Service Provider Roles Quick Reference Guide Page 2 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 Table of Contents 1. About This Guide.......................................................................................................................... 3 2. Introduction to Choose and Book............................................................................................... 5 How Do You Access Choose and Book?................................................................................... 5 Open and Close Choose and Book............................................................................................ 6 3. Change or Cancel an Appointment............................................................................................. 7 Search for an Appointment......................................................................................................... 7 Rebook an Appointment............................................................................................................. 8 4. Accept or Reject Referrals........................................................................................................... 9 Accept or Reject a Referral ........................................................................................................ 9 5. Provide Clinical Advice and Guidance ..................................................................................... 11 Respond to a Request for Clinical Advice and Guidance ........................................................ 11 6. Clinical Assessment Service ..................................................................................................... 12 Onward Referral ....................................................................................................................... 12 Book an Appointment .............................................................................................................. 14 Record and Complete Referral................................................................................................. 15 7. Run Enquiries............................................................................................................................. 17 8. Run Reports ............................................................................................................................... 20 Page 3 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 1. About This Guide Welcome to the Choose and Book Quick Reference Guide. This guide provides step-by-step instructions on how to perform tasks for this role using the Choose and Book electronic booking software. The quick reference guide is designed to support the Choose and Book Online Reference Tool, which you can access at nww.chooseandbook.nhs.uk/training whenever you wish to practise your skills. Page 4 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 The Online Reference Tool provides three main areas: Choose and Book Training Simulations and assessments Click Simulations and assessments from the Online Reference Tool home page. This section provides a guided training session by role, including task based simulations of the actual application and a performance-based assessment, so you can check your knowledge and skill level. Role explanations and simulations Click Role explanations and simulations from the Online Reference Tool home page. This section allows you to go directly to your Choose and Book role and practise the required tasks in a safe environment. Diagram of roles and process Click Diagram of the roles and processes from the Online Reference Tool home page. This section provides a workflow diagram by role and allows you to go directly to that work process. Page 5 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 2. Introduction to Choose and Book How Do You Access Choose and Book? There are two ways you can interact with the Choose and Book application: • Via an electronic booking compliant clinical system • Via the web interface Via an Electronic Booking Compliant Clinical System You will log into your existing system in the normal way. However, in order to access Choose and Book, you will need to log in to the Spine using a smartcard and password. Once you have been authenticated, you will see your clinical system and records as normal. As the electronic booking functionality is embedded into your clinical system, you will be able to make a seamless transition into the Choose and Book application, without leaving the PAS. Via the Web Interface As with the clinical system, you will log into the Spine using a smartcard and password. Once authenticated, you will be able to launch a web browser and navigate to Choose and Book directly (either through typing the web address or by clicking the Choose and Book icon on your desktop). Launching the Choose and Book application via the web interface will take you to your homepage and will give you access to the full range of electronic booking functionality. How System Access Is Allocated Role based access control identifies which functions within the Choose and Book application you can access, based on who you are and the organisation you work for. Page 6 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 Open and Close Choose and Book 1. Double-click the electronic booking icon on your desktop or launch Choose and Book from your booking-compliant system. Choose and Book displays your home page, which contains your worklists. The instructions for the rest of the tasks in this guide begin from your homepage. 2. To log out of Choose and Book, click in the upper-right hand corner of the window. Note: Clicking Log Out does not close the application. To close your application, click the X in the upper-right corner. Page 7 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 3. Change or Cancel an Appointment In the Choose and Book application, you can change or cancel appointments. First, however, you must find the appointment or request in the system. Search for an Appointment 1. Click . 2. Click and select Appointment Enquiry. 3. Set the following Filter Criteria; Service, Clinician, Start/End Date and Priority, if necessary. 3. Click . Page 8 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 Rebook an Appointment 1. Search for the appointment. 2. Click the UBRN to open the reveal window. 3. Click . 4. Click . 5. Click the option button in front of the chosen appointment date and time. 6. Click . 7. Select a reason for rebooking. 8. Click . 9. Click . Page 9 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 4. Accept or Reject Referrals When a referring clinician has referred a patient to your service, you can review the contents of the referral letter and determine whether to accept or reject that referral. The Service Provider Admin is not permitted to accept or reject referrals. Accept or Reject a Referral 1. Click Worklist . 2. Click Referrals for Review. 3. Click the UBRN of the referral that you want to review. 4. Click . 5. The Appointment Details are displayed, to view the referral letter, click Referral Letter Details. 6. Click . Page 10 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 7. Click the file name to view the attachment. 8. Review the attachment, and then click to close the attachment. 9. Click . 10. Click or . 11. If you rejected the referral, enter the reason for the rejection in the Comments box. Please make note of the red alert before rejecting the referral. 12. Click to confirm the rejection. Page 11 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 5. Provide Clinical Advice and Guidance Advice and guidance is an electronic conversation between a referring clinician (or a BMS HCP Proxy acting on behalf of a clinician) and a service provider clinician that deals with a patient’s medical information. (The Service Provider Admin is not permitted to respond to Advice and Guidance.) Respond to a Request for Clinical Advice and Guidance 1. Click Advice and Guidance Requests. 2. Click the UBRN to review a request. 3. Read the Advice Request Comments. 4. Type a response in the Advice Response Comments box. 5. Click to send your response to the referring clinician who requested advice and guidance. Page 12 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 6. Clinical Assessment Service Clinical Assessment Services (CAS) are available in Choose and Book which will allow the assessment service to record their assessment outcome and comments and then take one of a number of actions; sending the patient back to the referrer for treatment, treating the patient within the assessment centre, referring the patient on for treatment in another service, or deciding the patient does not require treatment. Onward Referral (The Service Provider Admin is not permitted to review referrals). The CAS service provider assesses the patient within the assessment centre then decides if the patient does need to be referred for treatment to another service. 1. From the worklist, click Referrals for Review 2. Click the UBRN of the referral you want to review. 3. Click . 4. The Appointment Details are displayed. To view the referral letter, click Referral Letter Details. 5. Click . Page 13 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 6. Click the file name to view the attachment. 7. Review the attachment, and then click to close the attachment. 8. Click . After reviewing the referral letter, you decide to onward refer the patient to another secondary care service. First, you must record the results of the clinical assessment at your service. 9. Click . 10. Select a Clinical Assessment Outcome. 11. Click . 12. Click to search for services. 13. Click . 14. Select a service by clicking the tick box in front the service. NOTE: Services are displayed which have been commissioned by the PCT and are available for booking of the initial referral. 15. To make the onward referral appointment request, click . Page 14 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 The onward referral request has created a new UBRN. The initial referral’s UBRN and the onward referral UBRN are linked together in the system. 16. Click . This option will enable other users outside your service, such as BMS to access to the appointment. NOTE: Selecting Submit will save the request and it is NOT available to anyone outside your service. 17. Click . Book an Appointment 1. From the worklist, click Referrals for Booking. 2. Click the UBRN of the referral you want to book. 3. Click and select Update/Book. Page 15 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 The displayed service was selected from the Shortlist suggested services. 4. Click . 5. To select the appropriate appointment, click the option button in front of the chosen appointment date and time. 6. Click . 7. After reviewing the appointment details, click . 8. Click . Record and Complete Referral (The Service Provider Admin is not permitted to record or complete a referral) The CAS service provider has assessed the patient determining the patient has been treated successfully and there is not a need to onward refer. 1. From the worklist, click Referrals for Assessment 2. Click the UBRN of the referral you want to record the assessment. 3. Click and select Modify/Complete Assessment. Page 16 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 4. Select a Clinical Assessment Outcome. You can add free text comments in the comments box, if necessary. The patient is not onward referred, the assessment is deemed complete because there is no further action that will occur on this patient. 5. Click . 6. Click . Page 17 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 7. Run Enquiries Enquiries allow you to retrieve information in the form of a simple report. The Enquiries that users can view depend on their role. Both service provider roles can run the Enquiries listed below: • Appointment Enquiry • Cancelled UBRN Enquiry • Missing Referral Letters • Patient Enquiry • Service Directory • Two Week Wait Breaches Note: The Appointment Enquiry is covered in the task “To Search for an Appointment” on page 7. Run a Cancelled UBRN Enquiry 1. Click . 2. Click and select Cancelled UBRN Enquiry. Page 18 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 Run a Missing Referral Letters Enquiry 1. Click . 2. Click and select Missing Referral Letters. Run a Patient Enquiry 1. Click . 2. Click and select Patient Enquiry To Run a Service Directory Enquiry 1. Click . 2. Click and select Service Directory. Page 19 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 3. Select a Specialty. This is an optional step. 4. Enter the name of a Commissioning PCT. This is an optional step. To search for the name of a commissioning PCT, click the Ellipsis button. 5. Click . Run a Two Week Wait Breaches Enquiry 1. Click . 2. Click and select Two Week Wait Breaches. Page 20 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 8. Run Reports Reports are generated on a regular basis by the Choose and Book system. You can retrieve this information after it is generated. As opposed to enquiries, reports are static sets of data that are automatically created by the system. The reports that users can view depend on their role. All service provider roles, including service provider admins, can currently view the reports listed below: • Future Slot Utilisation • Past Slot Utilisation • Service Activity • Service Referral Analysis Run a Report 1. Click the Reports icon on your homepage. 2. In the Reports pane of your window, click the link to show the list of reports available to you. 3. Click the link to the report you wish to view, such as to display a list of those reports by date. 4. To open a report in a separate window, click the link next to the report (see below for a sample of the Future Slot Utilisation report). 5. To print the report, use your browser’s print function. Page 21 of 21 Choose and Book Quick Reference Guide – Service Provider Clinician Doc No. NPfIT-EBS-PMG-DEL-0006 Amendment History: Version Date Amendment History 1.0 25 May 2004 Conceptual draft; never published 2.0 6 June 2004 New design and modified content. Published on www.chooseandbook.nhs.uk. 3.0 1 Sept 2004 New content for referring and service provider roles to reflect additional tasks covered by the Online Reference and Training Tool (v 1.1, released 9 Aug 2004) 3.1 21 Sept 2004 Updated text changes to login information, smartcard, and enquiry names. 3.2 18 Nov 2004 Updated with reports available in releases 1.1 and 1.2 3.3 16 Feb 2005 Updated with note to explain new referral letter message. Approvals: This document requires the following approvals. Name Signature Title Date of Issue Version Document Location This document is only valid on the day it was printed. Please contact the Document Controller for location details or printing problems. This is a controlled document. On receipt of a new version, please destroy all previous versions (unless a specified earlier version is in use throughout the project). Choose and Book Quick Reference Guide – Service Provider Clinician Programme NPFIT DOCUMENT NUMBER Sub-Prog/Project National Prog Org Prog /Proj Doc Type Seq Prog. Director Sub Prog/Proj Mgr NPFIT EBS PMG DEL 0006 Author B Ammons Version No 3.3 Version Date 16 Feb 2005 Status