Patient Administration System

Outpatients

Clinic Management

<OP2 / OP3>

Version 1.2

August 2011

Clinic Management - V.N1.21

Contents

1General Course Information

2Information Governance

2.1What can you do to make Information Governance a success?

3CONFIRMATION OF DETAILS PROCEDURES

4General Tips when using PAS Outpatients Function set

5Clinic Management <CMG>

5.1Outpatient Search Criteria Screen

5.2Outpatient Display Patients Screen

5.3Outpatients Select Patient Screen

5.4Using the Option - 3 Track Attendance

6Clinic Management by Date <CMH>

7Options

7.1Display Patients

7.2Download Clinical Letters

7.3Session Coding Command

7.4Transfer Case Notes

7.5Update DNAs

8FAULT REPORTING

8.1ICT Service Desk

8.2Out of office hours

8.3ICT Training

9Help with using PAS

10ICT TRAINING CANDIDATE APPEALS PROCEDURE..

11Manual Version Control/Log

Clinic Management - V.N1.21

Patient Administration System (P.A.S) Course

1General Course Information

COURSE TITLEOP clinic managment

MODULE NUMBERM7

METHOD OF TRAININGClassroom

LENGTH OF COURSE2½ hours

PRE-REQUISITESM5- Managing Outpatient Appointments

ABOUT THE COURSE

Attending this course will show the student how to record and manage outpatient activity through Clinic Management functionality in accordance with Trust requirements and Information Governance regulations.

SUITABLE FOR

Reception staff working in an outpatient area where clinics are consultant led.

Objectives

This course will enable the student to:
  1. Display a clinic list and use it to manage and record outpatient appointment activity
  2. Select a patient not on the clinic list and record outpatient activity on that record
  3. Record the referral and book the appointment for a Walk in patient
  4. Book appointments for Ward Follow Up patients
  5. Demonstrate best practice in Information Governance with regard to outpatient activity and patient data

Clinic Management - V.N1.21

2Information Governance

Information Governance (IG) sits alongside the other governance initiatives of clinical, research andcorporate governance. Information Governance is to do with the way the NHS handlesinformation about patients/clients and employees, in particular, personal and sensitiveinformation. It provides a framework to bring together all of the requirements, standards and bestpractice that apply to the handling of personal information.

Information Governance includes the following standards and requirements:

  • Information Quality Assurance
  • NHS Codes of Conduct:
  • Confidentiality
  • Records Management
  • Information Security
  • The Data Protection Act (1998)
  • The Freedom of Information Act (2000)
  • Caldicott Report (1997)

2.1What can you do to make Information Governance a success?

2.1.1Keep personal information secure

Ensure confidential information is not unlawfully or inappropriately accessed. Comply with the TrustICT Security Policy, Confidentiality Code of Conduct and other IG policies. There are basic bestpractices, 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 faxmethods)

2.1.2Keep personal information confidential

Only disclose personal information to those who legitimately need to know to carry out their role. Donot discuss personal information about your patients/clients/staff in corridors, lifts or the canteen orother public or non-private areas.

2.1.3Ensure 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 statesinformation is obtained lawfully and fairly if individuals are informed of the reason their information isrequired, what will generally be done with that information and who the information is likely to beshared with.

2.1.4Make sure the information you use is accurate

Check personal information with the patient. Information quality is an important part of IG. There islittle point putting procedures in place to protect personal information if the information is inaccurate.

2.1.5Only 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 patientconsents to the new purpose.

2.1.6Share personal information appropriately and lawfully

Obtain patient consent before sharing their information with others e.g. referral to another agency suchas, social services.

2.1.7Comply with the law

The Trust has policies and procedures in place which comply with the law and do not breachpatient/client rights. If you comply with these policies and procedures you are unlikely to break the law.

For further Information Governance training refer to:

Written by PHT Information Governance Manager, Sept 2010

Clinic Management - V.N1.21

3CONFIRMATION 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: ICT 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.

4General 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

Clinic Management - V.N1.21

5Clinic Management CMG

Clinic Management is for use on the day the clinic is running. It displays a list of all patients booked to the clinic. From this list all activity can be recorded and other patients can be selected. There is no need to come out of Clinic Management and return to the OP function set menu to access other functions.


5.1Outpatient Search Criteria Screen

Outpatients Search Criteria screen

  1. Clinic Group: Enter the Clinic Group code if used.
    A Clinic Group can include any clinic that is running on a particular day and at a particular time of day; i.e. morning or afternoon, within your department.
  2. Clinic:Enterthe Clinic code if a single clinic is to be used.
  3. Doctor:Enter the Doctor code if required.
  4. Session Start/Stop:Enter session start time if a single clinic selected or leave empty.
  5. Option:Select DISPLAY PATIENTS. See also page16.


Outpatients Search Criteria screen
with Clinic Group selections /
Outpatients Search Criteria screen
with single clinic selections.

5.2Outpatient Display Patients Screen


Outpatients Display Patients screen

All patients on the selected Group or Clinic for the day are displayed in time order. The following details for each appointment are displayed:

  • Appointment time
  • Patient’s name, casenote number, Sex and DOB
  • Transport code
  • Attended status (when recorded)
  • Clinic and doctor codes
  • Location
  • Appointment comment (only 44 out of the 60 available characters are displayed).

5.2.1Navigation

  • Use Page Up/Page Down keys to move to the next or previous page.
  • F3 or F4 will move to the top of the list; F5 to the bottom.
  • The Home key will display a “Find” prompt at the bottom of the screen. Type in the patient’s casenote number, surname or forename. The next patient on the list who matches the search criteria will be highlighted. PAS however only searches below the highlight bar so if you wish to search through the whole of the clinic list make sure your highlight bar is at the top. If there is more than one patient on the list with the name you are using and the highlighted name is not the one you are searching for repress the Home key.
  • Select a patient either by typing in the sequence number from the left hand side of the screen, or highlight and press Enter.

At the bottom of the screen are five options:


  1. Select:Type in the sequence number of the patient you want to view. Or, type in the letter for the option you want to use.

  2. P:PatientType P to display the Patient Selection Details screen. From here you can search for any patient not on the clinic list.

Patient Selection Details screen

  1. C: Change Selection Criteria

Type C to return to the Outpatients Search Criteria screen. From here you can change the selection criteria to display a different list.


  1. Q:QuietType Q to remove the clinic list from the screen and display the following.
  2. R:RefreshType R to update the data on the screen.

5.3Outpatients Select Patient Screen


Once a patient is selected either from the clinic list or by using the Patient Selection Details screen the patient’s details are displayed as shown:

Outpatients Select Patient screen

Use this information to confirm the correct record has been selected and to see if any of the details require updating.

At the bottom of the screen a list of Valid Options is displayed. This list will vary depending on: 1 – the access you have been given and 2 – the status of the patient you have selected.

Valid Options / Equivalent main menu function / Notes
1 - No Further Action / Will return to the clinic list
2 - Display Appointments / APE / See View Only Functions – e-Learning and manual
3 - Track Attendance / Use as appropriate. If the patient is tracked as “Arrived Department”, this will feed through to record the patient as “Attended” (ATT) for the Attendance and Disposal (AAD). See page 10. Also if the patient is tracked as “Left Department” this will automatically ask for the Disposal status as in AAD, if the patient is to be discharged the discharge details are also completed here. See page 12.
4 - Update PMI Details / PMI / Same as PMI screen 1 (Basic Details) See PMI Add and Revise manual
5 - Update Registration Details / PMI / Same as PMI screen 2 (Reg Details) i.e. GP details. See PMI Add and Revise manual
6 - Record Attendance and Disposal / AAD / This can be used for patients who ring on the day to cancel. Remember you must use 17 – DNA Follow Up to rebook the appointment. See Managing Appointments manual.
Do not record the patient’s attendance here on arrival as the disposal field is mandatory. Use 3 - Track Attendance to record patient’s arrival.
7 - Revise Appointment Details / REA / See Managing Appointments manual
8 - Book Follow Up Appointments / FBA / See Managing Appointments manual
9 – Delete Appointment / DAP / See Managing Appointments manual
10 – Cancel and Rebook Appointment / CAB / See Managing Appointments manual
12 – Code Clinical Details / If used – enter the Procedure Code; enter secondary procedure if appropriate, at Procedure Coding Status F9 Superhelp and select. When coding has been entered the code will normally be “C” for complete.
If a clinic is to have Procedure Coding, ALL patients must be coded. There is a report available in function set OPR, function ORL – OP Medical Coding Reminder Report. This will provide names of patients who have not had the Clinic Coding completed.
13 – Outpatient Waiting List / OWL / See Referrals and Waiting Lists manual
16 – Document Print / DP / See PMI Basic manual
17 – DNA Follow Up / DFU / See Managing Appointments manual
18 – Revise Referral Details / ORE / See Referrals and Waiting Lists manual
19 – Reinstate Cancelled Appointment / RCA / See Managing Appointments manual
28 – Book from Waiting List / BWL / See Managing Appointments manual
34 – Episode Enquiry / EPI / See View Only Functions e-Learning and manual
39 – Telephone Book Appointment / TBA / See Combined Functions manual
40 – Casenote Loan Enquiry / CLE / See Casenote Tracking manual

5.4Using the Option - 3 Track Attendance

5.4.1When the patient arrives:

After selecting the patient from the clinic list and confirming the details displayed on the Outpatients Select Patient screen you can record that the patient has arrived in the department.


  1. Select 3 – Track Attendance from the Valid Options. The Track Attendance dialogue box appears.

Track Attendance dialogue box

  1. Command:This defaults to ADD.
  2. Tracking Step:F9 (Superhelp) and select the AD - ARRIVE DEPARTMENT.

  3. Tracking Date:Press Enter and the current date and time will default in. Or, enter the actual date and time the patient arrived.
    Track Attendance dialogue box – completed
  4. Comment:Type in any appropriate comment, if required.
  5. Enter?Yes or No

The Outpatients Select Patient screen is redisplayed showing the patient’s location is recorded as AD and the time of arrival.

Outpatients Select Patient screen



  1. Select 1 – No Further Action to return to the Outpatients Display Patients screen.

Outpatients Display Patients screen

NOTE that the attendance status ATT has been added to the patient’s entry on the screen.

5.4.2When the patient leaves:

When the patient leaves the department reselect them from the clinic list and record that the patient has left the department.

1.Select 3 – Track Attendance from the Valid Options. The Track Attendance dialogue box appears.

2.Command:F9 (Superhelp) and select ADD.

3.Tracking Step:F9 (Superhelp) and select the LD - LEFT DEPARTMENT.

4.Tracking Date:Press Enter and the current date and time will default in. Or, enter the actual date and time the patient arrived.

5.
Comment:Type in any appropriate comment, if required.

Track Attendance dialogue box – completed

6.Enter?Yes or No.


The Disposal Details dialogue box displays. This is the equivalent of the function AAD – Record Attendances and Disposals (See also Managing Appointments Manual).

Disposal Details dialogue box

7.Attendance Status:If the patient’s arrival was tracked this will display as ATT. If not F9 (Superhelp) and select.

8.Disposal:F9 (Superhelp) and select appropriate option.

9.RTT Period Status:Enter the code indicated on your Clinic Outcome Form.

NOTE: The RTT Period Status prompt will only appear if the Outpatient Referral is linked to an open pathway.

10.Grade of Staff:Defaults to MC21 Consultant. F9 (Superhelp) and select alternative if it is your department procedure to change from
the default.

Disposal Details dialogue box – completed

11.Enter?Yes or No.


If the disposal code selected is DISC – DISCHARGED the OP Discharge Details dialogue box displays. This is the equivalent of the function OD – Outpatient Discharge (See also Referrals and Waiting List Manual).

Discharge Details dialogue box

12.Discharge Date/Time:Press Enter and the current date and time will default in. Or, enter the actual date and time of the discharge.

13.Reason Code:F9 (Superhelp) and select.

14.
Reason Text:Type in more information if required.
Discharge Details dialogue box - completed

15.Enter?Yes or No.


The Outpatients Select Patient screen is redisplayed showing the patient’s location is recorded as LD and the time of leaving.

Outpatients Select Patient screen

16.Select 1 – No Further Action to return to the Outpatients Display Patients screen.

Clinic Management - V.N1.21

6Clinic Management by Date CMH


This function is used the same as Clinic Management but for any date (past, present or future dates). It can be used to complete any of the options not completed during the clinic.

Outpatients Search Criteria screen in CMH

Clinic Management - V.N1.21

7Options

F9 (Superhelp) at the Options prompt will display
a list of possible actions:

7.1Display Patients

This is the default and will display the selected clinic list.

7.2Download Clinical Letters

Not used.

7.3Session Coding Command

This function can be used to indicate whether or not the selected clinic is to be Clinically Coded.

Use as advised by supervisors.

7.4Transfer Case Notes

This displays the Transfer Case Notes screen to track the selected clinics’ case notes to their next location.