Get every patient easily identified, invited, booked and done
Simple, repeatable steps letting you focus on each patient
1) Re-Sync data
This is automated in England each midnight - just move to Monthly Overview
For everywhere else - Manually upload a fresh set of data (Settings/Clinical Integration).
This will mean any new diagnosis, medications, blood tests, new patients, leaving patients, test results and appointments all get updated and re-processed for any changes in requirements BEFORE you waste time inviting for something they may not need.
2) Monthly Overview
Remember the PRO/Monthly Overview page is the 'slice' of every annual patient plan with appointments for the month you're viewing.
The goal is to see an empty list! (all patient needs having been completed)
The core order is;
Complete where possible
Link Appointments where possible
(Re)Invite anyone left
1. Complete where possible;
(Automated Completion will be released for use within Feb 26)
'Completed' appointments (within a customisable 'tolerance window' e.g. a patient coming in a previous month, or as soon as they attend the relevant appointment) will automatically be marked as 'Completed' and if all appointments needed by that patient are complete, it'll hide from the view so you don't re-invite them accidentally (you can toggle to show these again if you want to)
(Partial Completion Triage will be released for use Feb/Early Mar 26)
Partial Completion Triage, where some but not all of the appointment's required Tests or Reviews have been completed - these will highlight in a count on the Monthly Overview next to each appointment, so it's easy to sort and decide if you'd like to re-invite the patient for the missed test(s) or not.
e.g. missed 'smoking status' may not need to re-invite the patient, and can 'force complete' the appointment, vs all the tests relating to asthma are done but none for hypertension probably means the clinician didn't realise they should be covering both and does mean the patient needs re-inviting.
2. Link Appointments where possible
If not using Online Booking Links and Receptionists are using Practice Toolkit (10 min training) to help guide what appointments are required/copying relevant info into appointment reason & notes they can also mark appointments as booked - this largely removes the need for this step (other than a backstop if they missed anything)
If Recall Admins need to do this instead;
For Patients with 'Not Booked' Appointments but without any invites yet - review the Future Appointment column (click column header to sort), if they're 1 or more, click to view. This loads the Bookings & Appointment view showing a table of what's needed, and a table of Appointments in the Clinical System
If the appointment in the bottom table is what the patient needs in the top table, Click "Mark as booked" in the top right of the relevant appointment. They may still need invites for other appointments (or added alongside/after results delay of the already booked one)
If it's in the past and not-recall, you can ignore, the patient will still need inviting.
If it's in the future but not-recall appointment consider if you could;
add/adapt into that appointment if it's the same clinician (then mark as booked above),
or can they come in slightly earlier or later to do the other appointment needed - much more likely they attend/no DNAs. Record the invite.
if neither, you can ignore, the patient will still need inviting.
For patients with 'Not Booked' Appointments but which have at least one invite showing in the invite history you can ignore the Future columns and look only at the 'Since last invite' column (click column header to sort) - this highlights if the patient has booked something since the last time you invited them. Follow the same processes as above.
3. Invite any remaining patients not invited recently
How you invite remaining patients depends on your practice preferences and messaging systems used.
For Practices without 'batch' sending
Click the mobile/email/number/address icons where available to copy and send invites as normal. Remember to click the 'Invite' action button on the right and record how you invited.
Click the 'Invite' action button and send SMS/Texts from Practice Toolkit - you can manage message templates from settings. This will automatically record as an invite.
For Practices with 'batch' sending - remember to find a balance between ease of inviting and giving enough information to the patient that they do what you want them to/book correctly etc. sometimes a few extra batches for a bit of extra information/instructions goes a long way.
We'd recommend to filter out 'appointment status' of 'booked' and any 'Last invited date' as being '0-7 days' to avoid accidental unnecessary invites.
Some practices will batch by the appointments needed, particularly if using booking links (use the 'staff group' filter, then select all/deselect any individuals, then export and record invite)
Some practice prefer to batch by recall combinations (use the Recall Name filters)
Some practices batch the major groups then individually invite more complicated combinations per patient.
We'd be delighted to help you work out the most efficient and effective approach for your practice - just reach out to book a working session with an expert.