1.tpp systm one_core_introduction_to_systmone_v2.5 (2)

The CSC AllianceWorking with NHS Connecting for Healthto deliver the National Programme for IT

TPP SystmOne Core

Introduction to SystmOneUser Guide

Based on NHS Account MS Word Template v19.0

This document is subject to the conditions in the Foreword © CSC Computer Sciences Limited. All Rights Reserved.

CSC Alliance Proprietary Information Introduction to SystmOneNHS-TPP-TRG-26520-011

Version 2.5 09/05/2013 of

Content: Introduction to SystmOne

Originator: NHS Training Team

Owner: Hilary Buckley

Version: 2.5

Date: 09/05/2013

Confidentiality: CSC Alliance Proprietary Information

Configuration Reference:

NHS-TPP-TRG-26520-011

Date Approved by CSCA:

05/06/2009

CSCA Approver: Hilary Buckley

Date Sent for Authority Approval:

N/A

Date Approved by Authority:

N/A



Version 2.5 09/05/2013 of

Foreword

This document is delivered pursuant to the provision of an Integrated Care Record Service and associated services ("Agreement") between the Secretary of State for Health ("Authority") and CSC Computer Sciences Limited ("Contractor") entered into on the Second Amended and Restated Project Agreement dated 2ndApril 2009 for the NE/EEM/NWWM Clusters, both forming a part of the Department of Health's National Programme for Information Technology.

Confidentiality

All Information contained in this document is confidential to the NHS National Programme for Information Technology (NPfIT) or any other member of the NHS North Midlands and Eastern Programme for Information Technology (NMEPfIT), and CSC Computer Sciences Limited and is intended only for use within the NHS Care Record Local Service Provider (LSP) Programme.

Distribution

Role Name Organisation Location Copies

All All CSC NHS Project Staff

CSC NHS CSC Alliance Programme Portal Centre

1

Amendment Record

Issue Status

Version Date Actioned By Description

2.5 Issued 09/05/2013 David Boyd Update following MR89


2.3 Issued 03/12/2012 Alison Stewart Update following MR83



2.0 Issued 21/11/2011 Alison Corless Issued following Peer, Business Change and Clinical Review

1.7 Draft 8/11/2011 David Boyd Amendment following Peer Review including MR67 updates,

1.6 Draft 7/11/2011 David Boyd Amendment following Clinical Review

1.5 Draft 11/10/2011 Alison Corless Amended Format Prior to full review



Version 2.5 09/05/2013 of

Issue Status

Version Date Actioned By Description

1.4 Draft 05/09/2011 David Boyd Update following MR65

1.3 Draft 08/03/2011 Alison Corless Summary Care Record Updates

1.2 Draft 01/02/2011 Alison Corless New Home Screen Changes

1.1 Draft 30/10/2010 Alison Corless Updates following MR s

1.0 Final 05/06/2009 Victoria Smith Approved

0.5 Draft 27/05/2009 Victoria Smith Updated following Core observation

0.4 Draft 11/05/2009 Victoria Smith Updated following TPP review

0.3 Draft 30/04/2009 Victoria Smith Following TPP direction

0.2 Draft 26/01/2009 NHS Training Team

Updated following Clinical Review

0.1 Draft 30/10/2008 NHS Training Team

First draft for review

References

Ref Document Name Document Number

1 NHS Glossary of Health and IT terms NHS-PROG-LST-13000-001

2NHS CSCA Template Troubleshooting (delete this line)

NHS-PROG-TMP-13500-002

3 TPP Core Introduction To SystmOne NHS-TPP-TRG-26520-011

4 TPP SystmOne Core – The Patient Record NHS-TPP-TRG-26520-012

5 TPP SystmOne Core – System Set Up NHS-TPP-TRG-26520-019

6.TPP SystmOne Core – Appointments and Administration


7. TPP SystmOne Core - Consultations NHS-TPP-TRG-26520-018

8.TPP SystmOne Core – Prescribing and Vaccinations


9.TPP SystmOne Core -Templates, letters and General Referrals


10 TPP SystmOne Core – Data Entry Templates NHS-TPP-TRG-26520-016

11. TPP SystmOne Core – Basic Tasks & Notifications NHS-TPP-TRG-26520-013

12. TPP SystmOne Core - Pathology NHS-TPP-TRG-26520-032



Version 2.5 09/05/2013 of

Ref Document Name Document Number

13. TPP SystmOne Core - Scanning NHS-TPP-TRG-26520-077

14. TPP SystmOne Core - Visits NHS-TPP-TRG-26520-045

Glossary

Project-wide terms and abbreviations are defined in the CSC Alliance Glossary (NHS-PROG-LST-13000-001-CSC Alliance Glossary of Health & IT Terms). Those specific to this topic are expanded below and, where applicable, expanded on their first occurrence in the text.

Abbreviation

Description

CRS Care Record Service

CSCA Computer Science Corporation Alliance

EUT End User Training

GP General Practitioner

IT Information technology

IPMOIntegrated Programme Management Office. To create a configuration reference, use the IPMO’s Document Management Database in Lotus Notes.

NHS National Health Service

NMEPfIT North Midlands and East Programme for Information Technology

NPfIT National Programme for Information Technology

PC ID Persoanl computer Identification

PDS Personal Demographic Service

SCR Summary Care Record

SUS Secondary Uses Service

TPP The Phoenix Partnership

TTT Train The Trainer



Version 2.5 09/05/2013 of

Table of Contents1 Introduction 9

1.1. About SystmOne 9

1.2. Intended Audience and Assumptions 9

1.3. Objectives 9

2 The Spine 10

2.1. Introduction to the Spine 10

2.2. What does the Spine do? 10

2.3. The Personal Demographic Service 10

3 Getting Started with SystmOne 12

3.1. Logging On 12

3.2. Previous Log On Details 13

3.3. SystmOne Homepage 14

3.4. Status Messages 15

3.5. Locking the System 17

3.5.1. Logging back in – Same user 18

3.5.2. Logging back in – Different user 18

3.6. Logging Off 19

4 The Homepage 20

4.1. The Patient Demographic Box 21

4.2. To Do Buttons 21

4.3. Quick Jump Buttons 22

4.3.1. To Move a Button 24

4.3.2. To Remove a Button 24

4.3.3. To Add a New Button 24



Version 2.5 09/05/2013 of

4.3.4. To Create a New Button 25

4.4. Toolbar 25

4.4.1. Introduction 25

4.4.2. Setting the Default Toolbar Configuration 26

4.4.3. Restoring the Default toolbar Setting 26

4.4.4. Creating a New Toolbar 27

4.4.5. Amending a Toolbar 28

4.4.6. Deleting a Toolbar 29

4.5. Search Fields and SystmOne Command Field 30

4.6. SystmOne Status Bar 31

4.7. Patient Home Banner 31

4.7.1. All Users 32

4.7.2. System Administrators 32

4.8. Drop Down Menus 33

4.9. Generic Shortcut Keys 34

5 Useful SystmOne Features 36

5.1. Help Files 36

5.1.1. Accessing Context Specific Help 36

5.1.2. Accessing Generic Help 36

5.1.3. Help File Tabs 37

5.2. Panic Button 37

5.2.1. Entering Your PC Location 38

5.3. Running Multiple SystmOne Applications 38

6 Shortcut Features 40

6.1. Date Shortcuts 40

6.1.1. Entering Dates 40

6.1.2. Moving Between Dates 41



Version 2.5 09/05/2013 of

6.2. Function Key Shortcuts 42

6.3. General Shortcuts 43

6.4. Appointments Overview Screen 44

6.5. Appointments Rota View Screen 45

6.6. Viewing a Patient Record 46

6.7. Clinical Tree (Default) 47

6.8. Using the Keyboard to Access the main menu 48

6.9. Shortcuts within the Drug & Appliance Browser 48



Version 2.5 09/05/2013 of

1 Introduction

1.1. About SystmOne

SystmOne is a suite of fully integrated Health Care modules developed by The Phoenix Partnership (TPP) to provide an efficient, and centrally managed service for GPs, Community Services, Child Health, Prisons, Out of Hours and Hospice Services. This course is designed to cover the elements of the system that comprise the core functionality of SystmOne.

1.2. Intended Audience and Assumptions

This document is to accompany TPP Core Train the Trainer (TTT) session for NHS trainers who are to deliver End User Training (EUT) for TPP SystmOne.

1.3. Objectives

At the end of the document, the audience will have a rounded working knowledge of Core elements within TPP SystmOne. Inserting Text



Version 2.5 09/05/2013 of

2 The Spine

2.1. Introduction to the Spine

The Spine is part of the NHS Care Records Service (NHS CRS), a programme designed to provide healthcare staff with quicker access to reliable information with the aim of improving patient care.

A key part of the NHS CRS is the development of an electronic Summary Care Record (SCR). This will be available to NHS staff involved in patient care, anywhere in the country, as long as the patient agrees to having one. A more detailed explanation of the Summary Care Record can be found in the Training guide “NHS Summary (Summary Care Record functionality)

Once the NHS CRS is fully implemented, having each patient's Summary Care Record stored on the Spine will mean that wherever and whenever a patient seeks care from the NHS in England, those treating them will have secure access to summary information about current medication, drug allergies and adverse reactions. This will to assist with diagnosis and care and provide safer, more joined up care.

2.2. What does the Spine do?

The spine:-

Stores personal characteristics of patients, such as demographic information

Will store summarised clinical information which may be important for the patient's future treatment and care, such as allergies, current medications and adverse reactions to drugs (otherwise known as core data items).

Ensures the security of systems required to restrict access to the national and local systems

Provides a Secondary Uses Service (SUS), using anonymised data for business reports and statistics for research and planning purposes

2.3. The Personal Demographic Service

The Spine is made up of a number of different parts, the PDS (Personal Demographic Service) being one of them. PDS is the central and single source for patient demographic information, such as NHS number, name, address and date of birth. SystmOne is linked to the PDS to enable changes to patients’ demographic details to be recorded on the Spine. Whenever a patient record is opened in SystmOne the record is synchronised with PDS and if any changes have been made to the patient’s demographic details the SystmOne record or the PDS record

http://www.connectingforhealth.nhs.uk/systemsandservices/sus/



Version 2.5 09/05/2013 of

can be updated accordingly making sure that the patient’s most up-to-date details are readily available to anyone involved in their care

When a patient record is not PDS matched on retrieval, no Summary Care Record functionality will be available, therefore no updates will be sent to the Spine on saving the Patient Record, just a blank Summary Care Record

Once the PDS match has been completed, the next time the patient record is retrieved, core data items will be updated and a revised SCR sent on saving the Patient Record



Version 2.5 09/05/2013 of

3 Getting Started with SystmOne

3.1. Logging On

Insert your Smartcard into the Smartcard reader, enter your passcode and click on Yes I accept and wish to proceed

If you have multiple roles set up on your Smartcard you will need to select your required role.

Double Click on the SystmOne icon on your desktop, the SystmOne startup script will run and the login screen will be displayed



Version 2.5 09/05/2013 of

3.2. Previous Log On Details

As part of the log on process SystmOne displays a message on the left hand side giving the time and date of the last log on for that user. For users with access to more than one environment i.e. multiple units then the system displays the last time and date each individual unit was accessed. If a user has more than six environments the option to search is displayed at the top of the screen



Version 2.5 09/05/2013 of

Users should ensure that they read and agree with the time and date shown for their last access as any discrepancies may indicate a security breach. Potential security breaches should be raised with the local system administrator immediately.

Users should select the unit they wish to log on to, the SystmOne homepage is then displayed.

3.3. SystmOne Homepage

The SystmOne Homepage will then be displayed which includes a number of buttons on the right hand side of the screen – which is the “to do” side of the Home Screen. Here we have highlighted the Status button on the homepage. Full details of configuring the homepage are covered in Section 4 – The Homepage



Version 2.5 09/05/2013 of

The Status button identifies any SystmOne Status Messages that the user has not read.

3.4. Status Messages

Status messages comment on the Status of SystmOne, highlighting any issues such as Server shutdowns. To access Status messages users should select System from the toolbar options and select Status Messages from the drop down options



Version 2.5 09/05/2013 of

The number of unread messages is shown on the Status message button on right hand side of the screen (the “to do”) side of the home screen. To mark the messages as “read” click “Don’t Show Again”

It is also possible to comment on the changes currently showing by clicking on the “comment” icon. If there are already comments attached to the status message an additional tab of “view message” will be shown – and the user clicks on this link to see the messages.

As well as viewing the messages on the bottom left hand side of the home screen, unread messages can be displayed simply by clicking on the Status Button on the Right hand side of the screen.



Version 2.5 09/05/2013 of

3.5. Locking the System

For security reasons SystmOne should be locked when not in use or when the PC is running and is left unattended

To lock the system:-

Press the F11 key or

From the main menu select System and Lock System / Change User

The Lock Out Security window will be displayed

To lock for security reasons SystmOne should be locked when not in use or when the PC it is running on is left unattended.



Version 2.5 09/05/2013 of

3.5.1. Logging back in – Same user

1. Replace your Smartcard in the Smartcard reader.

2. Enter the passcode and Click Ok on the Lock Out Security message

3.5.2. Logging back in – Different user

1. On the Lock Out Security message click on the New User

The following message is displayed

2. Enter your Smartcard in the Smartcard reader

3. Enter your passcode

4. Click on the New User Log On message

5. Click No to cancel your log in or Yes to continue



Version 2.5 09/05/2013 of

3.6. Logging Off

When you have finished using SystmOne you should ensure that you have saved all data before logging off and have closed any patient records

1. Click on the button at the upper right hand corner of your screen

The following message will appear

2. Click Yes and log off



Version 2.5 09/05/2013 of

4 The HomepageThe Homepage is displayed when you first log on to SystmOne. There are currently 2 versions of the screen, but the old version is being phased out so the aspects of the New Homepage one are described below.

The new Home screen varies slightly according to the type of Organisation and Job Role of the user and can be configured according to the Individual users requirements. To Configure it, clickon the icon on the top left of the screen “Configure Home Screen” and follow the instructions.

To return to the Home Screen users can either:

Press the F8 Key or

Select User from the main menu and Home

4.1. The Patient Demographic Box

The patient demographic box is located in the top right hand corner of the screen. The details within the box include Name, Date of Birth, Age, Address, NHS



Version 2.5 09/05/2013 of

number. Should there be more details than the box dimensions allow the screen will have scroll bars to view the extra information

A maximum of four patients can be selected at any one time, once more than one patient is retrieved the background will display in Red advising the user that more than one patient has been selected.

To swap to another patient within the Demo box users should right click within the box, the currently selected name will appear at the top of the list in grey, the other patient details appear below in bold and can be selected.

4.2. To Do Buttons

The To Do Buttons are displayed on the on the Right Hand side of the Homepage and summarises any outstanding items such as:

System Status messages to read

Changes to SystmOne to read

Un actioned notifications

Outstanding Tasks

If one of these buttons is selected the Active space below show any relevant information, and will allow the user to work on the outstanding actions without leaving the Homepage.



Version 2.5 09/05/2013 of

The To Do buttons available are governed by the type of Organisation and the Job Role of the user. The active “To do” button will turn orange to indicate which option is currently selected.

When one of the large blue ‘To Do’ buttons is pressed, a checkbox is shown. By ticking this checkbox, SystmOne will pre-select that button whenever SystmOne is started.

For example, if you always wanted to see a breakdown of Tasks when logging on, ticking this new checkbox will save you having to click on the Task button each time.

4.3. Quick Jump Buttons

On the left hand side of the Homepage are a series of Quick Jump buttons designed to speed up navigation within SystmOne. Clicking on one of these will take you directly to relevant section in SystmOne.



Version 2.5 09/05/2013 of

It is possible to configure the Quick Jump buttons. To specify which ones you require, click on the “Configure Home Screen” button on the top left hand side of the Homescreen

To configure your home page:

1. Click on the button at the top left hand side of your homepage.

The Configure Home Screen window will be displayed.



Version 2.5 09/05/2013 of

Quick Jump Buttons appear on your homepage in three groups; Administration, Patient & Data Gathering. You can move buttons between these groups as well as add new groups, add new buttons and remove buttons you no longer require.

4.3.1. To Move a Button

1. Ensure the Quick Jump Buttons tab is selected.

2. Highlight the Quick Jump Button you wish to move.

3. Click on either the arrow or the arrow until the button is in the required position.

4.3.2. To Remove a Button


2. Highlight the Quick Jump Button you wish to remove.

3. Click on the to remove it from your list.

4.3.3. To Add a New Button




Version 2.5 09/05/2013 of

2. Highlight the required button from the tree on the left hand side.

You will need to click on the to the left of a yellow folder in the tree to be able to see the individual Quick Jump Buttons.

3. Highlight the Group you wish to add the button to.

4. Click on the Add to Selection button .

4.3.4. To Create a New Button


2. Click on the Create New Button Group button .

3. Type in a name for your new group and click OK.

4.4. Toolbar

4.4.1. Introduction

This section covers the following:

Setting the Default Toolbar Configuration for Your Organisation Restoring Toolbars to the Default Organisation Setting Creating a New Toolbar Amending a Toolbar Deleting a Toolbar

The toolbars on SystmOne are designed to allow you to go quickly to the screens, dialog boxes and templates you use most often at the click of a button.

When you first start using SystmOne, you may find that the buttons available in your toolbars are not suitable for your organisation. A System Administrator at your organisation can change the default toolbar configuration for your organisation (see Setting the Default Toolbar Configuration for Your Organisation).



Version 2.5 09/05/2013 of

Alternatively, if you do not want to use the toolbar configuration that has been specified for your organisation, you can customise your toolbars so that they contain only the buttons you need.

You can tailor the toolbars in the following ways to suit your working practices:

add buttons for actions you perform frequently remove buttons you never use specify the size of the buttons (large or small) and the order of the

buttons specify the number of toolbars you want

4.4.2. Setting the Default Toolbar Configuration

Note: This option is only available to System Administrators.

To set the default toolbar configuration for your organisation:

1. Select Setup>Users & Policy>Organisation Preferences from the Main Menu and select the 'Toolbars' node from the tree.

2. Follow the instructions detailed in the appropriate section of this topic:

o Creating a New Toolbar o Amending a Toolbar o Deleting a Toolbar o Specifying Shortcuts

3. Click Ok.

The toolbar configuration you create will be displayed for:

new users users who have not chosen to customise their toolbar users who have clicked Restore Defaults when customising their

toolbars (see Restoring Toolbars to the Default Organisation Setting for details)

Users who have already customised their toolbars will be unaffected by any changes you make to the organisation default.

4.4.3. Restoring the Default toolbar Setting

To use your organisation's default toolbar configuration:

1. Do one of the following: o select User>User Preferences from the Main Menu and

select the 'Toolbars' node from the User Preferences tree, or



Version 2.5 09/05/2013 of

o right-click in an empty area beside the toolbars at the top of the screen and select Configure Toolbar, or

o click the Configure Toolbar button in your toolbar (if available)

2. Click Restore Defaults at the foot of the dialog.

3. Click Ok.

4.4.4. Creating a New Toolbar

To create a new toolbar (in addition to those already displayed):

1. Do one of the following: o System Administrators only - select Setup>Users &

Policy>Organisation Preferences from the Main Menu and select the 'Toolbars' node from the tree, or

o select User>User Preferences from the Main Menu and select the 'Toolbars' node from the User Preferences tree, or



2. Click New Toolbar. The Configure Toolbar dialog is displayed. The buttons available are divided into categories:

o Navigation Actions - allow you to jump to those screens that can be accessed from the Main Menu.

o Patient Actions - allow you to jump to a particular dialog or template, usually to add details to the currently retrieved patient record.

3. Select the item you want to include in your toolbar from the tree or type a keyword into the Search field and click Search to find the item you want. Blank copies of new templates are contained in the 'Print Templates' node under 'Patient Actions' in the tree.

4. Double-click on the item displayed in the tree that you want to include in your toolbar to move it to the right-hand pane. Alternatively, highlight an item you want to include and click

. The item you have selected is moved to the right-hand pane (to add a button from the tree to a particular place in your toolbar, first select the button that will come before the one you want to add from the list in the right-hand pane).

5. Repeat Step 4 until you have added all the buttons you require.



Version 2.5 09/05/2013 of

6. Use the arrow keys in the centre of the dialog to arrange the buttons you have chosen in the right order (you must select a the button you

want to move before clicking an arrow key) or click to delete a selected button.

7. Select a button from the right-hand pane and click to insert a dividing line after the selected button. This option is useful if you want to keep groups of associated buttons together.

8. Select Use large buttons above the right-hand pane if you want the buttons in your toolbar to be large; otherwise, de-select this option to have small buttons.

9. Click Ok to see a preview of how your toolbars will now look on your SystmOne screen. If required, you can use the mouse to drag the toolbars displayed in the preview to the position you want.

10. Click Ok to save the new toolbar configuration.

4.4.5. Amending a Toolbar

To amend an existing toolbar:






2. Select the toolbar you want to amend from the preview displayed and click Amend Toolbar. The Configure Toolbar dialog is displayed. The buttons available are divided into three categories:

o Navigation Actions - allow you to jump to those screens that can be accessed from the Main Menu.

o Patient Actions - allow you to jump to a particular dialog or template, usually to add details to the currently retrieved patient record.

3. Select the item you want to add to your toolbar from the tree or type a keyword into the Search field and click Search to find the item



Version 2.5 09/05/2013 of

you want. Blank copies of new templates are contained in the 'Print Templates' node under 'Patient Actions' in the tree.

4. Double-click on the item displayed in the tree that you want to add to your toolbar to move it to the right-hand pane. Alternatively, highlight

an item you want to include and click . The item you have selected is moved to the right-hand pane (to add a button from the tree to a particular place in your toolbar, first select the button that will come before the one you want to add from the list in the right-hand pane).

5. Repeat Step 4 until you have added all the buttons you require.

6. Use the arrow keys in the centre of the dialog to arrange the buttons you have chosen in the right order (you must select a the button you want to move before clicking an arrow key).

7. Select a button from the list in the right-hand pane and click

to delete it.

8. Select a button from the right-hand pane and click to insert a dividing line after the selected button. This option is useful if you want to keep groups of associated buttons together.

9. Select Use large buttons above the right-hand pane if you want the buttons in your toolbar to be large; otherwise de-select this option to have small buttons.

10. Click Ok to see a preview of how your toolbars will now look on your SystmOne screen. If required, you can use the mouse to drag the toolbars displayed in the preview to the position you want.


Trainer Note: System administrators can specify which users can/cannot configure their own tool bar within SystmOne. This can be done by navigating to Setup – Users & Policy – Organisation Preferences - Tool Bars and selecting the new Permissions tab. By default, new users are permitted to configure their own tool bar. Any user that is not permitted will see the organisation's default tool bar buttons.

4.4.6. Deleting a Toolbar

To delete a toolbar:



Version 2.5 09/05/2013 of






2. Select the toolbar you want to delete from the preview displayed and check that the dotted line runs around the buttons you want to remove.

3. Click Delete Toolbar or click the Delete button on your keyboard.

4. Click Yes to confirm that you want to delete the toolbar.

5. Check the preview of how your toolbars will now look on your SystmOne screen. If required, you can use the mouse to drag the toolbars displayed in the preview to the position you want.


4.5. Search Fields and SystmOne Command Field

At the lower left of the screen there are 2 Search Fields:

To perform a quick search for a patient from the Home Screen, type the patients

name in the Patient Search field and click the search icon or press ‘Enter’.

The Search F1 help allows the user to type in the keywords and select the Search

icon or press ‘Enter’. The F1 Help window is displayed containing your search results



Version 2.5 09/05/2013 of

The Search Features option at the bottom of the screen allows the user to type in a search feature and the system will list up to ten options depending on what has been typed. The more specific the words the more specific the search will return.

A search facility is also available by using the F1 key, from the SystmOne Online Help screen select the search option and type the keywords and press Enter, ’the required results are displayed.

4.6. SystmOne Status Bar

The Status Bar is shown at the bottom of the SystmOne screen and is visible in every section of SystmOne.

To see what each icon represents, hover your mouse pointer over the icon and a description will be displayed e.g.

The three numbered sections of the status bar relate to:

Pathology Reports

Appointments

Visits

Case Management in some modules

The set of four icons on the right are used to:

Display unique PC ID

Send a printer fault report to TPP

Send SystmOne slowdown report to TPP

Accept incoming support connection

The icon on the far right indicates whether TPP is connected to the Spine. If there is a red line through the icon TPP is not Spine connected.

On the very far right is the system time .

When a new task or notification is received a small envelope will appear in the

clinical tree



Version 2.5 09/05/2013 of

4.7. Patient Home Banner

The Patient Home banner is a narrow panel displayed down the right-hand edge of the patient record. It shows an icon for each section of the Patient Home view that contains outstanding actions with a number indicating the number of actions in each section. If the patient has no outstanding actions on their Patient Home view, the banner is hidden.

The options available for customising the Patient Home view and banner vary, depending on whether or not you have the 'System Administrator' access right.

This section covers the following:

4.7.1. All Users

All users can specify their preferences for the following:

whether the actions within each category are displayed in bold type and/or larger typeface and/or red text (separate settings can be specified for each individual category)

whether the date of creation and initials of the user who created the entry are displayed

whether you want categories that do not contain any entries ('empty' headings) to be included on the Patient Home view

whether unarchived pathology reports are displayed as text or in a table

To set your preferences, either:

click Configure at the top of the Patient Home view (this button is only available if you are a System Administrator) and select the 'Dates, Initials and Colours' node under 'User Settings', or

click at the foot of the Patient Home banner – the narrow column displayed down the right-hand edge of the patient record, provided there are entries that require action on the Patient Home view – and select the

'Dates, Initials and Colours' node under 'User Settings' (the button is only available if you are a System Administrator), or

select User>User Preferences from the Main Menu and select the 'Patient Home' node under 'Patient Record'.

4.7.2. System Administrators

Users with the 'System Administrator' access right can specify the following (the settings you select will apply to all users in your organisation):

how far recalls must be from their due date to appear on the Patient Home view/Patient Home banner

whether tasks relating to the currently retrieved patient that were sent to other organisations are included within the 'Tasks' category



Version 2.5 09/05/2013 of

what entries are displayed on the Patient Home view the order of the entries, for example you can set high priority reminders to

appear at the top of the view whether the contents of each entry is displayed (select the tick -box in the

Expand column – if not selected, just the number of items within each entry is shown on the Patient Home view)

whether you want selected entries to flash in the Patient Home banner

To customise the Patient Home view/Patient Home banner for your organisation:

1. Do one of the following:

Click Configure at the top of the Patient Home view or at the foot of the Patient Home banner and select the 'Ordering & Expansion' node under 'Organisation Settings',

Or

Select Setup>Users & Policy>Organisation Preferences from the Main Menu and select the 'Patient Home' node under 'Clinical Policy'

2. Specify the point at which you want recalls to appear for the currently retrieved patient (this setting also controls how imminent recalls must be to appear on the Patient Information dialog).

3. Specify whether you want tasks sent to other organisations that relate to the currently retrieved patient to be included within the 'Tasks' entry.

4. Select the Show tick-box beside the entries you want to be displayed on the Patient Home view.

5. Select the Expand tick-box beside the entries you want to be automatically expanded on the Patient Home view when a patient record is retrieved. If you do not select this tick-box, users will need to click '+' beside an entry to expand it manually.

6. Select an entry, click Select Flash Colour and select a colour from the palette displayed if you want this type of entry to flash in the patient banner. The colour you have selected is displayed in the Banner Flash Colour column. To remove flashing from a selected entry, select the entry and click Clear Flash Colour.

7. Use the arrow buttons on the right of the dialog to change the order in which the entries are displayed.

8. Click Ok when finished

4.8. Drop Down Menus

Drop down menus available at the top of the SystmOne screen allow you to navigate easily between different parts of the system.



Version 2.5 09/05/2013 of

The menu options are divided into different categories and clicking on each menu will display a list of options relating to the specific menu chosen. Click on the required option to navigate to that screen. The Reporting menu options are shown below as an example. The keyboard shortcut key is Alt & C.

4.9. Generic Shortcut Keys

The Generic Shortcut Keys are visible at the top of all screens within SystmOne. Some keys may be greyed out if the functionality is not available from the screen you are currently in.

Button Description

Search Opens the Patient Quick Search to find a patient

Task Opens the New Task window allowing you to create a new task

Discard Discards the current patient record you have open without



Version 2.5 09/05/2013 of

saving any details you may have entered

Save Saves any details you have entered in the current patient record

Record Return to the patient record view from any screen on the system. Alternatively, you can click on the Patient Demographics Box in the top right hand corner of the screen

Details Opens the Event Details window and allows the user to change the time or location of the consultation

Note: The Details icon changes depending on what type of contact you are recording with the patient.

e.g. The telephone contact icon or the

email contact icon or the home visit

contact icon

Today Displays all clinical information entered on the current day

Next Saves the patient record and allows you to begin a new, separate consultation without closing the patient record

Acute Open’s the Drug and Appliance browser to create an acute issue



Version 2.5 09/05/2013 of

5 Useful SystmOne Features

5.1. Help Files

Online Help is available within SystmOne and can be useful as a reminder of how to do certain things or how to navigate around the system.

Some help pages are linked to specific screens within SystmOne i.e. they are context specific. If you access Help in this way the help window will display a help topic that is relevant to the screen you are using within SystmOne.

It is also possible to access a Generic Help window which can be used to search for specific topics.

5.1.1. Accessing Context Specific Help

Select the System drop down menu and choose Show Screen Help

Press the F1 function Key

5.1.2. Accessing Generic Help

Select the System drop down menu and choose Launch Help Browser

Press the shortcut keys Ctrl+Shift+F1 together

The help window displayed will depend on the method used. The following is an example of the Generic Help window.



Version 2.5 09/05/2013 of

5.1.3. Help File Tabs

There are three tabs in the Help window:

The Contents tab contains a list of topic headings. Click on the next to each heading to expand that section.

The Index tab contains a list of topics in alphabetical order.

The Search tab allows you to type in a search term to find all related help topics. Type in your search term and then press the Enter key to display the list of topics.

5.2. Panic Button

The panic button is designed to be used when you need to call for immediate assistance e.g. when there is a threat to your safety. When you activate the panic button a message is immediately displayed on the screens of all users logged on to SystmOne in your organisation letting them know you require assistance. The message will display your name and your PC location (if you have entered these details - see below for details)

Nothing will be displayed on the main screen area so as not to raise alarm but a small red cross will be shown in the Status Bar next to the time field to let you know that the panic button was activated successfully.



Version 2.5 09/05/2013 of

To activate the panic button (recommended method):

1. Press the Ctrl+Shift+Enter keys together.

The panic button can also be invoked by:

1. Selecting the User drop down menu and selecting Panic Button.

This method will display a message on screen asking you to confirm that you want to activate the panic button, however, so it is not the recommended method.

The option can be disabled via Set up – Organsiation Preferences – Panic Button

5.2.1. Entering Your PC Location1. Select the System drop down menu and choose System

Information.

2. Type in the location of your PC in the PC Location field

3. Click on the Close button to finish.

5.3. Running Multiple SystmOne Applications

Within SystmOne Organisations can now enable individual users to run multiple instances of SystmOne at the same time. System administrator can turn on the option to allow users at their organisation to run multiple instances of SystmOne clients. This functionality will be useful for staff members who work at multiple services using SystmOne, for example a receptionist who works for a number of organisations.

If a user wants to run two or more SystmOne clients, each organisation they want to be logged on to must have turned on this option.



Version 2.5 09/05/2013 of

Trainer Note: The option must be turned on, instead of the functionality being on by default, as using multiple clients at the same time introduces an element of risk

The option can be turned on via the Organisation Preferences and must be set for each organisation the user is logged into. SystmOne colour codes each additional client, the second client is colour coded blue, and the third in red etc. to make it clear which is which.



Version 2.5 09/05/2013 of

6 Shortcut Features

6.1. Date Shortcuts

6.1.1. Entering Dates

The following rules apply if you want to enter dates on SystmOne using shortcuts:-

If you only type the day and the month, SystmOne defaults to this year

If you only type the day and leave out the month and the year, SystmOne defaults to this month and this year

If you type one or two numbers to represent a year and that year has passed in this century, SystmOne will assume you are entering a date in this century, e.g. if you type "4" to represent '1904', SystmOne will display '2004', therefore you must type "1904" in full. If the year has not passed in this century, SystmOne will assume the year is in the last century, e.g. if you type "1 8 9" to represent '1 August 1909' SystmOne will display the correct year

You can enter months by using either their full name (no need to type an initial capital) or the first three characters. Some months can be shortened even more.

Within the date field, using the up and down arrows will increase or decrease the day respectively

Holding down the Shift Key while using the Up and Down arrows will change the Month, and holding down the Control Key will change the year

Scrolling the mouse wheel Upand dowen whilst on the date field will also Increae or decrease the day

Shortcut Description

January Ja

February f

April Ap

August Au

September s



Version 2.5 09/05/2013 of

October o

November n

December d

6.1.2. Moving Between Dates

When working with date fields the typing the following shortcuts will allow you to move between dates quickly and easily.

The table below is for illustration purposes, the shortcuts can be used with different numbers e.g. 7d will move the date displayed forward by 7 days

For entries where the date field may not be showing today’s date users can enter any command prefixed with ‘t’, this will make the command work from the current date not the date shown in the field E.G. ‘t3w’ will move the date forward three weeks from today’s date, similarly ‘t-5d’ will move the date back 5 days from today’s date

Shortcut Description

3d Moves the currently displayed date forward by three days

-10d Moves the currently displayed date back by 10 days

2w Moves the currently displayed date forward by two weeks

-5w Moves the currently displayed date back by five weeks

6m Moves the currently displayed date forward by six months

-2y Moves the currently displayed date back by two years

1y Moves the currently displayed date forward one year



Version 2.5 09/05/2013 of

6.2. Function Key Shortcuts

Function Key Description

F1 View the online Help for the current screen

F2 Specify the current screen as your favourite screen.

Click to add the current screen to the list of favourite screens.

Ctrl + F2 Go directly to your favourite screen.

F3 Add a recall to the current patient's record.

Ctrl + F3 Add a reminder to a patient record.

F4 View the User Directory (see User Directory).

Ctrl + F4 Send in the next patient (displays a message on the screens of Reception staff).

F5 Refresh the current screen (if applicable).

F6 Save the current patient record.

Ctrl + F6 Allows you to discard the current patient record.

Ctrl + F7/F8 Toggle between the lists of screens set up on the Jump to a Screen dialog that appears when you press F2 (the first one is your favourite screen).

F8 Go to the Home screen (see Home Screen).

F9 View the Appointment Search dialog.

Ctrl + F9 View the Free Slot Search dialog.

F10 View the Patient Quick Search dialog.



Version 2.5 09/05/2013 of

Ctrl + F10 View a list of the patients who have the same address recorded as the currently retrieved patient (the patient's "co-habitants").

F11 Lock SystmOne on your PC. You must enter your password before you can re-enter SystmOne or alternatively another user can log on to your PC in your absence (see System Locked).

F12 View any right-click menu options available that relate to the currently selected option, line or tree node.

6.3. General Shortcuts

Key Combination Description

Ctrl + Q Go to the Appointments Overview screen.

Ctrl + Shift + Q Go to the Remote Booking screen.

Ctrl + Shift + W Got to the retrieved Patient Record.

Ctrl + W Go to the Consultation screen for the current patient record.

Ctrl + E Go to the New Notification dialog.

Ctrl + F View the Patient Quick Search (F10) dialog.

Ctrl + H Go to the Visits screen.

Ctrl + R View the Patient Locator.

Ctrl + T View the Task List screen.

Delete For all tables where 'Delete' exists as an option on the right-click menu, users can simply highlight the item(s) to be deleted and press the 'Delete' key on the keyboard.



Version 2.5 09/05/2013 of



Version 2.5 09/05/2013 of

6.4. Appointments Overview Screen


Ctrl + Shift + number 0-9 Set up and save Appointment Overview screen bookmarks. One of the blank bookmark buttons shown on the left of the screen will display the number you select.

Ctrl + number 0-9 Go to the view specified in the Appointments Overview bookmark set up using the method above. Alternatively, click the appropriate bookmark button.

Ctrl + B Go back to your previous selection (alternatively,

use the arrow next to the date).

Ctrl + Shift + T Go to today's date on the Appointments Overview

(alternatively, use the arrow next to the date).

Alt + D Go straight to the Details field when booking an appointment.

Alt + M View your own rota only in the Appointments Overview (alternatively, use the Me button). To go back to viewing the rotas of all staff, click the Only staff with rotas button.

Ctrl + Shift + S To turn the ‘Only staff with rotas’ option on and off.

Alt + O Confirm an appointment booking when viewing the Book New Appointment dialog. Alternatively, click Ok.

Enter Zoom into a selected rota.

Delete Delete the selected rota.



Version 2.5 09/05/2013 of

6.5. Appointments Rota View Screen

Key Combination

Description

Page Up Jump to the first slot in the rota.

Page Down Jump to the last slot in the rota.

Enter View a booked slot or book an empty slot.

Up arrow on the keyboard

Go to the previous slot in the rota.

Down arrow on the keyboard

Go to the next slot in the rota.

Left arrow on the keyboard

Reset the status of the currently selected appointment from Arrived to Booked.

Right arrow on the keyboard

Change the status of the currently selected appointment to Arrived (appointment turns dark pink). If you have the Allow appointment numbering option selected on the Miscellaneous node of the Appointments Settings tree, you will be prompted to enter an appointment number for the patient.

F12 View the right-click menu for the selected slot.

Esc Return to the Appointments Overview screen.

Delete Delete the currently selected appointment.



Version 2.5 09/05/2013 of

6.6. Viewing a Patient Record

The shortcut Ctrl +Shift +R will retrieve patient records. It is also possible to retrieve the record from the traditional Right Click option on the patient name.In addition, there are a number of keyboard shortcuts which can be configured and used to access different aspects of the patient record. These are detailed below


Ctrl + Shift + number 0- 9 Configure the keyboard shortcuts you want to use to jump to specified patient record views. To do this, select the node from the Clinical or Administrative tree that corresponds to the view you want to associate with the keyboard shortcut, e.g. select the Problems node and press Ctrl + Shift + 2 if you want the Problems view to be displayed when you press Ctrl + 2 .

See also Setting Shortcuts for the Clinical and Administrative Trees for details of how to view the shortcuts already set and an alternative method of configuring the shortcuts.

Ctrl + number 0-9 Go to the patient record view set up using the method above.

Ctrl + = (equals) Go to the next defined shortcut (e.g. if you last pressed Ctrl + 2, pressing this will take you to Ctrl + 3).

Ctrl + - (minus) Go to the previous defined shortcut (e.g. if you last pressed Ctrl + 2, pressing this will take you to Ctrl + 1).

Ctrl + . (full stop) Show/hide the button bar at the top of the Journal or Issues view.

Ctrl + / Show/hide the navigation tree from the side of the patient record.

Ctrl + [ Go back to the previous tree node selected.

Ctrl + ] Go forward to the next tree node selected.



Version 2.5 09/05/2013 of

Ctrl + S Search for text in Journal view

Note: Click to search for text in the New Journal.

Ctrl + P Prescribe a new acute issue.

Ctrl + Shift + W Return to the Patient Record from other screens.

Alt + O Select the Problems tab in the Consultation Panel (you must first have pressed Start Consultation).

Alt + N Select the Consultation Notes tab in the Consultation Panel (you must first have clicked Start Consultation). The cursor will be ready for you to enter consultation text.

Alt + C Select the tab in the Consultation Panel (you must first have clicked Start Consultation). The cursor will be ready for you to enter Read code text in the Search field.

Esc Return to the Patient Home view.

6.7. Clinical Tree (Default)

Key Combination Node in Clinical Tree

Ctrl + 1 Quick Glance

Ctrl + 2 Summary & Family History

Ctrl + 3 Journal

Ctrl + 4 Current Issues

Ctrl + 5 Repeat Templates

Ctrl + 6 Recalls

Ctrl + 7 Reminders/Alerts



Version 2.5 09/05/2013 of

Ctrl + 8 Pathology Reports

Ctrl + 9 Numeric Results

Ctrl + 0 New Journal



Version 2.5 09/05/2013 of

6.8. Using the Keyboard to Access the main menu

Key Combination Main Menu Option

Alt + I Patient

Alt + A Appointments

Alt + W Pathway

Alt + E Reporting

Alt + S Set Up

Alt + K Links

Alt + D Dispensing

Alt + T Clinical Tools

Alt + U 6.8.1. User

6.8.2. Alt + Y 6.8.3. System

Note:Using the Keyboard to Access entries on a drop-down list

Previously, users could type the first letter of an option to find the first item in the list beginning with that letter. Now, it is possible to type several letters to narrow down the search for the option you need.

6.9. Shortcuts within the Drug & Appliance Browser

Key Combination Main Menu Option

Ctrl + I Show drug information for the selected drug.

Ctrl + B Review the BNF website for the selected drug.

1.tpp systm one_core_introduction_to_systmone_v2.5 (2)

Documents

administration nhstpp

vaccinations nhstpp

patient record nhstpp

tpp systmone core introduction

following tpp review

tpp systmone core templates

tpp systmone core appointments

tpp systmone core prescribing