Summary:
When all Tests & Reviews required in an appointment have been done recently; within customisable tolerance windows per frequency (e.g. 3, 6 or 12 months), the appointment will automatically updated to 'Completed' and no-longer need invites.
This means as soon as an appointment has been undertaken fully by the clinician at the next Data sync with Practice Toolkit that appointment is made 'Completed'
Once all the appointments needed by that patient that month are completed, they'll be hidden from the list, leaving an ever smaller list which still requires attention that month.
Details:
Appointments states are:
Not Booked
Booked
Partially Completed
Completed
Tolerance Windows
The Tolerance Window defines how early a test or review can be completed and still count as 'up to date'. This is to prevent a patient being invited for a test or review that has recently been completed
Tolerance windows will be customisable from Settings/Optimisations - each Test & Review frequency (1, 2, 3, 4, 6 or 12 months) will have it's own tolerance window which each Practice can customise based on days or weeks (calculated as 7 calendar days per week)
Tolerance Window Example:
A patient’s At Risk of Diabetes recall is due on 15 May - it's the '15th' based on Practice's selected 'anchor' Optimisation;
as either the Patient's Birthday is the 15th of the month,
OR their medication review was last undertaken on the 15th
This recall requires (among other tests) an HbA1c test every 12 months.
The tolerance window for 12 monthly frequency is set to 12 weeks (calculated as 84 days)
Scenario 1 (mark as Completed)
The patient has an HbA1c test on 1 April.
This is within 84 days/12-weeks of the due date, so the test is valid for this recall cycle, the Recall is marked as Complete.
The patient will not need to be invited for another blood test.Scenario 2 (not marked as Completed)
The patient has an HbA1c test on 1 January.
This is outside the 84 days/12-week tolerance window, so the test is not valid for this recall cycle.
The patient will need to be invited in May for another blood test
Each appointment is made up of a combination of Tests & Reviews
These are controlled by the Recall logic you can customise from Settings/Recall List.
Each Test or Review will have a last coded date (visible in the Booking Modal)
The Date shown is the most recent record of that test being filed in Clinical System (since last data sync)
Some of these Tests & Reviews may show 'No Record' this means there's no record of that test ever being coded
Some Tests & Reviews may show 'Not Tracked' this may be the case for less common tests, if you want an addition test tracked please let the support team know.
How it all comes together
If all tracked Tests & Reviews which make up the Appointment have got last coded dates within the relevant tolerance windows then:
The Appointment is marked as 'Completed' (no need to invite, everything needed has happened recently enough)
If all the Appointments needed for that patient in that month are 'Completed' then:
The patient will be hidden from the list - enabling the goal of not having any patients in that month needing attention.
These completed patients can be toggled to be shown again if you wish to - by clicking to 'show completed' to the top right of the table
What happens if not all the tracked Tests & Reviews are completed within the tolerance window? View 'Partial Completion Triage' article.