CHRISP STREET HEALTH CENTRE EMIS WEB IN-HOUSE MODULAR TRAINING Module 2 Finding Patients As you all are aware we are planning to go live with EMIS Web on Wednesday 12 th October 2011. To prepare for this we will be sending out regular (fortnightly) tasks to get all staff familiar with EMIS Web. Most training will be general and specific training will also be given for job roles. As well as the formal EMIS Web training to be provided by EMIS and the PCT, we have decided to do some in-house training to ensure that the transition is as smooth as we can make it. These modules will be given to you by allocated individuals who will be your link to discuss any problems or issues that may arise. This is module 2. A) Log in to EMIS Web by clicking the EMIS Web icon at the top of the toolbar Once EMIS Web opens follow the guide on the next few pages to familiarise yourself with how to search for, find patients, switch between patients and look for patients in the same household. We have also obtained some EMIS Web keyboard shortcut stickers to stick on top of the keyboard above the F (Function) keys. If you do not have one on your keyboard please request one.
4 Patient Find In this section, you will learn: About Patient Find; see section 4.1 Patient Find on page 11. How to access Patient Find; see section 4.2 Access Patient Find on page 11. About the Patient Find screen; see section 4.3 Patient Find screen on page 12. How to search for patients using Patient Find; see section 4.4 Searching for patients on page 14. 4.1 Patient Find Use Patient Find to search for patients in EMIS Web. When you search for and select a patient using Patient Find, the patient becomes the active patient, and their details are displayed in the patient précis at the top of the EMIS Web screen. You can use the patient précis to view information about the patient and access other functions. 4.2 Access Patient Find To access Patient Find, do one of the following: Click, and then click Find Patient. If you have customised the quick access toolbar, click. On your keyboard, press F5. The Patient Find screen is displayed. Note: If you try to access a patient-related area of EMIS Web (for example, Care Record) with no patient selected, the Patient Find screen is displayed to prompt you to select a patient. In certain circumstances, you cannot access Patient Find; for example, while a consultation is active. In this case, a warning message is displayed. Patient Change warning message Saved as: UG150 EMIS Web PDS and Patient Find.doc Page 11
4.3 Patient Find screen Patient Find screen The Patient Find screen consists of the following main sections: The search criteria fields are displayed in the top section of the screen. Patient details are displayed in the lower section of the screen. Note: When you first access Patient Find, details of the patients who have been selected most recently are displayed in the lower section of the screen, until you search for another patient. Patient details in Patient Find are colour coded: Active patients are displayed in black type. Inactive patients are displayed in blue type. Deceased patients are displayed in red type. Note: When you search for patients using the usual Patient Find function, archived patients are not included. To search for archived patients, access Patient Archive in the System Tools area of EMIS Web, and then use the Search option to use a version of Patient Find that searches for archived patients only. For more information about Patient Archive, refer to the EMIS Web Registration, Carers and Patient Archive user guide. 4.3.1 Confidential and sensitive records If a confidentiality policy has been applied to a patient s record and a user who is not in the work group for the confidentiality policy searches for the patient, one or other of the following happens: If the confidentiality policy is overridable, RESTRICTED is displayed in red type beneath the patient s name on the Patient Find screen, the patient s address and contact details are not displayed, and the user cannot select the patient without overriding the confidentiality policy. Page 12 Saved as: UG150 EMIS Web PDS and Patient Find.doc
Patient Find screen showing Restricted entry If the user tries to select the patient, a warning message is displayed. Patient Selection warning message To override the confidentiality policy, double-click the patient and then complete the Override Confidentiality Policy screen. If the confidentiality policy is not overridable, the patient is not displayed on the Patient Find screen. For more information about confidentiality policies, refer to the EMIS Web Confidentiality Policy Manager user guide. Address and contact details of patients marked as sensitive under PDS rules are not displayed in Patient Find. However, if you have the appropriate Role Based Access Control (RBAC) activity in your user role profile (configured in Organisation Configuration), you can view these details when you select a sensitive patient. For more information about RBAC, refer to the EMIS Web Organisation Configuration user guide. Saved as: UG150 EMIS Web PDS and Patient Find.doc Page 13
4.3.2 Inactive and deceased patients You must not access the records of patients who were recorded as inactive or deceased more than 28 days previously unless you have a legitimate reason to do so. Accessing such records is an audited action. In Patient Find, if you try to select a patient who was recorded as inactive or deceased more than 28 days previously, the Legitimate Relationship Confirmation screen is displayed. Legitimate Relationship Confirmation screen Do one of the following: If you have a legitimate reason for accessing the patient s record, click beside the Consent Reason field and select the reason, and then click Yes. Note: If you select Other as the reason, you must also type explanatory text in the Reason field. If you do not have a legitimate reason for accessing the patient s record, click No. 4.4 Searching for patients In this section, you will learn: About patient search criteria; see section 4.4.1 Patient search criteria on page 14. How to search for a patient; see section 4.4.2 Search for a patient on page 15. 4.4.1 Patient search criteria When using Patient Find to search for patients, you can: Search by patient information: Name Date of birth NHS number Patient number Search by address and contact details: House name/number Street Postcode Telephone number Page 14 Saved as: UG150 EMIS Web PDS and Patient Find.doc
Include patients outside your organisation. Note: To search for patients of other organisations, you must have RBAC activity B0264 Access CSA (Perform Patient Trace) in your role profile and appropriate sharing agreements must be in place. Combine any of the above criteria and use wildcards to narrow down the search (for example, if searching for a patient with a common name). 4.4.2 Search for a patient 1. Access Patient Find. The Patient Find screen is displayed. 2. Do one of the following: In the left-hand search field, type all or part of the patient s name, date of birth, NHS number or patient number. In the right-hand search field, type the patient s house name or number, street, postcode or telephone number. Type appropriate information in both search fields. 3. If required, select Include patients outside my organisation. 4. Press ENTER or click Search. The following details about any patient(s) matching the selected search criteria are displayed in the lower pane: Name Address Date of birth NHS number Contact details Patient status for the organisation Note: If you included patients outside your organisation in the search, 'Not Registered' is displayed in this column for any patient from a different organisation. GP/Organisation 5. If required, use the page navigator at the bottom left-hand side of the screen to move to other pages of search results: Click or to move through the search results page by page. Click to go to the last page of search results. Click to go to the first page of search results. 6. Click the required patient, and then click OK. Important: Make sure you select the correct patient: if you select the wrong patient, you may have synchronisation problems when using PDS trigger modules. Saved as: UG150 EMIS Web PDS and Patient Find.doc Page 15
The patient is selected as the active patient, and their details are displayed in the patient précis at the top of the screen. Note: If no patients matching the selected search criteria are found, a message is displayed: No patients found message after organisation search only If you want to perform a cross-organisation search, click Yes. Note: To perform a cross-organisation search, you must have RBAC activity B0264 Access CSA (Perform Patient Trace) in your role profile. Any patient(s) matching the search criteria are displayed in the lower pane. If no patients matching the search criteria are found, a message is displayed in the centre of the Patient Find screen: No patients found message after cross-organisation search Page 16 Saved as: UG150 EMIS Web PDS and Patient Find.doc
5 The patient précis In this section, you will learn: About the patient précis; see section 5.1 Patient précis on page 17. How to expand the patient précis; see section 5.2 Expand the patient précis on page 18. How to collapse the patient précis; see section 5.3 Collapse the patient précis on page 18. How to view a patient s address on a map, using a link from the patient précis; see section 5.4 View an address on a map on page 18. How to view other patients in the same household as a patient, using a link from the patient précis; see section 5.5 View other patients in the same household on page 19. How to clear the active patient; see section 5.6 Clear the active/current patient on page 19. How to manage patient warnings from the patient précis; see section 5.7 Managing patient warnings on page 20. 5.1 Patient précis overview When you have selected a patient, the patient précis is displayed immediately below the ribbon on every EMIS Web screen that you use. Patient précis on Care Record screen The following information about the active patient is displayed in the patient précis: Name Date of birth Gender NHS number Usual GP PDS status: Blue icon for synchronised patients. Red icon for non-synchronised patients. Patient status (active or inactive) You can also expand the patient précis to view further information about the active patient. Saved as: UG150 EMIS Web PDS and Patient Find.doc Page 17
5.2 Expand the patient précis To expand the patient précis, do one of the following: Click anywhere in the patient précis. Click at the right-hand side of the patient précis. The following further information about the active patient is displayed: Address (including hyperlinks to Google Maps and other patients in the same household). Contact information (telephone number(s)). Practice information (patient type, patient number and whether the patient has carers). Patient warnings (including a hyperlink that enables you to access the Manage Patient Warnings screen), for example, to inform clinicians that a patient is hard of hearing or needs a particular test. Patient allergies. QOF alerts, listing any QOF-related information missing from the patient s record. Photograph of the patient, if available. Expanded patient précis 5.3 Collapse the patient précis Do one of the following: Click anywhere in the patient précis. Click at the right-hand side of the patient précis. 5.4 View an address on a map 1. Access Patient Find. 2. Select the required patient. 3. Expand the patient précis. 4. In the Address section, click Map. The patient s address is displayed in Google Maps. Page 18 Saved as: UG150 EMIS Web PDS and Patient Find.doc
5.5 View other patients in the same household 1. Access Patient Find. 2. Select the required patient. 3. Expand the patient précis. 4. In the Address section, click Household. The Patient Find screen is displayed, listing other patients in the same household/at the same address. Patient Find screen, showing all patients in the same household 5.6 Clear the active/current patient To clear the active patient, do one of the following: Right-click the patient précis and select Clear Current Patient. Click, point to Session, and then click Clear Patient. Saved as: UG150 EMIS Web PDS and Patient Find.doc Page 19