While not a Practice Toolkit function, when you're changing from reviewing patients based on the Last medication Review, and want to change that to the Patient Birthday Month, you could have patients seen again quite soon, or not seen for longer that would be clinically wise
This support is only relevant for the first months of using Practice Toolkit - once each patient has their first engagement via Practice Toolkit (on Birthday month if that's the Practice Wide Optimisation selected), patients will be captured/managed automatically from then on.
How?
Download our Custom Searches if you haven't already for EMIS auditing.
Run the report in the 'Admin' folder, then download and open in excel
Copy and paste the formula below into cell G11
=DATEDIF(F11,DATE(YEAR(TODAY())+(MONTH(C11)<MONTH(TODAY())),MONTH(C11),DAY(C11)),"m")
Type into cell H10 the number of months you're happy to extend the next annual review until - e.g. 15 for 15 months between reviews.
Copy and paste the formula below into cell H11
=IF(H$10<G11,TEXT(F11+(DATE(YEAR(TODAY())+(DATE(YEAR(TODAY()),MONTH(C11),DAY(C11))<TODAY()),MONTH(C11),DAY(C11))-F11)/2,"mmm-yy"),"")
Select both G11 and H11 and hover over the bottom right corner of the cells until the cursor changes into a black cross, double click the black cross to apply the same formulae to all patients.
Column G will show the number of months between when the last medication review was carried out and when the next birthday month is (when it'd be scheduled to be carried out)
Column H will show the month which is halfway between the previous review and next review IF it's more than the months numbers entered in H10.
If this is blank, it needs no attention
If this is in the past it may be that the next review is overdue OR that the Patient may not need any form of review (often the case if a very high duration since last review)
If it's in the future it may be worth checking. You can search for the patient in Practice Toolkit to confirm if unclear.
It should look something like above.
Make sure the columns are 'general' format
If you're saving, save as an excel file rather than a .csv to maintain the formualae.
If you need any support with using excel just reach out to our team using the Help Widget in the bottom right of any Practice Toolkit page
1) Patients who have only recently been seen
Those with a very low month count (e.g. 2,3,4) but less than the Tolerance Window you've set in the Optimisations as this would be automatically completed/can be ignored.
Example Scenario:
Starting using Practice Toolkit in December,
with Patient Reviewed in November
but with a Birthday in February
If you'd prefer to not bring the patient back in just a month after their previous review, you could avoid that by one of these options;
Pausing the patient
Use Patient Search (top right of main menu) and search by EMIS Number, then click Invite and select 'Pause' in the relevant month.
NB: Only do this if the only thing required was that review - Pause is for ALL patient appointments that month.
Making the relevant appointment 'Completed'
Use Patient Search and search by EMIS Number, then View, View Appointments for the relevant month, then change the status of the relevant appointment to 'Completed'
NB: Only do this if the only thing required in that appointment was that recall/review - if they need something else too they'd still need the appointment.
2) Patients without a review longer that would be clinically wise
Those with a very high month count (e.g. 15+ months)
Example Scenario:
Birthday Month (which is the 'anchor' for Reviews) is far in advance,
while their last Medication (or condition) reviews were a long time in the past
This could leave them with a scenario of being more than 15 months between reviews and may want to consider adding in a review someone between the two dates.
Right now we'd recommend booking in an ad hoc appointment somewhere between the two dates - see column I as a guide (note if in the past it's already overdue before the change to Patient Birthday).
In future we'll be able to insert these into the patient requirements within Practice Toolkit, but that will be a future functionality.