One-Off - Bringing data up to date
1) Update the Monthly Overview -> Appointments
via Patient Recall Optimiser (main menu)
Why: avoid inviting patients already booked, and update appointments to ensure all tasks needed are undertaken to avoid call-backs for more tests/reviews etc.
Making PRO match with your current reality means you can start cleanly and confidently.
How:
Identify what appointments are already booked in EMIS. We have an upcoming feature release which will make it mush simpler for you. Until that is released; we'd suggest either go day by day or download a list of future booked appointments.
We'd suggest to;
sorting by Patient Name,
Review the 'reason' for the appointment to easily ignore those which are not recall relevant.
Find the relevant month/patient (search by name or EMIS number) (or filter by recall/sort by name)
Clicking 'Booking' (right hand side) on the relevant patient
Check the duration is relevant and copy the appointment requirements into EMIS (this will ensure the clinician undertakes everything needed for all recall requirements)
Update the Booking status to Booked
2) Update the Monthly Overview -> Invites
Still via Patient Recall Optimiser (main menu)
Why: Having an accurate log of the number of invite attempts may be relevant is choosing to exception code patients or for future audit/accuracy. You can ignore this step if you wish - or continue with old method until a month change etc.
How:
However you're currently tracking which patients you've recently invited can be updated within Practice Toolkit.
We'd recommend this is simplest by reviewing whichever list is shorter. The Monthly Overview can be filtered and sorted by patient name to specific recalls for easier finding.
Click on the relevant Invite icon to record an invite attempt in that format.
3) Communicate with Clinical Staff
Why: Telling all clinical staff that all the required tests will now be listed in the Appointment 'Reason' and 'Notes' will improve completion rates/accuracy of coding/avoid patients needing to be called back in for a missed test (or loss of funding relating to that requirement).
How:
Communicate to current Clinical Staff (Phlebomists, HCAs, Nurses, ANPs, GPs, Pharmacists etc - anyone carrying out an appointment with patients)
We'd highly recommend that staff we pushed to read over their relevant training/onboarding links (these will be visible on their dashboard)
Add to any Locum or new staff onboarding notes
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