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This Troubleshooting User Guide has been developed following feedback from the service and via a feedback session with OOH GPs. This user guide should be used in conjunction with the comprehensive user guide designed for the service along with the online training videos.

Any queries should be directed to the shift manage in the first instance.

ContentsHow to Sort Cases on the Cases Overview Screen.................................................................................2

How to View a Patient’s Appointment Time...............................................................................................2

How to search for Closed Cases.................................................................................................................3

SystmOne / Spine (NCRS) Consent Conflicts...........................................................................................4

Stopping the GP OOH case report sent to GP..........................................................................................5

How to amend Consultation notes..............................................................................................................6

How to enter Read Codes into a Consultation...........................................................................................7

Switching off automatic Read Coding (User Preference).........................................................................8

Prescribing against an Allergy / Sensitivity.................................................................................................9

How to reprint a Prescription......................................................................................................................11

How to view Drug Information (including Interactions)...........................................................................11

Viewing the open Case from within the patient Record..........................................................................12

Filtering the Journal and Tabbed Journal(s)............................................................................................13

Generating PMACs......................................................................................................................................14

Community Nursing Referral(s).................................................................................................................17

Amending the Case Urgency during a Consultation...............................................................................19

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Version number Purpose / Changes Author Date

1 Initial draft created Ben Ryan 26/01/2017

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How to Sort Cases on the Cases Overview Screen

From the Open Cases Overview screen, click on the column you would like to sort Ascending / Descending. An arrow will indicate how the columns is sorted. Any column format within SystmOne can be sorted in this way. You can sort cases by ‘Time at Status’, ‘Priority’, etc.

How to View a Patient’s Appointment Time

From the Open Cases Overview screen, right-click on the patient and select View Case.

The individual Case will be displayed, including the Case Narrative. The Appointment Booked date and time will be displayed at the bottom of the window.

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How to search for Closed Cases

From the Toolbar, click on the Search for Closed Cases icon.

The Closed Cases screen will be displayed. Select an option from the Show Case drop-down box to look at cases that are either Started, Closed or Sent. Also select which dates you want to search between.

There is a tick-box on the right-hand side of the screen that allows you to filter on cases updated by yourself. Select the box if required and click on Search.

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The search results will be returned below. Right-click on a patient to either View Case Details or View Record.

SystmOne / Spine (NCRS) Consent Conflicts

If a patient has dissented to Spine / NHS Care Record Service (NCRS) information sharing then the below message will be displayed when the record is retrieved. This is because we are sharing the SystmOne record but the patient has chosen not to share their Spine / NCRS record. You will need to select Do Not Change.

A CRS Flag Override box will appear, you will need to select Organisation Policy. It is the trust’s policy to share the SystmOne record unless a patient wishes to explicitly opt out of record sharing. Click Ok to confirm and access the record.

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Stopping the GP OOH case report sent to GP

To stop the GP OOH case report being automatically sent to the patient’s registered GP go into the patient record, go to the Sharing node on the clinical tree, right-click and select “Record Sharing”.

You need to choose the Sharing Out section and select “No – do not share any data recorded here” and this will automatically prevent the GP being notified of the OOH case. Please note that this will prevent all data recorded at Wirral Urgent Care from being shared to other SystmOne units, including all of Wirral Community Service e.g. Palliative Care, Community Nursing, etc

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How to amend Consultation notes

Consultation notes can be amended after a record has been saved. To amend consultation notes, retrieve the patient record (See ‘How to Search for Closed Cases’ for further instructions). Select the New Journal from the clinical tree to display the patient consultations. Find the consultation notes, right-click on the text you wish to amend and select the Amend Notes option.

The existing Consultation notes will be displayed and you can add and removed free text as required. Once the changes have been added, click Ok to confirm the changes.

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An audit trail of the amendments will be displayed on the right-hand side of the New Journal. The date and time of the amendment s and the user who amended the consultation will be displayed.

Save the Record as normal to confirm the changes.

IMPORTANT: Please note that amending consultation notes after a case has been closed will NOT be sent to the GP as the Discharge Notification may have already been sent.

How to enter Read Codes into a Consultation

Read Codes will automatically be suggested when you type or you can add codes manually, for example, when the system does not suggest a matching code. When in a consultation, right-click and select Insert Read Code.

The Read Code Browser will be displayed. Type in the text of the read code you require e.g. asthma and select Search. The matching results will be displayed. Click on the read code you require and then click on Ok.

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The read code will be inserted into the consultation as required. Repeat the process to enter additional read codes.

Switching off automatic Read Coding (User Preference)

If you would like to switch off automatic Read Coding, go to User from the top menu and then select User Preferences.

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Using the menu on the left-hand side, select Patient Record and then Consultation. To switch off automatic read code searching untick the Enable automatic Read code searching option. Click Ok to confirm.

Prescribing against an Allergy / Sensitivity

If you would like to switch off automatic Read Coding, go to User from the top menu and then select User Preferences.

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Using the menu on the left-hand side, select Prescribing and then Prescribing Warnings.

You will need to untick the Use organisation preferences option and then select the Permit prescribing against allergies and sensitivities. Click Ok to confirm the changes.

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How to reprint a Prescription

Prescriptions can be reprinted after a record has been saved. Please do NOT re-prescribe the medication as this will suggest the patient has received additional prescriptions.

To reprint a prescription, retrieve the patient record (See ‘How to Search for Closed Cases’ for further instructions). Select Prescription History on the Clinical Tree.

Find the prescription that you want to print, right-click and select Reprint This Script. The document will be automatically be sent to the default printer tray (unless there are other local or SystmOne printer preferences in place).

How to view Drug Information (including Interactions)

When prescribing a medication you can easily see the drug information for that medication. When in the drug browser, search for the medication you want to prescribe. Click on the Drug Information button in the top-right of the window.

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The Drug Information window will be displayed for the drug you have selected. You can view all information at the top of the window or use the tabs on the left hand side to view specific drug information e.g. Drug interactions.

Viewing the open Case from within the patient Record

When in the patient record, select the New Journal from the clinical tree. Find the entry with the

OOH Case icon on the left hand side. Right-click and select View Case Details.

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The Case History will be displayed, including any information provided by 111.

Filtering the Journal and Tabbed Journal(s)

When in the patient record, select the New Journal or Tabbed Journal from the clinical tree to display the patient consultations. If you need to filter the record to see certain information only, click on the middle filter on the journal(s) toolbar.

The Advanced Journal Filters window will be displayed. You can choose to filter the journal via various options. Select / deselect the tick boxes in the top-half of the journal filters to include / exclude the required information. The radio buttons in the bottom half of the journal filters allow you to filter by staff and / or location. Once you have selected the required options, click Ok to apply the filter.

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Generating PMACs

To access Referrals and Letters, click on the Unplanned Care Referrals and Letters from the toolbar.

The Unplanned Care Referrals and Letters template will be displayed.

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To complete a PMAC, click on the link and the address book will be displayed. Specify the recipient of the PMAC by clicking on the Search tab and then typing in the name of the recipient e.g Community Nursing. Click Select to confirm.

The New Letter window will appear, check the content and then Click Write Now in the bottom left.

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The Microsoft Word document will appear. The document can be completed like a normal Word document and edited as required. Please note that the Form Protection button can be toggled on and off to allow the use of drop-down and tick boxes.

When the Form Protection is highlighted yellow you can use drop boxes such as the medication list in the Syringe Driver PACA.

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Please ensure Form Protection is switched off prior to saving the document. To save the completed Word Document, click on Save Final Version. The document will then be saved in the Communications & Letters Node on the clinical tree.

Community Nursing Referral(s)

To access Referrals and Letters, click on the Unplanned Care Referrals and Letters from the toolbar.

The Unplanned Care Referrals and Letters template will be displayed. Click on the Community Nursing link to refer a patient onto community nursing.

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The GP OOH to Community Nursing template will be displayed. The top of the template displays which service(s) the patient is receiving care from, including community nursing.

1. Click on New Task if the patient is already receiving care from the community nurses, this will allow you to send them a task with the package of care the patient requires (see task section for how to send a task).

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2. A) Click on the New Referral for community nursing if the patient is not yet receiving care from community nursing. Generate the Microsoft Word document (see above for instructions).

B) Complete the New Electronic Referral screen as appropriate. Some of the information will be pre-populated however you will need to enter / select:

Referral Narrative: Type this into the free text box at the top Task Recipient: Please select admin (where appropriate) Reason for Referral: If appropriate

Click Ok. Once you have completed all the necessary options you will need to Save the patient record as normal before the Electronic Referral Task is sent to the receiving organisation.

Amending the Case Urgency during a Consultation

To amend the urgency of a case during a consultation or prior to discharge you need to go to A&E and Out of Hours Access on the clinical tree. Select the Out of Hours Cases tab and then select Change Case Priority.

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Select the required urgency and add any required comments. Click Ok to confirm the changes. Save the record when appropriate to Save the changes.

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