Patient Administration System Outpatients Referrals and Waiting Lists <OP2 / OP3> Version 1.4 IT Training Ground Floor, Rodney Road Centre, Portsmouth. PO4 8SY Tel: 02392 432 333 Option 3 Email: it.training@porthosp.nhs.uk Website: http://www.porthosp.nhs.uk/it-training IT TRAINING has made every effort to ensure that the material in this manual was correct at the time of publication but cannot be held responsible for any errors or inaccuracies. IT TRAINING reserves the right to change or replace information contained in the manual without notice. For the most up to date version please refer to the IT Training website. All references made to patient records are fictitious for the purpose of training only. Outpatients Referrals and Waiting Lists v1.4
Contents 1 GENERAL COURSE INFORMATION... 1 2 INFORMATION GOVERNANCE... 2 2.1 What can you do to make Information Governance a success?... 2 3 CONFIRMATION OF DETAILS PROCEDURES... 4 4 GENERAL TIPS WHEN USING PAS OUTPATIENTS FUNCTION SET... 5 5 OUTPATIENT REFERRAL <ORE>... 7 5.1 Date Stamp... 7 5.2 Patient Details... 7 5.3 Patient Episodes... 7 5.4 Patient Selection Details Screen... 9 5.5 Basic Details Screen... 10 5.6 Select Episode Screen... 11 5.7 Command and Casenote Details Screen... 13 5.8 Casenote Superhelp Screen... 14 5.9 Registration Details Screen... 15 5.10 Registration Details Screen (referred by)... 16 5.11 Outpatient Referral Details Screen... 17 5.12 18 Week Pathway RTT Details Screen... 19 5.13 Select Document Screen... 20 6 PATIENT PATHWAY FUNCTIONS <PPM> <PPA>... 21 6.1 Option Select Screen... 22 6.2 Pathway Selection Screen... 22 6.3 Maintain Pathway Details... 23 6.4 Select Episode to Delete from Pathway Screen... 24 6.5 Delete a Pathway Screen... 25 7 OUTPATIENT REFERRAL STATUS TRACKING <ORT>... 26 7.1 Referral Tracking Details Screen... 27 8 WAITING LIST ADD/REV/DEL/LIST <OWL>... 29 8.1 Existing Appointments Screen... 30 8.2 Revising the Patient s Outpatient Waiting List Activity... 30 8.3 Appointment Pending Details Screen... 30 9 SELECT FROM WAITING LIST <SWO>... 33 Outpatients Referrals and Waiting Lists v1.4
9.1 Selection Details Screen... 34 9.2 Waiting List Entries Screen... 35 9.3 Comment and Document Select Screen... 36 9.4 Patient Details View/Update Screen... 37 10 DELETE OUTPATIENT REFERRAL <DOR>... 39 10.1 Referral Details Screen (Delete)... 40 11 FAULT REPORTING... 41 11.1 IT Service Desk... 41 11.2 Out of office hours... 41 11.3 IT Training... 42 12 HELP WITH USING PAS... 42 13 IT TRAINING CANDIDATE APPEALS PROCEDURE..... 43 14 MANUAL VERSION CONTROL/LOG... 44 Outpatients Referrals and Waiting Lists v1.4
1 GENERAL COURSE INFORMATION COURSE TITLE MODULE NUMBER METHOD OF TRAINING LENGTH OF COURSE PRE-REQUISITES REFERRALS AND OP WAITING LISTS M3 Classroom 4½ hours M1 View Only Functions and M2 pre-learning ABOUT THE COURSE Attending this course will enable the student to record and manage outpatient referral and waiting list activity using PAS in accordance with Trust requirements and Information Governance regulations. SUITABLE FOR Administration and Clerical staff working in an outpatient area where clinics are consultant led; who need to record the outpatient registrations and manage outpatient waiting lists. OBJECTIVES This course will enable the student to: 1. Record referrals from GPs, Medical Officers, Trust Consultants, Non Trust Consultants 2. Add, remove and reinstate a referral to a Patient Pathway 3. Revise and delete existing referrals 4. Maintain an audit trail for the location of the referral letter 5. Add patients to an outpatient waiting list 6. Revise and delete waiting list activity 7. Remove and reinstate patients from/to the waiting list 8. Display and manage lists of patients on a given waiting list 9. Print a batch of letters to patients due for appointment 10. Demonstrate best practice in Information Governance with regard to outpatient activity and patient data Outpatients Referrals and Waiting Lists v1.4 1
2 INFORMATION GOVERNANCE Information Governance (IG) sits alongside the other governance initiatives of clinical, research and corporate governance. Information Governance is to do with the way the NHS handles information about patients/clients and employees, in particular, personal and sensitive information. It provides a framework to bring together all of the requirements, standards and best practice that apply to the handling of personal information. Information Governance includes the following standards and requirements: Information Quality Assurance NHS Codes of Conduct: o Confidentiality o Records Management o Information Security The Data Protection Act (1998) The Freedom of Information Act (2000) Caldicott Report (1997) Further information can be accessed through the Trust Intranet: Information Governance (Departments sections), and Management Policies (Policies section) 2.1 What can you do to make Information Governance a success? 2.1.1 Keep personal information secure Ensure confidential information is not unlawfully or inappropriately accessed. Comply with the Trust IT Security Policy, Confidentiality Code of Conduct and other IG policies. There are basic best practices, such as: Do not share your password with others Ensure you "log out" once you have finished using the computer Do not leave manual records unattended Lock rooms and cupboards where personal information is stored Ensure information is exchanged in a secure way (e.g. encrypted e-mails, secure postal or fax methods) 2.1.2 Keep personal information confidential Only disclose personal information to those who legitimately need to know to carry out their role. Do not discuss personal information about your patients/clients/staff in corridors, lifts or the canteen or other public or non-private areas. 2.1.3 Ensure that the information you use is obtained fairly Inform patients/clients of the reason their information is being collected. Organisational compliance with the Data Protection Act depends on employees acting in accordance with the law. The Act states information is obtained lawfully and fairly if individuals are informed of the reason their information is required, what will generally be done with that information and who the information is likely to be shared with. 2.1.4 Make sure the information you use is accurate Check personal information with the patient. Information quality is an important part of IG. There is little point putting procedures in place to protect personal information if the information is inaccurate. Outpatients Referrals and Waiting Lists v1.4 2
2.1.5 Only use information for the purpose for which it was given Use the information in an ethical way. Personal information which was given for one purpose e.g. hospital treatment, should not be used for a totally separate purpose e.g. research, unless the patient consents to the new purpose. 2.1.6 Share personal information appropriately and lawfully Obtain patient consent before sharing their information with others e.g. referral to another agency such as, social services. 2.1.7 Comply with the law The Trust has policies and procedures in place which comply with the law and do not breach patient/client rights. If you comply with these policies and procedures you are unlikely to break the law. For further Information Governance training refer to: http://www.igte-learning.connectingforhealth.nhs.uk/igte/index.cfm Written by PHT Information Governance Manager, Sept 2010 Outpatients Referrals and Waiting Lists v1.4 3
3 CONFIRMATION OF DETAILS PROCEDURES To ensure that the Patient Administration System (PAS) contains up to date particulars of all patients being treated, staff must verify with patients their personal details. This should be undertaken when the patient is arriving at the hospital on admission or when attending for an outpatient clinic or other types of appointment. The types of details we must verify are those within the Patient Master Index (PMI) function within PAS and covers the following items: Patient Forename, Surname and Title Date of Birth NHS Number (If not one shown on screen) Address and Postcode Telephone Number Home and Work numbers Name and Practice Address of GP Religion Marital Status Next of Kin Ethnic Group Military No (If applicable) By checking the above details with the patient, we are ensuring the following: * PAS contains the latest details for all our patients. * Mistakes or old details can be amended. * Information relating to the patient s well-being, such as Religion and Ethnic Group, can be used in patient care. * Emergency contact details for relatives are up to date. In some circumstances it will be difficult to verify the details highlighted above as the patient may not be coherent at time of arrival (eg emergency admission, A&E, etc). However, it is important that at the earliest opportunity, the details are verified and amended accordingly. Important If details are amended*, please remember to print a new set of labels, remove and destroy any incorrect labels from casenotes. We must not retain any labels that do not contain current details. Many thanks for your cooperation. Prepared by: IT Information Manager Issued: January 2003 Reviewed: July 2011 Version No: V1.2 * To amend patient details you will need to have access to PMI at level 1. Please book the course PMI Add and Revise. In the meantime make sure you ask a colleague with access to amend the patient record. Outpatients Referrals and Waiting Lists v1.4 4
4 GENERAL TIPS WHEN USING PAS OUTPATIENTS FUNCTION SET Descriptive Help - F8 Use the F8 key to display an on screen instruction relevant to the position you are at on the screen. Superhelp - F9 Use the F9 key to display lists of valid options or search boxes. Appointment Enquiry APE Always check the activity you have recorded in APE. Episode Enquiry EPI Always check the activity you have recorded in EPI. Advantages and Disadvantages of APE and EPI Outpatients Referrals and Waiting Lists v1.4 5
REFERRALS Your patient has a medical condition, which they seek attention for. They see the GP / MO / Internal consultant / External Consultant, and they write a referral and send it to your consultant/the department you receive the referral and date stamp it, then put it on the system ORE and you then keep a track of where the referral letter is. ORT Outpatients Referrals and Waiting Lists v1.4 6
5 OUTPATIENT REFERRAL <ORE> The function ORE is used to record the patient s outpatient referral details onto PAS. 5.1 Date Stamp All referrals must be date stamped with the date they are received into your Trust, and must be recorded on PAS within one working day of receipt no matter who has received it; i.e. Secretaries Office, Outpatient Department etc. The date of referral on PAS must be the date of receipt of the referral letter at the Trust. NOTE: Military Patients If the referral letter was first sent to the Military Patients Administration Centre (MPAC) there will be an MPAC date stamp on it. This MUST be used as the date of referral, not the date stamp from when it was received by your Trust. If the referral has taken more than 48 hours to arrive from MPAC contact MPAC (023 9258 4255 ext 2111) and let them know. 5.2 Patient Details Before recording an Outpatient referral you should ALWAYS search for and check the patient s details in the function PMI List LIS. If any details differ to those on the patient s PAS record go back to the referrer to confirm them (do not immediately up date them - you may have a similar (the wrong) patient s record). If any details need to be added or changed this can be done in the function ORE as you are recording the patient s referral. Alternatively, before you add the referral you can update the patient s details using the function PMI Add/Revise - PMI. 5.3 Patient Episodes Always check that the referral you are about to enter is not already recorded, this can be checked on the Episode screen in PMI List - LIS, in Episode Enquiry EPI, or whilst entering the referral in ORE. Outpatients Referrals and Waiting Lists v1.4 7
The function ORE uses the following screens: Screen sequence Page no if described within this section 1. Patient Selection Details 9 2. Basic Details 9 3. Select Episode 10 4. Command and Casenote Details 12 5. Casenote Superhelp 13 6. Registration Details 15 7. Registration Details (referred by) 16 8. Outpatient Referral Details 17 9. 18 Week Pathway RTT Details Screen 19 10. Select Document 19 Page no if described in other section Outpatients Referrals and Waiting Lists v1.4 8
5.4 Patient Selection Details Screen You are advised to search for your patient, in the first instance, using the function PMI List LIS (see PMI Basic manual). At the Patient Selection Details screen you can then type in the letter L in any of the first 5 fields (boxes) to recall the Last patient you were viewing. If you have not already searched for your patient, use the recommended search procedure to locate them. 5.4.1 Recommended search procedure Enter the patient s: 1. Surname 2. Initial of their forename 3. Date of Birth 4. Sex If you have already identified the patient s correct Casenote number for use in this Episode you can use the Casenote number to locate the patient. Patient Selection Details screen showing recommended search details. Outpatients Referrals and Waiting Lists v1.4 9
5.5 Basic Details Screen The Basic Details screen displays the patient s identification numbers, name, date of birth, age, address details and comments. ALWAYS check to confirm that you have the right patient by checking these details. Basic Details screen 1. Do you wish to revise the following? This prompt on the screen allows you to edit any details displayed on the screen. If required enter Y for Yes and update the details (see PMI Add and Revise manual). NOTES: Military patients If no updates are required leave the prompt as No and progress to the next screen. a. The address details shown on this screen must be their base address, never their domestic address. b. The Military Patient Administration Centre address must be entered in the Postal line on this screen. Any letters printed from PAS will have the MPAC address on them and must be sent to MPAC who will liaise with the patient. MPAC Alecto Block Fort Blockhouse Haslar Road PO12 2AA Outpatients Referrals and Waiting Lists v1.4 10
5.6 Select Episode Screen The Select Episode screen displays a list of all the patient s Episodes of treatment within the Trusts that use this PAS (see PMI Basic manual). Only Outpatient Registrations (OP REG) for your specialities will be selectable using the sequence number in the left hand column. Select Episode screen Outpatients Referrals and Waiting Lists v1.4 11
5.6.1 Recording a Referral 1. Check that there is no existing OP REG for your Consultant or Specialty if you have not already done so. If you attempt to enter a referral and one already exists for your Consultant or Specialty a warning message will appear on the screen, if this happens and there is no good reason to continue press F1 to exit from ORE and recheck the history in Episode Enquiry EPI. 2. Select/Continue: If there is no existing OP REG press the Enter key to continue to the next screen. 5.6.2 Viewing or Revising a Referral 1. Select/Continue: Enter the sequence number for the correct OP REG and press Enter. 2. Command?: Either press F9 (Superhelp) and select LIST or REVISE, or type L or R as appropriate and press enter. LIST will display each of the referral screens for the information to be viewed. REVISE will allow the details of each of the referrals screens to be edited. NOTE: NEVER revise the Consultant after an appointment has been made. If a patient is booked onto a different consultant clinic warning messages will appear only override if appropriate. 5.6.3 Selecting a Referral to Add the Patient onto the Outpatient Waiting List 1. Select/Continue: Enter the sequence number for the correct OP REG and press Enter. Outpatients Referrals and Waiting Lists v1.4 12
5.7 Command and Casenote Details Screen 5.7.1 Recording a Referral Command and Case Note Details screen before selecting Case Note number 1. Casenote No: Enter the patient s Casenote number. If patient had been selected using the Casenote number type L to recall that number. If Casenote number not known press F9 (Superhelp) for the Casenote Superhelp screen (page 13). 5.7.2 Viewing or Revising a Referral When viewing or revising referral details the Command and Casenote Details screen is displayed like this. Command and Case Note Details screen when viewing referral details Outpatients Referrals and Waiting Lists v1.4 13
5.8 Casenote Superhelp Screen Study the list of Casenote numbers on the patient s record and identify the one number to use for this Episode (see PMI Basic manual). Casenote Superhelp screen 1. Select/Continue: Enter the sequence number for the correct Casenote number and press Enter. Outpatients Referrals and Waiting Lists v1.4 14
5.9 Registration Details Screen The Registration Details screen displays the patient s dentist, GP or MO, next of kin and demographic information. Registration Details screen DO YOU WISH TO VIEW OF AMEND THE FOLLOWING DETAILS? This prompt on the screen allows you to edit any details displayed on the screen. If required enter Y for Yes and update the details (see PMI Add and Revise manual). If no updates are required leave the prompt as No and progress to the next screen. NOTES: General and Dental Practitioners 1. REMEMBER this screen displays the patient s REGISTERED GP. This may not necessarily be the referring GP. 2. If the referring GP is different to the registered GP but from the same surgery DO NOT change the registered GP details on this screen. 3. If the referring GP s surgery is different to the registered GPs surgery confirm that the patient has in fact transferred to the new surgery and up date the details as appropriate. Outpatients Referrals and Waiting Lists v1.4 15
5.10 Registration Details Screen (referred by) This Registration Details screen records information about the person who has referred the patient to your Consultant. 1. Agreement: Complete if required. 2. Commission Ref: Complete if required. Registration Details (referred by) screen before data input 3. Referred by: Type in the Code for the category of person referring the patient or press F9 (Superhelp) and select the appropriate option from the list. 4. GP/Cons Code: Type in the Code for the person referring the patient or press F9 (Superhelp) and search by typing in the Surname of the person referring the patient. If the patient is being referred by a GP other than their registered GP ensure you record the referring GP here. If the patient is being referred by a Consultant from outside of the Trust type in the code NSC Non Specified Consultant (Ext). 5. Referrer s details: Other fields will vary depending on which code was selected at the Referred by prompt. 6. Reason for Change: Can be used to specify the name and location of the non specified Consultant. Outpatients Referrals and Waiting Lists v1.4 16
7. Temporary Address: If the patient is not living at their permanent address (PMI Address) type in Y for Yes and enter their temporary address details. For example: students living in digs, overseas visitors staying with relatives, contractors living at a temporary residence etc. The text Temporary Address is not recorded will change to Temporary Address is recorded. Temporary Address box Registration Details (referred by) screen after data input 5.11 Outpatient Referral Details Screen The Outpatient Referral Details screen records information about your Consultant and the referral itself. Outpatient Referral Details screen before data input 1. Consultant: Enter your Consultant s code or press F9 (Superhelp) and search by typing in the Consultant s surname. 2. Specialty: The selected Consultant s default Specialty will display. If this is not appropriate to the referral type in the correct code or press F9 (Superhelp) to select from the valid options. Outpatients Referrals and Waiting Lists v1.4 17
3. Joint Consultant: N/A 4. Joint Specialty: N/A 5. Hospital: Press Enter and the hospital code will default to the hospital you are logged in at. Ensure you are logged in at the correct hospital for the activity you are recording. 6. Category: Press F9 (Superhelp) and select from the list of categories. Ensure that the correct category is used. This enables the Finance Department to charge for activity on non NHS patients. 7. OSV Status: If you had selected an Overseas Visitor category above now press F9 (Superhelp) and select the appropriate Charging rate. If in doubt contact the Stage 2 Officer for your hospital or Trust. 8. Ref by: Press F9 (Superhelp) and select the most appropriate description for the person who referred the patient. This field allows you to be more specific than in the Referred by field on the Registration Details screen (page 16). 9. GP Diagnosis: N/A 10. Referral Date: Enter the date the referral letter was received into your Trust. This date should be stamped onto the letter (date stamp). If this letter was first received by MPAC use the MPAC stamp date. The referral date is not necessarily the date the referral is recorded onto PAS. 11. Walk-in Referral?: Defaults to No. Change to Yes if this patient arrived on the day of the clinic. 12. Verbal?: Defaults to No. 13. Ref comment: Free text. Use this field to make any administration comments. 14. Reason for Ref: Press F9 (Superhelp) and select the most appropriate reason for referral. Most commonly used are A - Assessment, ADV Advice and Consultation, C Consultation, CT Consultation and Treatment. 15. Decision to Refer: Only available if selecting a Fast Track (F/T) Reason for Referral above. Enter the date the referral letter was typed. 16. Priority Type: Press F9 (Superhelp) and select either Routine or Urgent as appropriate. 17. Current Status: Press F9 (Superhelp) and select where the referral letter is going next e.g. CON with the Consultant for grading. 18. D/T: Automatically fills with the date and time the Current Status was recorded. 19. Enter?: Enter Y for Yes or N for No. Outpatients Referrals and Waiting Lists v1.4 18
Registration Details (referred by) screen after data input 5.12 18 Week Pathway RTT Details Screen Having added a referral you will be prompted for 18 Week Monitoring. NOTE: If this is not the first referral on PAS for this occurrence of the condition, it is possible that a Pathway has already been created. If the Pathway is open, i.e. there is no End Date; it will be possible to pick up the existing Pathway and link the new referral to it. If the Pathway is closed, i.e. there is an End Date; it will not be possible to link this new referral to the Pathway. If in doubt please refer to the Status of Pathway on Page 23 (6-2) for instructions. If this episode cannot be part of an 18 week Pathway, type NO. If this episode is to be part of the 18 week Pathway, press <Return> on YES. 1. Command: ADD (defaults in). 2. Pathway Number: Press F9 (Superhelp) to select an existing Pathway, or press return and the number will default in. Outpatients Referrals and Waiting Lists v1.4 19
3. Pathway Condition: Type a description that will make the pathway identifiable for this episode this will be the Speciality and in some cases the part of the body. 4. Start Date: The date of the referral will default in. The clock starts from this date. 5. Enter?: Enter Y for Yes or N for No. 5.13 Select Document Screen Select Document screen The Select Document screen is presented to enable the printing of any letter, form, labels etc relating to the Episode. 1. Select Document: Enter the code for the document required or press F9 (Superhelp) and select from the list of options. 2. Destination: Enter your PAS printer number. 3. Copies: Enter the number of copies required. 4. Enter?: Enter Y for Yes or N for No. Outpatients Referrals and Waiting Lists v1.4 20
6 PATIENT PATHWAY FUNCTIONS <PPM> <PPA> The functions PPM Patient Pathway Add/Revise and PPA Patient Pathway Add/Revise Archive allow the viewing and management of 18 Week Pathways The functionality is the same in each function. A closed pathway will only show in PPM for up to 30 days from the date it was closed, there after it can be viewed in PPA. The Patient Pathway Add/Revise function allows the viewing and management of Pathways. The function PPM uses the following screens: Screen sequence Page no if described within this section Page no if described in other section 1. Patient Selection Details 5-3 2. Option Select Screen 22 3. Pathway Selection Screen* 22 4. Option Functionality Screens* 23 * Screen titles vary according to option selected. Outpatients Referrals and Waiting Lists v1.4 21
6.1 Option Select Screen The Option Select Screen lists 6 options for managing Patient Pathways. Enter the required option number and press Enter. 6.2 Pathway Selection Screen A list of all Pathways will display. Both open and closed Pathways are listed. If a Pathway is closed it will have an End Date. Select the required Pathway using the sequence number (SNo) and press Enter. Outpatients Referrals and Waiting Lists v1.4 22
6.3 Maintain Pathway Details Option 3 View/Revise a Pathway from the Option Select Screen will LIST or REVISE the Pathway details. 1. Command: LIST or REVISE (default). 2. Pathway Number: Displays the Pathway number. 3. Pathway Condition: Displays the Pathway description. Revise if required. 4. Start Date: Revise if appropriate. 5. RTT Current Status: No code indicates no activity has been recorded against the Pathway. Enter appropriate code, if required. 6. Sts Dt: Enter the date of the RTT Current Status. 7. End Date: Displays the end date if the Pathway is closed. 8. Enter?: Enter Y or N. 6.3.1 To manually close a Patient Pathway example RTT Current Status: Sts Dt: End Date: Enter appropriate code or press F9 (Superhelp) to select. Enter the date of the RTT Current Status. Defaults with date. Enter?: Enter Y or N. Outpatients Referrals and Waiting Lists v1.4 23
6.3.2 To manually reopen a Patient Pathway example RTT Current Status: Sts Dt: End Date: Enter appropriate code or press F9 (Superhelp) to select. A Warning message is displayed at the bottom of the screen: Are you sure you want to Re-open this Pathway Re-enter to confirm. Re-enter the same code. Enter the date of the RTT Current Status. Date is removed. Enter?: Enter Y or N. 6.4 Select Episode to Delete from Pathway Screen Option 6 Delete Episode from a Pathway from the Option Select Screen allows you to remove an Episode if it has been incorrectly added to a Pathway. Select the Episode you wish to delete using the sequence number (SNo) and confirm the action. Outpatients Referrals and Waiting Lists v1.4 24
6.5 Delete a Pathway Screen Option 2 Delete a Pathway from the Option Select Screen allows you to remove a Pathway if it has been added in error. You will first need to delete all Episodes from the Pathway. Select the Pathway you wish to delete using the sequence number (SNo) and confirm the action. Outpatients Referrals and Waiting Lists v1.4 25
7 OUTPATIENT REFERRAL STATUS TRACKING <ORT> The Referral Tracking Details function records the tracking of the referral letter. The function ORT uses the following screens: Screen sequence Page no if described within this section Page no if described in other section 5. Patient Selection Details 9 6. Basic Details 9 7. Select Episode 10 8. Referral Tracking Details 27 Outpatients Referrals and Waiting Lists v1.4 26
7.1 Referral Tracking Details Screen The Referral Tracking Details screen records and audit trail of the location of the referral letter to be maintained. Existing steps can be revised and new steps added. Referral Tracking Details screen showing multiple entries 7.1.1 New Details 1. Press the Enter key to move to the first empty field in the Status Date/Time column. 2. Type in the date and time of the tracking step you are recording or T for today if the step is actually at the time of recording. 3. Press Enter to move to the Status column 4. Type in the new tracking step or press F9 (Superhelp) and select the required option from the list. 5. Enter Y for Yes or N for No. 7.1.2 Revising Details 1. Press Enter to move to the details that need revising. 2. Overtype the existing details or press F9 (Superhelp) and select the required option from the list. 3. Enter Y for Yes or N for No. Outpatients Referrals and Waiting Lists v1.4 27
WAITING LISTS Referral is now on the system and your consultant has asked you to put the patient on their waiting list OWL you send a letter to the patient, telling them they are on the waiting list nearer the time, you select your patient from the waiting list SWO and send them another letter asking them to phone you to make an appointment. Outpatients Referrals and Waiting Lists v1.4 28
8 WAITING LIST ADD/REV/DEL/LIST <OWL> OWL allows patients awaiting a NEW appointment to be added onto an Outpatient Waiting List and patients awaiting a Follow Up appointment to be added onto an OP Follow Up Waiting List. Once a patient s appointment has been booked they are automatically removed from the Waiting List. By adding patients to an Outpatient Waiting List it is possible to list all patients waiting for appointments. The function OWL uses the following screens: Screen sequence Page no if described within this section Page no if described in other section Patient Selection Details 9 Basic Details 9 Select Episode 10 Existing Appointments 30 Appointment Pending Details 30 Select Document 19 Outpatients Referrals and Waiting Lists v1.4 29
8.1 Existing Appointments Screen The Existing Appointments screen ONLY displays if the selected OP REG has existing Outpatient Waiting List or Appointment activity. It displays a list of the patient s Waiting List and Appointment activity within the referral just selected. If there is no existing Outpatient Waiting List or Appointment activity the Appointment Pending Details screen displays (page 30). Existing Appointments screen 8.2 Revising the Patient s Outpatient Waiting List Activity 1. Press Enter to proceed to the Appointment Pending Details screen (page 30). 8.3 Appointment Pending Details Screen 8.3.1 Adding the Patient to the Outpatient Waiting List Appointment Pending Details screen before data input 1. Command: When adding the patient to the Outpatient Waiting list this prompt defaults to ADD 2. WL Code: Enter the appropriate Waiting List code or press F9 (Superhelp) to search for it. Outpatients Referrals and Waiting Lists v1.4 30
3. Consultant: Defaults from the selected Waiting List code. 4. Specialty: Defaults from the selected Waiting List code. 5. Date Required: Enter the number of weeks or months by which time an appointment is due; i.e. 6W or 4M. PAS will convert this information into the month and year by when the appointment should occur. 6. Appointment Type: Enter the appropriate code for the Appointment Type required if known; e.g. NEW of FU, or press F9 (Superhelp) for a list of valid codes. 7. Transport Code: Enter the appropriate code for patient transport requirements if known, or press F9 (Superhelp) for a list of valid codes. 8. Comment: Enter any relevant administration comments; e.g. availability, special requirements etc. 9. Procedure Type: N/A 10. Category: Enter the appropriate category code for the patient if known, or press F9 (Superhelp) for a list of valid codes. 11. Date on List: For NEW appointments enter the date the referral was received into the Trust (date stamp). For Follow Up appointments enter the date the decision was made to put the patient on the Waiting List normally date of the appointment just attended. 12. Short Notice: Yes or No. If the patient is available at less than 2 weeks notice. 13. Enter?: Enter Y for Yes or N for No. Outpatients Referrals and Waiting Lists v1.4 31
8.3.2 Revising the Patient s Outpatient Waiting List Activity Appointment Pending Details screen after data input and showing Command options 1. Command: Either press F9 (Superhelp) or type in the initial letters of the option required. The available options will vary depending on the Status of the Outpatient Waiting List activity. LIST displays the Waiting List Details. REVISE allows the Waiting List Details to be changed. DELETE deletes the Waiting List activity from the patient s record. This should only ever be done if the Waiting List record was a mistake. REMOVE removes the patient from the Waiting List without having to book an appointment. It is advised to first use REVISE to record in the Comment field the reason the patient is being removed from the Waiting List; and then REMOVE the patient from the Waiting List. REINSTATE reinstates the patient to the Waiting List if they had been removed or if an appointment had been booked and the patient now needs to be placed on the Follow Up Appointment Waiting List. NOTE that it may now be necessary/appropriate to change the following details: WL Code, Date Required, Appointment Type, Transport Code, Comment, and Date on List. Outpatients Referrals and Waiting Lists v1.4 32
9 SELECT FROM WAITING LIST <SWO> The function Select from Waiting List displays the patients on a Waiting List. It is possible to manage all patients waiting for appointments - in particular, printing Waiting List Appointment letters. The function SWO uses the following screens: Screen sequence Page no if described within this section 1. Selection Details 34 2. Waiting List Entries 35 3. Comment and Document Select 36 4. Patient Details View/Update 37 Page no if described in other section Outpatients Referrals and Waiting Lists v1.4 33
9.1 Selection Details Screen Selection Details screen 1. WL Group: If you are managing more than one Outpatient Waiting list and they have been grouped under a single code enter the code, or press F9 (Superhelp) to search for your code. 2. WL Code: If you only require an individual Waiting List enter the code required, or press F9 (Superhelp) to search. 3. Consultant: If the Waiting List Group relates to multiple Consultants and you only want to display an individual Consultant s Waiting Lists enter the Consultant code, or press F9 (Superhelp) to search. 4. Specialty: If the Waiting List Group relates to multiple Specialities and you only want to display an individual Specialty s Waiting Lists enter the Consultant code, or press F9 (Superhelp) to search. 5. Sort Order: Press F9 (Superhelp) and select the order you wish the patients to be displayed: CONSULTANT displays patients by Consultant. LIST displays patients in order by the date they were added to the Waiting List, oldest date at the top. PATIENT displays patients in alphabetical order. Default option. REQUIRED displays patients in order of urgency, most urgent at the top. SPECIALTY displays patients by Specialty. WAIT LIST displays patients in alphabetical order within individual Waiting Lists. 6. Date Required From: Enter dates From and To according to your clinic lag. This filters out the patient records you do not wish to work with at this time. 7. To: As above. Outpatients Referrals and Waiting Lists v1.4 34
9.2 Waiting List Entries Screen Waiting List Entries screen The Waiting List Entries screen displays the results of the information entered on the Selection Details screen (page 34). For each patient the following information is displayed: Name Casenote Number Sex Age Date patient was added to the Waiting List Month/Year their appointment is required by Code of the Waiting List they are on The Hospital code to which the activity is recorded Consultant code Specialty code Whether they are available at short notice or not What type of appointment they are waiting for Any comment that was recorded on the Appointment Pending Details screen (page 30). At the bottom of the screen are four options and an instruction. Options at bottom of Waiting List Entries screen Outpatients Referrals and Waiting Lists v1.4 35
1. V : Change WL View Type V and press Enter to return to the Selection Details screen (page 34) to revise or change the selection parameters. 2. Q : Quiet Type Q and press Enter to remove the list of patients from the screen. Type Q again to restore the list of patient. This protects the patients confidentially allowing you to leave your computer to make any enquiries without logging out from PAS. 3. P : Select Patient Type P and press Enter to display the Patient Selection Details screen (page 8) if you need to look up a patient who is not in the list of patients on the screen. Once the patient record is found it is displayed in the Patient Details View/Update screen (page 37). 4. R : Report Type R and press Enter to print out the list of patients displayed on the screen. 5. Highlight/Select Patients to produce letters Move the highlight bar using the arrow keys on the keyboard to each patient and press the F11 key to select the patient. Continue until the last patient you wish to select in which case move the highlight bar onto the last patient and press Enter. To deselect a patient move the highlight bar back on to that patient and press F11 again. To display the Patient Details View/Update screen (page 37) highlight just one patient and press Enter. 9.3 Comment and Document Select Screen Comment & Document Select box 1. Comment: BE CAREFUL typing in any comment in this field will overwrite ALL the individual comments recorded on each patient s Appointment Pending Details screen (page 30). UNLESS IT IS YOUR DEPARTMENT S PROCEDURE TO DO THIS LEAVE THIS FIELD EMPTY. 2. Adult Doc Id: Enter the code for the letter to be printed, or press F9 (Superhelp) to select. 3. Child Doc Id: Defaults to the Adult Doc Id, change if required. 4. Destination: Enter the PAS printer number. 5. Copies: Enter the number of copies required. Outpatients Referrals and Waiting Lists v1.4 36
6. Enter?: Enter Y for Yes or N for No. The letters will be printed and a record will automatically be made in the function Patient Letter History PLH (see Outpatients - View Only Functions manual). NOTES: Military patients a. DO NOT send Waiting List Appointment letters for Military personnel. Remove them from the batch. b. Military patients are NEVER partially booked, even if they are on an Outpatient Waiting List. c. In this instance the appointment is booked as a Traditional Booking and the appointment letter sent to MPAC, or printed directly to the MPAC PAS printer (HAS39). 9.4 Patient Details View/Update Screen Patient Details View/Update screen The Patient Details View/Update screen displays basic details of the selected patient; and the Outpatient Waiting List activity if the patient was selected from the Waiting List Entries screen (page 35) or an OP REG episode selected from the Select Episode screen (page 10). Outpatients Referrals and Waiting Lists v1.4 37
From this screen a number of actions can be performed by selecting the number from the options box and pressing Enter: 1. No Further Action Returns to the Waiting List Entries screen, (page 35). 2. Book Appointment from WL Waiting List Book Appointment function BWL, (see Managing Appointments manual). Allows an appointment to be booked. 3. Display Appointments Appointment Enquiry function APE, (see PMI Basic manual). 4. Outpatient Waiting List Outpatient Waiting List Add/Revise/Delete/List function OWL, (page 29). 5. Episode Letter History Episode Letter History function PLH, (see Outpatients View only Functions manual). 6. Document Print Document Print function DP, (see PMI Basic manual) 7. Update PMI Details PMI Add/Revise function PMI, (see PMI Add and Revise manual). 8. Telephone Book Appointment Telephone Book Appointment function TBA, (see Combined Functions manual). Outpatients Referrals and Waiting Lists v1.4 38
10 DELETE OUTPATIENT REFERRAL <DOR> DOR should only be used if a referral has been entered in error; i.e. onto the wrong patient s record. If the Consultant decides they do not want to see the patient and perhaps refers on to another department the referral should be discharged with the reason put in the comments box. This information can then be viewed in the function Episode Enquiry EPI if there is a query on the status of the patient. The function DOR uses the following screens: Screen sequence Page no if described within this section Page no if described in other section Patient Selection Details 9 Basic Details 9 Select Episode 10 Referral Details 40 Outpatients Referrals and Waiting Lists v1.4 39
10.1 Referral Details Screen (Delete) Referral Details screen when deleting a referral 1. Are you sure you want to delete? Enter Y for Yes or N for No. The screen will confirm that the referral details have been deleted. Outpatients Referrals and Waiting Lists v1.4 40
11 FAULT REPORTING From time to time you may experience problems with faulty equipment, software problems or access to the Patient Administration System (PAS) ie password non acceptance problems. To resolve your problem a call with need to be logged with the IT Service Desk. 11.1 IT Service Desk Email it.servicedesk@porthosp.nhs.uk Phone 023 9243 2333 You will need to give the Service Desk certain information, so always ensure you have the following information available. They may need to know: Your Username. The KB Number of the equipment. This is found on a small label (usually red or blue) stuck to the equipment. The clinical system you were working on. The patient s details e.g. case note no. Exactly what you were attempting to do, e.g. log on, view a patient s results. 11.2 Out of office hours Contact the IT Service Desk and leave a message on the answer machine. They will deal with the problem as soon as they can. Alternatively email them. If you feel there is a major system problem contact the switchboard for them to contact the engineer on call. Outpatients Referrals and Waiting Lists v1.4 41
11.3 IT Training If you identify an error in this manual or think that it would be useful to include something that has not been covered, please contact IT Training. Email it.training@porthosp.nhs.uk Phone 023 9243 2333 12 HELP WITH USING PAS If you have only just attended the course and feel you may need additional support, help or advice, you can contact the IT Training Office. * If you have not used PAS for more than 12 months you will be required to re-attend your training. Email it.training@porthosp.nhs.uk Phone 023 9243 2333 Outpatients Referrals and Waiting Lists v1.4 42
13 IT TRAINING CANDIDATE APPEALS PROCEDURE Candidates who are unhappy with any aspect of the end of course/test assessment decision should first discuss the problem with the IT Trainer at the time of receiving the result. The reasons must be made clear by the candidate at this time. If the candidate is still unhappy with the result further discussion should take place involving the IT Training Manager within 3 days of the course/test date. The IT Training Department will keep a record of such discussion together with date and outcome. Where necessary the 1 st marker will be asked to re-mark and the marking checked by the IT Training Manager. It should be noted that if the candidate was borderline double marking should already have been undertaken. If this does not provide satisfaction the candidate may raise a formal appeal. Appeals will only be accepted if made in writing (not e-mail) to the Head of Engagement & Delivery within 10 days of the candidate receiving their result, outlining clearly the circumstance of the appeal. The 1 st & 2 nd markers will meet with the Head of Engagement & Delivery to consider if there are any aspects that should be taken into account in the candidate s performance. In some circumstances the candidate may be offered a re-test (e.g. hardware or software problems). If this is not the case and the result remains unchanged and the Training Manager is unable to resolve the impasse then the candidate may write to the Head of Engagement & Delivery (within 5 days of receiving the 3 rd result) who will consider all evidence and circumstances of the appeal also taking into consideration responsibilities to the Trust and Data Protection Act to make a final decision. IT Training QAH April 2015 Outpatients Referrals and Waiting Lists v1.4 43
14 MANUAL VERSION CONTROL/LOG Manual Outpatients - Referrals and Waiting Lists Version N1.4 Date April 2015 Revisions Page Updated Header and footer All Updated ICT changed to IT throughout All Updated Updated email, web address and telephone numbers Various Manual Outpatients - Referrals and Waiting Lists Version N1.3 Date August 2011 Revisions Page Updated Page Numbering Updated Information Governance 4 Updated Confirmation of Patient Details 6 Updated Fault Reporting 42 Updated Help Using PAS 43 Updated Candidate Appeals Procedure 44 Manual Outpatients - Referrals and Waiting Lists Version 1.21 Date April 2010 Revisions Page Updated Section 6 Patient Pathways to include new function PPA. 21 Manual Outpatients - Referrals and Waiting Lists Version N1.2 Date May 2008 Revisions Page Deleted Final exercise removed 41 Deleted End of course evaluation 43 Updated ORE instructions added for 18 Week Monitoring prompt and screens. 5-1 New PPM section on Patient Pathway Add and Revise 6-1 Updated Formatting and text refinements (unlisted as content and meaning unchanged) All Outpatients Referrals and Waiting Lists v1.4 44
Manual Outpatients - Referrals and Waiting Lists Version N1.1 Date October 2007 Revisions Page Updated Removed Blank Pages All Added IITT logo to header Updated Style of General Course Information 2 New Warm Up Exercise included to manual 5 Deleted How to use this manual 5 Deleted Functions covered in this manual 7 New Added the Referrals Journey diagram 6 Correction Agreement and Commissioner Reference fields. c/na/ Complete if 16 required. New Added the Waiting Lists Journey diagram 23 Updated Fault Reporting 37 New Added the Final Exercise to manual 41 New Course Evaluation and Student Details sheets appended to back 43, 44 Manual Outpatients - Referrals and Waiting Lists Version N1 Date July 2006 Revisions New manual based on PAS OP2 Outpatients (including OWL) Page All Outpatients Referrals and Waiting Lists v1.4 45