record if you do not wish to record at this time and lastly Record and Complete if the assessment and outcome has been completed 8 4 Outcome of Referral The table details the location of the UBRN following an assessment Page 30 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 Clinical Assessment Outcome Don tRecord Record amp Complete What happens Advise Referrer UBRN can be accessed through Patient Enquiry only No longer visible on any worklist Resolved Treated during Appointment UBRN can be accessed through Patient Enquiry only No longer visible on any worklist Resolved Patient Request UBRN can be accessed through Patient Enquiry only No longer visible on any worklist Refer On See Section 6 4 1 for details of which worklist s the UBRN is visible on Refer On Outside of Choose and Book UBRN can be accessed through Patient Enquiry only No longer visible on any worklist For all options except Refer On the referral can be completed at the time of recording an assessment The referring clinician will always see the assessment outcome and detail from their activity worklist The service provider clinician will only be able to access the UBRN from the Patient Enquiry following Record amp Complete as it will no longer be displayed on any worklist Followin
52. the UBRN from the Actions menu select the option to Record Assessment Page 29 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 0000 9006 6598 5551112222 14 10 2005 Smith Jin 0000 9006 8597 222 14 10 2005 Smith Jin AAS 49 0 4500r nth Ta cL 4 Patient Passwort Record Assessment View Appointment Insent To Callback Yes paddington i view History i Usual Phone i Specialty Urology Clinic Type General Urology CAS Incontinence Urology dept Wilton Trust 1T1 Service Priority Routine Due By The Record Assessment screen allows you to review the referral letter details and displays current details of the appointment Select the appropriate clinical assessment outcome from the drop down list The table in section 6 4 details the clinical assessment outcome and the effect of your actions Appointment Details Appointment Details Referral Letter Details UBRN 0000 9006 8597 Appointment Date Time 14 10 2005 9 00 AM Duration 15 Minutes Location Shaftesbury General Service Name CAS Incontinence Urology dept Wilton Trust 1T1 Specialty Urology Clinic Type General Urology Priority Routine Content Sensitive No Clinical Assessment Outcome Clinical Assessment Comments Advise Referrer Resolved Treated During Assessment Resolved Patient Request Refer On Refer On Outside Choose and Book Don t Record Record Record amp Complete Select your ou
53. tient to CAS IBS Service Advice and Guidance Requests i Booking Manager books Appointment Consultant Reviews Referra Referrals for Review Record Assessment Referrals for Assessment Revie Resolved Resolved Refer Or Refer Or ae during Patient outside of Assessment Request CAB Outbound Referrals Add Shortlist Booking Manager books Appointment Tick Referral LetterjOutstanding box Referrals for Booking Referral Letter Added Retumeia UBRN can be Referring Clinician Se le Worklist for quiry only Outstanding Referral informatior ne o a Letters 9 2 Reviewing a Referral The referral will appear in the Referrals for Review Worklist See Section 5 after your Booking Manager has booked the appointment To explain the usage of the worklists available to the Service provider for CAS it is assumed that the appointment has been accepted 9 3 Assessing a Referral Once the referral has been accepted it will be available from the Referrals for Assessment worklist Referrals for Assessment Last Refresh 13 10 2005 11 14 Print UBRN NHS Appointment Date Referrer Assessment Outcome Letter Last Changed Onward Referral Status Onward Referral Letter Clinician Patient Name 0000 9006 7553 7890123456 13 10 2005 Simmons Pippa Not Assessed 12 10 2005 NjA Mistry Anjuna 0000 9006 7619 7890123456 02 11 2005 Ison Jane Not Assessed 12 10 2005 NjA Mistry Anjuna 0000 9006 8106 5551112222 13 10 2005 Smith Jim Refer On 11 10
54. umeechcmces ees eatiecematoceessuesisecicaceesiaateeecns 1 Montong ONWard FR CTCREAIS sinc cen ceeclstad ane torah E aaa ee aaa arenieiian 1 BOOKING INTO AN IBS CAS AND ONWARD REFERRAL TO A DB6G ccccccceeeee seers 1 POCOO S a nataiaatnandicautesulansneenennt 1 Reviewng a FACTO IN A lre nerian ana E E EET a E S 1 PSSCSSING A REIR All ects necaupiniacaren saw otnennaan eau reanaias dancacurebsearadenn Gemeuniad ateietnunaganemamibinies 1 QuCome ol FACTO alana n 1 Page 2 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 8 5 Monitoring Onward Referral ccccccsssccccsseeccseccseeseecsseesseueeeeeuseessageessauseessueeessaeeessags 1 9 BOOKING INTO A IBS CAS AND ONWARD REFERRAL TO AN IBG ccceeseeeeeeeeeees 1 9 1 OCC So aa E E 1 9 2 Reviewng a Relea les cxtsscneiaehcrnensonencseonasounarpaesbennsnientuasneuanmead ened Te EA ETE pA EEES 1 9 3 PSSCSSING a RETEN Ali viate sania th utd ditiecs bua shelwcctevendedaaebhacehbaceradeuauvedndeveveNeueumauniienetan 1 9 4 OUTCOME OT ROTOR ehcp sea en ne asec aa ee ne wena ee ra 1 9 5 Montong Onward Referal scree eee ttakeeee teeta tee niece eee oe ele tach cea date titan tinea 1 10 RESPONDING TO ADVICE AND GUIDANCE REQUESTS cccccsseeeeeeeeeaeeeeeeeeeseeeeees 1 10 1 Howto Open and Respond to Advice and Guidance Requests s cccesseeeeeeeeeeees 1 10 2 How to Request Advice and Guidance cccceeccccecseece
55. utstanding Referral informatior ne o a Letters 7 2 Reviewing a Referral The referral will appear in the Referrals for Review Worklist See Section 5 To explain the usage of the worklists available to the Service provider for CAS it is assumed that the appointment has been accepted 7 3 Assessing a Referral Once the referral has been accepted it will be available from the Referrals for Assessment worklist Referrals for Assessment Last Refresh 13 10 2005 11 14 Print UBRN NHS Appointment Date Referrer Assessment Outcome Letter Last Changed Onward Referral Status Onward Referral Letter Clinician Patient Name 0000 9006 7553 7890123456 13 10 2005 Simmons Pippa Not Assessed 12 10 2005 NjA Mistry Anjuna 0000 9006 7619 7890123456 02 11 2005 Ison Jane Not Assessed 12 10 2005 NjA Mistry Anjuna 0000 9006 8106 5551112222 13 10 2005 Smith Jim Refer On 11 10 2005 Shortlisted Thomson Gary 0000 9006 8203 1112223333 13 10 2005 Smith Jim Not Assessed 12 10 2005 NjA Christie Ethel 0000 9006 8378 5551112222 13 10 2005 Smith Jim Refer On 12 10 2005 Shortlisted Thomson Gary Select the UBRN from the Actions menu select the option to Record Assessment Page 22 Combined Manual Clinical Assessment Services CAB R2 2 Issue 1 0 1 November 2005 0000 9006 6598 5551112222 14 10 2005 Smith Jin 0000 9006 8597 222 14 10 2005 Smith Jin AAS 49 0 4500r nth Ta cL 4 Patient Passwort Record Assessment View Appointmen
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