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File Maintenance (in Control Panel) User Guide

1. Last Cohort Report Date 02 08 2013 Vaccine Usage with Last Main Report Date option 156 6 Click on the down arrow alongside Last Main Report Date a calendar is displayed gt Vaccine Usage I Consent to send Vaccine Usage and Practice Cohort _ eaten InaEGatit tis a Siac Programme Last Main Report Date Last Cohort Report Date KE August 2013 Mon Tue Wed Thu Fr Sat 29 30 31 1 Oa 3 4 5 6 7 8 3 WW 11 12 13 14 15 16 17 18 19 20 21 22 23 24 2 26 27 2 29 30 71 1 2 3 4 a H t ay 0470772013 Vaccine Usage with calendar 7 Select the date you want to resend from by either e Clicking on today s date e Clicking on a date before today but within the last year Note If you do select a date that is not within the above criteria a Report Start Date must be prior to today and must not be earlier than today 1 year 1 day message is displayed Click on OK and select a valid date Vaccine Usage x Ha N Report Stat Date must be prior to today and must not be earber than today 1 year 1 day Report Start Date must be prior to today and must not be earlier than today 1 year 1 day message 8 Click OK to save and close 9 The next time your extract is scheduled to run the reports are regenerated and sent automatically First Report Run The first time the reports are run on your system Vision compiles a report for every day in the last 12 months Note If you do no
2. Valid From Valid Until ae 05 2004 Inactive Reference Number Select from Reference Code NHS Trust Code Non NHS Provider Code Mail Manager Provider Mail Manager Related Provider Mail Manager Other The Mail Manager options are entered if you are running Mail Manager to match the hospital identifier which will be on electronic pathology results Organisation Disabled if you picked NHS Trust code in Reference Number but enabled for you to select the hospital from the picklist Identifier Value Enter a Reference number of the organisation code For NHS Trusts the 5 character code begins with R followed by A 9 then A 9 eg RC1 The final two digits are either blanks or zeros This then links up with a patient s hospital number and can be entered on referral letters Click OK crea ob Address and Contact Numbers 1 From the Organisational Details tab click on Add under Main Address In Main Address enter free text for House Name Locality Town County Use the Tab key to move from field to field or Shift Tab to move to a previous entry In Road you can type the first letter of the road then click on El and select from a picklist of roads already in Vision If not there type in free text The Town field must be filled 2 Postcode is up to 8 characters including the space following a valid postcode format 3 Type of Address defaults to Main address 4 Click OK when you have entered
3. Warn user of missing Place of birth IY Remove Tithe Master M Display 10S Registration Forms a Default Registration Status From the Default Registration Status list select the status you require to be the default for the whole practice click Update and OK to save the changes Click Exit to close the form If you do not change the default the status of Applied is used for new registrations Default Registrabon Status bd Figure 13 Configuration Default Status Note On some occasions you may be registering a batch of Temporary residents by changing the default status this will speed up the process 107 Default Trading Partner TP stands for Trading Partner which is the agency where electronic messages are sent and received for Registration and Partners Links e g PCT HB CSA The Default TP option allows you to choose which TP is populated on the Registration form by default saving you having to select it each time you register a patient You can pick from a list of TP s that have been configured for your practice If you do not choose a default the TP box on the registration form will remain empty and you will have to choose a TP each time you register a patient If you are registering a family the default TP will remain the same as the previous family member Defaut TP Avon Figure 14 Configuration Default TP Select the Trading Partner click Update and OK to save the changes Click Exit to c
4. gw Vision Online Services Appointments Configuration i x web Browser Appointments Message Source Arial Biz ul Ajaj E Please contact the practice if cancelling an appointment due todav DNAs Display DNAs to patient J Prevent access to WOS after this many DNAs 5 I Check DNs in this range year OF Cancel Help Online Appointments Configuration Appointments Message 3 Click OK to save 119 Appointments Message Wales This is a practice specific message which is displayed on each Online Appointments web page This message must be added in Welsh for the Welsh version of the website and English for the English version Note The patient chooses the language in which they want to view My Health Online from the front screen before they log in If they choose Welsh Cymraeg they will see the Welsh version of the appointments message entered by the practice ay Fy lechyd Ar lei GIG t aaena NHS informatic My Health Online WALES Services CT Please contact the practice if cancelling an appointment due today Existing Appointments The Est below Geplays af the spoowtiments Mat you currently have boomed Clinician Clinic Location Fn 21 San 2011 11 30 AM 11 40 4M Michael Neptune The INPS Practice 68 Detaits E Cancel You have reached the mamnmum number of boolungs alowed No further boclangs can be mada at this time Cic bare for more information Add Appoi
5. Add This opens a new screen with TP HB CSA already selected in Category E Or click on the arrow to the right of the Add icon Add Select Add Organisation and select TP HB CSA in Category Or right click pointing to TP HB CSA and select Add Organisation e Organisation Details page 16 e Address and Contact Numbers page 18 15 Organisation Details Organisation Details Identifiers Addresses Category Main Address TP HB CSA Hame Cipher Link Yeg Valid From Valid Until 20705 2004 Add Edit Delete Audit Inactive Provider Unit GPAbevance Figure 2 TP HB CSA in England and Wales GP Abeyance is unique to England and Wales Organisation Details Identifiers Addresses Category Main Address TR HB CSA Mame Argyl and Clyde Cipher Link Ic Yes x Walid From Walid Uniti 20705 2004 Add Edit Delete Audit Inactive Provider Unit Footpath miles Water miles Cancel 16 Organisation Details Identifiers Addresses Category Main Address TP HE CSA Mame Northem Ireland i Cipher Link NI Yes x Walid From Walid Until 2070572004 o add e Inactive Provider Unit Figure 3 TP HB CSA in Northern Ireland 1 Name Select from the dropdown list You can type the first letter to reach that part of the picklist For Northern Ireland practices select Northern Ireland See
6. Ex directory Relative Carer e Valid period Optionally enter dates for which the number is valid in From and Until 2 Click on OK 3 If you want to enter further numbers click on Add Contact Number and repeat the steps above 4 Finally click on Close The Organisation Details tab is re displayed with the main address now showing in the Main Address window 41 Editing the main telephone number Ei 1 Select the organisation and click on Edit Fat 2 Click within the phone number to highlight it beneath Main Address on the Organisation Details screen 3 Click on the Edit button beneath Main Address Make your amendment on the Communication Numbers Update screen 5 Click OK then OK again Entering further addresses To enter a second address or edit the main address or enter further telephone communication numbers you can use the Addresses tab The left hand frame shows the addresses and the right hand the communication numbers Urganisation Details Identifiers Addresses Addresses Communication Mos oases Main Address Royal ork Hospita 23 Wigmore Stree ae f ede foss at OF Cancel 1 Click on Add or Edit under either Addresses or Communication Nos If you select Add under Addresses and there is already a main address the systems asks whether you are adding a further Address or Communication Number 4dd Address or Communication Number Cornmurnication Can
7. Organisation 1 In Control Panel select File Maintenance Click on or the Organisation tab to list existing organisations 2 To add e Either click on the yellow folder by HA on the list of organisations so that E itis opened J then click on the Add icon 4 This opens a new screen with HA already selected in Category E e Or click on the arrow to the right of the Add icon Add and select HA in Category e Or right click point to HA and select Add Organisation Organisation Details Identifiers Addresses Category Main Address Ha od Hame Bedtordshire and Hertfordshire Cipher a02 Valid From Valid Until 20 05 2004 Add i C Ai Inactive Provider Unit Cancel Organisation Details page 21 Address and Contact Numbers page 21 20 Organisation Details When you select the Name the cipher in this case a Q code is filled in automatically Cipher Name Q01 NORFOLK SUFFOLK AND CAMBRIDGESHIRE HA Q02 BEDFORDSHIRE AND HERTFORDSHIRE HA Q03 ESSEX HA Q04 NORTH WEST LONDON HA Q05 NORTH CENTRAL LONDON HA Q06 NORTH EAST LONDON HA Q07 SOUTH EAST LONDON HA Q08 SOUTH WEST LONDON HA Q09 NORTHUMBERLAND TYNE amp WEAR HA Q10 COUNTY DURHAM AND TEES VALLEY HA Q11 NORTH AND EAST YORKSHIRE AND NORTHERN LINCOLNSHIRE HA Q12 WEST YORKSHIRE HA Q13 CUMBRIA AND LANCASHIRE HA Q14 GREATER MANCHESTER HA Q15 CHESHIRE amp MERSEYSIDE HA Q16 THAMES VALL
8. Select from 1 2 Time 3 4 time Agency Contract Full Time Job Sharing Part Time Main Speciality Optionally select the main speciality in which the nurse is interested see NHS Specialities page 85 Interest Speciality Optionally display the options and select an interest speciality The list from which to choose is the same as Main Speciality Dates Joined and left Practice Enter the date the nurse joined the practice Once a nurse has retired left or died enter a date In Date Left Practice but leave blank if not yet relevant Date Qualified An optional entry Date Registered An optional entry Date Became Principal For GPs only Date of 24 hour retirement For GPs only not relevant for nurses Job Sharer If the staff member is job sharing display a list of other staff members and click on the member of staff with whom the currently staff member is sharing a post Insurance Company Expiry Date Ref No An optional entry display the options and click on your selection from Organisations already entered if you have not already done this you can return and edit this entry later Enter the Insurance Ref No and Insurance Expiry Date CHS Maternity Contraception Minor Surgery For GPs only not relevant for nurses That completes the Staff Professional tab Staff Address and phone number optional The main address and phone numbers of the nurse can be entered by clicking on Add under th
9. such as Therapy lists and List Contraception you can double click on the small Square to the left of the column headers to add or remove details to be included in the browse lists 9 Default Displays The following are default displays that will take effect when this user is signed on these can be left blank e Select Drugs from Drug Formulary While using Therapy in Consultation Manager and selecting drugs in Therapy Add either the full Drug Dictionary or the practice defined Formulary is displayed first You can switch between the two at the time of selection in Therapy Many prefer a locum GP Registrar or nurse to select from the Formulary by default e Select READ from READ Formulary In Consultation Manager when displaying the READ dictionary to select a READ term either the full READ Dictionary or the practice defined READ Formulary is displayed first It is possible to switch between the two at the time of selection e Drug Selected By Choose the ways you display the drugs dictionary or formulary either by Drug Class or alphabetically by Drug Name This becomes the default display for the user when select therapy items in Therapy Add It is possible to switch between the two at the time of selection e Read Selected By Choose either READ Hierarchy ie by code or Keyword as the default way this user will select items from the READ Dictionary You can switch between the two at the time of selection 10 Click on OK
10. Authority England Q code Trading Partner Cipher HA Cipher unique to each HA CRIR code National Identifier Practice code Practice Edifact Link codes HA Edifact Link code for sending to HA Practice Edifact Link codes Path Lab Edifact Link code for sending to path lab Qualifier Qualifier for Path Lab only precedes Edifact Link codes in transmissions Z 1 7 0 9 0 9 0 9 2nd character identifiers organisation 1 HSS Trust 7 Independent Provider S A Z A C D 0 9 0 9 The 2nd character identifies the Health Board The third character A Health Unit C Hospital Trust D Nursing Home Q followed by A 9 and A 9 See Strategic Health Authorities From HA Vision File Maintenance IOS GPC 2 or 3 alpha characters In England for example BD Bedfordshire LNA City and East London NEW Newcastle upon Tyne In Scotland it is the single letter code eg L Lanarkshire G for Greater Glasgow Health Board and in Northern Ireland NI GPC Clinical Address HA Path Lab Will always be 1 alpha then 5 From HA numerics Usually 4 alphanumeric characters 15 numeric characters may have leading Os 80 for both Qualifier fields 80 47 Reference code Reference code checked against HA Mailbox Sender Edifact Link codes HA Edifact Link code for receiving from HA Recipient Edifact Link codes Path Lab Edifact Link code for receiving from path lab 48 5 alphan
11. Close re Cose Footpath Miles Help 4 ext written on 0871072002 at 10 02 29am by System Supervisor Audit the Organisation address and communications numbers You can also audit any changes made to an Organisation s address or communication numbers 1 Display the Organisation Details screen 2 Either click on Audit from the Organisation Details tab under Main Address or go to the Addresses tab and click on Audit 3 Click on Next or Previous buttons which run through each change or click on 38 T to display a list of the dates of the original record Written and any changes Changed As you select a specific date e Any fields where changes or additions have been made will be displayed in red as the entry at that time e Where an entry is green this is the current entry for a field where there has been a previous change 4 Click on Close when finished Address entry Audit Trail Address Details use Ns iii Number and Road SS Locality Town County Fost Code Type of Address Man address Address Valid Period 39 Organisation Addresses tab The easiest way to enter an organisation s main address is to use the Add button under Main Address on the Organisation Details screen An Address Entry Add screen is displayed Use the Tab key to move from field to field or Shift Tab to move to a previous entry You must enter at least some text in the Town field before cl
12. ZWO Western Health and Social Services Board C A B Y F V N G H L S R Z T W 23 Add Hospital or NHS Trust Add any NHS Trusts hospitals and other local medical services or clinics to which you might make a referral In addition include their departments eg ENT and consultants eg Dr Smith see Add Department page 27 and Add a Consultant page 30 Any hospitals with the Provider box ticked will then become a picklist on the Referrals Add screen in Consultation Manager In Registration you can also record a patient s hospital number if the hospital is added in File Maintenance Organisations In Control Panel select File Maintenance l Organization oo a a Click on or the Organisation tab to list existing organisations 3 To add a hospital e Either click on the yellow folder by NHS Trust or Hospital or Community Unit Directly Managed Unit Family Planning Clinic on the list of organisations so that it is opened I then click on the Add icon E Add This opens a new screen with NHS Trust or Hospital or whatever variant you chose already selected in Category E Add e Or click on the arrow to the right of the Add icon and select NHS Trust or Hospital in Category e Or right click point to NHS Trust or Hospital and select Add Organisation Organisation Details page 24 Identifiers page 25 Address and Contact Numbers page 26 Save Details page 27 Organisation D
13. e TP HB CSA This entry is only made on the Main Surgery screen Using Select your responsible Health Authority to whom you are linked Health Board or CSA depending on your country e Clinical Commissioning Group England This can be selected for entry as long as you have entered the CCG beforehand with its code in Organisations These details are printed on all English prescriptions e National Identifier This entry is only made on the Main Surgery screen This is a nationally recognised identifier for the practice and is 49 50 also called the Practice Code It has six characters 1 alpha and 5 numeric and often forms part of your practice s NHSNet email address Contact your Health Board if you are not sure about this or look on the NACS website http www nhs uk nacs This is an essential code to have entered for GMS contract audit data to be reported to QMAS e Multiple Sites This prompt is only on the Main Surgery screen If ticked then a branch surgery may be added e HA Identifier This entry is only made on the Main Surgery screen and can either be left blank or enter the five character HA code which identifies the practice The cipher is usually made up of a two three digit code plus the HA HB CSA cipher eg FOONO for Northampton FOLNR for Croydon e Fund Holding Identifier This entry can only be made on the Main Surgery screen e HA previously called New HA England and Wales only This is
14. Assistant Halton Linda Ms Health Visitor Hawkins Mary Dr GF Retainer E ventlog Viewer Hill Alison Cr Partner System Status Hill Gail hrs Community Nurse Security Hither Fiona Mrs Health isitor 91 If you then click on the downward pointing white arrow to the right of the title on the i r blue header line Mall Groups the displays changes yet again restoring the left hand tree view in an overlying pane ye Vision Control Panel Fi View Actions Help e gt 0 go Go fl Back Forward ae Add Edit Save Gance udit Config Statt Groups Practice ile T pE of E mplo ment Roe O22220 Staff fi j Partner me push pin to keep open l Eea Mail Groups i Partner Staff Groups 3 a Clinical Staff Except Gps ae ee oe Gps ps f ap Health Visitors dal Manager k di Nurses r artner Practice Me Receptionists Organisation tle Type of Employment Role E Health Visitor E Community Nurze i Partner Is Health Visitor Irs Other Health Care Pr Irs Community Nurse 5 Dietician I Commercial D eputisi E 1 2 time Practice Murse amp Secretary E Health Visitor Assistant F Health Visitor i GP Retainer E ventlog Viewer I Partner System Status s i Nurse 92 ia If you click on the push pin to the left hand pane the display changes again and restores the tree view Corasray Maie David D Patre Elsan Wrs Heath Vito Cee Heath Care Pi E
15. E a i 7 2 Save Cancel Audit Config Online Usage Staff Groupe Practice Organization Test Requests Staff SaN Keighley Dave Matis John cow fp Notoneds Doctor ee System Supervisor H E Inactive Eventlog Viewer System Status CAPS NUM a Figure 1 This is how Control Panel looks before Mail Manager Maintenance is switched on You can select one of the five options of Staff Staff Groups Practice Organisation or Test Requesting either from the icons in the left hand pane or from the tabs under the blue Active header or from the View menu For each individual entry there are three common tabs on Organisations Staff and Practice e an initial Details screen Name Mnemonic Valid From e an Identifiers screen where any codes can be entered such as a GP s GMC code e an Address tab though the Main Address is always added from the initial Details screen In addition the Staff module has a Professional tab Overview of File Maintenance File Menu When in the File Maintenance screen the file menu has the following options Mail Maintenance allows you to skip to the Mail Maintenance area of Control Panel File Maintenance is ticked when you are in the File Maintenance area of Control Panel Eventlog Viewer allows you to skip to the Eventlog Viewer area of Control Panel System Status allows you to skip to the System Status area of Control Panel
16. Emergency number Ex directory Relative Carer 13 Click OK then OK again to return to the Staff Personal screen Communication Numbers Add Contact Number 07989 BbA54 7 Type of Contact Number Mobile phone DK Valid Period From Until Lancel Help 14 If you want to add any reference numbers such as the National Insurance number click on the Identifiers tab Click on Add In Identifier Type select Reference No Leave Organisation blank In Identifier Value enter the code Click OK 15 You can also add Language spoken written and read to the Language tab 16 Finally click OK to save the details 17 You will be asked Do you want to set up a new User for this member of staff in the Security module If the new staff member is to use Vision on the computer then they must be given a Login name and password answer Yes Only answer No if the person is never likely to use Vision The User Details Add screen is shown within the Security module Login Name This is a short name used as a User ID for computer use of Vision A login name belongs to a user Up to 20 characters User Level This is not currently in use Inactive Leave unchecked if the person is a current member of staff Valid From and Valid Until Enter a Valid From date from when the user is valid to use the computer You can leave Valid Until blank if open ended Enable Browse config window If this option is checked the
17. GMC code Each GP must also have a unique GMC code entered in Identifiers Identifier Type is GMC code Organisation is left blank Identifier Value is the 7 numeric characters it may have a leading 0 unique for each GP by the GMC and obtainable from the HA Both the GMC code and the GP code are essential for Registration Links and prescribing for ePharmacy An exception is made for locums registrars and GP retainers in Scotland where if there is no GMC code entered the GMC code of the Responsible Partner is used so they can prescribe under ePharmacy Edit Identifier Identifier Type GMC Code Organisation ee Identifier Value 2222294 Valid From Valid Until 30 08 2004 Inactive men o Personal Professional Identifiers Addresses Type Organization Inactive GME Code ee N Berkshire Osfordshire Add Edit Delete Audit Figure 5 The codes that should be entered for a GP e Private Controlled Drug Code This is essential if the doctor is to issue private controlled drug prescriptions Enter in Identifiers selecting the relevant Identifier Type of either the PCD code in England 63 which has the format 6AAAAA eg 6ABCDE or the IPC code in Wales PNNNNNN eg P123456 Other addresses or contact numbers 1 Any supplementary contact numbers can be added from the Addresses tab Click on Add under Communication Nos and select from the following e Fax Telephone busines
18. Immediate Effect to Sending Vaccine Usage Reports Daily Vaccine Usage Report Other Qualifying Immunisation Information Other information Included in the Daily Report Monthly Practice Cohort Report Qualifying Records Sending the Reports First Report Run Checking the Reports Welsh Clinical Communications Gateway WCCG Configuration Staff Languages Reporting INDEX vi 137 138 138 139 139 141 141 141 143 143 143 145 145 146 147 148 148 149 150 151 151 151 151 152 153 154 154 159 156 156 157 158 158 159 163 File Maintenance File Maintenance in Control Panel In File Maintenance the practice details practice staff and details of organisations such as hospitals consultants etc are added These need to be set up before any clinical or registration data is entered in Vision Thereafter you will only need to use File Maintenance occasionally when there are changes or additions This is also used for configuring electronic test request providers To access File Maintenance from the Vision front screen click on Management Tools or aon Control Panel Control Panel then File Maintenance This section describes File Maintenance within Control Panel When you first access it it takes a moment to build We ision Control Panel File View Actions Help Mail Maintenance do gt File Maintenance Back Forward Refresh Eel oi Add Edit
19. Local Health Board in Wales page 22 Scotland and Northern Ireland Health Boards page 23 2 The Cipher fills in automatically once you have selected the name Thisisa one two or three letter code for example in England amp Wales BIR Birmingham in Scotland C Argyll amp Clyde In Northern Ireland NI 3 An extra field called Link is enabled Answer Yes if you are linked electronically for Registration Links and IOS in England and Wales or for Scottish Partners No if you are not linked and there is no exchange of electronic data and Down if you are usually linked electronically but the Link is not currently working 4 Valid From and Valid Until These date entries are optional Valid from defaults to today s date This is the start date of the association of the Organisation with the practice If inthe future you finish your association with the Health Authority enter a Valid Until date and tick the Inactive box Or just right click on the Organisation in the tree view and select Remove Organisation this does not actually remove it but makes it inactive 5 GP Abeyance In England and Wales some authorities let you register new patients to a GP whose list is in abeyance ie GP has an End Date entered Check this box if relevant Individual Health Authorities will decide whether this option is to be made available to Practices under their authority When registering a patient data validation checks the patient s
20. Panel page 145 Add or Edit a Test Request provider Resetting Passwords page 148 Add practice page 149 Resetting Passwords You can reset a password from Control Panel Test Requests You might need to do this for instance if a user has opted to save their password details on the Select System and Account screen in Consultation Manager but has saved the wrong password details 1 Go to Management Tools Control Panel 2 Select the Test Requests icon 148 3 Click on the plus next to the provider for the failed login to view a list of the Staff listed to use this provider ICE Test Provider Neptune Carol tluest Addenbrooke s Orilir 4 Right click on the failed login user select Remove Staff Password EJ eL be Le ICE Test Provider Neptune Carol tlivest Addent t uest Barts ar tlivest Gateshi tLivest Guy s a tLivest James F tives Kings C tives Leeds 1 tives Lewish Lives Mid Ess Remove Staff Password 5 You can enter a new password when you next attempt to login to ICE from Consultation Manager See also Setting up Electronic Test Requests in Control Panel page 145 Add or Edit a Test Request provider Inactivating Providers page 148 Add practice page 149 Add practice This is optional You can either add a practice record now for a Test Request provider or you can set either a user or practice when making a test request in Consulta
21. Professional details File Maintenance Staff Residential Institutes see Add Nursing Home or Residential Institute page 32 Social Services Add Social Service offices and other organisations to whom you may make referrals such as McMillan Nurses that supply carers The Carer can be added as a Person directly for that organisation They will then be available on a Carers list from either Registration or Consultation Manager Note you can also add carers even if they are not patients with your practice within either of these modules Pharmacy Add a list of local pharmacies In Consultation Manager you can select a patient s Preferred Pharmacy in Patient Details This can then be printed on a prescription at the top left though long names may have to be truncated It is recommended that you add the pharmacy NACS code in the identifier tab This is especially pertinent to electronic prescribing where a nominated dispenser can also be selected Adding the NACS code means that Vision can accurately match or mismatch the nominated and preferred pharmacy on the patient record See Electronic Prescribing Help for further information 35 e Credit card companies The picklist on Registration Identifiers for a patient will then allow credit card numbers to be entered for private patients Organisation Edit 1 In Control Panel select File Maintenance l Organization a a 2 Click on or the Organisation tab to list existi
22. Registered D Interpreter Link waka 070171901 Qj loam Prescribing No Foum ary Date Became Puncipst 24he Aetremert Date Madi D Mameranca sa hama o J Mertal Hanceap Nurse J Mite l Hardvaiten exempt RI J 7 ae J Non commencal local rota ol Type Of Empkyce Job Sherer Orgad Ly Nor quatiied Diperrser D Igarezhon ie Oecunationa Therap Man Specialy E Osteopath nasance Canpary E Oihe Heath Cae Profession i G Phamacs ea Prbebotorvest E Phyysoost veracest Pot oF cs E T Supplementary Prescriber E Gy Practice Manager 17 Emploped by Practice Emder Q Practice Nurie foes Cane Shela era Googe Saah Panas Tuli iiaa Add other medical staff in the practice Add in Staff any other medical staff who are involved with your practice in Staff in the same way as GPs see Add Nurses page 69 for guidance Medical staff outside your practice are entered under their own Organisation under Department and Person or directly in Person see Add a Consultant to a Hospital Department page 30 The Role determines the subsequent entries A list of roles for Health Care Professionals other than GPs is given in Staff Roles page 82 Some roles are classed as Clinicians This has significance within Consultation Manager when entering data 78 Add Non medical staff in the practice Add any other non medical staff who are involved with your practice including the Practice Manager recept
23. Stomatherapist chive 4 Doctor Validation Cancel t Plumstead Jeremy Partner Pharmacist Physiotherapist Practice Manager Practice Nurse Receptionist Salaried Partner Tick ary Staff Groups or stat Members you wish to chool Nurse have Access Rights to Me Tina Tranter s mail Secretary Fothering Fay Kimble Jane J OF Bums Jayne H PAN O Chest Eileen mith shee O Corbett Gay senior Partner O Cotton Katherine ee O Dietician wbpes O Doctor Oop Speech Therapist O Duncan Sandra t Rabetts Simon 4 Registrar One Staff Groups What are Staff Groups fs ee eee The Staff Groups facility is only available once the Mail Manager Mail Maintenance features are switched on see Mail Maintenance Prior to that the Staff Groups tab is hidden Mail Manager is the module through which XML Messages can be viewed and actioned Staff Groups are user defined groups of practice staff members that can be selected on masse for the purposes of copying or actioning messages in Mail Manager for instance a staff group of Receptionists or of GPs or Health Visitors In the Staff Access in Mail Maintenance there is the option to allow a staff member to be granted access to a group of users mail see Staff Access On selecting Receptionists as the group the effect will be exactly the same as selecting each receptionist in three separate operations Once selected the
24. Welcome to the Visionary Healthcare Practice The Visionary Healthcare Practice has four full time doctors Dr Carol Saturn Dr Fiona Venus Dr Michael Neptune and DR sarah Jupiter We have been a training practice since 1996 and we j See ae E E N EA S eee ee ee a Type your message in the welcome message window using the following formatting __ Source The Source button displays the HTML source of the message and is the only way you can add pictures and tables If you are comfortable working with HTML tags you may want to use this view to edit the HTML directly page 143 Iv d erdana Font Ala Grow shrink Font Increases decreases the text size of the highlighted text Bold Italic underlined Text colour background colour Bulleted numbered list Decrease increase indent Formatting HTML Messages Messages can be formatted using HTML formatting tags HTML tags are Used either side of a keyword eg lt html gt you wish to format The tag always has angle brackets eg lt html gt denoting the starting and closing of the tag HTML tags normally come in pairs eg lt b gt the starting tag and lt b gt the closing tag 143 e You can use multiple tags but each tag must have brackets at the start and end of the tag eg lt p gt lt b gt This is a list of the most common codes Starting Closing Tag Description Tag lt hi gt lt h1 gt First Heading Headings can be de
25. Z tQuest Addenbrooke s Online Request RER tQuest Gateshead Online Request Requester URL Z tQuest Shrewsbury Online Request Z tQuest St Mary s Online Request Organisation Test Requests Cancel a B Add Edit 1 Click on the Add icon __ or right click and select Add Provider bj Description Type in the provider description eg tQuest Addenbrooke s Online Request or ICE Chichester Online Request Provider type Select your provider 4 Organisation code obtain this code from the Trust 146 Logon URL If a tQuest provider leave blank If using Anglia ICE enter the Logon URL eg ICE Chichester http 195 105 223 3 icedesktop dotnet icedesktop interop service_request aspx http 195 105 223 3 icedesktop dotnet icedesktop interop service_request aspx o http 195 105 223 3 icedesktop dotnet icedesktop interop service_request aspx 6 Requester URL your Trust leave this blank for ICE providers Details are provided by 7 Click OK to save changes The provider details are added to the list in the Test Request Pane in Control Panel Staff Organisation Folder Items mice ICE ICE ICE ICE ICE ICE ICE ICE ICE ICE ICE ICE ase eee uest Test Provider Staff Groups Practice Test Requests Bath Online Request Bolton Online Request Cheltenharn and Gloucestershin Chester Online Reques
26. add e Either right click while pointing to Residential Institute and select Add Organisation e Or click on the yellow folder by Residential Institute on the list of organisations so that it is opened SJ then click on the Add icon E Add This opens a new screen with Residential Institute already selected in Category El e Or click on the arrow to the right of the Add icon Add Select Add Organisation and select Residential Institute in Category TST wE S ww TA Back Forward T i Ed Save Cancel Audit Contig New Organisation Staff Practice Organization Organization Details Identifiers Addresses eg emi Category Main Address eS 5 Residential Institutes al In Practice Systemes Practices GJ Insurance organisations for patients Name NHE Trust Grove Nursing Home EE Bedford Hospital NHS Trust Kremonic fh General Medical Dept GROWE Rose Mary l l Thanas Daga Valid From Valid Until Farish Local Authority 2 Pharmacy Inactive 7 Provider Unit CE Cos amp Robinson J Primary Care Group J Frimary Care Trust J Prison Services _ Professional Insurance organizations J Regional Health Authority Registered non MWHS Provider _ Residential Institutes Cancel New Organisation Organisation Details page 34 Identifiers page 34 Address and Contact Numbers page 34 Save Details page 35 33 Organisation Details i 2 Name eg Devon Lodge Nursi
27. be assumed given from 01 08 2013 Vaccine Usage Consent to send Vaccine Usage and Practice Cohort reports option 6 Click OK to save and close Daily Vaccine Usage Report The daily Vaccine Usage Report is a daily breakdown of the vaccines your practice has administered it is sent to PHE via the ImmForm web service The following is a list of the Vision Immunisation Types including compounds that are currently included in the daily Vaccine Usage Report pTaP HIb IPV Pneumococcal conjugate Prevenar 13 HIB MEN C HIB Meningacoccal C MMR Measles Mumps Rubella HPV Human Papillomavirus Cervix Human Papillomavirus Gardasil DTap IPV and dTap IPV Diphtheria Tetanus Pertussis Polio Td IPV under 18 s Diphtheria Tetanus Polio BCG 153 Shingles Shingles Flu Influenza Seasonal For HPV Vision has two Immunisation types representing the two available brands of vaccine Gardasil HPV and Cervarix HPVCER each brand is reported separately PPD is recorded in Vision as a test not a vaccine Batch Ref is therefore always reported as blank The patient s age as at the event date must be less than 18 years The new intranasal influenza vaccine is not counted for the purposes of the Vaccine Usage Report Note The above list of vaccines is submitted daily including weekends if no vaccines have been administered the report is sent with a vaccine count of zero Other Qualifying Immun
28. be enabled if you want to make any amendments or look at changes Once you click on Add or Edit OK and Cancel buttons appear The details are listed under three tabs Organisation Details Identifiers codes reference numbers and Addresses including contact numbers Mal Martenarce is Fie H artery Baci Fowyd Pareh Royal Hospaal Sial try Szy Draps Orpareaton Deteds idertibers Adhorson Prase horasan Ay Folder iter a x Stat Gano i Tweet i m Coney E Courty Loca Authosy Piaci E J Oed Cord Compery Depatman of Meath Daned Magad Urat Vaki Fom Vadut 2 Deir Heath Ahere faat Zj Dax Marndacton o Duo Supper f j Fandy Plawerp Cre a Garsa Protonet Funct Hobisi aj OP Don papy Ll GP Prectice Ele hl a Dianon B Chanos hopea D Dart Genea tigated S JOHN RADCLIFFE gt LONDON NHS LONOON PRIVATE Se MIUTARY HOSPITALS E NUFFELD DA THOPAEDIC D OTHER NHS D OTHER PRIVATE S FORD PRIVATE E RADCLIFFE IHARMARY e READING PRIVATE gt Roya Hosptal The ataa Hines E werting Viewer Sprem Statue Categories of Organisations The following is a list of types of organisations you can add in File Maintenance Organisation Details The essential ones to enter are in bold e Armed Forces e Clinical Commissioning Groups CCG In England only if you select your CCG in the File Maintenance Practice Details screen then the PCT address is printed on
29. be saved unless changed The file name is StaffLang and is a csv file but this information can be also be changed Note CSV files comma separated values are files that can be viewed in Excel Saves ini gt extract My Recent Documents E Desktop My Computer B em File name StatfLang My Weer Dave ag type Text Picesy Cancel Places Staff Export save screen 5 Select Save and a confirmation screen appears confirming that the file has been created successfully click OK 160 Viewing the Staff Language Export File The file can be opened in Excel by selecting Open Change the Look in folder to the extract folder and change the Files of Type to All types Highlight the file StaffLang and click Open Look in G extract My Recent El general Documents EJ atient F Desktop StaffLang CE a a My Computer x Ply Nebwork Places File name Files oF type ag Files Excel Viewing the Staff Language file temporary image A wizard appears in Excel select Delimited and click Finish The file is displayed in the following format A Staff id Staff nar Spoken Written Read language gogz Choose Book Dr English a p019 Bowyer Max Mar Bilingual Welsh Arabic Bilingual Welsh English Excel Exported Staff File 161 Index A Actions Menu File Maintenance e 8 Active Staff Inactive Staff Tab 100 Add a Consult
30. date when the reminder is to be sent type the number required followed by D days W weeks M months or Y years eg to send a reminder two days before their appointment type 2d W Send Email Booking Confirmation 7 lw Send SMS Booking Confirmation 7 if Send Email Reminders 1 day before Send SM5 Reminders 1 dap x betore Figure 31 Booking Confirmation amp Reminders 125 Booking Reason The Booking Reason is the freetext comment added by staff when making an appointment to advise the clinicians why the patient is attending This option enables you to make that reason available to VOS users when viewing existing appointments booked at the practice Tick the Display Reason for booking for existing appointments box to allow access to the booking reason Tick the Allow Reason to be edited box if you want patients to be able to edit the reason optional remove the tick to prevent patients editing the reason W Display Reason for booking for existing appointments 7 iw Allow Reason to be edited 7 Figure 32 Booking Reason Date Thursday 22 October 2008 Time 12 20 PM 12 30 PM Clinician Clinic Dr Michael Neptune Main Specialty Child amp Adult Psychiatry Interest Speciality Dermatology Gender Male Location Visionary Healthcare Practice Appointment Type Book on the day Figure 33 Online Appointment Details Editable Booking Reason Cancellations Tab The Cancellation Tab is used
31. default both these options will be on jm WCCG Configuration Vision Referral Add Select the operation s to perform when a referral is added in Vision iw Launch WCC WCCO Referal Add Select the aperation s to perform when a referral is added m WECCG W Create Medical History entry Cancel Staff Languages Reporting You can record the spoken written and read language skills of your staff in File Maintenance see Staff Language Tab page 64 You can export staff language details to file This will allow you or health boards to view written spoken and read language resources in your practice 1 In File Maintenance select Actions 2 Choose the option Export Staff Language e Include header record This is checked by default and includes a heading in the file when it is exported Removing the tick means that no heading information is displayed when you view the exported file e Include languages not for communication This is checked by default and exports staff information including staff id staff name and languages Removing the tick will stop this information from being exported w Export Staff Language This option will export all staff language options to file Uptions W Include header record i Include languages not for communication Export Staff Language Options 159 3 Click OK to save the file 4 The Save As screen defaults to the extract folder where the file will
32. link to the originating group is lost Subsequent changes to a group will NOT be reflected in any data derived from that group Note When you create a Staff Group and add staff members to it you can then add the Staff Group to an Individual s mailbox in Mail Maintenance and give them rights to all members within the group If you add another member of staff to the group later on this member of Staff will not be added to the users who have the access rights to the group You will need to re add the group to the users who have the access rights to the group in order to include the new member of staff On selection of the Staff Groups tab two folders are displayed Practice and System e Practice Allows you to create your own defined staff groups ie Reception Staff GPs Admin etc 89 e System Lists groups that are defined by Vision Currently this only consists of Frequent Staff You are able to add and remove staff from groups in the System folder but cannot delete any groups y Vision Control Panel Fie View Actions Help wo oao Em Back Forward Refresh dd Practice Practice Organisation Staff Staff Groups Click on beside the Practice or System folders to display existing Groups click H beside Mail Group and beside a listed group to show all the members of the group a Fractice Mail Groups Doctor Associate aa Doctor Locum oo dp Earth Mel Gp Trainee Neptune M
33. list Click Yes to remove Vision Control Panel re you sure that you wank to remove FLU From the list Ves flo Figure 44 Remove Clinic Confirmation 135 Sessions Tab This is used to configure the following e Set Session Locations page 136 e Sites Configuration page 136 Setting Session Locations Use this facility to link a session to a location 1 On Vision Online Services Appointments Configuration screen select the Sessions tab 2 The Set Session Locations window lists all sessions added created in Vision Appointments Set Session Locations Session Double Click the session to edit its location 2 40 6 00 i The INPS Practice 9 00 12 30 The INPS Practice 9 00 12 30 The INPS Practice afternoon 9 The INPS Practice am 9 The INPS Practice k 2 30 6 00 The INPS Practice A Figure 45 Sessions Tab Set Session Locations 3 Double click on a session to edit its Location Figure 46 VOS Change Session Location 4 Select the location from the drop down menu then click OK Continue this process until you have set a location to each session as required Setting Site Access Site configuration is used to specify which Appointment session should be included on the Vision Online Services website for each location This enables a practice to limit which sessions are included in Online Appointments 1 Select Site from the Notes Held at Site drop down list ie Main Practice 2 T
34. on a group heading in the left hand tree view and select Edit Group Ei Edit Or with the focus on a group heading eg GPs click on the icon 2 On the Staff Group Edit screen you can edit the Staff Group description Delete a group To remove a group from the Groups of Users in the bottom left pane click on that group with the right mouse and select Delete Group Note It is not possible to delete the System Managers Clinical Managers or All Users groups It is also not possible to remove the System Managers group from being granted all rights to the security module 94 Add a person s to a group 1 It is probably easier to sort the names by role first click on the Role heading once 2 Either drag a name from the list view and drop it on to a valid group in the tree view left hand pane in order to add that person to the group If the staff member already exists in the group then the drop operation has no effect You can drag multiple names from the list view by holding the Control key down and clicking on selected names to highlight them or click on consecutive names by holding the Shift key down to highlight a block of names e Orwhen you have a group of names displayed in the top right pane right click and select Add Staff Member s e Or right click on a group heading eg Nurses and select Add Staff Member s e Or if the focus is on a group heading eg Health Visitors or a member of a group on the
35. or read multiple languages can be recorded but you cannot add the same language to the same type multiple times To Delete a Language Preference To delete an entry that has been recorded under Language spoken written or read highlight the entry and select the Delete button You are warned that the entry is about to be deleted click Yes to confirm the deletion To exit the Staff Language tab click OK See also Staff Languages Reporting page 159 Save the details and set up computer use 1 Finally click OK to save the details You will be asked Do you want to set up a new User for this member of staff in the Security module 2 If the new nurse is to use Vision on the computer then they must be given a Login name and password answer Yes Only answer No if the nurse is never likely to use Vision 3 The User Details Add screen is shown within the Security module Login Name This is a short name used as a User ID for computer use of Vision A login name belongs to a user Up to 20 characters 75 5 User Level This is not currently in use 6 Inactive Leave unchecked if the nurse is a current member of staff 7 Valid From and Valid Until Enter a Valid From date from when the user is valid to use the computer You can leave Valid Until blank if open ended 8 Enable Browse config window If this option is checked then on Select Patient browse lists and in Consultation Manager classic view browse lists
36. ordering will only be able to order active repeat masters which have last been issued within this duration The offset date is also used to flag items in Consultation Manager Repeat Therapy List with last issue dates outside this duration The date appears in red for such items Change the Old Repeat Offset 1 In Consultation Manager select Consultation Options Setup to open the Consultation Manager Setup screen 141 2 Click on the Therapy tab Consultation Manager Setup T DEITUA Bs Show packsize waming IV Use Gemscript Posology Defaults Date Offset Overdue Offset Due Offset Defaut Read Code 12 months fo years fi month 3835 00 Medication review Unpnnted Prescriptions Print Reorder Form Reprint Reason ignore Issues Only None R Print Signing GP Name 7 Enable Inactivation Reactivation Reason Enable Repeat Dispensing T Show Setup Form at Startup Consultation Manager Setup Therapy Tab 3 In the Old Repeat Offset box enter the required date offset using shorthand date entry the default duration is 6 months eg e 30d 30 days e im 1 month e ly lyear 4 Click OK to save Note This is a practice wide setting 142 Formatting Messages Using the Message Editor The message editor allows you to format messages displayed to online users It is available in the welcome appointments and prescription message online configuration screens ae Nee ee K R
37. presented with the Frequent Staff list Views Staff List Miss Nurse Prescriber Assign to Patient Dr Carol Saturn Mr Mr System Supervisor Figure 7 Allocate to Staff list in Mail Manager 99 Staff Configuration Utility Staff Configuration Utility Staff Maintenance Utility This option is available to system supervisors only and provides a quick way to update users or workstations without having to either call up each individually or move around the practice il Click on the icon 9 or Actions Staff Config This is a tabbed screen which allows you to do quick updates of various functions e From lists of staff you can quickly update the GMC code and the GP Code inactivate or activate all activities normally carried out in File Maintenance Staff per member of staff e Set practice wide registration default options e From a list of workstations you can quickly update the Prescription Printers Drug Label Printers and Word Processor choice all functions from Options Setup Vision front menu Note Changes made in the Configuration screen are practice wide In order for the changes to take effect you must log out of the Registration Module Active Staff Inactive Staff Tab 1 To Inactivate Staff Click on the Active Staff tab Highlight a member of Staff or multi select using Control click Then click on Inactivate Inactivated staff do not appear on selection lists This mirro
38. screen asks Add ALL staff members to staff group and if you click on Yes all staff members will be added to a group Sometimes it is easier to populate a group this way then right click and Remove those not wanted in the group Confirm Remove P 7 A Add ALL staff members to staff group Remove all staff from a group 1 Right click while pointing to the group heading in the left hand tree view and select Remove All This empties the group after you click on Yes on the Confirm Remove screen Remove ALL staff members from staff group Confirm Remove 3 Remove ALL staff members From staff group 2 As this leaves the group empty you are asked Staff Group name no longer has any staff members Delete Staff Group Answering Yes deletes the group but it is perfectly valid to answer No and leave an empty group between sessions as it may be needed subsequently Staff Group All Clinical Staff Except Gps no longer has any staff members Delete Staff Group Remove multiple staff from a group When you have a group of names displayed in the top right pane right click on a name and select Remove Staff Member s The select staff member window is displayed Hold the control key down and select the staff you would like to remove Click OK 97 Remove access fo this staff You can remove all access rights to an individual mailbox in one step This saves the need to remove each users rights one by one 1 Select t
39. slots are available or not M Allow Weekend Bookings Figure 27 Allow Weekend Bookings When ticked all weekend slots reserved for web are available to patients when unticked all the slots are unavailable 123 Display Appointment Duration When booking an online appointment the start time is displayed when Display Appointment Duration is ticked this option displays the appointment end time as well therefore displaying the duration to the patient 124 W Display Appointment Duration Figure 28 Appointment duration Date Tuesday 4 Oct 2011 Time 11 30 AM 11 40 AM Duration 10 Minutes ClinicianfClinic Main Speciality Speech Theran Interest Speciality Ante natal cinic Gender Female Location The INF Practice Figure 29 Online Appointment Details Appointment Duration Date Tuesday 4 Oct 27011 Time 11 30 AM ClinicianfClinic Dr Carol Saturn Main Speciality Speech Theran Interest Speciality Ante natal cinic Gender Female Location The INPS Practice Figure 30 Online Appointment Details No Appointment Duration Booking Confirmation and Reminders Tick the boxes to allow email and or SMS messages to be sent to patients when booking appointments either online or at the practice Note SMS messaging is not available in My Health Online Wales If you want the patient to have a reminder prior to their booked appointment tick the Send Email Reminders and or Send SMS Reminders add a
40. the address which then enables Add Contact Number 26 5 Click on Add Contact Number There is a range of contact number types which you can enter phone email mailbox fax etc First type in the contact number then select the Type of Contact Number Click OK 6 Click Close to return to the front Organisation Details screen Save Details 1 Click OK on the main Department Details screen This completes adding the department to an NHS Trust or Hospital 2 Now goon and add the further departments for that NHS Trust or Hospital 3 You can then add consultants or other staff within that department that you may make referrals to See Add a Consultant to a Hospital Department page 30 Add Departments to a Hospital Departments can be added within each Organisation and these departments can then have staff Person such as consultants attached to them This is particularly relevant if hospitals have been entered as Organisations in order to record referrals Organisation In Control Panel select File Maintenance Click on or the Organisation tab to list existing organisations Under NHS Trust or Hospital highlight the line to which you want to add departments then E e Either click on the arrow to the right of the Add icon Add and select Add Department e Or right click point to NHS Trust or Hospital and select Add Department Department Details page 27 Address and Contact Numbers page 29
41. the list e Organisation Clinical Commissioning Group Select your CCG from the list e Identifier Value Enter your CCG NHS Commissioning Board code for format is NNA ie 12A Please make sure that you enter this carefully as Vision cannot tell you if it is wrong Temporary NHS Commissioning Board codes may be in a different format to CCG codes e Valid From Enter 01 April 2013 6 Click OK to save 7 Then click OK to add the CCG to the Organisations list Note You can add as many CCG Commissioning Board organisation details as you wish These details can be used in Vision Mail Merged letters 8 You now need to assign your CCG details to your practice details See Main Surgery page 49 Add TP HB CSA your main or linked Health Authority Board You MUST add all the Trading Partners or Health Boards Health Authorities with which you have patients registered before you add any patients TP stands for Trading Partners which is the agency GP Communicator uses for electronic links in this case a Health Authority for Registration Links or Items of Service in England amp Wales This enables three fields Link and Cipher and GP Abeyance 1 In Control Panel select File Maintenance l Organization a a a 2 Click on or the Organisation tab to list existing organisations 3 To add Either click on the yellow folder by TP HB CSA on the list of organisations so that it is opened J then click on the Add icon
42. to be audited then click on the i Audit icon dit 5 The Organisation Details Audit Trail screen has details of additions and amendments made by staff members to the currently selected organisation Organisation Details Audit Trail Mame Northern Ireland Short Name ME HA Eine Linked Provider Category TPVHB CSA Valid From 2005 2004 Inactive Walid Until Help Nest written on 20 05 2004 at 12 05 17 2pm by Alison Hill gt 6 Click on Next or Previous buttons which run through each change or you can click on to display a list of the dates of the original record e Written on date at time by user signed on and any changes e Changed on date at time by user signed on 7 As you select a specific entry e Any fields where changes or additions have been made will be displayed in red as the entry at that time e Where an entry is green this is the current entry for a field where there has been a previous change e Any fields on white are the original entry 8 If you click on to the right of the bottom window you reach a second audit trail which you can scroll down to show all the entries on the Organisation Details screen 37 9 Click on Close when finished Organisation Details Audit Trail gt Inactive N a Type of Organisation TPAHBACSA Name of Organisation Mnemonic for Organization Provider Unit N o Registration system linked Close
43. tree view click on the picklist arrow by the Add icon E Add and select Add Staff Member s 3 This displays the Select Staff Member screen click on the staff name to be added or hold down the Control key and click on several names click OK Practice Qrgsnsation Sumane Franame Tite Type of Emplopmert Role Stali Staf Grups Burton David D Pore ere s Green jell Du Assman J Mal Groups A Patre Gpe Practice M Health Vistos Cua Parre Nurses Receplorests a Aole Heath Veto Conreria Nurse Heath Vado Other Health Car Lorwrastely Mario Disticisn Conmeancal Dep e Roe a Practoe Nurse Heath Vito Carr an Communty Nurse Pafr ai Meath Virho Ofe Health Care A Commun y Nurse Deticjars Conmara Deputsi Practice Nurse Secrelay Meath Victor i Green Jet Di stittharid 95 4 Point to the staff member in the bottom right All Staff list and select Add to Group From the list of groups on the Select Staff Group screen click on the appropriate one and OK Mail Groups Practice Organisation Staff Staff Groups A Gps Enlder items z A Health Visitors N Mail Groups ere amp Receptionists Select Staff Group Health Visitors Nurses amp Receptionists mployment Role Health Visitor Community Morse Partner Health Visitor Stee Other Health Care Pr Cotton Katherine hrs Community Nurse Dietician Ww bps Me Dietician 5 On Lis
44. venting Viera System Sighs Somay Maintaining the Groups There are two major means of group maintenance drag and drop and right mouse menu You can also use the toolbar icons to add or edit Drag and Drop Drag and drop means pointing to an item and holding the left mouse then dragging your mouse away towards the target where you release the mouse button which effects the drop Drag and drop within the tree view will only be allowed if e All selections are staff members who belong to a single group e All selections are group titles eg GPs Health Visitors 93 Add a group 1 Either right click on Mail Groups in the Practice Folder at the top of the left hand tree view select Add Group Or with the focus on a group heading eg Mail Groups GPs click on the Add E icon dd picklist arrow and select Add Group 2 On the Staff Group Add screen the Type of Group defaults to Mail Groups and is non editable Type ina suitable Group Desc eg GPs Health Visitors All clinical staff except GPs Click OK Mail Groups Practice Organisation GroupName id Staff Staff Groups ie lps SS S SS Health Visitors Le Nurses i all Groups E Gps 4 Receptionists Health Wisitors Murses Receptionists Staff Group Add fx Type of Group Mail Groups Staff Group Desc Default Clinical wiew Cancel Corbett ay hrs Edit a group description 1 Either right click
45. your responsible Health Authority e Primary Care Group e Primary Care Trust This can be selected for entry as long as you have entered the PCT beforehand with its code in Organisations In Wales only as long as the PCT is selected here in Practice Details then Vision will automatically pick up the PCT s details and print it on the prescriptions along with the PCT code that is set up in the Identifier tab If the Identifier is not set up on the PCT under Organisations then the PCT code will not print on the script If the PCT or CCG is not set up in Practice Details Vision will continue to print the Health Authority details on the scripts If this is blank then the TP will be printed Click on the Addresses tab then Add under Main Each Practice site should only have one address Another address implies another practice site and a separate practice branch must be entered When you click OK then click on Add Contact Number and enter the practice s main telephone number in Address Communication Nos Add Telephone business This number appears on the prescription form 5 Click on Close Numbers listed under Communication Nos are supplementary for example other practice phone numbers fax mobiles emergency number etc Click on Add under Communication Nos Complete the screen then OK Click OK Edit details of the Main Surgery 1 In Control Panel select File Maintenance M 2 Click on
46. your CCG has not received statutory approval you can enter the NHS Commissioning Board details here as a temporary measure 1 Go to Management Tools Control Panel 2 Then go to File Maintenance and select Organisation From the organisation list select Clinical Commissioning Group and click on Add Add i 4 Complete the Organisation details tab these details will display on your prescriptions Equation 1 FIle Maintenance Organisational Details Opgarmaton Detats Identifiers Addresses Category Cinical Comsression Group Name INKS Noth East Lincolnshwe COG Minemorec GEET Valid From Vaid Lint gt 2i T inactive T Provider Unk A Je e Name Enter CCG Name or NHS Commissioning Board LAT if your CCG has not received statutory approval e Mnemonic Enter a unique short name which Vision uses to recognise the CCG ie CO3H for North East Lincolnshire CCG This is not the same as the CCG code which you will shortly enter in the identifiers tab e Valid From Enter 01 April 2013 The PCT details are used before this date e Matin Address Click Add and enter CCG address and contact numbers 13 5 Then to enter the CCG NHS Commissioning Board LAT code select the Identifiers tab and click on Add Equation 2 FIle Maintenance Identifier Details Organisation Detais Identifiers Addresses Identiier Type Reference number e Identifier Type Select CCG Code from
47. 1 2 Vision Control Panel File Maintenance Staff Display the Staff details screen e If you are adding anew member of staff right click and select Add Staff Follow the instructions in Add Nurses page 69 together with the additional steps below e If you are editing an existing member of staff right click and select Edit Staff A Supplementary Prescriber can be one of the following roles on Staff Professional e Pharmacist and also Practice Nurse Health Visitor Community Nurse Midwife Community Psychiatric Nurse Hospital Nurse School Nurse Mental Handicap Nurse Check the box Supplementary Prescriber on Staff Professional 5 Enter the Prescribing No the RPSGB code if a pharmacist If a nurse then in England the format is NNANNNNA where N is a number and A is a letter e g 12A3456B In Scotland the prescribing number is a 5 character alphabetic field AAAAA the first is the Health Board cipher the second two are the unique identifier for the nurse and the last two identify the practice Northern Irish practices can enter a 4 or 5 digit code Supplementary Prescribers in Wales need HSW Registration Number All supplementary prescribers in Wales nurse or pharmacists should have a HSW registration number entered in Vision so this will be printed on the bottom of prescriptions This is in addition to the Prescribing Number which is also printed on the prescription on the same line as the suppl
48. 138 141 How Far in the Future can Appointments be Booked e 123 Identifiers 24 25 27 29 31 32 33 34 Inactivating a user 58 88 Inactivating Providers 146 148 149 150 Introduction e 151 L List existing organisations 10 List existing staff 54 Local Health Board in Wales 17 22 M Main Surgery 14 35 49 Maintaining the Groups 93 Maximum Appointments Allowed e 122 Monthly Practice Cohort Report 151 155 Move staff from one group to another e 96 N NHS Mail e 115 NHS Mail Setup 116 NHS Specialities e 27 61 72 86 O Old Repeat Offset 138 141 Opting in with Immediate Effect to Sending Vaccine Usage Reports e 151 152 Opting out of Sending Vaccine Usage Reports e 151 Organisation Addresses tab 40 Organisation Remove or Inactivate 36 Organisation Audit 36 Organisation Details 15 16 20 21 22 24 33 34 Organisation Edit 36 Organisations 10 Other addresses or contact numbers 64 Other information Included in the Daily Report 154 Other Qualifying Immunisation Information 154 Overview of File Maintenance 8 p Patient Message 138 141 Person Details 31 Place of Birth 109 164 Practice e 49 Practice Consent e 151 Prescription Message e 138 139 Prescription Message Wales 138 139 Prescription Printer Tab 106 Previous Address 109 Q Qualifying Records 156 R Registration e 115 Regi
49. Click Update and OK to save the changes Click Exit to close the form Previous Address To save time when registering new patients the following options are selected by default I New Registration option to Transfer family Previous address record M Populate New Registration Registration Links Previous address Figure 17 Configuration Previous Address 109 e New Registration option to Transfer family Previous address record if this is ticked when adding a new patient to an existing or selected patient the previous address is taken from the Previous Registered Address on the Family tab in Registration F array Conseri Prelerernces Pessgnal Regstrathon Notes Other Prenous Aegistered Address 11 High Street Glasgow 1G11 JH Figure 18 Registration Family Previous Address e Populate New Registration Registration Links Previous address if this is ticked when adding a new patient to an existing or selected patient the previous address is taken from the Registration tab in Registration For practices in England using their Smart cards the previous address is taken from the National Spine For other areas or where the Spine is not used the address can either be taken from the previous address on the Family tab or from the details of the new patient Registration Click Update and OK to save the changes Click Exit to close the form Remove Title Master If you do not want the title m
50. EY HA Q17 HAMPSHIRE AND ISLE OF WIGHT HA Q18 KENT AND MEDWAY HA Q19 SURREY AND SUSSEX HA Q20 AVON GLOUCESTERSHIRE AND WILTSHIRE HA Q21 SOUTH WEST PENINSULA HA Q22 DORSET AND SOMERSET HA Q23 SOUTH YORKSHIRE HA Q24 TRENT HA Q25 LEICESTERSHIRE NORTHAMPTONSHIRE AND RUTLAND HA Q26 SHROPSHIRE AND STAFFORDSHIRE HA Q27 BIRMINGHAM AND THE BLACK COUNTRY HA Q28 COVENTRY WARWICKSHIRE HEREFORDSHIRE AND WORCESTERSHIRE HA Address and Contact Numbers 1 Click on Add under the Main Address e In Main Address enter free text for House Name Locality Town County e Use the Tab key to move from field to field or Shift Tab to move to a previous entry 21 e In Road you can type the first letter of the road then click on E and select from a picklist of roads already in Vision If not there type in free text e The Town field must be filled 2 Postcode is up to 8 characters including the space following a valid postcode format 3 Click OK when you have entered the address which then enables Add Contact Number 4 Click on Add Contact Number There is a range of contact number types which you can enter phone email mailbox fax etc First type in the contact number then select the Type of Contact Number Click OK 5 Click Close to return to the front Organisation Details screen 6 Click OK to save details This completes adding the HA Local Health Board in Wales From April 2003 the five Health Authorit
51. Full access to Vision Appointments to enable and configure Vision Online Appointments England Only You need the relevant RBAC rights on your Smartcard to access VOS Configuration See RBAC User Guide http www inps4 co uk downloads cfh rbac2 7v3 for further details You now need to determine which staff and sessions are available on the VOS website and setup how you want Online Appointments to work for your patients There are seven tabs that need your consideration see links below You will need to revisit Appointments Configuration when a new clinician joins your practice You can also make changes to the Sessions available However you need to modify books in Vision Appointments for any changes to be shown General Tab The General Tab enables you to setup the following two tools for Online Appointments e Appointments Message see Appointments Message page 119 and Appointments Message Wales page 120 e Did Not Attends DNA s page 121 118 Appointments Message This is a practice specific message which is displayed on each Online Appointments web page Add Appointments Message 1 From VOS Appointments Configuration select the General tab 2 Type your message in the Appointments Message window using the formatting editor provided See Using the Message Formatting Editor page 143 If you prefer you can customise your prescription message source using HTML formatting tags see Formatting HTML Messages
52. Fund Manager o hD GP Registrar o h GP Retainer o h E Health Education Officer o BE Health Visitor beeen Bath Lindsay Chesnut Eileen 3 Gantley Olive 3 Halton Linda 3 o Hither Fiona o E Homeopath E aA Hresnital Miirse w ES iii WS EEE Staff Groups GPs are shown under Partner Each Staff screen has four tabs Personal Professional Identifiers and Addresses including contact numbers M Practice Organization E ventlog Viewer 56 Add GPs and doctors 1 In Control Panel select File Maintenance 2 Clickon 7 or the Staff tab to list existing staff 3 To add a staff member E e Either click on the Add icon e Or right click while pointing to I Active and select Add Staff e Right click on Active and select Display by Role Then right click on one of the GP roles e Partner Senior partner Salaried Partner GP Registrar GP Retainer Assistant Associate Locum and select Add Staff Note Practices without partners or senior partners are becoming more commonplace with some practices only having salaried GPs Officially salaried GPs have their own prescribing number and as far as the PPA is concerned each salaried GP is treated as a partner in the practice One of the salaried GPs should be specified as the senior partner decided by the practice Staff Personal tab This displays the Personal tab Personal P
53. Identifiers page 29 Save Details page 27 Department Details 1 2 On the new Department screen the Organisation is filled in automatically NHS Speciality Departments within Organisations can also be classified according to specialty Select from the picklist see NHS Specialities page 85 HA Speciality The official list of 17 specialties is shorter than the NHS Speciality list and used for Referral Report purposes 27 Dermatology Obstetrics Ear Nose and Throat Ophthalmology General Medical Orthopaedic General Surgical Other Genito Urinary Paediatrics Geriatrics Pathology Gynaecology Psychiatry Neurology Rheumatology Non referral report X ray A referral to a department where the Department is classed as Non Referral Report will not appear on referral statistics on the Referrals Report 4 Name Enter the name of the department in free text for example Cardiology Dept Try to make the Department names consistent because on Referral Add in Consultation Manager departments are listed in alphabetical order for selection regardless of order in which they were entered in File Maintenance In Name either put the department name first Radiology Dept Orthopaedic Dept or start them all with Dept of or Dept of with a full stop but do not mix the two 5 Mnemonic This is a mandatory entry that must be unique Try and make is useful reflecting the name of the department for example HAEM for Haema
54. MS TRANSPORT PROBLEMS LINO REASON GIVEN NO REASON GIVEN Figure 38 Cancellation Reasons Reason Deselected 5 The order of the T and down arrows First highlight the reason you wish to move then use the arrows to move it to the required position in the list Cancellation Reasons Double Click the cancellation reason to edit the YOS text VOS Text t PROBLEM RESOLVED PROBLEM RESOLVED TRANSPORT PROBLEMS TRANSPORT PROBLEMS NO REASON GIVEN NO REASON GIVEN HOVED TO OTHER GP Z Appointment re arranged at Figure 39 Cancellation Reasons Positions changed 6 To set one of the cancellation reasons as the default highlight the required reason and right click select Set Default 7 Click OK to save and close Cancellation Reasons Double Click the cancellation reason to edit the WOS text VOS Text PROBLEM RESOLVED Pe M TRANSPORT PROBLEMS TRANS Enable 4 NO REASON GIVEN NO RE M MOVED TO OTHER GP Z Appoin Move Down Figure 40 Cancellation Reasons Set Default Note The default can be changed right click and select Remove Default Staff Tab Staff Setup In order for patients to be able to book appointments you first need to determine which members of staff are available within Vision Online Appointments 1 On Vision Online Services Appointments Configuration screen select the Staff tab 2 Use the radio buttons to determine which staff your patients will be able to book app
55. Practitioner Administration Administrator Business manager Computer Manager Fund manager Maintenance staff Non qualified dispenser Practice manager Receptionist Secretary Health Care Professionals other than GPs Acupuncturist Carer Chiropodist Chiropractor Community medical officers Community nurse Community psychiatric nurse Consultant Contact tracing nurses Counsellor Dentist Dietician Dispenser Health education officer Health Visitor Homeopath Hospital nurse Interpreter Link Worker Maintenance staff Mental handicap nurse Midwife Non qualified dispenser Occupational Therapist Osteopath Other Health Care professional Pharmacist 83 Sole Practitioner Contact tracing nurses Counsellor than ten GPs Physiotherapist Practice nurse 84 Community psychiatric nurse Potential Nurse Prescribers 85 NHS Specialities You can allocate a main speciality and an interest specialty to a GP in Staff Professional see Staff Professional for a GP page 60 and also to Departments within Organisations see Department Details page 27 Accident and Emergency Maternity function Adult Psychiatry Medical Microbiology Anaesthetics Medical Oncology Mobile Diabetic Eye Screening Chiropody Neuropathology Clinical Cytogenetics and Neurosurgery Molecular Genetics Clinical Genetics Nuclear Medicine Clinical Immunology and Obstetrics amp Gynaecology Allergy Clin
56. Prescribers The need for prescribing from the extended nurse formulary is no longer relevant as Independent Supplementary Prescribers can prescribe any drug other than controlled drugs In Control Panel select File Maintenance Click on or the Staff tab to list existing staff 3 To add a nurse So E eS i 10 11 E e Either click on the Add icon 4 e Or right click while pointing to C Active and select Add Staff e Right click on 4 stve and select Display by Role Then right click on one of the nurse roles Practice Nurse Health Visitor Community Nurse Midwife Community Psychiatric Nurse Hospital Nurse School Nurse Mental Handicap Nurse and select Add Staff Complete the Staff Personal screen with Name Forename Title and Short name Enter at least the Surname and Forename 1 up to 30 characters Select Miss Mrs or Sister if female in Title Title is a mandatory entry Optional are Forename 2 Date of birth Sex Previous Surname Short Name This is a mandatory entry up to 5 characters and is a short way to identify this nurse It must be unique Miles from practice An optional entry for travel expenses to record the number of miles the staff member is from the practice Leave blank rather than entering zero Inactive Leave Inactive unchecked for current nurses If Inactive is ticked then the doctor is no longer active and will no longer appear on selection lists of active user
57. READ Dictionary You can switch between the two at the time of selection 18 Click on OK to save the entries 19 For a new user this displays the Change Password screen Each computer user needs a password in order to sign on to Vision though you need to warn the new user that the password you are about to enter now will have to be changed by them the first time they sign on 20 New password Type in a password between six and twelve characters long Note nothing will show on screen as you type not even asterisks Atleast one character must be non alphabetic Press the Tab key to move ona field 21 Confirm New password Retype the password in exactly the same way Note when changing passwords a password cannot be repeated until five other dissimilar passwords have been used In other words you can re use the same password once every six times 22 Click on OK or press Enter Staff Roles When adding new Staff and Person in Department their role can be identified as one of over 40 options Throughout the system when picking staff from picklists the full list of possible staff roles are divided into six groups GPs Practice administration Health care professionals other than GPs Prescribers Principals GPs Clinicians The composition of each group is made up as follows ors SSS Locum Non commercial local rota of less than ten GPs Partner the default entry fora GP Salaried partner 82 Sole
58. Security allows you to skip to the Security area of Control Panel Icon Bar if deselected hides the side panel navigation Status if deselected hides the status bar at the bottom of the screen Actions Menu File Maintenance Add add a new organisation or staff member Edit amend details of the currently selected organisation staff member or practice Audit shows an audit trail of the currently selected organisation staff member or practice Find Persons When within Organisations you can enter a person s name to see which organisation they are entered under see Find Persons in Organisations page 43 Refresh Updates the File Maintenance lists Staff Config Available to system supervisors only this tabbed screen allows quick updates of GMC and GP codes inactive staff choice of word processor and classic printer profiles for prescriptions and drug labels see Staff Configuration Utility page 100 Online Services Config Allows you to enable and configure Vision Online Services See Enabling Vision Online Services Appointments page 111 Vaccine Usage English Practices Allows you to record practice consent and check when the last vaccine usage reports were run See Vaccine Usage Reporting Public Health England page 151 WCCG Config Welsh Practices Allows you to configure referral options for the Welsh Clinical Communications Gateway See Welsh Clinical Communications Gateway WCCG Config
59. Vision 3 File Maintenance in Control Panel User Guide IMDS A CEGEDIM COMPANY oe opyr 1 lg ta na e Bre LO soo pene Ss L 44 a re B0 700 Fs 44 0 207 T 00 Wi i s c Copyright Notice 2014 INPS All Rights Reserved No part of this document may be photocopied reproduced stored in a retrieval system or transmitted in any form or by any means whether electronic mechanical or otherwise without the prior written permission of INPS No warranty of accuracy is given concerning the contents of the information contained in this publication To the extent permitted by law no liability including liability to any person by reason of negligence will be accepted by INPS its subsidiaries or employees for any direct or indirect loss or damage caused by omissions from or inaccuracies in this document INPS reserves the right to change without notice the contents of this publication and the software to which it relates Product and company names herein may be the trademarks of their respective owners INPS Ltd The Bread Factory la Broughton Street London SW8 3QJ Website www inps co uk Contents FILE MAINTENANCE File Maintenance in Control Panel Overview of File Maintenance File Menu Actions Menu File Maintenance Toolbar Organisations List existing organisations Categories of Organisations Add Clinical Commissioning Group England Add TP HB CSA your main or linked Health Authority Board Organi
60. You can enter the patient s preferred pharmacy in Consultation Manager Patient Details Preferences Primary Care Group Primary Care Trust In Wales only if you select your PCT in the File Maintenance Practice Details screen then the PCT address will be printed on prescriptions If unselected the HA will be printed instead If blank the TP is printed Prison Services Professional insurance organisations Regional Health Authority Registered non NHS Provider Residential Institutes 7he Residential Institute code is entered for nursing home patients and other residential institutes on a patient s Registration details for practices with electronic links to the HA in England amp Wales Schools Schools can be recorded in Child Health Surveillance Management Plan under Schooling in Consultation Manager Self Help Groups Social Services Department Special Health Authority TP HB CSA Use this in Scotland or Northern Ireland for your Health Board CSA In England and Wales use this for a Health Authority with whom you have an electronic link TP means Trading Partners the term used in GP Communicator to denote an organisation to which there is an electronic link An extra field of LINK is enabled on the Organisation Add screen e Unregistered non NHS Provider Add Clinical Commissioning Group England The following instructions tell you how to enter check Clinical Commissioning Group details in Control Panel If
61. accine Usage Reporting Public Health England e 9 151 View Staff s Groups 98 Vision Online Services Configuration 112 VOS Global Configuration 112 W Welcome Message 113 Welsh Clinical Communications Gateway WCCG Configuration 9 158 What are Staff Groups e 89 What staff should be entered e 53 Word Processor Tab 105 165
62. actice Name Staff Practice Organisation Folder Items X Name J Anytown surgery Russell Street Surgery n f Practice Mame binemonic RUSS Valid From Valid Until 0671 2 9002 Inactive Cancel 52 Staff What staff should be entered Enter the details of practice staff in Staff ie those employed by or attached to the practice including e the GPs see Add GPs and doctors page 56 including senior partner partners salaried GPs GP registrars locums GP retainer Assistant Associate If the practice has no partners but only salaried GPs one salaried GP should be designated as senior partner e nurses see Add Nurses page 69 e administrative staff see Add Non medical staff in the practice page 78 e andthe attached community and other staff see Add other medical staff in the practice page 78 Staff which are external to the practice such as consultants at the local hospital or a social worker from the local Social Services are held on the Organisations file under Person see Add a Consultant to a Hospital Department page 30 Note that if staff are added who are also computer users you must enter details in Control Panel Security see Add or Edit User and Passwords The normal Staff Add process in Control Panel File Maintenance automatically leads on to the Add user screens in Security These include their login names and passwords and the default display and s
63. address was in use for your practice If you are adding telephone and other numbers see below Contact Numbers 40 Note if you click on OK at this point and you have missed the mandatory entry of town you will be reminded to go back and fill this in Clicking OK enables the Add Contact Number button Contact or Communication Numbers 1 To enter the telephone and other numbers of this organisation from the Address entry Add screen click on Add Contact Number Communication Numbers Update Contact Number FOL HH Type of Contact Number Health Link Mailbox Valid Period From e Contact Number First type in the Contact Number You can use free text to add for example extension numbers or include STD codes Note for TP HB CSAs The link between the transactions Reg Link IOS created in Vision and the address entry in the Personal Address Book of GP Communicator is the Health Link Mailbox set up in Organisations Address Communication Nos and the reference entry on the Address Form in GPC eg FOLDS for Leeds HA FOOBU for Bucks HA and for Scotland eg FOOOC Argyll amp Clyde Messages may be in error with Unknown Recipient e Type of Contact Number At Type of Contact Number click on El to display the options and click on your selection Telephone Home Fax Telephone Business Mobile Phone Pager Telex Email Voicemail Modem Bleep number HealthLink Mailbox Emergency Number
64. adiology test from your tQuest test request system it is now displayed as one of the following within Consultation Manager e Remote Radiology and Test request from tQuest system which indicates a mixture of radiology and pathology tests e Remote Radiology request from tQuest system which indicats a radiology request only RAR OC SS AG TB KMS 8 8 Ahu A F Be Copy of Initial View 4 Appgintmerts Patient Select Patiagt Deta s Consultations gt Joumal Finered List Summary Ged Texts Therapy Guidelines ae wt l Request fot Laboratoty tast requested oneutanon Remote Test request fiom tBuest system tues Test Provider 1 Drug Alergias k Aciverse Ri Chrucal Intcemahor 1 Recalls and Reviews Prony normed Patient Preference Didered hom Shiewsbury and Tetord Biood Sciences No sampler colectedDigonin Status Hequested Updated 06 11 2013 61 Medical History 48 Therapy 30 10 13 Shov More alg BRE Request for Laboratory test requested oni Remote Radiology and Test request tion Quest system Quest Test Prowder ti it 2 Invnurisatiors Pricey namal 3 Mecalaneous Ordered trom Shrewsbury and Tellord Microbiology No samples collected cok 0157 agglutination serology gt 4 days alter 1 All Test Results i ireasoag lot Laboratory lest requested New Registration E Remote Radiology request trom Quest syster tQuest Test Provider nibs mA Cimical Information IA et iti el iti tel it a ef 1 in P
65. al In Main Address enter free text for House Name Locality Town County Use the Tab key to move from field to field or Shift Tab to move to a previous entry In Road you can type the first letter of the road then click on E and select from a picklist of roads already in Vision If not there type in free text The Town field must be filled 6 Postcode is up to 8 characters including the space following a valid postcode format Address entry Add Address Details Contact Numbers House Name Number and Road Locality Town County Fost Code Add Contact Humber Weal j eaen PIE Edit Delete Main address Address Walid Period Fror EE 7 Click OK when you have entered the address or when you have entered at least Town which then enables Add Contact Number This is the GP s home phone number 8 Click on Add Contact Number Enter the contact number and choose the Type of contact Number Telephone home Communication Numbers Add Contact Humber 07985 64547 Type of Contact Number Mobile phone Valid Period From 9 Click OK 10 Click Close to return to the Staff Personal screen 59 Staff Professional for a GP 1 Click on the Professional tab The mandatory entries on the Professional tab are Role Type of Employee and the Prescriber No GMP code for GPs Personal Professional Identifiers Addresses Lang
66. ant to a Hospital Department e 24 27 30 53 78 Add a group e 94 Add a person s to a group e 95 Add a Strategic Health Authority in England 20 Add all staff to a group 97 Add Alternative text 128 137 Add Appointments Message e 119 Add Appointments Message Wales e 120 Add Clinical Commissioning Group England e 13 Add Clinics 134 Add Departments to a Hospital 24 27 Add Gender Role Special Interests and Lannguage e 131 Add GPs and doctors e 53 57 Add Hospital or NHS Trust 24 35 Add Non medical staff in the practice 53 79 Add Nurses 53 69 77 78 Add Nursing Home or Residential Institute 33 35 Add or Edit a Test Request provider 146 Add other medical staff in the practice 53 78 Add Pharmacist as Supplementary Prescriber 77 Add practice 146 148 149 Add Staff Language e 133 Add TP HB CSA your main or linked Health Authority Board 15 Adding a Welcome Message 113 Adding a Welcome Message Wales e 114 Address and Contact Numbers e 15 18 20 21 22 23 24 26 27 29 33 34 Address and Contact Numbers optional 31 Allow Weekend Bookings 123 Any other organisations should set up e 35 Appointments Message e 118 119 Appointments Message Wales 118 120 Assign Smartcard England e 8 9 111 Audit the Organisation address and communications numbers 38 Audit the Organisation Details screen 37 B Booking Confirmation and Rem
67. anumeric First character is HB cipher second two are unique identifier for the nurse and last two identify the practice Senior Partner code GP Usually 3 or 4 From GP code Vision IOS code for senior partner for that alpha numeric for senior GPC HA characters partner entered in Vision and Health Authority see Strategic Health Authority Health Board ZEO Eastern Health Northern Ireland and Social Services Board ZNO Northern ZSO Southern ZWO Western Health Board 3 character version of Scotland the Health Board code range SA9 SZ9 Healthlink Mailbox 5 alphanumeric Extrapolated Vision Identifier for characters HA or HB from HA Healthlink Mailbox cipher preceded by F checked against then 1 2 or 3 zeros to Reference code make 5 characters eg FOOBU Local health Board Q followed by W and Wales replace 1 5 Health Authorities in 5 alpha numeric field April 2003 with the first 3 characters identifying the LHB eg Gwent QW1 and the fourth and fifth characters to be filled with zeros National identifier 6 characters letter From HA Vision File important for followed by 5 digits Maintenance exporting clinical Practice audits to PCO Also called the CRIR code NHS Trust England R A 9 A 9 followed and Wales by two blanks or zeros 46 Primary Care Trust 5 A 9 A 9 followed by two blanks or zeros Provider Northern Ireland Provider Scotland x Strategic Health
68. aster as an option whilst in the patient s registration screen leave the tick in the box Remove Title Master Deselecting this box allows the title of master to be chosen If you untick the box an Update prompt appears confirming that changes have been made click OK followed by Exit to close the form Note For practices in England who are using Smartcards and are connected to the Patient Demographic Spine PDS it is recommend that you leave the tick in this box as the Spine does not recognise the title master Display IOS Registration Forms You can remove the Items of Service prompt from appearing in Registration If your practice no longer claims for new patient checks we recommend you switch the prompt off Remove the tick from Display IOS Registration Forms and click Update A message appears confirming changes have been made click OK followed by Exit to close the form 110 Assign Smartcard England Before new Smartcard users can login to Vision their Smartcard must be assigned to a Vision profile or a new Vision profile created for the Smartcard user You will need the new users Smartcard to do this 1 In Control Panel go to File Maintenance Note You should login to Vision offline to do this See Reset Password if user forgets password if you cannot remember your offline password 2 Next click on Actions Assign Smartcard y ision Control Panel File wiew Actions Help MailMainte 4d
69. ce Arial A A e z uj Alam 2 Please allow 48 hours before collecting vour prescription History Show request history up to 4 months Patient Message Allow patients to submit a free text message with their requests UF Cancel Help Online Prescription Configuration Prescription Message 2 Choose the next language and type the translation of your text 3 Click OK to save 140 History Use the arrows to select a number between 1 12 month s this determines the period of time displayed to the patient when viewing their repeat request history History Show request history up to EH manths Figure 49 VOS Prescription Config History Patient Message 1 Tick the box to allow patients to submit a free text message with their Online Repeat requests Patient Message M Allow patients to submit a free text message with their requests Note When this option is selected by the practice a warning will be displayed advising you to ensure that the necessary processes are in place to check any messages entered by the patient 2 Click OK to save your changes Old Repeat Offset The duration entered in the Old Repeat Offset box in the Therapy tab in Consultation Manager Setup determines what repeat masters the patient can order in Online Repeats For example if a date offset of 4m 4 months is entered into the Old Repeat Offset box patients using online repeat
70. cel 42 If you select Address the Address entry Add screen is displayed as described above If Communication the Communication numbers Add screen is displayed 2 When you have finished your entries click on OK Find Persons in Organisations You can find a person added to any organisation using the Find Persons option from the Actions menu This displays a Find Person screen Find Persons Ed Find Person 0k a Cancel W Active Persons only 1 Enter the surname of the person you want to find and click on Find If there is no person with that name then there is the message No matching Persons found If that name is found within Organisations the Organisations and department are shown i Find Persons Find Ferson ox kimble Find Cancel We Active Persons only _ Caneel Department kimble Wawis Physiotherapy Department Bury Hospital 43 2 When you click OK the focus moves to that person within the Organisation list Control Panel A a 2 y i Kimble Mavis wT_ _ lt O Siou is i i TEST aari x Fa jaritan W a Tep P said patr wo Baan ansaan 4 44 Codes Quick Reference The following table is a quick reference for various GP and organisation codes needed for the NHS Code and Validation Description Format Obtained from Enteredin Clinical Commissioning Group Code or NHS commissioning board Local Ar
71. click on or the Organisation tab to list existing organisations You can either add a consultant person to a department or directly to an organisation Click on H by the Hospital or NHS Trust to expand and list them 3 Then click on H on the Hospital you want to list its departments Then click on the department where you are going to add a consultant e Right click and select Add Person E e or use the picklist by the Add icon Add and select Add Person le s aa adu goy Back Forward Refresh Add Edit Save Cancel Audit Config New Ferson Ferson Details Identifiers Addresses Organization Main Address Bedford Hospital HHS Trust Department General Medical Dept k Role Consultant Surname Thomas Add Edit Delete C9 GP Branch surgery C GP Practice C HA C Hospital EJ In Practice Systems Practices CJ Insurance organisations for patients E NHS Trust Bedford Hospital NHS Trust Fife General Medical Dept er New Person Forename J Other Agency David Inactive A pes anion Title mee ot ei Valid Unt Pharmacy Dr hi 20705 2004 J Friman Care Group J Primary Care Trust J Prison Services J Professional Insurance organisations J Regional Health Authority J Registered non NHS Provider Residential Institutes wom Cabal Person Details page 31 Address and Contact Numbers optional page 31 Identifi
72. ct number Click OK 6 Click Close to return to the front Organisation Details screen Identifiers Note You should enter a consultant code for consultants If you adding a nurse attached to a department you can select their NMC PIN number in Identifier Type 1 Click on the Identifiers tab 2 Click on Add 3 In Identifier Type select Consultant Code In Identifier Value type in the code it is 8 characters six numeric characters their GMC code with the addition of the C prefix and a last check digit It can used as a merge field on referral letters Note there are other options which will be used in Mail Manager Mail Manager Consultant Mail Manager Related Party person and Mail Manager Person Performing Test 4 Click OK Save Details Click Back on the Person Details tab and click on OK 32 Add Nursing Home or Residential Institute The Residential Institute is an important field for Registration Links in England amp Wales On a patient s Registration record the RI code 1 or 2 characters can be recorded as a code The RI code is issued by the health board you don t make it up You should contact the organisation in which the residential institute is based They will be able to provide the list of codes which you will need to add to patients Registration screens Organization 1 In Control Panel select File Maintenance Click on or the Organisation tab to list existing organisations 2 To
73. d File M airites Edie Audit Find Fersans Refresh Staff Config Online Services Config Figure 19 File Maintenance Actions Assign Smartcard 3 Insert the new users Smartcard when prompted and click OK Enter the passcode for the Smartcard 5 You are then presented with a list of Vision users Click on the matching user and press Select Please ensure that you select the correct user 6 If the user is not on the list you can click on Add User to create a new Vision profile 7 You are prompted with the following message Warning If you have used Vision at this practice before and your name is not in the list then you are advised to contact the system supervisor if this is the case and NOT create a new user Continue to create a new user 8 A new staff record will be created in File Maintenance Staff using the available SDS details mandatory fields are surname forename title sex role mnemonic and a unique id For prescribing the following is required GMP Code Prescriber number formulary Supplementary Prescriber flag and Responsible GP Note For Locums an SDS search is performed to obtain their external prescribing number Where this is not retrieved you can enter this manually in File Maintenance Staff See Single Sign On SSO On screen help for further information on Smartcards 111 Vision Online Services Configuration Vision Online Services VOS have been developed to expand the s
74. date of acceptance against the GP s end date if in existence The GP end date is entered in File Maintenance Staff GP Professional tab Date left Practice If GP Abeyance has been set to Y then registration can occur before or after a GP s end date If set to N then registration can only occur before a GP s end date 17 6 Footpath miles Water miles If entering a Health Board in Scotland and the practice is allowed to claim rural mileage check one or both of these boxes if relevant If left unchecked then these prompts do not appear on patients Registration Other screens Address and Contact Numbers 1 Click on Add under the Main Address 2 You will see a message Remember to set up GP codes for this TP Click OK to this Itis reminding you that because you have added a new Health Authority you need in the Staff Identifiers section under each GP to add a GP code for this new TP HB CSA Vision Control Panel A Remember to set up GP codes For this TP In Main Address enter free text for House Name Locality Town County Use the Tab key to move from field to field or Shift Tab to move to a previous entry In Road you can type the first letter of the road then click on E and select from a picklist of roads already in Vision If not there type in free text The Town field must be filled 3 Postcode is up to 8 characters including the space following a valid postcode format Addr
75. ddress an Note NHSMail account passwords expire every 90 days After 60 days an email is sent daily to the mail account with a countdown to expiration You MUST reset the password before it expires If the password is not reset the mail account will be Locked this will prevent email and SMS messages being sent to patients REMINDER When you have changed the NHSMail password go to Control Panel File Maintenance Actions Online Services Config Global NHS Mail and change the password Resetting NHS Mail Password NHS Mail account passwords expire every 60 days an email is sent to the Mail account prior to expiration You MUST reset the password before it expires If the password is not reset the Mail account will be Locked this will prevent email and SMS messages being sent to patients Reminder When you have changed the NHS Mail password go to Control Panel File Maintenance Actions Online Services Config Global NHS Mail and change the password Enable SMS Once you have setup your NHS Mail account the SMS messaging is enabled by default To disable SMS messaging remove the tick from the Enable SMS box W Enable SMS Figure 21 VOS Global Configuration NHS Mail Enable SMS 116 Test Email and SMS Messaging To enable SMS messaging ensure there is a tick in the Enable SMS box Once setup you can test the details to make sure they are working To Test Email Settings From Control Panel Online S
76. ders page 148 Add practice Available only if there are no user records for this provider either practice or staff Allows the user to enter the username and password in order to create a user record see Add practice page 149 Edit practice Changing the username and password for the practice record will automatically remove all staff records for this provider from the user database Remove practice This will also remove all staff records for this provider from the user database Remove staff password This option on a staff record will delete the record See Resetting Passwords page 148 Add or Edit a Test Request provider Firstly you need to add the provider s which you intend to use for electronic test requesting This is done from Test Requests in Control Panel You will need the requester URL for tQuest or the logon URL for Anglia ICE Provider Type and Organisation Code which you can obtain from your trust Mail Maintenance File Maintenance e gt a Fes H Back Forward Refresi Yala Edi Save Cancel uc Config ICE Chichester Online Request Staff Groups Practice Test Requests Staff Organisation Description ICE Chichester Online Request Folder Items x Staff Groups Ge Epsom Ewell amp St Helier ICE Systems ProviderType Ice r e ICE Chichester Online Request M sro Logon URL http 195 105 223 3vicedesktop dotnet icedesktop intera
77. dress In Main Address enter free text for House Name Locality Town County Use the Tab key to move from field to field or Shift Tab to move to a previous entry In Road you can type the first letter of the road then click on the down arrow and select from a picklist of roads already in Vision If not there type in free text The Town field must be filled 2 Postcode is up to 8 characters including the space following a valid postcode format 3 Click OK when you have entered the address which then enables Add Contact Number 4 Click on Add Contact Number There is a range of contact number types which you can enter phone email mailbox fax etc First type in the contact number then select the Type of Contact Number Click OK 5 Click Close to return to the front Organisation Details screen 6 Save Details Click OK to save the details The completes adding the local health board Scotland and Northern Ireland Health Boards Argyll amp Clyde In Northern Ireland although the Health Boards Ayrshire amp Arran are indicated by the following standard codes Borders you will choose Northern Ireland from the list Dumfries amp Galloway which fills in the cipher NI Fife Forth Valley Grampian Greater Glasgow Highland Lanarkshire Lothian Orkney Shetland Tayside Western Isles ZEO Eastern Health and Social Services Board ZNO Northern Health and Social Services Board ZSO Southern Health and Social Services Board
78. e GP This has a significance for printed prescriptions 4 England and Wales GMP Code Prescribing No Enter the GP s GMP code essential for prescribing The GMP Code is 8 characters the six numeric PPA number preceded by G plus a last check digit and unique for each GP For instance if the PPA number if 345654 the GMP Code may be G3456549 The PPA number is no longer entered directly The PPA number appears on prescriptions For Locums GP Registrars and GP Retainers the GMP code is that of the Responsible Partner 5 Scotland and Northern Ireland Prescribing No Enter the GP s 6 digit PPA number essential for prescribing The PPA number appears on prescriptions 10 11 12 13 14 15 16 17 18 19 Hand written exempt If this option is checked then the HA Health Board CSA allow the GP to issue printed computerised prescriptions for controlled drugs rather than having to hand write them Type of Employee Select from 1 2 Time 3 4 time Agency Contract Full Time Job Sharing Part Time Main Speciality Optionally select the main speciality in which the GP is interested see NHS Specialities page 85 Interest Speciality Optionally display the options and select an interest speciality The list from which to choose is the same as Main Speciality Dates Joined and left Practice Enter the date the staff member joined the practice Once a GP has retired left or died enter a da
79. e Main Address window on the Personal tab Any other addresses for the nurse can be entered from the Addresses tab Staff Identifiers for a Nurse 1 2 72 Click on the Identifiers tab The NMC PIN previously UKCC PIN can be entered for each nurse Click on Add In Identifier Type select NMC PIN Leave Organisation blank in Identifier Value enter the code Click OK If the nurse prescriber is permitted to issue private controlled drug prescriptions then a private controlled drug code must be entered in Identifiers Add Identifier Type The PCD code in England has the format 6AAAAA eg 6ABCDE and the IPC code in Wales PNNNNNN eg P123456 This includes nurse SPs and IPs in England IPs in Wales and SPs and IPs in Northern Ireland Nurses in Scotland are not permitted All supplementary prescribers in Wales nurse or pharmacists should have a HSW registration number entered in Vision so this will be printed on the bottom of prescriptions This is in addition to the Prescribing Number which is also printed on the prescription on the same line as the supplementary prescriber s name The HSW registration number should be entered in Add Identifiers In Identifier Type select HSW Registration Number Organisation is greyed out In Identifier Value enter the HSW Registration Number the format for which is S followed by six digits Staff Language Tab The Language tab in the File Maintenance Staff allows you to record
80. e Online Appointments see Enabling Online Appointments page 118 e To Activate and configure Online Repeats see Enabling Online Repeats page 138 117 Enabling Online Appointments Note Staff must have System Manager Full access in Control Panel and Full access to Vision Appointments to enable and configure Vision Online Appointments England Only You need the relevant RBAC rights on your Smartcard to access VOS Configuration See RBAC User Guide http www inps4 co uk downloads cfh rbac2 7v3 for further details To Activate Online Appointments 1 Go to Vision Management Tools Control Panel File Maintenance 2 Click the Online icon or select Actions Online Services Config This will open the Vision Online Services Configuration screen VOS should be enabled and a welcome message added if required see Enabling Vision Online Services 3 Tick the Appointments Enable box in the Services section This gives you access to tools to customise Online Appointments on the website Services Appointments W Enable Configuration Prescription lw Enable Configuration Figure 23 Enable Services Configuration 4 Click the Configuration button to customise how appointments will work for your practice There are eight tabs which require attention See Configure Online Appointments page 118 Configure Online Appointments Note Staff must have System Manager Full access in Control Panel and
81. ea Trust NHS File Commissioni Maintenance ng Organisatio ns CCG Identifiers NNA eg12A Consultant Code 8 characters C prefix followed by six numeric GMC code plus check digit 7 numeric characters may have leading 0 Vision File Maintenance Staff Identifiers and IOS Vision File Maintenance Staff GMC Unique code given to each GP by GMC From HA Path Lab 7 characters G then PPA code followed by check digit GP Code GMC code local GP code TP HB CSA GP Code HA Usually 3 or 4 From each IOS GP code Unique GP code alphanumeric HA given by HA can be same for characters several HAs Vision File Maintenance and IOS GMP code England only GMP code used by Path Lab as GP Identifier PPA No England Unique code given to each GP by PPA see also GMP code 6 numeric From HA PPA characters or from script same as GMP pad code minus first and last characters Prescribing number for doctors Scotland only Prescribing number for nurses England amp Wales Prescribing number for nurses Northern Ireland only 6 characters the From HB first being alphabetic 8 character alphanumeric with format NNANNNNA eg 12A3456B Four digit numbers pricing numbers Vision File Maintenance Staff Code and Validation Description Format Obtained from Enteredin Prescribing number for 5 character nurses Scotland only alph
82. elections from the Drug and READ dictionaries You can then allocate users to groups system managers clinical managers etc to determine their access to either clinical or non clinical data For each member of staff you can enter e personal details name date of birth e professional details eg role within the practice eg partner physiotherapist administrator specialty interests HA lists such as the maternity CHS minor Surgery or contraceptive services lists e identifiers for GPs particularly the TP HB CSA codes ie the GP Code and GMC and GMP codes e addresses and contact numbers Note it is mandatory for each GP record to have at least one GP code for a local TP HB CSA entered in Staff Identifiers Staff Ids Short Name and User IDs All internal staff ie part of or employed by the practice should be added in Staff and classified with their practice role Staff ID s are used for audit purposes This does not necessarily mean the staff member uses the computer A user is defined as a staff member who uses the computer They are added in File Maintenance Staff and then given a user ID and password in Security so they can Sign on to Vision User IDs are needed for users of the computer when logging on in addition to a Staff ID The User ID and password is entered in Control Panel 53 Security A member of staff may have more than one user profile for instance a GP may act as system administrator fo
83. ementary prescriber s name The HSW registration number should be entered in Add Identifiers In Identifier Type select HSW Registration Number Organisation is greyed out In Identifier Value enter the HSW Registration Number the format for which is S followed by six digits Non SPs in Wales will not have the HSW Registration Number If the nurse prescriber is permitted to issue private controlled drug prescriptions then a private controlled drug code must be entered in Identifiers Add Identifier Type The PCD code in England has the format 6AAAAA eg 6ABCDE and the IPC code in Wales PNNNNNN eg P123456 This includes nurse SPs and IPs in England IPs in Wales and SPs and IPs in Northern Ireland Nurses in Scotland are not permitted Click OK For staff employed by the health board eg Clinical Commissioning Group follow the same procedure for a supplementary prescriber described above but uncheck the box Employed by Practice In Employer select the organisation for which they work This organisation should previously have been entered in File Maintenance Organisation 7 _ E Aeaegpedeit ie Sawe Mad Manienince P z A a Fle Martenace Bok formasd Doberman Fiona Cancel Awit Saali Becso i Digarscation Personal Pyctessicnat danijos Adbetsss ee Role DateJored Practice Date Left Practice ss Practes Nurse MAn Ag POTE er Hacsi Nah Rezponatie Patres Date Quaiiet Date
84. emoved from all groups 98 Frequent Staff Frequent Staff is a System Defined group found in File Maintenance Staff Groups System Folder Frequent Staff This group can be maintained by your practice to define a list of staff to whom you most frequently allocate messages to in Mail Manager 1 Go to Control Panel File Maintenance Staff Groups 2 Click on next to the System Folder to display the Frequent Staff folder then to display the Mail Allocation group Practice Organization Staff Staff Groups 2 Frequent Staff Folder terns i Frequent Staff A Mail Allocation Type of Employment Role Doctor Associate Dr 172 time GF Registrar Doctor Locum Dr Full tirne Locum E arth Mel Dr Full tirne Partner Gp Trainee Dr Full tire GF Registrar Jupiter Sarah Dr Full tirne Partner Mars Jane Dr Full time Partner Neptune Michael Dr Full time Fartner Nurse Practice Me Full time Practice Nurse Figure 6 System Frequent Staff Mail Allocation 3 To add staff to the Mail Allocation list highlight the required staff from the All Staff window and drag and drop required staff into the Frequent Staff folder Reminder If the staff member listed does not have an associated Vision login they will not be permitted to be added to the Mail Allocation staff group 4 From now on when you want to allocate re allocate messages in Mail Manager using the right click menu Allocate Staff you are
85. ers page 32 Save Details page 32 Person Details 1 The Organisation Hospital NHS Trust and Department will be filled in automatically if you are adding a consultant to a department 2 Role The Role is crucial and determines whether their name can be merged into a referral letter or not Pick Consultant for a hospital consultant 3 Surname Forename and Title Use upper and lower case for the names All three fields can be merged into a referral letter Title is mandatory and can be used as a merge field in mail merge referral letters 4 Initials are mandatory and are used as an identifier Address and Contact Numbers optional 1 Click on Add under Main Address e In Main Address enter free text for House Name Locality Town County e Use the Tab key to move from field to field or Shift Tab to move to a previous entry e In Road you can type the first letter of the road then click on E and select from a picklist of roads already in Vision If not there type in free text 31 e The Town field must be filled Postcode is up to 8 characters including the space following a valid postcode format 3 Type of Address defaults to Main address 4 Click OK when you have entered the address This then enables Add Contact Number 5 Click on Add Contact Number There is a range of contact number types which you can enter phone email mailbox fax etc First type in the contact number then select the Type of conta
86. ervices Config Global Configure select the NHS Mail tab Click the Test Email L button the Send Test Email box opens Enter your email address or the email address for the person you want to receive the test message then click Send You are prompted An email has been sent using the setting you provided Please verify the email was received successfully Click OK to close Check your email inbox for a test email confirming that the NHS Mail account is configured correctly To Test SMS Settings 1 From Control Panel Online Services Config Global Configure select the NHS Mail tab 2 Click the Test SMS i button the Send Test SMS box opens Enter the phone number you wish to receive the test message to then click Send 4 You are prompted SMS message has been sent using the setting you provided Please verify the SMS was received successfully Click OK to close 5 Check your phone for a test SMS message confirming that the NHS Mail account is configured correctly Email Signature All Countries You can add an email signature to all emails send to patients for Vision Online Services To create a signature type the details in the Email Signature box click Preview to check E mall Signature our sincerely lt br gt The INPS Practice Test Email Test SMS Figure 22 Email Signature You have now Activate VOS and now need to configure the individual modules e To activate and configur
87. ervices practices offer to patients The following sections in Control Panel on screen help detail the setup of Online Appointments and Online Repeats Note Staff must have System Manager Full access in Vision Control Panel to enable and configure VOS England Only see RBAC User Guide http www inps4 co uk downloads cfh rbac27v3 for further details To Activate VOS 1 Go to Vision Management Tools Control Panel File Maintenance 2 Click the Online icon or select Actions Online Services Config 3 This will open the Vision Online Services screen Click the Enable Vision Online Services box to enable VOS Bad Vision Online Services Global kW Enable Vision Online Services Configure Services Appointments fy Configure Prescription W Enabled OF Cancel Help Figure 20 Vision Online Services Configuration Note Only those modules you have purchased are available online 4 You now need to configure the global settings see VOS Global Configuration page 112 See also Enabling Online Appointments page 118 and Enabling Online Repeats page 138 VOS Global Configuration The following three global tabs require configuring Welcome Message Create a message displayed on the VOS home page following successful login by the patient Registration Set global invalidation options for unused registration letters and un activated accounts e NHS Mail For Englis
88. escriptions Message window using the formatting editor provided see Using the Message Editor page 143 2 If you prefer you can customise your prescription message source using HTML formatting tags see Formatting HTML Messages page 143 Bg Vision Online Services Prescriptions Configuration Web Browser General Prescriptions Message Source T Ala eB z uj Alam Please allow 48 hours before collecting vour prescription History Show request history up to 3 months Patient Message Allow patients to submit a free text message with their requests Online Repeats Configuration Prescriptions Message 3 Click OK to save Prescription Message Wales The prescription message entered here is displayed on all Online Repeat pages on the website 1 Select English or Welsh from the drop down list 139 Note selecting English allows you to enter the message to be displayed in the English version of My Health Online Choosing Welsh allows you to enter the message for the Welsh version Type your prescription message in the Prescriptions Message window using the formatting editor provided see Using the Message Editor page 143 If you prefer you can customise your prescription message source using HTML formatting tags see Formatting HTML Messages page 143 Bg Yision Online Services Prescriptions Configuration x Web Browser General Prescriptions Message English Sour
89. ess entry Add Address Details Contact Numbers House Name Number and Road Locality Town County Fost Code Add Contact Humber Type of Address Main address Address Walid Period Fror EE 4 Click OK when you have entered the address which then enables Add Contact Number 5 Click on Add Contact Number First type in the contact number then select the Type of Contact Number Click OK 6 For TP HB CSAs with which you have an electronic link make sure to enter a Contact Number of Health Link Mailbox 5 alphanumeric characters the HA or HB cipher followed by 1 2 or 3 zeros eg FOLDS for Leeds which is the link to the address in GP Communicator for HA messages Reg Links and IOS There is a range of other contact number types which you can enter phone email mailbox fax etc Click Close to return to the front Organisation Details screen Communication Numbers Add Contact Number FOLN M Type of Contact Number Health Link Mailbox Valid Pernod 0K From EE 7 Click OK to save the details 19 8 This completes adding the TP HB CSA Add a Strategic Health Authority in England On a patient s Registration screen you have to enter the TP HB CSA but you can also optionally enter the HA Health Authority or SHA Strategic Health Authority as well The SHA can be added in Organisations SHAs may cover several Trading Partners
90. etails 1 24 Check in Category that you have selected Hospital Directly Managed Unit NHS Trust Family Planning Clinic Community Unit Name Type in the full name of the NHS Trust or hospital eg Bedford Hospital NHS Trust Mnemonic Up to 5 characters are available here for a short unique name to refer to the organisation for example BEDFO for the above NHS Trust Provider Unit This box is ticked by default for a Hospital but not for an NHS Trust If ticked this ensures that e the NHS Trust or hospital is shown in the picklist on the Referrals Add screen in Consultation Manager You can do this for any organisation to which you make referrals e It appears on the picklist in Registration Identifiers Add when adding a hospital number for a patient Organization Details Identifiers Addresses Main Address Category NHS Trust Hame Bedford Hospital WHS Trust Mnemonic BEDFO Valid From Valid Until 20705 2004 Add Edit Delete Audit Inactive Provider Unit Identifiers 1 You must enter an organisation code for the hospital in Identifiers Click on the Identifiers tab Organisation Details ldentifiers Addresses Organisation Identifier Inactive Add Edit Delete Audit 25 2 Click on Add 3 At the Add Identifier screen Add Identifier Identifier Type NHS Trust Code Organisation OOOO Identifier value IREI
91. ey want to communicate to online patients in any of the written or spoken languages Personal Professional Identifiers Addresses Language 4 Spoken Language Witten Language Language Commun welsh Ves Add Edit Delete Add edt Delete Add Delete The Spoken Written and Read Language panels show any languages a clinician can speak write and read The Commun column shows whether the clinician is willing to communicate in any of the listed languages OF Cancel To set up any clinician languages see Add Clinician Language Add Staff Language 1 a oe i 9 Click on Staff in the File Maintenance tab to list all staff members Right click on the clinician and select Edit Staff to enable editing Click on the Language tab To record a spoken language click on Add in the Spoken Language section to open the Language screen Select the language from the dropdown list Click in the checkbox if the clinician is willing to speak in this language Click OK to confirm Follow the same process in the Written Language section to record a written language Note Recorded spoken and written languages if consented will be displayed to patients using online appointments To record a read language click Add in the Read Language section 10 Click OK to confirm 133 Clinics Clinics are created in Vision Appointments and enable you to setup sessions and book appointments witho
92. fined with lt h1 gt to lt h6 gt tags lt h1 gt is the largest heading and lt h6 gt is the Smallest lt br gt This tag adds a single line break it does not need a closing tag For example applying the bold lt B gt tag to the 1st line of the message like this Welcome to the lt B gt Welcome to the Visionary Healthcare Practice lt B gt Will be displayed as Welcome to the Visionary Healthcare Practice see below VISION lor Appointments Prescriptions My Profile Welcome Mr Rodway Adrian Weicome to the Visionary Healthcare Practice he Visionary Healthcare Practice has four tulime doctors Or Carol Saturn Dr Frons Venus Dr Michael Neptune and Or Sarah Jupiter We have been a training practice since 1996 and we often have registrar doctors working at the practice These are junior doctors whose previous expenence has been largely confined to hospitals They are attached to the prachce for 6 mor hs at a tme Today is Tuesday 24 of May 2011 you last 99ed in on Tuesday 24 of May 2011 at 8 15AM if thes 15 incorect please log out immediately and contact your GP Pracbce for advice Please select from one of the following options 144 Test Requests Setting up Electronic Test Requests in Control Panel Electronic test requesting is available from within Consultation Manager and can link to the following requesting systems e Cyberlab e ICE e Technidata e tQuest e Plumbtree This provides a lin
93. for the Vaccine Supply Programme Vaccine Usage onzent to send Vaccine Usage and Practice Cohort reports to ImmForm for the Vaccine Supply Programme Consent to send the reports will be assumed given from 01 08 2013 Vaccine Usage with tick removed from Consent to send Vaccine Usage and Practice Cohort reports 7 Click OK to save and close You can change your mind at any time and opt in to sending your Vaccine Usage Reports See Opting in with Immediate Effect to Sending Vaccine Usage Reports page 152 If you decide to opt out after a period of sending your vaccine usage reports the extract process is stopped but the data already submitted stays with ImmForm Opting in with Immediate Effect to Sending Vaccine Usage Reports EJ Remember Consent is implied unless explicit dissent consent is recorded within 28 days of receiving the DLM update 1 Log in to Vision with an account that has administrator rights 2 From Vision Main Menu Management Tools select Control Panel 152 3 Select File Maintenance y5 ision Control File view ction Mail Maintenance File Maintenance Eventlog Viewer System Status Control Panel File Maintenance 4 Select Actions Vaccine Usage or click the Usage icon 5 Vaccine Usage is displayed E Vaccine Usage V Content to send Vaccine Usage and Practice Cohort reports to ImmFormm for the Vaccine Supply Programme Consent to send the reports will
94. h and Scottish practices with NHS Mail there is a new facility to add an NHS mail account which is then used to send confirmation 112 and reminder emails and SMS messages to patients A global email signature can also be created Welcome Message A practice welcome message is displayed on the home page of the Vision Online Services web page following successful login by the patient This is defined by the Practice Welsh practices have the option to display the message in English and Welsh Adding a Welcome Message The welcome message is displayed on the home page of the website following a successful login by your patients 1 From Control Panel File Maintenance select Actions Online Services Config In the Global section click the Configure _ tengue button 2 Select the Welcome tab to display the Welcome Message displayed on the home page of the website 3 Type your message in the welcome message window using the formatting editor provided See Using the Message Editor page 143 If you prefer you can customise your welcome message source using HTML formatting tags see Formatting HTML Messages w Yision Online Services Global Configuration Welcome Message Source Arial J A A B z u Je ah an Welcome to the Visionary Healthcare Practice The Visionary Healthcare Practice has four full time doctors Dr Carol Saturn Dr Fiona Venus Dr Michael Neptune and DR sarah Jupiter We have been a trai
95. he Staff Access tab 2 Right click on the name of the staff member whose mailbox you want to remove rights from Select Remove Access to this Staff When prompted to confirm access removal select yes All access rights to the selected mailbox are now revoked View Staff s Groups Right click on a staff name and select View Staff s Groups This lists all the groups to which the currently selected staff member belongs Health Visitors Practice Organisation _Sumame _ Forename _ Title Type of Employment Role Staff Staff Groups Bath Lindsay hrs Health Visitor Pen ene x Chesnut Eileen Mirs Health Wisitor Mal ais Gantley Olive hrs Health Visitor o Halton Linda Ms Health Visitor 5 ET ft Martin Amanda Mars Practice Nurse oo fb Bath Lindsay n Chesnut Eileen View Staff Groups Ed Gantley Olive i Halton Linda Mrs Olive Gantley has membership to oo di Martin Amanda Health Visitors fe Burns Jayne A Nurses Chesnut Eileen Cotton Katherine tt Duncan Sandra tt Hill Gail ployment Rale Hither Fiona Health Wisitor a H Martin Amanda Community Nurse Pans Painter Ffpor Fartner w Parsons Pauline Health Visitor White Anne Other Health Care F Winter Stella Peco lees Remove a staff name from all groups On List View of All Staff in the bottom right pane right click on a staff member and select Remove from all groups Their name will be r
96. he main address Click on Add under Main Address e In Main Address enter free text for House Name Locality Town County e Use the Tab key to move from field to field or Shift Tab to move to a previous entry e In Road you can type the first letter of the road then click on E and select from a picklist of roads already in Vision If not there type in free text e The Town field must be filled Postcode is up to 8 characters including the space following a valid postcode format 3 Type of Address defaults to Main address 4 Click OK when you have entered the address This then enables Add Contact Number 5 Click on Add Contact Number There is a range of contact number types which you can enter phone email mailbox fax etc First type in the contact number then select the Type of Contact Number Click OK 6 Click Close to return to the front Organisation Details screen Identifiers 1 Click on the Identifiers tab 2 Identifier Type The two options are e Mail Manager Related Department e Mail Manager Hospital Department pathology results eg Haematology Chemical Pathology have the correct Identifier type and Identifier Value which will appear on pathology messages in order for these messages to match up You may need to contact the path Lab to find out what these codes are 3 Organisation This should default to the organisation that the department belongs to 4 Identifier Value Enter here the actual
97. i B 3 Hk L rA je wy anc Clinical Intoematicey ogy 4 Wel Person Clinic noma Prorty 6 HP Intervertions Didered trom Radiology Location No wa mnart ied aay Male Status Requested Updated e Disease Registe 30 10 20 SJitracound Status Rec d Updated 30 10 2013 Example Radiology requests 150 Vaccine Usage Reporting Public Health England Introduction In order to improve local and central stock management and prevent wastage of vaccinations Public Health England have introduced the Vaccine Usage report This report will be sent from Vision to the ImmForm Vaccine Supply system as with existing vaccine extract reports PHE will use this report to e To improve central vaccine supply management by providing visibility of vaccine usage and availability e TO prompt practices when a new order is likely to be needed e Give practices optional alerts when certain events occur e g Stock is due to expire within a month Expired stock has been administered Stock is being administered out of rotation Stock has now expired and should not be used e To improve the automatic validation of orders placed based on typical usage history Your practice has a choice whether to participate in this scheme See Practice Consent page 151 for details Depending on your practice s consent status the following reports will be automatically generated and sent to ImmForm they do not contain patient identifiable da
98. ical Neuro Physiology Obstetrics Hospital Bed or Delivery Facilities Clinical Oncology Occupational medicine Clinical Pharmacology Occupational therapy Clinical Physiology Old Age Psychiatry Community Medicine Ophthalmology Endocrinology Paediatric Dentistry ENT Dermatology Oral Surgery Diabetic Nurse Specialist Orthodontics Paediatric Neurology Geriatric Medicine Psychotherapy Gynaecology Radiology 86 Dental Medicine Specialities Optometrist Forensic Psychiatry Paediatric Surgery Infectious Diseases Thoracic Medicine Joint Consultant Clinics Trauma and Orthopaedics Learning Disabilities Urology Edit a staff member s details 1 In Control Panel select File Maintenance tt 2 Clickon 4f or the Staff tab to list existing staff 3 To edit an entry 4 Make Either right click while pointing to the item to be amended and select Edit Staff Or click on the staff member to be amended then click on the Edit icon Ei Edit the amendment and click OK If the amendment is to be made on the Staff Details screen make the correction then click OK If the amendment is to be made to the staff member s main telephone number click on the Addresses tab Highlight the line with the phone number Home number listed under the Main Address Then click on Edit under Main Address Amend the number then click on OK If the amendment is to be made to the practice s address click on the Addresses tab The
99. ichael Satum Carol s venus Fiona If you click on a groups heading eg GPs Receptionists in the left hand tree view the List View in the top lists all active staff members of the group in the columns showing Surname Forename Title Type of Employment and Role The bottom right pane has a list of All Staff All columns are sortable click on the column header eg Surname Role etc which sorts in ascending or descending order 90 Display Changes If you click on z to the right of tree view on the blue header line the screen display changes and hides the tree view Mail Maintenance e gt A B B a i File Maintenance Back Forward Refresh Add Edit Cancel Audit Config Stafi Type of Employment Role Burton David Dr Partner Green Jett Dr Assistant Hill Alison Dr Partner Staff Groups Mcallister John Dr Partner Roberts John hr Practice Manager F Smith Lindsay Dr Partner Practice a Organization All Staff Sumame Forename Title Type of Employment Aole Bath Lindsay hrs Health isitor Burris Jayne Mrs Community Nurse Burton Dawid Dr Partner Chesnut Eileen Mirs Health Visitor Corbett Gay hres Other Health Care Pr Cotton Katherine hrs Community Nurse Dietician Wwbpes HE Dietician Doctor Oop Dr Commercial Deputisi Duncan Sandra Mirs 172 time Practice Nurse Fathering Fap he Secretary Gantley Olive hrs Health isitor Green Jett Dr
100. icking OK e House Name Number House name can be up to 30 characters It can be blank if there is no name Number and Road are separate e Road You can type this in free text but if you enter the first letter or two or a road name then press the arrow T by the picklist all roads added to Vision are listed beginning with the letter you typed Select the right one or if not there type the road name in free text up to 30 characters Address entry Add Address Details Contact Numbers House Name Number and Road Hall Grov Hall Grove Locality Hall Lane Halltield Court Halltield Crescent Halliday Court Halliday Road County Halton Moor Avenue Halton Moor Road seers Hamilton Avenue hl Type of Address iew Eat Delete OK Address Valid Period L From Cancel Help Town e Locality This is optional e Town You must at least make an entry in Town e County This is optional e Postcode Postcode is up to 8 characters including the space following a valid postcode format You may not enter half a postcode such as SW1 e Type of Address If you are adding the main address from the front tab Organisation Details this will default to Main address If you are adding a second address from the Addresses tab this defaults to Other e Address Valid Period This is optional and can be left blank or you can enter a date range or just the From date and leave Until blank when the
101. ies in Wales were replaced by five Local Health Boards LHBs Organization 1 In Control Panel select File Maintenance Click on or the Organisation tab to list existing organisations 2 To add e Either click on the yellow folder by HA on the list of organisations so that E it is opened then click on the Add icon 44 This opens a new screen with HA already selected in Category e Or click on the arrow to the right of the Add icon and select HA in Category e Or right click point to HA and select Add Organisation Organisation Details page 22 Address and Contact Numbers page 23 Organisation Details When you select the Name the cipher in this case a Q code is filled in automatically e QW1 Gwent covers 6C2 Blaenau Gwent 6B2 Caerphilly 6A1 Monmouthshire 6B9 Newport 6C3 Torfaen e QW2 Bro Taf covers 6B8 Merthyr Tydfil 649 Thondda Cynon Taf 6B6 Vale of Glamorgan 6A8 Cardiff e QWS3 Dyfed Powys covers 6B7 Carmarthenshire 6A4 Ceredigion 6A3 Pembrokeshire 6C4 Powys e QW4 North Wales covers 6B1 Anglesey 6A7 Conwy 6C1 Denbighshire 6B5 Flintshire 6A2 Gwynedd 6B4 Wrexham 22 e QWS5 Iechyd Morgannwg covers 6A6 Swansea 6B3 Bridgend 6A5 Neath Port Talbot Note The LHB code is a five character alphanumeric field with the first 3 characters identifying the LHB and the fourth and fifth characters to be filled with zeros Address and Contact Numbers 1 Click on Add under the Main Ad
102. iles from practice An optional entry for travel expenses to record the number of miles the staff member is from the practice Leave blank rather than entering zero e Inactive Leave Inactive unchecked for current staff If Inactive is ticked then the staff member is no longer active and will no longer appear on selection lists of active users Any historical records will still 79 80 bear the initials of a former GP for audit purposes For example a GP registrar leaving the practice may be made Inactive 6 On the Staff Professional tab select the Role if you have not already done so in step 3 above Type of Employee Select from 1 2 Time 3 4 time Agency Contract Full Time Job Sharing Part Time Main Speciality Interest Speciality Date Qualified Date Registered Date Became Principal Date of 24 hour retirement Optional entries usually used for GPs or nurses Dates Joined and left Practice Enter the date the staff member joined the practice Once a staff member has retired left or died enter a date In Date Left Practice but leave blank if not yet relevant Job Sharer If the staff member is job sharing display a list of other staff members and click on the member of staff with whom the currently Staff member is sharing a post Insurance Company Expiry Date Ref No An optional entry display the options and click on your selection from Organisations already entered if you have not already done th
103. inders 125 Booking Reason e 126 Bookings Tab e 122 Branch Surgery 51 163 C Cancellation Reasons 127 Cancellation Settings 126 Cancellations Tab 126 Categories of Organisations 11 Checking the Reports 158 Clinics 134 Codes Quick Reference e 45 Configure Online Appointments 118 Configure Online Repeats 138 Contact or Communication Numbers e 41 Copyright Notice e ii D Daily Vaccine Usage Report e 151 153 Default Registered GP e 108 Default Registration Status 107 Default Trading Partner 108 Delete a group e 94 Department Details 27 86 Did Not Attends DNAs 118 121 Display Appointment Duration 124 Display Changes 91 Display IOS Registration Forms 110 Drag and Drop e 93 Drug Label Printer Tab 104 E Edit a group description 94 Edit a staff member s details 87 Edit details of the Main Surgery e 51 Editing Providers 147 Editing the main telephone number e 42 Email Signature All Countries 117 Enable SMS e 116 Enabling Online Appointments 112 117 118 Enabling Online Repeats e 112 117 138 Entering further addresses 42 F File Maintenance e 7 File Maintenance in Control Panel 7 File Menu e 8 Find Persons in Organisations 8 43 First Report Run 157 Formatting HTML Messages e 139 140 143 Formatting Messages e 143 Frequent Staff 99 G General Tab 118 GMC Code Tab e 102 H History
104. ine Appointments Configure Online Appointments General Tab Appointments Message Did Not Attends DNAs Bookings Tab Maximum Appointments Allowed How Far in the Future can Appointments be Booked Allow Weekend Bookings Display Appointment Duration Booking Confirmation and Reminders Booking Reason Cancellations Tab Cancellation Settings Cancellation Reasons Add Alternative text Staff Tab Staff Setup Add Gender Role Special Interests and Lannguage Clinics Add Clinics Remove Clinic Sessions Tab Setting Session Locations Setting Site Access Remove Session Slot Types Tab 100 100 102 103 104 105 106 107 107 108 108 109 109 110 110 111 112 112 113 113 114 115 115 116 116 116 117 117 118 118 118 119 121 122 122 123 123 124 125 126 126 126 127 128 129 129 131 134 134 135 136 136 136 137 137 Add Alternative text Enabling Online Repeats Configure Online Repeats Prescription Message Prescription Message Wales History Patient Message Old Repeat Offset Formatting Messages Using the Message Editor Formatting HTML Messages Test Requests Setting up Electronic Test Requests in Control Panel Add or Edit a Test Request provider Editing Providers Inactivating Providers Resetting Passwords Add practice tQuest Only Radiology Test Requests Vaccine Usage Reporting Public Health England Introduction Practice Consent Opting out of Sending Vaccine Usage Reports Opting in with
105. intments module as a messaging utility should be aware that messages may count as DNA d appointments if they have not been marked as seen The patient will be able to see the erroneous DNA count if the option is ticked 121 Prevent Access to VOS after this many DNAs Use the up down arrows to select a number between 1 and 99 this being the total number of DNAs permitted before the patient s access to Online Appointments is disabled Note This does not have any impact on Online Repeats and the patient should be able to access this as usual Check DNAs in this range A date range can be specified if required optional this limits the number of DNA s required to the time period eg If the patient has more than 5 dna s in one year their user account will be disabled To add the date type the number required followed by D days W weeks M months or Y years eg to change date to six months type 6m Bookings Tab This tab enables you to manage new and existing appointment bookings Maximum Appointments Allowed You need to set how many outstanding appointments the patient is allowed to have booked at any one time By default this is set to 0 appointments However you may change this to any number between 1 and 99 Note If you set the number of appointments to O the patient can book as many appointments as they wish Maxinun Outstanding Appointments Allowed 1 0 Figure 24 Maximum Outstanding Appointments When y
106. ionists and particularly any staff member using the computer This is important so you can audit entries All data entry in Vision is auditable with the member of staff signed on at the time If you are using Correspondence Manager for scanning or any other scanning solution you can either add a user called SCAN or alternatively in Security give a current staff member a second login name of SCAN 1 In Control Panel select File Maintenance tt 2 Clickon 7 or the Staff tab to list existing staff E 3 Either click on the Add icon 4 Or right click while pointing to H Active and select Add Staff 4 Right click on H Active and select Display by Role Then right click on one of the staff roles and select Add Staff Listed below are the Administration roles but there are other options eg Dispenser which can be selected see Staff Roles page 82 e Administrator e Business manager e Computer Manager e Fund manager e Maintenance staff e Non qualified dispenser e Practice manager e Receptionist e Secretary 5 Complete the Staff Personal screen with Name Forename Title and Short name e Enter at least the Surname and Forename 1 up to 30 characters Use upper and lower case e Title is a mandatory entry e Optional are Forename 2 Date of birth Sex Previous Surname e Short Name This is a mandatory entry up to 5 characters and is a Short way to identify this staff member It must be unique e M
107. is you can return and edit this entry later Enter the Insurance Ref No and Insurance Expiry Date CHS Maternity Contraception Minor Surgery For GPs only That completes the Staff Professional tab 7 The main address and phone number of the staff member can be entered by clicking on Add under the Main Address window on the Personal tab Any other addresses for the staff member can be entered from the Addresses tab Entering a home address is optional In Main Address enter free text for House Name Locality Town County Use the Tab key to move from field to field or Shift Tab to move to a previous entry In Road you can type the first letter of the road then click on E and select from a picklist of roads already in Vision If not there type in free text The Town field must be filled Postcode is up to 8 characters including the space following a valid postcode format 8 Click OK when you have entered the address or when you have entered at least Town which then enables Add Contact Number This is the contact number for their home address 9 Click on Add Contact Number 10 Enter the contact number and choose the Type of contact Number Telephone home 11 Click OK 12 Any supplementary contact numbers can be added from the Addresses tab Click on Add under Communication Nos and select from the following Fax Telephone business Mobile phone Pager Telex Email Voicemail Modem Bleep number
108. isation Information To be included in the daily Vaccine Usage Report the immunisations listed in the table must have e Been recorded in the Immunisation Structured Data Area SDA e A Status of Given e An In Practice selection of In this Practice e No tick in the Private tick box Or for the PPD vaccine recorded in the patient s history with the Read code starting 332 Tuberculin test Manoux excluding 3322 Mantoux test not done 4 Immunisation Add Notes eS 105 P Next ey OF x Cancel z Help Date Giver Given by Read Term for Immunisation 29 May 2013 Venus Dr Fiona Type of Immunization A Method In Practice Reason Mature of Pisk Intramuscular In this Practice Routine Measure Batch Number Site lt None gt Immunisation Add Note All of the qualifying administered vaccines are included in the report regardless of the patients Registration status Other information Included in the Daily Report The following information is included in the daily submission e Your practice code e The vaccine being reported on 154 e The date the vaccine was administered e The brand of the vaccine where appropriate this currently only applies to HPV within Vision e The Batch number where recorded Monthly Practice Cohort Report The monthly Practice Cohort Report is a breakdown of the practice population by age This is sent to PHE via the ImmForm web se
109. k via a secure NHSnet connection to the pathology lab system directly from the patient s record within Consultation Manager lt el a Test Requests 1 Go to Control Panel File Maintenance Test Requests 2 You will first need to add the provider with whom you will be linked User added providers have a distinctive icon for example Ret Epsom Ewell amp St Helier ICE Systems y Vision Control Panel Fie View Actions Help Mail Maintenance U gt Fal a GS tl File Maintenance Back Forward Refresh Add Edit Save Audit Config tQuest Addenbrooke s Online Request Staff Staff Staff Groups Practice Organisation Test Requests Description Folder Items x Staff Groups tQuest Addenbrooke s Online Request ProviderT ype tQuest Gateshead Online Request tQuest Shrewsbury Online Request Logon URL E tQuest St Mary s Online Request Practice Requester URL Organisation wy w H Test Requests The available actions from the right mouse click on existing list or use a Add Edit e Add provider Add a new provider record see Add or Edit a Test Request provider e Edit provider Edit a user added provider record 145 Activate Sets the active flag to Y and makes the provider available for selection Inactivate Sets the active flag to N removing the provider from the default selection list see Inactivating Provi
110. lated Welsh message into the Welcome Message window You now have an English and Welsh version of the welcome message 114 7 Click OK to save Registration From the registration tab you can set a time period for when unused registration letters and un activated accounts are automatically invalidated There are also options to enable reminders for registration to be sent by email or by SMS Invalidate unused registration letters after This enables you to set a expiry date for Registration letters the expiration date will be printed on the patients registration letter The patient has until the expiry date to register for Online Services Once the date has passed the registration letter cannot be used the patient will need to collect a new registration letter and re register for Online Services Invalidate Un activated accounts after This enables you to set an expiry date for patients to activate their Online Account On registering patients are sent a Confirmation Code which activates their account If they fail to activate the account by the expiry date they will need to re register for Online Services If their registration letter has also expired they will require a new registration letter Reminder To change the date type the number required followed by D days W weeks M months or Y years eg to change date to two months type 2m Reminders Send Activation Reminders by Email Tick this to send reminder
111. lingual Welsh English 8 To save the selection click OK 65 9 To exit the Staff Language tab click OK Staff Details Personal Professional l Identifiers Addresses Language Spoken Language Written Language Read Language Lar Staff Languages Note For each language type eg spoken written or read multiple languages can be recorded but you cannot add the same language to the same type multiple times To Delete a Language Preference To delete an entry that has been recorded under Language spoken written or read highlight the entry and select the Delete button You are warned that the entry is about to be deleted click Yes to confirm the deletion To exit the Staff Language tab click OK See also Staff Languages Reporting page 159 Saving the details and adding a new user in Security 1 Finally click OK to save all the entries you have made You will be asked Do you want to set up a new User for this member of staff in the Security module 4 P J Do you want to set up a new User For this member of staff in the Security Module 66 Zi If the new doctor is to use Vision on the computer then they must be given a Login name and password answer Yes Only answer No if the doctor is never likely to use Vision The User Details Add screen is shown within the Security module User Details Add Staff ember Dr Richard Davies LOCUM Login Name User Level 20 I
112. ll show on screen as you type not even asterisks Atleast one character must be non alphabetic Press the Tab key to move on a field Confirm New password Retype the password in exactly the same way Note when changing passwords a password cannot be repeated until five other dissimilar passwords have been used In other words you can re use the same password once every six times Click on OK or press Enter You are returned to the File Maintenance Staff list Further options with regards passwords are explained in Security Settings including the expiry interval minimum length a global expiry date and number of login retries Add Nurses Enter the nurses employed or attached to your practice Some nurses are now allowed to prescribe and print prescriptions While adding a nurse s details you can specify whether they carry out nurse prescribing and from which formulary All nurses can enter their NMC PIN in Identifiers There are currently two forms of nurse prescribers Community Practitioner Nurse Prescribers who can only prescribe dressings appliances and licensed medicines listed in the Nurse Prescribers Formulary for Nurse Practitioners Known as the Nurse Formulary in Vision Independent Supplementary Prescribers abbreviated to IPs and SPs From May 2006 supplementary prescribers and independent prescribers are no longer different types of prescribers They are now both known as Independent Supplementary
113. lose the form Default Registered GP A default Registered GP can be saved in the Configuration screen This means that any new Registrations default to this GP however this can be changed at the point of Registration If the default is not set or the GP is subsequently made inactive the field is blank and must be selected when registering a new patient Some GP s have patient s registered with more than one TP so you need to choose the PCT HB CSA before selecting the GP 1 From the Staff Configuration screen click the Registration tab 2 Highlight the TP and click Update Default Registered GP Figure 15 Configuration Default Registered GP 108 3 Highlight the GP who you want to save as the Default and choose Set c Update Default GP for HB Current Default GP for HB HB Leeds New Defaut GP for HB Mars Dr Jane 727777 Neptune Or Michael 399999 Saturn Dr Carol 12345 Venus Dt Fiona 444444 Set Ext Figure 16 Configuration Default GP for HB selected 4 Click Update and when prompted to save the changes click OK 5 Click Exit Place of Birth When registering a new patient you either have to enter an NHS CHI H C Number or a Place of Birth To avoid patients being registered incorrectly tick the Warn user of we f missing Pl f birth missing Place of Birth option aes eee so that if the Place of Birth is bypassed a warning message appears By default the option is deselected
114. m the Prescribing Number to the Formulary picklist This is only relevant if you are adding a Community Nurse Practitioner Prescriber who uses a nursing formulary From the picklist click on and select either Nurse Formulary the default Since September 2001 suitably trained District Nurses Midwives and Health Visitors have been allowed to prescribe from a subset of available drugs referred to as the Nurse Prescribers Formulary NPF see Drug Tariff Part XVIIB i or in the BNF Nurse Prescribers Formulary e Extended Nurse Formulary Since April 2002 a further category of Nurses and Midwives after a suitable period of training are given access to a larger subset of drugs known as the Nurse Prescribers Extended Formulary NPEF see Drug Tariff Part XVIIB ii The NPEF contains all the items in the NPF Personal Professional Identifiers Addresses Language Role Date Joined Practice Date Lett Practice Practice Nurse Jos 0972005 Responsible Partner A Date Qualified Date Registered GMP Code ee No Formulary Date Became Frincipal 24hr Retirement Date harge to Caseload Handwritten exempt Type OF Employee Jab Sharer Main Specialty Insurance Company Interest Specialty Insurance Espi Date Insurance Number To oGHs P Maternity Minor Surgery Contraception Supplementary Prescriber Independent Presc I Employed by Practice Employer 14 The next s
115. main address should already be highlighted Click on the Edit button beneath Main Address Make the correction Click OK If the amendment is to be made to the supplementary contact numbers click on the Addresses tab then click on Edit under Communication Nos Numbers listed under Communication Nos are supplementary for example phone numbers other than the main practice phone number fax mobiles emergency number etc 87 Inactivating a user When a staff member leaves and you no longer want them to have access to Vision 1 eo ee SS Go to Control Panel Security From the top left pane of Current Users right click on the staff member to be inactivated and select Edit User On the User Details Update screen tick the box Inactive Click OK Right click on the staff member again and select Force Password Expiry Go into File Maintenance Staff find the same user and click on the Edit icon Enter a Valid Until date and tick the inactive box Click OK If you are using Mail Manager and Staff Groups an Assign Access Rights may be displayed asking you to select the members of staff that will have access to the mail of the staff member just made inactive Just tick in the appropriate boxes ranter Tina Practice Organization Personal Professional Identifiers Addresses Staff Staff Groups i SuUmame Title Folder tems Tne Sl oO ee le w Forename Short Hame Miles From Practice 88 C
116. n on Select Patient browse lists and in Consultation Manager classic view browse lists such as Therapy lists and List Contraception you can double click on the small square to the left of the column headers to add or remove details to be included in the browse lists Default Displays The following are default displays that will take effect when this user is signed on these can be left blank Select Drugs from Drug Formulary While using Therapy in Consultation Manager and selecting drugs in Therapy Add either the full Drug Dictionary or the practice defined Formulary is displayed first You can switch between the two at the time of selection in Therapy Many prefer a locum GP Registrar or nurse to select from the Formulary by default Select READ from READ Formulary In Consultation Manager when displaying the READ dictionary to select a READ term either the 81 full READ Dictionary or the practice defined READ Formulary is displayed first It is possible to switch between the two at the time of selection Drug Selected By Choose the ways you display the drugs dictionary or formulary either by Drug Class or alphabetically by Drug Name This becomes the default display for the user when select therapy items in Therapy Add Itis possible to switch between the two at the time of selection Read Selected By Choose either READ Hierarchy ie by code or Keyword as the default way this user will select items from the
117. nactive Enable Browse Contig window Valid From 1 05 2004 Walid Unt Select drugs from drug formulary Select Read term from Read formulary Drugs selected by Read term selected by Action group C Read Hierachy C Drug Name Keyword OF Cancel Login Name This is a short name used as a User ID for computer use of Vision A login name belongs to a user Up to 20 characters User Level This is not currently in use Inactive Leave unchecked if the doctor is a current member of staff Inactive should only be checked once a staff member is no longer active within the practice They will no longer be able to gain access to Vision Valid From and Valid Until Enter a Valid From date from when the user is valid to use the computer You can leave Valid Until blank if open ended Enable Browse config window If this option is checked then on Select Patient browse lists and in Consultation Manager classic view browse lists such as Therapy lists and List Contraception you can double click on the small square to the left of the column headers to add or remove details to be included in the browse lists Default Displays The following are default displays that will take effect when this user is signed on these can be left blank e Select Drugs from Drug Formulary While using Therapy in Consultation Manager and selecting drugs in Therapy Add either the full Drug Dictionary or the practice defined Formulary is di
118. nal file Personal Tab Personal Professional Identifiers Addresses Language SuUmame Title Bord o o o Forename Short Name Miles From Practice Top O O Forenamez Main Address vane Ese Previous Sumame i Valid From Valid Until off 4 F 03711 2012 Inactive Add Edit Delete Audit Control Panel Staff Personal Details Tab 131 Professional Tab In the Professional tab you must select the Role Mandatory you also have the option to select the Main and Interest Speciality from the dropdown lists These details if recorded are then displayed to patients when they are booking an appointment online Personal Professional Identifiers Addresses Language Hole Date Joned Practice Date Lett Practice Partner Jo 02 2008 Mesponsible Pannen Date Qualified Date Registered GMP Code Frescribing Mo Formulary Date Became Principal 4hr Retirement Date G1 234576 i 2345r ooo O Handwritten exempt P Caseload worker P Discharge to Caseload Type OF Employee Job Sharer Main Specialty Insurance Company Interest Specialty Insurance Expiry Date Insurance Number CHS Maternity Minor Surgery T Contraception Supplementary Preseriber F Independent Frest Control Panel Staff Professional Tab 132 Language Tab In the Language tab you can record any written spoken and read languages a clinician has and indicate whether or not th
119. ne The NPS Practices Details 2 Book Tue 4 Oct 2011 1410 AM Dr Michael Neptune The INPS Practice Q Detaiis L4 Book Appointmant tyes Book an the Day Man Speciaity Audtological Madicuns Figure 47 Appointment Book Slot Type All slot types added in Vision Appointments are displayed the text in the VOS Text column can be amended to make it more patient friendly for example MS is changed to Minor Surgery To add new slot types go to Vision Appointments Add Alternative text 1 From VOS Appointments Configuration select the Slot Types tab 2 Double click the slot type to change this opens the VOS change VOS Text window 3 Type the text you want displayed to the patient online in the VOS text window 4 Now setup has finished click OK to save and return to the VOS Configuration screen 137 5 Click OK to close Enabling Online Repeats Note Staff must have System Manager Full access in Control Panel to enable and configure Vision Online Repeats England Only see RBAC User Guide http www inps4 co uk downloads cfh rbac27v3 for further details If you are new to Vision Online Services you first need to enable VOS and add a Welcome message see Enabling Vision Online Services Practices who have previously setup and used Online Appointments can quickly configure VOS for Online Repeats 1 To activate Online Repeats tick the Prescription Enable box in the Services section This gives you access t
120. ng GP on any Items of Service claim DXS When editing or adding a doctor or nurse tick the DXS box under Staff Professional to switch DXS on or off see DXS Bulk Update If on the user s details will automatically be exported to DXS and s he should be able to see the DXS banners and button s in Consultation Manager That completes the Staff Professional tab Click on the Staff Identifiers fora GP page 62 tab particularly for GPs to enter the local health authority code 61 Staff Identifiers fora GP 62 1 Click on the Identifiers tab or Alt C I The GP and GMC codes must be entered for each GP Click on Add and enter each code in turn Edit Identifier Identifier Type TP HBYCSA Urganisation TP HB ACSA Berkshire Identifier Value B2345 Valid From Valid Until 30 08 2004 T Inactive mes Ho e GP Code Each GP must have local GP Code entered Identifier Type is TP HB CSA Organisation is the specific health authority name selected from a picklist Identifier Value is the 3 or 4 alphanumeric code unique for each GP and given by the HA though the code can be the same for several HAs Valid From defaults to today s date is mandatory There must be a separate GP code for each TP with which you have registered patients So if your practice borders Buckinghamshire and Oxfordshire enter a code for Bucks and one for Oxon This code is also entered in IOS Practitioners e
121. ng Home Mnemonic An unique short name to recognise this Residential Institute eg DEVON for Devon Lodge Note the Mnemonic is NOT the same as the RI code which you will add later in Identifiers Identifiers a Click on the Identifier tab Click on Add for the Add Identifier screen In Identifier Type select RI code rather than Reference Number In Organisation Residential Institutes select the TP HB CSA Health Authority In Identifier Value type in the RI code that the Health Board CCG LCG has given you Note each Residential Institute should have its own unique RI code Click OK and return to the Organisation Details screen Add Identifier Identifier Type Al Code Organization TP HB ACSA Bedfordshire Identifier Value pl Valid From Valid Until 20 05 2004 Inactive mes Hoe Address and Contact Numbers 1 Click on Add under Main Address e In Main Address enter free text for House Name Locality Town County e Use the Tab key to move from field to field or Shift Tab to move to a previous entry e In Road you can type the first letter of the road then click on E and select from a picklist of roads already in Vision If not there type in free text e The Town field must be filled 2 Postcode is up to 8 characters including the space following a valid postcode format 3 Type of Address defaults to Main address 34 4 Click OK when you have entered the add
122. ng organisations 3 Click on H by the category containing the item you want to amend 4 To edit an entry e Either right click while pointing to the item to be amended and select Edit Organisation e Or click on the item to be amended then click on the Edit icon E Organisation Remove or Inactivate You cannot remove an organisation from a list Instead you inactivate it This prevents it appearing on any picklist for example hospitals or NHS Trusts with the Provider Unit ticked appear on picklists in Referral Add in Consultation Manager 1 In Control Panel select File Maintenance l Organisation S l a o 2 Click on or the Organisation tab to list existing organisations 3 Expand the category list using ni inactivate containing the organisation you want to 4 Click on the organisation to be inactivated Click on Edit Fo or right click and select Edit Organisation On the Organisation Details screen enter a Valid From date Click in the Inactive box Click on OK So ee Organisation Audit You can monitor the original records and any changes for the Organisation Details and Addresses 36 Audit the Organisation Details screen 1 In Control Panel select File Maintenance l Organization oe oe a 2 Click on or the Organisation tab to list existing organisations 3 Click on H by the category containing the organisation you want to audit 4 To audit an entry click on the organisation
123. ning practice since 1996 and we Sf eee ee ae E a EE E N E a ES S OF Cancel Help Online Global Configuration Welcome Message 113 4 Click OK to save Adding a Welcome Message Wales The welcome message is displayed on the home page of the website following a successful login by your patients 1 From Control Panel File Maintenance select Actions Online Services Config In the Global section click the Configure arligue button 2 Click to open the Welcome tab To add your message to the English verison of My Health Online 3 Select English from the dropdown list 4 Type your message in the welcome message window using the formatting editor provided See Using the Message Editor page 143 If you prefer you can customise your welcome message source using HTML formatting tags see Formatting HTML Messages w ision Online Services Global Configuration a x Web Browser Welcome Message English soe Poel wa Blziul le El 2 Welcome to the Visionary Healthcare Practice The Visionary Healthcare Practice has four full time doctors Dr Carol Saturn Or Fiona Venus Dr Michael Neptune and DR sarah Jupiter We have been a training practice since 1996 and we a 5 Sa pee Se eee eee ee ee er Swe oa 2 Online Global Configuration Welcome Message To add your message to the Welsh verison of My Health Online 5 Selecting Welsh from the dropdown list 6 Type your trans
124. ntments Message Wales 1 From the Vision Online Services Appointments Configuration screen select the General tab 2 Select English or Welsh from the drop down list Note selecting English allows you to enter the message to be displayed in the English version of My Health Online Choosing Welsh allows you to enter the message for the Welsh version 3 Type your message in the Appointments Message window in the appropriate language using the formatting editor provided See Using the Message Editor page 143 120 If you prefer you can customise your prescription message source using HTML formatting tags see Formatting HTML Messages Bg Yision Online Services Appointments Configuration Web Browser General Appointments Message English Source Arial d E Fi u B A a Please contact the practice if cancelling an appointment due today DNAs Display DNAs to patient Jf Prevent access to WOS after this many DNAs 5 W Check DNAs in this range j year OF Cancel Help Online Appointments Configuration Appointments Message 4 Choose the next language and type the translation of your text 5 Click OK to save Did Not Attends DNAs The DNA section has the following options Display DNAs to patients When ticked patients registered for Online Appointments can view their previous DNA s appointments This is deselected by default Note Practices who use the Appo
125. o add all sessions at that site click the tick box All Sessions 3 Alternatively add the sessions manually 4 Click on the Add button and select a session from the drop down list Click OK to add the next session s in the list or Cancel to finish 5 Continue this process until you have added all the required sessions 136 6 If you have branch surgery s change the Notes Held at Site to the alternative location and add sessions for that location 7 Continue this process until you have setup all branch sites Note If you add individual sessions only those sessions added will be available and all other sessions will be disabled Remove Session 1 To remove a Session from the list select the required location from the Notes Held at Site drop down list click to highlight the required session then click the Remove button 2 You are prompted Are you sure that you want to remove name of session from the list Click Yes to remove Remove Slot Types Tab When booking appointments online the slot type is included in the patients appointment display details This facility enables you to change the text used by practice staff to something more appropriate for patients Search Filter Date Period Day of Week Time of Day Clinician Ginie Location Next 48 Hours Any Day Arty Time Mutiipie The INPS Practice Search Save Fiter S LL Cinican Ciinic Loceten m Tue 4 Oct 2011 11 00 AM Dr Michael Neptu
126. o tools to customise Online Repeats on the website Bad Vision Online Services Global We Enable Vision Online Services Configure Services Appointments fw Enabled Configure Prescription i Enabled OF Cancel Help Figure 48 Enable Services Online Repeats 2 Click the Configuration button to customise how the service will work for your practice There are three tasks which require attention See Configure Online Repeats page 138 Configure Online Repeats There are three tasks to complete which enable you to configure how patients use Online Repeats at your Practice The tasks are e Prescription Message This enables you to add a message to be displayed on each Online Repeat webpage See Prescription Message page 139 and Prescription Message Wales page 139 e History You can set a time period which will determine how many historic repeat entries are displayed to the patient See History page 141 e Patient Message This sets whether a patient can send a free text message to the practice or not See Patient Message page 141 e Define the Old Repeat Offset the duration entered which determines what repeat masters the patient can order in Online Repeats See O d Repeat Offset page 141 138 Prescription Message The prescription message entered here is displayed on all Online Repeat pages on the website 1 Type your prescription message in the Pr
127. ointments with on the Vision Online Appointments website 3 You can use the radio buttons to select e All Staff All active appointment book owners e Usual GP Includes only those GPs recorded as Usual GP in patient registration 129 130 e Salaried GP Includes those GPs set as Salaried GPs in File Maintenance Return 4ppointments for Staff Members iw All Staff Figure 41 Staff Tab Radio Buttons IMPORTANT Use the radio buttons OR setup staff individually Do not use both setup options Alternatively you can setup members of staff individually remove the tick from the All Staff box then click the Add Add button This will display a drop down menu listing all clinical staff from the File Maintenance list Select the required clinician s name from the drop down list and click OK to close Click on the Add Button to repeat this process continue until you have manually added all the required staff Click the Cancel button to finish adding staff Add Gender Role Special Interests and Lannguage Online Appointments now displays the gender role special clinical interests and any consented written and spoken languages to patients when they are selecting appointments If the clinician has no other languages other than English no languages will be displayed online This information is recorded in the Staff files in File Maintenance Check the clinician s gender details recorded on the Perso
128. ont menu Bi Online Online allows you to access the Vision Online Services Configuration screen g Usage Usage allows practices in England to access the PHE Vaccine Usage report screen where you can set practice consent and see when the last vaccine report was sent Organisations List existing organisations Organization Click on or the Organisations tab which lists all the categories of E organisations Any folders where there are records will have a plus sign Ee which you can click on to expand the list X3 Vision Control Panel wiew Actions Help merrel e gt A n O ms b Back Forward Refresh Add Edit cave Armed forces Staff Fractice Organisation F Folder ltem x Practice J Armed forces j _ Commissioning Agency a 3 Community Unit ma s Company Organisation gt County Local Authority Credit Card Company Department of Health Directly Managed Unit H E District Health Authority Drug Manufacturer Drug Supplier Family Planning Clinic General Practitioner Fund Holder 2 GP Branch surgery GP Practice H Hospital In Practice Systems Practices A E Insurance organizations for pater E ventlog Viewer Parish Local Authority Speen Pharmacy ystem Status J Primary Care Group Security 4 iiil 10 a i CAFS MUM a Clicking on an item in the list brings up the details in the right pane E i The Edit F and Audit dt icons will now
129. ou set a limit on the number of appointments outstanding once this number is then reached the patient will receive a message which states You have reached the maximum number of bookings allowed No further bookings can be made at this time Note This includes appointments booked at the Practice or Online To book a further appointment they would need to either e Contact the Practice and arrange an appointment with the practice 122 e Or cancel one of the booked appointments the patient already has which will then allow the patient to book a further appointment Home Appointments Prescriptions My Profile If you are unable to keep your appointment please cancel it as soon as possite so that it can be used by someone else Existing Appointments The list below chsplays all Ihe appointments that you currently heve booked Date Time Clinician Clinic Location Fa 5 Aug 2011 10 40 AM 1050 AM Dr Michae Neptune The NPS Practice 66 Details Cancel Figure 25 Maximum Appointments Reached How Far in the Future can Appointments be Booked Define a date period here to set how far in advance patients using Online Appointments can book To add a date type the number required followed by D days W weeks M months or Y years eg to change date to two months type 2m How far in the future can appointments be booked 7 a0 days Figure 26 Future Appointments Allow Weekend Bookings Use this tool to determine if weekend
130. piter S Staff valid for Jane Mars JMi TPYHBYICSA code T Michael Neptune MN og Carol Satur CS Test Tester INPS Fiona Wenus FY Organisation TP HB CSA Code Et Figure 9 Staff Configuration TP Code The other three options list workstations rather than staff and mirror functions from Options Setup Vision front menu 103 Drug Label Printer Tab For practices that are printing dispensing labels a printer can be selected in the same way as for Prescription Printer Staff Configuration A5 006244 AS00222 A501 2045 ASO 444 ASOT AS02037 AS 040530 45201136 BRAD VAIO ELTRON TLP2242 BRADLEY PC MT 150 BYwWiS95 STAR LC 200 LWS VERDI SLP100 DOK PE DS LAPTOF Opaste Figure 10 Staff Confirguration Drug Label Printer 104 Word Processor Tab This allows you to select a Word Processor by workstation First click to select the workstation or select All Then select the correct Word Processor option Vision Editor or Microsoft Word Then click on Update Staff Configuration SA ee et eer eae eee peg ees Pee yee eee td Processor to Use Workstations DEFAULT AS OUE244 ASOT O22 AsO 2045 ASOT a44 ASO 2a AS022037 As 040830 As 201136 BRAD VAID BRADLEY PL Bw 595 Cw S VERO DOK PC D5 L4PTOP Oe ae Figure 11 Staff Configuration Word Processor 105 Prescription Printer Tab First select from the list of Available Printers then select the Port Next select a
131. prescriptions If unselected the HA will be printed instead If blank the TP is printed e Commissioning Agency e Community Unit e Company e County Local Authority e Credit Card Company These appear on a picklist in Registration Identifiers for private patients credit card numbers e Department of Health e Directly Managed Unit 11 District Health Authority Drug Manufacturer Needed for the picklist when entering therapy batch numbers for immunisations on Therapy screen Consultation Manager Drug Supplier Family Planning Clinic General Practitioner Fund Holder GP Branch surgery GP Practice HA Use HA for a Strategic Health Authority in England or Local Health Board in Wales and one with whom you are NOT electronically linked linked HAs are entered in TP HB CSA It is an optional entry on a patient s Registration screen Hospital Jf you select this tick Provider Unit as well so this hospital appears on the picklist in Referrals Add Consultation Manager and in a patient s Registration IDs Identifiers so you can enter the hospital number In Practice Systems Practices Insurance organisations for patients These can be entered on a patient s Registration Other NHS Trust Like Hospitals if the Provider Unit box is ticked they will appear in a picklist on Referrals Add Consultation Manager and in a patient s Registration IDs Identifiers Other Agency Parish Local Authority Pharmacy
132. printer in Connect to Printer Then click on the Select button and select one or more workstations Control click to multi select or use All Then click on Update Staff Configuration Drug Label Printer Word Processor Registration Active Staff Inactive Staff GMC Code TP HB CSA Code Prescription Printer Workstations DEFAULT ASOUBZ44 5010222 ASO 404s ASO 444 5019287 AS02207 AS040530 A5201138 Selected Printer Available Printers Bro HL 1 030 Bro HL 1230 Bro HL 1240 Bro HL 1250 Bro HL 1250 Cit Bro HL 12505 cot HL 1 2505 cot Cit Bro HL 1250LT Bro HL 1 440 Bro HL 1450 Cit BRAD MAIC BRADLEY PC Biw S 95 Cw SVERD DOK PC os LAaPToP E Connect to Printer Gelert All Heer Figure 12 Staff Configuration Prescription Printer 106 Registration Tab The Registration tab in the Staff configuration screen allows you to choose the defaults for some of the options in the Registration module Unless changed the Registration Configuration defaults are as below Staff Configuration x Active Staff Inactive Staff GMC Code TP HB CSA Code Prescription Printer Drug Label Printer Word Processor Registration Default Registration Status Default TP Default Registered GF GP Rel Argyll and Clyde AYOFI Update M New Registration option to Transfer family Previous address record M Populate New Registration Registration Links Previous address
133. r administrative tasks and as a clinician to add clinical data List existing staff tt 1 Click on 4 or the Staff tab to list existing staff 2 Staff are listed under Active and Inactive Inactive staff are those with a tick in the Inactive box on the Staff Details screen Everthag Viewer Spaen Stats Senay Figure 4 This is how Control Panel looks after Mail Manager Maintenance is switched on new Mail Maintenance module and in File Maintenance there is an extra section called Staff Groups 54 3 Expand the list of active staff by clicking on Li Active z ra alle i 7 BE et OAS 2 i bes Ces ie PED Pe eit Poe we mete Meat John n ri 4 As you click on each staff name their details are shown in the right hand pane 55 5 If you right click while pointing at 1 4ctive you can select to display the Staff by role y ision Control Panel Fie View Actions Help e a gJ e g Back Forward Refresh Add Edit Save Cancel Audit Config t Staff Practice Organisation statt Staff Groups be Acupuncturist _ Administrator o W Assistant 9 Associate 9 Business Manager Carer 9 Chiropodist 9 Chiropractor _ Commercial Deputising service o eE Community Medical Officer o E E Community Nurse o hE Community Psychiatric Nurse o bE Computer Manager o D Consultant 9 Contact Tracing Nurse Counsellor o E Dentist ga o E E Dietician o hE Dispenser 9
134. reference number or code which can be alphanumeric 5 Valid From and Valid To dates Optional dates which can be used for a date range that this reference number is valid Leave blank if required 6 Inactive Only check this box if the currently displayed identifier is inactive 7 Click on OK to save the entry or Cancel if you want to exit without saving 29 Save Details 1 Click OK on the main Department Details screen This completes adding the department to an NHS Trust or Hospital Now go on and add the further departments for that NHS Trust or Hospital 3 You can then add consultants or other staff within that department that you may make referrals to See Add a Consultant to a Hospital Department page 30 Add a Consultant to a Hospital Department You can enter a consultant attached to a hospital department This means that referral letters can be personalised The same principal can be used to enter other medical staff or non medical staff attached to an organisation for example a social worker attached to Social Services organisation In fact Person can refer to any external people not directly employed by or attached to the practice 30 Note a Person can also be added directly to an organisation without a Department being added first though you cannot use this for referrals in Consultation Manager which need a department l l l Organization In Control Panel select File Maintenance and
135. ress This then enables Add Contact Number 5 Click on Add Contact Number There is a range of contact number types which you can enter phone email mailbox fax etc First type in the contact number then select the Type of contact number Click OK 6 Click Close to return to the front Organisation Details screen Save Details Click OK on the front Organisation Details screen to save the details Any other organisations should set up The organisations listed below are used in other parts of Vision Primary Care Trust Clinical Commissioning Group Enter your PCT of CCG In Organisation Identifiers enter the PCT code 5 character format beginning with 5 or CCG code NNA eg 12A Record its address and contact numbers On the Practice details screen you can select a PCT or CCG from a picklist The PCT CCG address is printed on prescriptions rather than the HA in England and Wales only see Main Surgery page 49 Clinics or Units to whom you may make referrals follow the instructions in Add Hospital or NHS Trust page 24 Drug manufacturers These companies are used when recording batch numbers on practice administered therapy items in Consultation Manager Insurance organisations These can be recorded against a patient s Registration record eg BUPA include any for whom you might do insurance reports Medical Insurance organisations such as Medical Defence Union which can optionally be entered on a GP s
136. rofessional Identifiers Addresses Language Title S UM arrie Dr Forename Short Hame Miles From Practice Tony TE Man Address Forename poe o D o B DER Previous Sumame Valid From Valid Until oft 4 F 09 11 2012 I Inactive Add Edit Delete Audit TEE 57 Enter at least the Surname and Forename 1 up to 30 characters Use upper and lower case 2 Select Dr in Title Title is a mandatory entry 3 Optional are Forename 2 Date of birth Sex Previous Surname 4 Short Name This is a mandatory entry up to 5 characters and is a short way to identify this staff member Miles from practice An optional entry for travel expenses to record the number of miles the staff member is from the practice Leave blank rather than entering zero Inactive Leave Inactive unchecked for current partners If Inactive is ticked then the doctor is no longer active and will no longer appear on selection lists of active users Any historical records will still bear the initials of a former GP for audit purposes For example a GP registrar leaving the practice may be made Inactive see Inactivating a user page 87 Staff Address 58 1 The main address and phone numbers of the doctor can be entered by clicking on Add under the Main Address window on the Personal tab Any other addresses for that GP can be entered from the Addresses tab Entering a GP s home address is option
137. rs the Inactive box on Staff Personal 100 2 To Reactivate Staff Click on the Inactive Staff tab Highlight the staff and click on Activate Staff Configuration Bond Tony TB Green J GREEN Hopper E HOFF Ingliz E INGLI Keighley Dave OK Matra John JM Notoneds Doctor ON System Supervisor SYS 101 GMC Code Tab On the GMC Code tab as you highlight each GP their GMC code if entered is shown in the GMC code window To add or edit a code highlight a GP and click on Update Type in the code and click OK This is the same as entering a GMC code on Staff Identifiers Stalf Configuration Doctor Locum LOCUM Earth Mel ME Gp Trainee TRAIN Jupiter Sarah 5J Mars Jane JM Neptune Michael MM Saturn Carol CS Tester Test INPS Venus Fiona FY Figure 8 Staff Configuration GMC Code 102 TP HB CSA Code Tab This is the GP Code and there should be a code for each GP for each TP First select the TP in Organisation Then as you highlight each GP their GP code if entered is shown in the TP HB CSA Code window To add or edit a code highlight a GP having selected the required Organisation and click on Update Type in the code and click OK This is the same as entering a GP code on Staff Identifiers Staff Configuration Drug Label Printer Word Processor Registration Active Staff Inactive Staff GMC Code IP HB CSA Code Prescription Printer Mel E arth ME sarah Ju
138. rvice on the first day of the following month Your practice population is split into the following age bands om i i 155 17y From 17 years to 18 years less a day 18y to 64y From 18 years to 65 years less a day 65y and Over From 65 years and over This information is identified by your Practice Code Qualifying Records To be included in the Monthly Cohort Report the patient must be registered to the practice as Permanent or Applied on the first day of the month following the reporting month Sending the Reports The process for sending your Vaccine Usage Reports is completely automated once you have given consent either implied or complicit the reports are sent daily If PHE ask your practice to resend a report it can be recreated and sent by setting a new start date within the Vaccine Usage form To recreate and resubmit reports 1 Log in to Vision with an account that has administrator rights 2 From Vision Main Menu Management Tools select Control Panel 3 Select File Maintenance y ision Control File view Action Mail Maintenance File Maintenance E ventlog Wiewer System Status Control Panel File Maintenance 5 4 Select Actions Vaccine Usage or click the Usage icon 5 Vaccine Usage is displayed 9 Vaccine Usage IV Consent to send Vaccine Usage and Practice Cohort reports to ImmForm for the Vaccine Supply Programme Last Main Report Date 027087201 3 x
139. s Any historical records will still bear the initials of a former GP for audit purposes For example a GP registrar leaving the practice may be made Inactive On the Staff Professional screen e Role Select one of the nurse roles listed below 69 70 Practice Nurse Health Visitor Community Nurse Midwife Community Psychiatric Nurse Hospital Nurse School Nurse Mental Handicap Nurse 12 Prescribing number A nurse can be either prescribing or non prescribing If you select one of the above nurse roles and enter a Prescribing Number for that nurse then they are deemed to be a nurse prescriber This in turn enables you to tab across to the Formulary field for Extended Nurses Formulary though this is no longer relevant for nurse prescribing In England and Wales the prescribing number is an 8 character alphanumeric field with the format NNANNNNA where N is a number and A is a letter e g 12A3456B This too can be entered in either upper or lower case and is converted to upper case for the record In Scotland the prescribing number is a 5 character alphabetic field The first is the Health Board cipher the second two are the unique identifier for the nurse and the last two identify the practice This can be entered in either upper or lower case and is converted to upper case for the record In Northern Ireland the format is four digit numbers pricing numbers 13 Formulary prescribing nurse only Tab across fro
140. s Mobile phone Pager Telex Email Voicemail Modem Bleep number Emergency number Ex directory Relative Carer 2 Click OK then OK again to return to the Staff Personal screen Staff Language Tab The Language tab in the File Maintenance Staff allows you to record the spoken written and reading language abilities of your staff 1 From Management Tools Control Panel select File Maintenance 2 Click on the staff t icon or the Staff tab atalt 3 To Edit an entry to list existing staff e Either right click while pointing to the member of staff s name and select Edit Staff e Orclick on the staff member to be amended and click on the Edit icon 4 Click on the Language tab 5 The three tabs available are Spoken Language Written Language and Read Language Choose the one required and select Add 6 A list of languages is displayed scroll to find the one you want or press the first letter of the language required 7 Highlight the language and if applicable tick the box Willing to communicate in language w Language Select Eg Select the language spoken by Ms Practice Nurse Languages iM Willing to communicate in language Cancel 64 Language Select England Northern Ireland and Scotland w Language Select Select the language spoken by Ms Practice Nurse Bilingual welsh English Language Select Wales Note For practices in Wales the first option in the list is Bi
141. s to patients by email to remind them to activate their Online Account Note By default this service is ticked to enable the service If you do not want to send email messages remove the tick from the appropriate box If ticked to use the service the NHS Mail settings need to be configured See NHS Mail page 115 NHS Mail Practices in England and Scotland can configure VOS to send reminder emails and or SMS messages to their patients This is used to remind them to setup their user account and to remind them of appointments they have booked for example For practices who do not have do not want to use an NHS Mail account you cannot send SMS messages However account confirmation password reset and appointment confirmation and reminder emails are automatically sent to the patients email address via the VOS Gateway 115 NHS Mail Setup It is advised that you request a new NHSMail account from your Service Desk at the PCT HB which is specifically used for VOS Once you have the new NHSMail Account details type the email address in the Email Address box for example visiononlineservices G12345 nhs uk then type the Password Welcome Registration NHS Mail Contimationreninder emails and SMS messages can be sent to your patients using an WHS Mail account It i recommended that you contact the Service Desk to create an WHS Mail account for Vision Online Services VOS Global Configuration NHS Mail Email A
142. sation Details Address and Contact Numbers Add a Strategic Health Authority in England Organisation Details Address and Contact Numbers Local Health Board in Wales Organisation Details Address and Contact Numbers Scotland and Northern Ireland Health Boards Add Hospital or NHS Trust Organisation Details Identifiers Address and Contact Numbers Save Details Add Departments to a Hospital Department Details Address and Contact Numbers Identifiers Save Details Add a Consultant to a Hospital Department Person Details Address and Contact Numbers optional Identifiers Save Details Add Nursing Home or Residential Institute Organisation Details Identifiers Address and Contact Numbers Save Details Any other organisations I should set up Organisation Edit Organisation Remove or Inactivate Organisation Audit Audit the Organisation Details screen Audit the Organisation address and communications numbers Organisation Addresses tab Contact or Communication Numbers Editing the main telephone number Entering further addresses Find Persons in Organisations Codes Quick Reference Practice Main Surgery Edit details of the Main Surgery Branch Surgery Staff What staff should be entered List existing staff Add GPs and doctors Staff Personal tab Staff Address Staff Professional for a GP Staff Identifiers for a GP Other addresses or contact numbers Staff Language Tab Saving the details and adding a new user in Sec
143. splayed first You can switch between the two at the time of selection in Therapy Many prefer a locum or GP Registrar to select from the Formulary by default e Select READ from READ Formulary In Consultation Manager when displaying the READ dictionary to select a READ term either the 67 68 full READ Dictionary or the practice defined READ Formulary is displayed first It is possible to switch between the two at the time of selection Drug Selected By Choose the ways you display the drugs dictionary or formulary either by drug class or alphabetically by Drug Name This becomes the default display for the user when select therapy items in Therapy Add It is possible to switch between the two at the time of selection Read Selected By Choose either READ Hierarchy ie by code or Keyword as the default way this user will select items from the READ Dictionary You can switch between the two at the time of selection Click on OK to save the entries For a new user this displays the Change Password screen Each computer user needs a password in order to sign on to Vision though you need to warn the new user that the password you are about to enter now will have to be changed by them the first time they sign on Change password Ed Cancel New Password p ear ee Passwords must be between 6 and 12 characters long New password Type in a password between six and twelve characters long Note nothing wi
144. stration Tab 107 Remove a person s from a group 96 Remove a staff name from all groups 98 Remove access to this staff 98 Remove all staff from a group 97 Remove Clinic 135 Remove multiple staff from a group 97 Remove Session 137 Remove Title Master 110 Resetting NHS Mail Password e 116 Resetting Passwords 146 148 S Save Details 24 27 30 31 32 33 35 Save the details and set up computer use 75 Saving the details and adding a new user in Security 66 Scotland and Northern Ireland Health Boards 17 23 Sending the Reports 156 Sessions Tab 136 Setting Session Locations 136 Setting Site Access 136 Setting up Electronic Test Requests in Control Panel e 145 148 149 150 Slot Types Tab e 137 Staff 53 Staff Address 58 Staff Language Tab 64 73 159 Staff Personal tab 57 Staff Professional for a GP e 60 86 Staff Address and phone number optional e 72 Staff Configuration Utility 8 9 100 Staff Groups 89 Staff Identifiers for a GP 61 62 Staff Identifiers for a Nurse 72 Staff Languages Reporting 9 66 75 159 Staff Roles 60 78 79 82 Staff Setup 129 Staff Tab 129 T Test Email and SMS Messaging 117 Test Requests 145 Toolbar e 9 TP HB CSA Code Tab 103 tQuest Only Radiology Test Requests 150 U Using the Message Editor 113 114 119 120 139 140 143 V V
145. t Chichester Online Request Derby Online Request Dorchester Online Request Hillingdon Online Request Kettering Online Request Leighton Online Request Northampton Online Request Weston Online Request Wirexharn Online Request E ICE Test Provider Editing Providers If you need to change the details of a provider for instance if the provider changes their URL 1 From the Vision front screen go to Management Tools Control Panel S Control Panel 2 Select File Maintenance and click on the Test Requests icon 3 Right click on the provider you would like to change and select Edit Provider E a a TY PSD A S LO S ATA i h 4dd Provider tues Edit Provider tues nackivate tues tues tues tues tues e T 1 _ tL WES eee nega I i i m II a b M 147 4 Make the necessary changes and click OK to save Inactivating Providers 1 To inactivate a test request provider from Control Panel File Maintenance Test Requests right click on the required provider and select Inactivate Y5 Vision Control Panel File View Actions Help do Back ICE Cheltenham and Gloucestershire Online Forward kal ff A E H Refresh Add Edit Save Cancel Audit ee Bath Online Request Bolton Online Request Add Practice Edit Practice Remove Practice See also Setting up Electronic Test Requests in Control
146. t View of All Staff in bottom right pane right click on a staff name and select Add to current group This adds the currently selected staff to the currently selected group s this option is disabled if no group is currently selected in the left hand tree view Cancel Move staff from one group to another 1 Drag a name between groups on the tree view The default action of this will be to move the staff into the target group You can drag an entire group to another group 2 If this results in an empty source group then you are prompted to delete the empty group It is valid to leave an empty group between sessions as it may be needed subsequently Remove a person s from a group 1 You can drag a staff member from the left hand tree view on to the list view in order to remove that staff member from a group 2 When you have a group of names displayed in the top right pane right click on a name and select Remove This removes the currently selected staff member from the group 3 Right click on a staff name under a group on the left hand tree view and select Remove This removes the currently selected staff member from the group 96 Add all staff to a group 1 Either right click while pointing to the group heading in the left hand tree view and select Add All Or with the focus on a group heading in the left hand tree view click on the picklist arrow by the Add icon 444 and select Add All 2 A Confirm Add
147. t have 12 months of data on your system it compiles from the earliest available date within the last 12 months 157 Checking the Reports To check the last date the Vaccine Usage Reports were run 1 Log in to Vision with an account that has administrator rights 2 From Vision Main Menu Management Tools select Control Panel 3 Select File Maintenance ye ision Control File View Action Mail Maintenance File Maintenance Eventlog Viewer System Status Control Panel File Maintenance 4 Select Actions Vaccine Usage or click the Usage icon 5 Vaccine Usage is displayed 9 Vaccine Usage IV Consent to send Vaccine Usage and Practice Cohort feports to ImmForm for the Vaccine Supply Programme Last Main Report Date 02 08 2013 Last Cohort Report Date 02 08 2013 Vaccine Usage with Last Main Report Date option 6 The Last Main Report Date and the Last Cohort Report Date are displayed 7 Click Cancel to exit Welsh Clinical Communications Gateway WCCG Configuration Vision can be configured to automatically add a medical history and or referral whenever a WCCG referral is created This system wide configuration is maintained in Vision Control Panel 1 Go to Vision Management Tools Control Panel 2 Select File Maintenance 3 From the Actions menu select WCCG Config 4 Tick the checkboxes to automatically create medical history and referral entries 158 Note By
148. ta e Daily submissions summarising the number of doses of specific vaccines given see Daily Vaccine Usage Report page 153 e Monthly submissions summarising the number of active patients by age and sex cohorts see Monthly Practice Cohort Report page 155 Practice Consent You can choose to explicitly opt in or out of the Vaccine Report scheme Consent is also implied unless explicit dissent consent is recorded within 28 days of receiving the DLM update You can also change your mind at any time e See Opting out of Sending Vaccine Usage Reports page 151 for details on opting out of the Vaccine Usage scheme e See Opting in with Immediate Effect to Sending Vaccine Usage Reports page 152 for details on opting in to the Vaccine Usage Report scheme e Important If you do not manually change the Practice Consent after 28 days you are automatically opted in Opting out of Sending Vaccine Usage Reports 1 Log in to Vision with an account that has administrator rights 2 From Vision Main Menu Management Tools select Control Panel 151 3 Select File Maintenance y5 ision Control File view ction Mail Maintenance File Maintenance Eventlog Viewer System Status Control Panel File Maintenance 4 Select Actions Vaccine Usage or click the Usage icon 5 Vaccine Usage is displayed 6 Click to remove the tick in Consent to send Vaccine Usage and Practice Cohort reports to ImmForm
149. te In Date Left Practice but leave blank if not yet relevant Date Qualified Optionally for GPs only enter the date qualified from medical school Date Registered Optionally for GPs only enter the date the GP registered with the General Medical Council usually a year after qualifying Date Became Principal Optionally for GPs only enter the date the GP first joined general practice as a principal not necessarily this present practice Date of 24 hour retirement For GPs only enter the date for 24 hour retirement On Items of Service claims no claim is allowed to be made by a claiming GP on the date of a 24 hour retirement Job Sharer If the staff member is job sharing display a list of other staff members and click on the member of staff with whom the currently staff member is sharing a post Insurance Company Expiry Date Insurance No An optional entry display the options and click on your selection from Organisations already entered if you have not already done this you can return and edit this entry later Enter the Insurance Ref No and Insurance Expiry Date For example Medical Defence Union CHS Maternity Contraception Minor Surgery Now that Items of Service has been discontinued since April 2004 this is no longer relevant For GPs only you could check the boxes where a GP was on the approved local Health Authority lists Where a box was left unticked that GP would not be able to be the claimi
150. tep depends on the prescribing status of the nurse prescriber or pharmacist e Nurse Independent Supplementary Prescriber If you are adding an Independent Supplementary Prescriber once a Prescribing Number has been entered and suitably validated tick the Independent Prescriber box Do not select a formulary Different functions are permitted in Vision for Independent IP or Supplementary SP nurse prescribers For nurse independent prescribers and non GP non nurse independent prescribers items which they cannot prescribe are filtered from the drug select list in Consultation Manager e Community Nurse Practitioner Prescribers The Extended Nurse Formulary is no longer relevant for nurse prescribing However if you are adding a Community Nurse Practitioner Prescriber who uses a nursing formulary once a Prescribing Number has been entered and Suitably validated tab across to Formulary where you can select Nurse Formulary This nurse will only be able to select items from the Formulary on Therapy Add e Employed by Practice This is ticked by default to signify the prescriber is employed by the practice If the prescriber is employed elsewhere then untick this box and select the organisation or HB for which they work in Employer This organisation or HB should previously have been entered in Control Panel File Maintenance Organisation 71 15 16 17 18 19 20 21 22 23 24 25 Type of Employee
151. the spoken written and reading language abilities of your staff 1 From Management Tools Control Panel select File Maintenance 2 Click on the staff t icon or the Staff tab starf 3 To Edit an entry to list existing staff e Either right click while pointing to the member of staff s name and select Edit Staff e Or click on the staff member to be amended and click on the Edit icon 4 Click on the Language tab 5 The three tabs available are Spoken Language Written Language and Read Language Choose the one required and select Add 6 A list of languages is displayed scroll to find the one you want or press the first letter of the language required 7 Highlight the language and if applicable tick the box Willing to communicate in language w Language Select x Select the language spoken by Ms Practice Nurse Languages English 73 74 Language Select England Northern Ireland and Scotland w Language Select Select the language spoken by Ms Practice Nurse Bilingual welsh English Language Select Wales Note For practices in Wales the first option in the list is Bilingual Welsh English 8 To save the selection click OK 9 To exit the Staff Language tab click OK Staff Details Personal Professional l Identifiers Addresses Language Spoken Language Written Language wal fWelsh Engich 4 Staff Languages Note For each language type eg spoken written
152. tion Manager Either each user has their own record or there can be one per practice Adding a practice record lets any practice member make a test request The right menu option of Add practice is available only if there are no user records for this provider either practice or staff It allows the user to enter the username and password in order to create a user record Right click on the Test Request Provider and select Add practice In Organisation select the Provider User Name and Password Information you can get from your Trust RoW Np Confirm the password 149 See also Setting up Electronic Test Requests in Control Panel page 145 Add or Edit a Test Request provider Inactivating Providers page 148 Vision Control Panel File View Trios Help Mail Maintenance File Maintenance gt 0 a2 BB g O ti Back Forward Refresh Add Edit Save Cancel Audit Config SRO1 Staff Staff Groups Practice Organisation Test Requests Organisation St Richards Folder Items Epsom Ewell amp St Helier ICE Systems Staff Groups ii ICE Chichester Online Request User Name A hiji Password e 4 E tQuest Addenbrooke s Online Request Practice Quest Gateshead Online Request be tQuest Shrewsbury Online Request Confirm Password E tQuest St Mary s Online Request Organisation tQuest Only Radiology Test Requests When you select a r
153. to save the entries 11 For a new user this displays the Change Password screen Each computer user needs a password in order to sign on to Vision though you need to warn the new user that the password you are about to enter now will have to be changed by them the first time they sign on 12 New password Type in a password between six and twelve characters long Note nothing will show on screen as you type not even asterisks Atleast one character must be non alphabetic Press the Tab key to move ona field 13 Confirm New password Retype the password in exactly the same way Note when changing passwords a password cannot be repeated until five other dissimilar passwords have been used In other words you can re use the same password once every six times 14 Click on OK or press Enter You are returned to the File Maintenance Staff list 76 Add Pharmacist as Supplementary Prescriber Supplementary Prescribers are usually pharmacists They can prescribe from a wide formulary and print prescriptions They have access to shared patient records and patients in their care are treated as partners involved in all stages in decision making including whether part of their care is delivered via supplementary prescribing There are no legal restrictions on the clinical conditions which supplementary prescribers may treat though it is most likely to be dealing with long term medication conditions such as asthma diabetes or CHD
154. to set a time period for cancelling appointments determining if email and SMS confirmation messages are sent and adding Cancellation Reasons Cancellation Settings You can set a cut off time period after which the patient cannot cancel booked appointments online To set a time period click in the hours box and add a number between 0 and 999 eg 24 hours one day click in the mins box if required and add a number between 0 and 59 How close can appointments be cancelled Y OO hours in MINE lf Send Email Cancellation Confirmation W Send SMS Cancellation Confirmation Figure 34 Cancellation Settings 126 It you want the patient to be sent an Email and or SMS message tick the appropriate boxes If a patient attempts to cancel an appointment during the cancellation cut off period they are advised This appointment cannot be cancelled online Please contact your GP Practice Appointment Details x Flease contact the Practice direct on 01 36 596987 when tring to book an appointment for a blood test This appointment cannot be cancelled online Please contact your GP Practice Date Tuesday 4 Oct 27011 Time SOO AM ClinicianiClinic Miss Nurse Preserber Main Speciality Angesinetics Interest Speciality Blood Transfusion Gender Female Location Tne INPS Practice Reason Appointment Type Travel Immunisation Figure 35 Appointment Details Cannot Cancel Cancellation Reasons When cancelling appointmen
155. tology Up to 5 characters are available here 6 Valid From Valid Until Optional entry This is the start date of the association of the Department with the practice Entering any end date if relevant will make the department invalid 7 Inactive Only check this box if the Department is no longer to appear in Department lists eg in Referrals on Consultation Manager om He O il Back Forward Save Cancel Audit Contig New Department Stalf Practice Organisation Department Details Identifiers Addresses Folder terns x Organisation Main Address OE ee A Bedford Hospital NHS Trust GP Practice HA NHS Specialty J Hospital General Medicine of J In Practice Systems Practices H Specialty J Insurance organizations for patients General Medical CI NHS Trust Bedford Hospital NHS Trust Metis Add ey New Department General Medical Dept J Other Agency Mnemonic Valid From Valid Until Parish Local Authority GMEL 20 05 2004 Inactive C Pharmacy C Primary Care Group J Frimary Care Trust C Prison Services _ Professional Insurance organizations C Regional Health Authority C Registered non NHS Provider C Residential Institutes Cancel School Self Help Groups J Social Services Department I CJ Special Health Authority 4 TRYHB CSA i fea 4 iii 28 Address and Contact Numbers 1 From the Organisational Details tab you can optionally add t
156. ts online patients are presented with a list of cancellation reasons to select from This facility enables you to change the text used by practice staff to something more appropriate for patients You can also a default cancellation reason and change the order in which they are presented to the patient All cancellation reasons added in Vision Appointments are shown here To add new cancellation reasons go to Vision Appointments 127 128 Add Alternative text 1 From VOS Appointments Configuration select the Cancellations tab Cancellation Reasons Double Click the cancellation reason to edit the WOS text WOS Text HOYED TO OTHER GP Z Appointment re arranged at PROBLEM RESOLVED PROBLEM RESOLVED 4 TRANSPORT PROBLEMS TRANSPORT PAOBLEMS NO REASON GIYEN NO REASON GIYEN Figure 36 General Tab Cancellation Reasons 2 Double click the cancellation reason this opens the VOS change VOS Text window B Vision Online Services change VOS Text Vision Tert YOS Text Appointment re arranged at Practice LE Cancel Figure 37 VOS change VOS Text 3 Type the alternative text in the VOS text window 4 Removing the tick from the tick box hides that cancellation reason from the patients online Cancellation Reasons Double Chick the cancellation reason to edit the WOS text WOS Text t HOYED TO OTHER GP Z Appointment re arranged at PROBLEM RESOLVED PROBLEM RESOLVED 4 TRANSPORT PROBLE
157. tte or the Practice tab 3 The main surgery name should be highlighted Either right click while pointing to the item to be amended and select Edit Practice Or click on the Edit icon Ej Edit If the amendment is to be made on the Practice Details screen make the correction then click OK If the amendment is to be made to the practice s main telephone number click on the Addresses tab Highlight the line with the phone number Bus number listed under the Main Address Then click on Edit under Main Address Amend the number then click on OK If the amendment is to be made to the practice s address click on the Addresses tab The main address should already be highlighted Click on the Edit button beneath Main Address Make the correction Click OK If the amendment is to be made to the supplementary contact numbers click on the Addresses tab then click on Edit under Communication Nos Numbers listed under Communication Nos are supplementary for example phone numbers other than the main practice phone number fax mobiles emergency number etc Branch Surgery 1 In order to enter a branch surgery first edit the main Practice screen and tick the Multiple Sites box 51 2 Then clickon 4 Type in a Name and Mnemonic Click on Addresses and add the branch surgery address Click OK e gt A a g p g 8 ft Back Forward Refresh Add Edit Save Cancel Audit Config Practice Details Identifiers Addresses Pr
158. uage 60 Date Joined Practice Date Lett Practice Jon 02 2008 Date Qualified Date Registered GMP Code Frescribing Mo Formulary Date Became Principal 24hr Retirement Date 23457 41254576 Handwritten exempt P Caseload Worker P Discharge to Caseload Type OF Employee Job Sharer Main Specialty Insurance Company Interest Specialty Insurance Expiry Date Insurance Number OoOo oo po CHS Maternity Minor Surgery Contraception Supplementary Preseriber 2 Role This is mandatory entry For more about staff roles see Staff Roles page 82 For a GP in your practice select one of the following Partner Salaried Partner Senior Partner Assistant Associate GP Registrar GP Assistant Locum Salaried Partner You can also enter Non commercial local rota of less than ten GPs or Commercial Deputising service F Independent Frese Any of the above entries classifies the person as a clinician A role of Partner Senior Partner or Sole Practitioner qualifies the staff as a prescriber and a principal This has a significance in data entry within Consultation Manager and IOS claims 3 Responsible Partner If the role selected is either GP Registrar GP Retainer Locum Assistant Associate or Non commercial local rota of less than ten GPs or Commercial Deputising service select the senior GP partner responsible ie the trainer of a GP registrar or assistant s responsibl
159. umeric characters HA or HB cipher preceded by F then 1 2 or 3 zeros to make 5 character code Usually 4 alphanumeric characters 15 numeric characters may have leading zeros Extrapolated from HA cipher From HA HA Path Lab Entered in Name field on GPC Clinical Address to populate Reference Code field Practice Main Surgery M 1 Click on Fractice or the Practice tab for the main Practice screen If you have no branch surgery there will only be one the main surgery Practice Details Identifiers Addresses Name Field House Medical Centre Mnemonic Contract Type MAIN General Medical Services g TF Clinical Commissioning Group Not Insured NHS Morth East Lincolnshire CCG MHational Identifier eet 031 Multiple Sites HA Identifier Fund Holding Identifier H Joood Primary Care Group Primary Care Trust Morth East Lincolnshire PET E 2 To add details click on Add Add Note once you have entered details for the main surgery right clicking and selecting Add Practice will let you add a branch surgery e Name The surgery name the main surgery which will be used on printed prescriptions e Mnemonic Enter any short name for the surgery for example MAIN for the main surgery RUSS for a surgery at Russell Street e Contract Type The default is GMS General Medical Services Change if relevant to PMS if Personal Medical Services
160. uration page 158 Assign Smartcard Allows you to assign a Smartcard to an existing or new Vision user profile See Assign Smartcard England page 111 Export Staff Language Allows you to report on the written spoke and read language skills of your staff see Staff Languages Reporting page 159 Toolbar ese gt ft G4 HHE ef Oi mgl Back Forward een Add Edit Save Cancel Audit Config Online Usage TP Back Forward Pe Refresh E Add The Add icon has a picklist with options that differ depending on the tab you are viewing for example if you are on Organisations Add Organisation Add Department Add Person a Edt Edit what is currently selected in the folder list Disabled unless you have highlighted an item eg a hospital Save icon Cancel icon Audit il Contig Audit icon disabled unless you have highlighted an item Staff Configuration Utility Staff Maintenance Utility This option is available to system supervisors only This is a tabbed screen allowing quick updates see Staff Configuration Utility page 100 From lists of staff you can quickly update the GMC code and the GP Code inactivate or activate staff all activities normally carried out in File Maintenance Staff per member of staff From a list of workstations you can quickly update the Prescription Printers Drug Label Printers and Word Processor choice all functions from Options Setup Vision fr
161. urity Add Nurses Staff Address and phone number optional Staff Identifiers for a Nurse Staff Language Tab Save the details and set up computer use Add Pharmacist as Supplementary Prescriber Add other medical staff in the practice Add Non medical staff in the practice Staff Roles NHS Specialities Edit a staff member s details Inactivating a user Staff Groups What are Staff Groups Display Changes Maintaining the Groups Drag and Drop Add a group Edit a group description Delete a group Add a person s to a group Move staff from one group to another Remove a person s from a group Add all staff to a group Remove all staff from a group Remove multiple staff from a group Remove access to this staff View Staff s Groups Remove a staff name from all groups Frequent Staff Staff Configuration Utility Active Staff Inactive Staff Tab GMC Code Tab TP HB CSA Code Tab Drug Label Printer Tab Word Processor Tab Prescription Printer Tab Registration Tab Default Registration Status Default Trading Partner Default Registered GP Place of Birth Previous Address Remove Title Master Display IOS Registration Forms Assign Smartcard England Vision Online Services Configuration VOS Global Configuration Welcome Message Adding a Welcome Message Adding a Welcome Message Wales Registration NHS Mail NHS Mail Setup Resetting NHS Mail Password Enable SMS Test Email and SMS Messaging Email Signature All Countries Enabling Onl
162. ut the appointment book being linked to a staff member for example flu clinics You can determine which clinics are available on the VOS website Note To create and setup Clinics refer to Vision Appointments On screen help Add Clinics 1 On Vision Online Services Appointments Configuration screen select the Clinics tab 2 By default the All Clinics box is ticked so all clinics will be available to the website 3 To change this to specific clinics only click to remove the tick E Vision Online Services Appointments Configuration Bookings Cancellations Include the following Clinics Figure 42 Clinics Add 4 Click the Add Add button the VOS Select Clinic window will open 5 Select the required clinic from the drop down list click OK 6 Repeat steps 4 and 5 until you have added all the clinics you require 7 If you have selected all the clinics in the list you will be prompted All available 134 clinics have been added to the list Click OK to continue Remove Clinic 1 To remove a clinic from the list click to highlight the required clinic then click the Remove button B Vision Online Services Appointments Configuration General Bookings Cancellations Clinics Slot Types Return 4ppointments for Clinics All Clinics Include the following Clinics OF Cancel Help Figure 43 Clinics Remove Clinic 2 You are prompted Are you sure that you want to remove name of clinic from the

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