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Electronic Service Coordination Referral System User Manual

1. Subject REF 42995 Referral Notification The ID for this referral is 12345 A new referral has been sent to the following agency and service Agency Monash City Council Service Property Maintenance HACC Home Maintenance Use the following link to connect to the system https eastern s2s org au referral view_details chtml docid 12345 Below is an example of an email notification of a change in status for a sent referral Subject FW REF 36979 Referral Status Change The ID for this referral is 36979 The referral you sent matching the details below has been updated to a status of Referred Back Referral details Receiver Agency Monash City Council Service Property Maintenance HACC Sender Agency MonashLink Community Health Service Service Allied Health Service Occupational Therapy Role Allied health practitioner You can use the following link to connect to the system https eastern s2s org au referral view_details chtml docid 12345 Page 19 23 Service Coordination 12 3 Information Access Guidelines The privacy and consent principles underlying the Electronic Service Coordination System ESCS are that the information necessary to provide the most appropriate health community services may only be accessed with consumer consent in order to provide the 12 4 Right information To the right people For the right reason In the right way At the right time
2. Information Access Levels To facilitate service coordination while safeguarding privacy consumers are asked for a given referral to give consent for access to information at one of the following levels Information Information Information Accessible to Service Access Accessible to Other Providers with Coordination Level Direct Referral consumer consent Levels Recipient Standard All referral All information and High information sent attachments can be accessed directly to service by practitioners subject to consumer consent Limited All referral The consumer ident ification Medium information sent sending and receiving directly to service services the sending practitioner the referral date time the current status service start and end dates and the most recent feedback or outcome Sender All referral The referral is only visible to Extremely Receiver only information sent sender and receiver and other Limited directly to service parties cannot see that a referral has been made Page 20 23 Service Coordination 12 5 Information Access Level Setting and Consent Procedures 1 10 To make a referral using the Electronic Service Coordination System ESCS agencies must obtain consent to do so from consumers This consent is to be recorded on the Consumer Consent to Share Information form the document used for general referral consents This form should be completed in the usual
3. Electronic Service Coordination Referral System User Manual February 2008 OS2s Service Coordination 1 INTRODUCTION isis fccccecssccsectices cateastiinsntucneue czececaesecccubsaavesbeteceevessauecexsavebensaxsisavestvdantshescieeds 3 2 REGIS TERING eege eseu 3 Bc LOLGGIN Gi WEE 3 Sel First MIMO EE 4 Aa e RE 4 MAKING A REFERRAL aiccsiivsccssccseceiiecetense testes sizesivecncascatessceseachiecatiesesdsecsssnanieseadecescdeeteses 5 5 1 Searching for a TEE 5 5 2 Adding a New Client 5 5 3 Sending un CN 5 SA Drait TaD eee gee eer ee 9 6 PROCESSING INCOMING REFERRALG ccscccscceecsseseeeeeeeeeeseneeseeeeneeeeeeseeseeesaeeeaess 10 6 1 Acknowledging Incoming Reierrals retn rstnnnenstnnsensnensen nnna 10 6 2 Changing the Status of Incoming Referrals cceececeeeeeeeeeeeseeeeeeeeeeneeteneeeeees 11 DC Sender Notes cokosonkodansaa o EES 12 7 MONITORING SENT REFERRALS c ccesceeeeeeeeeeeceeeseeeeeeeeneseeeesaeeeeseseeseeeeseeseeesaeenaess 13 7 1 Acknowledging Feedback 13 7 2 Viewing Service Records ccecceeececeeceeseeeceeeeeeeeeeceneeseeeseeeeseeeeseeeeseeeeseeeesneeeseeees 13 7 3 Adding a Note to a Sent HReieral eceeeceeeeceeeeeeeeeeeeseeeeseeeeeaeeeaeesieeeseesiaeesireee 14 SG REPORTS E E die cuaisseteateaascndiceusestaesateacedstechatsatasactensannnsucene 15 81 Generating REPOMS cioran E E A E E 15 9 SUPPORT HELPDESK 6 eessen eebe Eed 16 10 ELECTRONIC REFERRAL DEMO SITE
4. cccccsceseseeseeeeeeeeeeeneeeeeeneeseeeeseeeeeseeeeseeeeneeae 16 11 TROUBLE SHOOTIN G iriazisscise sds cis condi cee nct eege SEENEN paean 16 11 1 Using the Back Button A 16 11 2 Scanning DOCUMOENIS eegene 16 11 3 Internet Explorer Speed Settings ccccceceeeeceeeceeeeeeeeeeeeeeaeeeeseeeeesseeeeesneeeneeaes 17 12 APPENDIX ssegeregeegeegkseegraredeeegs EEEe Nee sianar annaua eiia niouri ecto 18 12 1 User Registration FOr aiseanna eege 18 12 2 Email Notifications 00 0 cecceecccceeceneeeeneeceeeeeaeeeeaeeeeaeeeaaeeeaaeeeeaeseaaeeesaeeeaeeeeaeeeeaeeeaas 19 12 3 Information Access Guidelmes tetee eeett rett trinet erstntstnnstnnstnstn rnern nenen 20 12 4 Information Access Levels cccccecseeeeeeeeeeeeeeeeeeaeeeeaeeeaeceaeeeeaaeeeaeesaeeeeeeeeaeeaes 20 12 5 Information Access Level Setting and Consent Procedures sseseseeeeeeeeeeeeeree 21 126 Obtaining Consent ecsccievescescctevicavecdavece ssevdeneteaseedesedavieeans KEEN VEER EEN EEE 22 Page 2 23 Q 2S el Service Coordination P INTRODUCTION This manual describes how to create referrals and manage clients on the S2S Electronic Service Coordination Referral System The eReferral system provides a single online hub for communication and service coordination between health and welfare services across a wide range of service networks REGISTERING All users of the referral system must first register to S2S by completing an on line form This form
5. 4 ROLES General users General users of the system will be allocated a title such as Practitioner Case Manager or one reflecting their job title Users with this level of access will be able to receive and send referrals and may be allocated referrals from the Referral Coordinator Service Coordinator Service Coordinators receive all incoming referrals can allocate referrals to other users within the service and may also send referrals They can only view and process incoming referrals for the one service they logged into Referral Coordinator Referral Coordinators receive all incoming referrals can allocate referrals to other users within the service and may also send referrals They can view referrals to all services they manage at the same time Page 4 23 OS2s Service Coordination 5 MAKING A REFERRAL Before adding a new client to the eReferral system a search needs to be carried out to check if the client is already on the system 5 1 Searching for a Client 1 a Ff Go N Click the Quick Referral button or the Search tab Enter Search Data surname sex and consent are sufficient to start a search Tick the Consent to search for the above client box Click the Next button If there are clients matching the search a list will be generated Click on any of the clients to view the client s details or make a referral Changes to the client record can be made by clicking the Edit Client tab and later clicking t
6. allows you to assign yourself a username and initial password As well as completing the form a manager must still send authorization to Infoxchange for access to be given to the system Follow the steps below to register 1 Goto the S2S Service Coordination website www s2s org au 2 Click on the link at the top of the page Register sign in 3 Click on the link Register for S2S A registration form will be displayed See Appendix 12 1 4 Complete the form and assign yourself a username and initial password Note The username assigned here is a public name it is therefore recommended to select a username based on your actual name 5 Click Submit LOGGING IN The welcome page of the eReferral website will ask for a username and password and is shown below Home Referral Waitlist Client Admin User Logout Help Welcome to the Infoxchange S25 Electronic Referral System Usemame Password Please note When using this system your actions are governed by the Australian Privacy Act 1988 the Information Privacy Act 7000 and the Health Services Act 2001 Please lt click here gt for more information regarding your obligations Also note when using the system all your achons are lagged and ate subject to regular audits and you may be called upon to justify your access to specific records This system is designed to facilitate with appropriate informed client consent the management of confidentist client information ang refer
7. demonstrational website has been created to allow system users to practice using the eReferral system and avoid errors being made on the real system The test site is located at https demo s2s org au and can be accessed using one of the following usernames and passwords Username happy Password infoxchange Username grumpy Password Infoxchange TROUBLE SHOOTING This section provides some solutions for common queries or problems that might arise whilst using the S2S Service Coordination Referral System 11 1 Using the Back Button Using the back button that is a part of the web browser will sometimes lead to system errors Do not use this button instead it is recommended to navigate your way through the system using the available menu options tabs or yellow buttons 11 2 Scanning Documents The following scanner settings are recommended when attaching a scanned document to a referral e Black amp White image e 72 200 dpi resolution Note Images scanned at more than 200 dpi will have its edges clipped when printed directly from the system To effectively print such documents first save the file to the hard drive and then print Page 16 23 OS2S Service Coordination 11 3 Internet Explorer Speed Settings Slowness may be experienced when using the S2S system as a result of incorrect Internet Explorer settings Follow the steps below to adjust the setting 1 From the menu options on the browser select Tools the
8. manner including providing privacy information but consents relating to use of ESCS must also be recorded on this form as outlined below Practitioners should ascertain the appropriate Information Access Level using the bold text laid down on the Consumer Privacy and Consent Information Sheet A copy of that sheet should be given to the consumer care interested person if requested If the consumer carer requests further information or if the practitioner believes it should be provided explain fully the Limited and Sender receiver only levels The Privacy and Consent Information Booklet contains the necessary detailed information Note that selecting the Information Access Level is the prerogative of the consumer Consent to use ESCS to make the referral and access the system must be obtained Verficiation that his has been done should be recorded by entering ESCS into the third column of Section 1 of the Consumer Consent to Share Information form In addition the Information Access Level selected by the consumer for a particular referral must be entered in this column i e Standard Limited or Sender receiver only The entry in the third column might therefore be ESCS Standard Any other limitations on the use of ESCS should also be recorded at that point A Consumer Consent to Share Information form remains current and valid for a single episode of care constituting the primary purpose for which information was collect
9. Browse lists all member agencies fully registered with the S2S system 1 Click on the Browse button 2 Click on the arrow besides the relevant region 3 Tick the box next to the service you wish to refer to 4 Click on the Done button when the selection is complete Search Clicking on Search allows referrals to be sent via fax or email to services not registered with the S2S eReferral system The fax gateway allows referrals to be sent via fax from the system to a direct secure fax number The PKI facility allows referrals to be sent to services with a secure PKI facility installed Click on the Search button Type in the service name and suburb Tick Include External Services to refer to services not registered with S2S Tick the box next to the service you wish to refer to Enter the fax number if the referral is being sent via fax ao a P WO NY Click on the Done button when the selection is complete Page 6 23 S2S Service Coordination 5 3 Sending the Referral 5 3 2 Completing the Referral Cover Sheet Referral cover sheet Client JON Jon 12 10 1940 From Happy Infoxchange Ph 9999 9999 Occupational Therapy Banyule Community Health Service Date Time 2006 07 18 10 26 44 This referral has a priority of This referral is a Renewal ACAS T O Low O Routine Urne m Select your information access level for this referral Standard 5 Tick this box if you wish to continue to receive feedback abou
10. alf 5 3 6 Completing the Referral Click on the send button at the bottom of the screen to complete the sending process Draft Tab The Draft tab lists referrals that you have started but not sent From this area a referral may be completed and sent or it may be discarded To complete and send the referral click on the referral from the draft tab and complete the steps above see 5 3 Sending the Referral To discard a referral follow the steps below 1 Click on a referral in the draft tab The Edit Referral page will be displayed Click on Referral from the menu bar Select Discard from the drop down menu options Home Referral watttet Client Admin User Logout Hein Nee cl Search by Referral ID My Referrals o be created To complete the referral click Send Service Records e ft Print Create Ci qj eatea Save e referral from the Receivers section ten most used referral partners he eReferral partners by region Ch Click on Search to send referrals via fax or PKI email to services not part of the 525 system Receivers Add Receivers Top 10 Browse Search Page 9 23 H l Service Coordination 6 PROCESSING INCOMING REFERRALS All new incoming referrals will be shown with a status as new The first step in processing a referral is to change the status to acknowledged Further status changes may then be made to reflect where a referral is in the system The refe
11. ate the document 2 Select the document to be attached The File field will be automatically populated with the documents name 3 Enter a name or description of the document into the field marked Label 4 Click Add Attachment to attach the document Note You cannot use attached files when faxing a referral e Online SCoTT Forms The 8 online SCoTT forms are found below the attachment area listed as follows C Summary And Referral Service Coordination Plan o Living and Caring Arrangements Health Conditions Psychosocial Profile o Functional Profile Functional Assessment Summary Health Behaviours Click on the black arrow triangle to the left of the profile name to open each section and complete the form as required SCoTT profiles listed with Required next to the name are the minimum requirements for a referral to the selected service When completed the profile will be listed with Included next to its name Page 8 23 S2s Service Coordination 5 3 4 Service Specific Forms Two additional online forms are available for specific Services Personal Alert Victoria and Part B Carer Referral Form These standard forms can be accessed and completed in exactly the same way as the SCoTT Forms Personal Alert Victoria Part B Carer Referral Form 5 3 5 Record of Consent Mark the consent tick box to indicate that you have received consent from the consumer to make this referral on their beh
12. atus and associated notes at the top of the page 2 Add any notes in response to the status change 3 Click on Acknowledge Feedback This referral will disappear from the sent tab and re appear only when the receiver makes a change to the status Referral Status Viewing Service Records To view a comprehensive list of referrals sent or received by your service follow the steps below 1 Go to Referral in the top menu bar 2 Click on Service Records 3 Select either Sent or Received A list of all sent or received referrals for your service will be displayed Home Referral wanter Client Admin User Logout Help Search by Referral ID S Service records Sent DATE TIME STATUS Paediatric Occupational Therapy Banyule Community NEW SE Health Service Aged Care Inpatient Physiotherapy Austin Health NEW Austin Hospital 19 07 2006 10 38 19 07 2006 10 38 Respite Care Banyule City Council NEW Page 13 23 7 3 Adding a Note to a Sent Referral This functionality allows you to append additional information to the referrals you ve sent For referrals sent via the system this is useful if information or attachments important to the referral come to light after it has been sent or if they were simply forgotten in the first place A notification email will be sent to the receiver to inform them of your amendments For referrals sent by fax or PKI email this can be used to make notes regarding the progress of the re
13. d Information Uses and Disclosures The following service s are recommended It is also recommended that relevant information is forwarded to the agency s that provide these services in order that consumers receive the best possible care Service Type Examples Physiotherapy Specialist consultant Name of Agency Examples Any agency Nominated clinic Type of Information including limits as applicable Examples All relevant information Test results only Physiotherapy Somewhere clinic eReferral Standard Podiatry Another clinic eReferral Limited Drug and alcohol withdrawal Bandwagon clinic eReferral Sender receiver only Note Only Section 1 of the consent form is displayed here please refer to www s2s org au to access the complete document
14. e drop down list Add any notes Attach any extra information if applicable Click on the Next button oa fF WwW NY Change Status Select a new status and or add some notes and click the Next button New status cknowledge Assessment Assigned For Action Action Initiated Under Investigation Change in Service Level Referred Back Waiting List Service Provision Notes Withdrawn _ Browse This referral will now only be visible in the Open tab from where you can further process or close the referral Once a referral is closed the information will be visible from the Service Records area Note If you receive referrals via a referral coordinator or service coordinator the status in your incoming area for new referrals will already be Allocated Page 11 23 O2S2s Service Coordination 6 2 Sender Notes If a referral that you have received has the words Sender Notes in red after the status of the referral the sender has added extra notes associated with the referral after it has been sent See section 7 3 for more information on Sender Notes Follow the steps below to view and process sender notes for a referral REFERRAL ID CLIENT DATE TIME STATUS 18417 Antiles Arthur 29 04 1931 02 05 2007 14 40 NEW SENDER NOTES 18412 Smith Barbara 09 07 1918 0110572007 14 17 NEW 18115 Brown Mat 12 12 1990 04 04 2007 16 45 ACKNOWLEDGED 1 Click on a referral marked wi
15. ed or a directly related secondary purpose the person would reasonably expect If it is decided that a referral is necessary subsequent to completion of the initial Consumer Consent to Share Information practitioners should review the contents of that form and if the situation is already covered proceed with the referral in accordance with the stated wishes of the consumer If an existing current Consumer Consent to Share Information form does not cover the referral in question a new form must be completed Again the practitioner will record the decision by the consumer on general use of ESCS and Information Access Levels Note that when a practitioner checks a consent box in ESCS this constitutes permanently recorded confirmation that the practitioner has taken the necessary steps to obtain consumer consent written verbal or given by an authorised person on behalf of the consumer A hard copy of all Consumer Consent to Share Information forms should be retained by the sending agency and a copy must be given to the consumer if requested Page 21 23 S2S Service Coordination 12 6 Obtaining Consent Practitioners provide consumers with the following brief simple verbal information on interview much more detailed information can be provided on request or if the practitioner considers a more detailed explanation to be necessary 1 To provide the best possible service would like to make referrals to REES eee EN usin
16. ferral or to record any other information necessary for your own purpose Follow the steps below to add a note to a sent referral 1 Click on a referral in the sent tab The referral will be displayed 2 Click on the Add Note button at the bottom of the page The referral add note page will be displayed 3 Add any notes or attachments associated with the referral See section 5 3 3 for instructions on how to attach documents 4 Click on the Next button You will then be returned to the view page where your notes will be displayed in the Referral Status box at the top of the page The notes and any attachments will also be available from the Status History page This process can be repeated any number of times Below are the details of the referral To withdraw this referral click on Withdraw at the bottom of the page Referral Status Referral cover sheet jeneral Referral Details Referral ID 18396 Client Smithers Barry 03 02 1952 From Happy Infoxchange Case manager Ph 9999 9999 Fax 3545544563454 Community Aged Care Packages CACP Southern Cross Care Vic To Multimedia Services Infoxchange Australia External PKI email pki referral infoxchange net au Date Time 01 05 2007 13 54 Priority This referral has a priority of Urgent eedh cl k requi red Feedback is required for this referral Page 14 23 H l Service Coordination REPORTS Reports may be generated by an
17. following characters C 0 Usernames and passwords are case sensitive For further information Contact us Details Given Name s Please enter your given amp family names Position and organisation are not required but may help us with dealing with any queries you may have Family Name Position Organisation Contact Details Telephone Mobile Phone Email Address Location State Selecta state Sl Referral Access v Yes give me access to 525 Referral system Account Details Username 6 to 12 characters Password 6 to 12 characters Confirm Password A Subscribe to News Keep up to date with S25 including updates Industry news training and other features Click here to sign up H Latest News The Green Light for eReferral Traffic Across the Eastern Region Over the past two months eight new Agencies have been added to the eReferral system in the Eastern region This has seen arise in eReferral usage across the region and the eReferral system acknowledged as an effective and efficient referral option for health and community services workers Read More Page 18 23 S2s Service Coordination 12 2 Email Notifications Below is an example of an email notification of a new incoming referral
18. g our electronic referral system Do I have your consent to do this In the future services wanting to access this information may only do so with your consent Are you happy for practitioners who have your consent to access all the information in this referral Standard Information Access Level If the consumer has any reservations and or does not consent to use of the Electronic Service Coordination System secure web based electronic referral then alternative but less satisfactory ways of making the referral are available and the consumer must be advised of these If the consumer has any reservations and or does not consent to the Standard Information Access Level the more restrictive Limited and Sender receiver only Information Access Levels must be explained Page 22 23 S2s Service Coordination 12 7 DHS Consumer Consent to Share Information Form Below is the DHS Consumer Consent to Share Information form used to obtain consumer consent when sending referrals via the eReferral system Use Section 1 of this form to define the level of access for a referral that is being sent Consumer Consent to Share Information To record freely given informed consumer consent to share their information with a specific agency ies for a specific purpose s Consumer Sex male Name Homer Simpson Date of Birth dd mm yyyy 12 12 1981 UR Number 1234 or affix label here Section 1 Propose
19. he Save button at the bottom of the screen To continue with the referral click the Next button 5 2 Adding a New Client If the client is not found in this search they will need to be added A screen will appear prompting the client details to be entered 1 2 Enter client data the fields in red are mandatory Click the Add Client button at the bottom of the screen The client data will be saved and appear on the screen Click Next to continue with the referral process 5 3 Sending the Referral To send a referral you will need to complete all of the following Select an agency to receive the referral Complete the Cover Sheet Attach the SCoTT information or complete the online forms Get Consent Send Page 5 23 QS2S Service Coordination 5 3 Sending the Referral Selecting an Agency to Receive the Referral Referrals may be sent via the S2S System using one of the following methods e Electronic referral to member agencies fully registered with the S2S system Fax referral using the FAX gateway e Secure email referral using the PKI email facility Select a service to receive a referral by clicking on one of the following buttons e Top 10 e Search option Top 10 Clicking Top 10 lists the last 10 services that you have sent a referral to 1 Click on the Top 10 button 2 Tick the box next to the service you wish to refer to 3 Click on the Done button when the selection is complete Browse Clicking
20. n Internet Options 2 Click on the Advanced tab 3 Scroll down until you see the Security setting 4 Untick Do not save encrypted pages to disk pone General Security Privacy Content Connections Programs Advanced Settings D Seat Allow active content from CDs to run on Mu Compdter Allow active content to run in fles on My Compyfer Allow software to run or install even if the si wl Check for publisher s certificate revocation wl Check for signatures on downloaded Do not save enctypted pages to disk Empty Temporary Intemet Files folder when browser is closed wl Enable Integrated Windows Authentication requires restat sl Enable Profile Assistant wl Use SSL 2 0 wl Use SSL 3 0 Use TLS 1 0 wl Wam about invalid site cettificates Wand changing between secure and not secure mode lt gt Page 17 23 Q Service Coordination 12 APPENDIX 12 1 User Registration Form Below is an example of the on line form that needs to be completed by all users before access to the system may be approved See part 2 Registering as a Member for instruction on completing the form 2S2s Service Coordination p Home About S2S Modules Customers News Media Room Contacis Required fields Important Information Each time you want to look up email addressess on this list or change your own details you need to login This form will only accept one email address and will not accept the
21. rals in a secure environment Agencies and services registered with Infoxchange Australia are able to use this system Please contact support e2s org au if you would like to register to use this im Please lt click here gt for a hst of agenews senices that are currartly mgatorod on the system Page 3 23 CH Si S Service Coordination 3 1 First Time Users First time users of the eReferral system will be prompted to set a secure password me Client Waitlist Document Admin User Logout Help S2S Referral It seems that you do not yet have a secure password set for this site or it has expired You have been given access to set a secure password for this site Note that the secure password is separate from your normal password and is for this secure site only If you have any difficulties with this procedure please contact support on 9418 7466 Login Set Secure Password Not currently logged in 1 Enter your username and first password in the login area You will be prompted to set a new secure password for the system Click on Set your secure password A Eil in the form and click Save NOTE Passwords should contain a minimum of 6 characters and should not be a dictionary word You will need to change this password every three months When the information is saved you will be prompted to Logout 5 Log back in again using the secure Username and Secure Password NOTE The new secure password is ONLY to access the eReferral system
22. rring agency will be notified of changes to a referral s status if feedback has been requested REFERRAL ID CLIENT DATE TIME STATUS 10012 CHRIS Tarrant 15 06 2006 12 05 NEW 9630 WOLF Peter 07 06 2006 14 58 NEV 6 1 Acknowledging Incoming Referrals Click on a referral with a status set as New Click on the Acknowledge button at the bottom of the page 3 Add any notes that may indicate to the sender how you plan to deal with the referral 4 Click on Next The status of the referral will now be set to Acknowledged Below are the details of the referral To acknowledge receipt of this referral and notify the sending service click on Acknowledge at the b Alternatively to process this referral click on Change Status at the bottom of the page Referral Status The status of this referral is Referral cover sheet General Referral Details Referral ID 18256 Client Smith Jack 20 10 1960 From Happy Infoxchange Practitioner Ph 99999999 Fax Nursing Banyule Community Health Service To ACAS Peter James Aged Care Assessment Service Date Time 24 02 2007 07 39 Feedback required Feedback is required for this referral Received View Page 10 23 H L Service Coordination 6 2 Changing the Status of Incoming Referrals To further process this referral follow the steps below Click on the referral from either the Incoming tab or Open tab Click on the Change Status button Select the status from th
23. t this referral after it has been accepted Feedback required Include here any notes or comments for the receiving service The following sections of the Cover Sheet should be completed e Priority Select the priority level of the referral Low Routine Urgent e Information Access Level There are 3 levels of privacy to choose from that determine who will be able to view the referral details The default is set to standard Standard Client information can be accessed with client consent Limited Only the referral event may be accessed with client consent Sender Receiver Only the sender and receiver can see that Only the referral has occurred e Feedback Required This box is pre ticked by default You will continue to receive feedback about this referral after it has been accepted Untick this box if you do not wish to receive feedback after the referral has been accepted e Referral Notes Record any notes as part of the referral such as the purpose of the referral Page 7 23 OS2 Service Coordination 5 3 Sending the Referral 5 3 3 Completing SCoTT Forms The SCoTT forms may either be completed on line or attached to the referral from your client management system e Attachments Attachments Please note You cannot use attached files with faxed referrals Label Fie To attach documents to the referral follow the steps below 1 Click on Browse to loc
24. th Sender Notes next to the status The referral will be displayed with the most recent notes at the top of the page in the Referral Status box 2 To view any associated attachments or previous notes click on the Status History tab All sender notes will be listed sequentially on the Status History page 3 To complete the process click on the View tab The referral will once again be displayed Add any comments or feedback in the space provided if relevant 5 Click the Acknowledge Sender Notes button Referral Status The Change Status button will now appear at the bottom of the page allowing the referral to be processed further Note Steps 3 to 5 are not relevant if a referral has a status of New Page 12 23 S2S Service Coordination MONITORING SENT REFERRALS The Sent tab is used to store sent referrals that are awaiting acknowledgement by either your service or the receiving service When both parties have acknowledged the referral it will not be visible in this area To avoid a build up of referrals in the sent tab it is advisable to acknowledge changes made by the receiving service If you have chosen to receive feedback when sending a referral the referral will appear here each time a status has been changed by the receiving service 7 1 7 2 Acknowledging Feedback 1 Click on a referral in the sent tab that has a status other than new The referral will be displayed with the current st
25. y user with a role in the system The following reports types may be generated e Sent and Received Referrals This report shows the monthly number of referrals sent and received by your service e External Referrals This report shows the monthly number of fax or PKI email referrals sent by your service e Allocated Referrals This report shows the number of referrals allocated to each user in the service at the time of the report e Response Time This report shows the average minimum and maximum time it took for another service to respond to a referral your service sent for each month e Total Referral Time This report shows the average minimum and maximum time it took for another service to close a referral your service sent for each month 8 1 Generating Reports 1 Go to Admin in the top menu bar 2 Click on Reports The Reports page will be displayed 3 Select the desired report type from the drop down menu Click on View Report to view the report on line or Download Report to export the report in Excel format The Report will be displayed REPORTS Sent and Received Referrals External Referrals Allocated Referrals Response Time Total Referral Time Page 15 23 S2s Service Coordination 10 11 SUPPORT HELPDESK Password or system support is available via phone or email Monday to Friday 8 30am 5 30pm Email support s2s org au Phone 03 9418 7466 ELECTRONIC REFERRAL DEMO SITE A

Electronic Service Coordination Referral System User Manual

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