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Change CCN
Request CCN Change Request/Software Issue Description Comments Proposed Priority
Ref No Number Raised by Status Working Group Action PFIG Review? Priority Class
SCI-DC needs to collect and send more data to Soarian DR as follows:
1) Pt phone numbers including Home, Work, Cell
2) Need to have Diabetologist
This is a Soarian - SCI-DC Interface issue which is being
3) Eye Clinic (Ophthamologist)
addressed as a separate issue. See CR 81
4) Slit Lamp Examiner
5) Transport requirements
1 6) Complete GP Address D Cromie Closed Passed to SCI-DC
CHI should always be used as search criteria. Want search
criteria to be identical and to include all facilities in mailing
application and patient admininstration (combined with
Change 68). Patient Admin screen display suspension
reason. Ability to sort by patient. Linked with CR5 and CR35
Patient search in Mailing application should have CHI# as search criteria
Fault logged to ask for Patient search screens in all parts of
the system to use the same functionality which is a
combination of all the functions currently available for
searching for patients. (ref 760893) -LINKED TO CR68
CCN27 technical response and estimate recieved.
2 27 L Urquhart Open Service Mgt FAULT C
On-line updates in Soarian DR to demographics are currently "ignored" by SCI- CHI is the master for demographics. Any changes to contact
DC. Need to negotiate which information should be updateable by users. Current details should be held in "correspondence address" fields.
suggestion for workaround is to use "Contact Information" fields to store Otherwise changes to demographics should be updated in
3 demographics updates as these will not be over-written by SCI-DC. D Cromie Closed None the CHI via GP Practices as usual.
Demographic for patient will come from CHI. Soarian will not
Can a Change of Address letter be generated out of Soarian DR to the GP when a allow that to be changed . Correspondence address will have
screener notes there is a change (Con argument in group: Screener will not have a "valid until date" and then revert back to CHI address. GP
time for this "extra" step); Suggested workaround again was to use the Contact needs to be alerted if a change of address has been made
Address as temporary solution. through Soarian. ? Being dealt with through SCI-DC/Sorian
4 D Cromie Closed Service Mgt interface? Reject
Was this a specific item in the user acceptance test? Would
like to make sure that list of transport requirements include
boats and planes. When doing a mailing list and also the
daily report it should flag up that you have patients in that list
Transport Requirements need to be List Box controlled; suggestion that free text who have special transport requirements.
be replaced by specific list - then will need to be able to select patients for GS - confirmed the specification states "Patient transport
screening according to the Transport Rqts (e.g. invite same types grouped required:
together to have ability to use single vehicle for larger group of people and group none/yes
appt times); The list box should have the same options as the NHS paper If yes, then there will be a free text box where details of the
"Ambulance Booking" form; Add Transport Rqt Infor to daily appointment report required patient transport
e.g. as an icon. can be written.
The call search from will capture only a no/yes field; free text
details go into the
patient data
GS to check specification -
See also chg 35
5 All Open Service Mgt done see notes, CR required. Medium D
GPAS system does not match the Visual Acuity scale values (Glasgow issue? -
they manually populate GPAS) Workaround: Provide guidance on how to
Not a clinical issue. For consideration by Service Managers
interpret for SCI-DC clinic or GPAS data entry
6 Final solution: Need a single set of data LOGMAR / SNELLEN Glasgow Rep Closed Clinical Reject
SCREEN: Examination: Change selection of Tropicamide f 1% to 0.5% instead.
Suggest adding alternates to Tropicamide into the list as well (some people are Cyclopentolate 1% and Proxymetacaine 0.05% are on the list.
7a allergic to Tropicamide) Closed Clinical Reject
SCREEN: Examination:Tropicamide the Batch number field is too small - need to
There is a workaround - GS to distribute.
7b be able to add letters to batch number Closed Clinical Low
Re-think "Special Case" selection of "proceed with Slitlamp Test" - is this the
correct selection? Some users suggest a photo should always be taken and that a
photographer should not make this decision to send to SlitLamp Test (it is a
8 clinical decision) Open Clinical C
Needs to be a failsafe so that if you picking up a patient that
you have already started to screen there is a warning to the
screener that this has already been started. Want to reduce
If Exam is not "finished" but only delayed because of dilation, the Exam should
number of clicks to get back to open examination directly
stay in the Exam application without need to go into the Exam list.
through examination screen. ? Include search faciflity on
examination screen
ADvised by Siemens that this would be a very large change.
9 Open Service Mgt Medium E
Agreed to share information on how people have worked
around this problem locally in the short term and then
DNA vs. Could not attend: offline conflict on timing. Need to think through
consider technical aspects. DNA cancelling Suspension
preferred way to change (currently DNA letters are sent although patient called
details needs to be logged as a fault.
and cancelled or DNA overwrites Suspension Details) Service Managers to submit
DNA Processing logged as a fault - revised process
"work arounds" to Website -
documented and for review with Service Managers CCN 35
10 35 Open Service Mgt complete Low B
System should automatically lift the Temporary Suspensions at the appropriate
date and/or have a Task List or Report/Export to remind a person to review these Board Co-ordinators agreed that this should be given a high
manually and determine if still valid. (Add Suspended Person Queue, lots of priority. Suspensions policy published and Soarian - SCI-DC
sorting capabilities). (CON: Automation is not a good idea, Suspension is a interface spec has been finalised and published.
Clinical decision not an Administrative one - prefer working a queue manually) OR Wrk now in progress on developing the change requests.
get the Ophthalmology Result and could re-suspend them in case the result is CCN 16 technical response and estimate recieved.
continued ophthalmology review. Need to ensure there is the ability via the task Software development started - due for release end 2008
list to be able to search for patients who are about to be re-included.
11 16 Development
Service Mgt and Bd Coords Gavin Sell High
Agree that there needs to an defined protocol to reflect how
Cross Border Patients causing major issues (allocated to a region for screening if cross border patients and moves should be handled.
Patient moved, then original region cannot see them). NHS required restriction in Agreed that Service Managers should be able to see all
Soarian DR to allow only the patients for which user is responsible to be seen. All patients who are either resident in their board or are treated in
recommend to change the system back to display both BOT and BOR patients as their board. - this is going to require a change request - to be
this is NOT a privacy problem. service mgrs should be able to assign a patient to added in the SCI-Dc Soarian Interface Spec. CCN16
any BOT. technical response and estimate recieved
12 16 Board Coordinators
Development Software development started - Due for release end 2008 High
Board Co-ordinators agreed as high priority. Being actioned
through work on SCI-DC/Sorian interface. If someone is
already part way through episode then the change can be
registered but it will not "hit the system" until the episode is
SCI-DC Approved Change: Movement between BOTs should be carefully
completed. Need to have ground rules for when the
automated or sent to manual queues. Suggestion to see how other screening
BOD/BOR is changed in this situation. What happens in
areas handle this issue. NOTE: BOR is not really related to Patient Residence, but
other clinical areas e.g. cervical, breast? Norah to speak with
to where they go for treatment (GP) and BOT may stay the same even when
Aileen Primrose - draw up initial draft mapping and circulate
patient moves
for comment. Query if referral to Ophthalmology or DNA
Status is the final stage of an episode for clarification. See
CR81 & CCN16 technical response and estimate recieved.
Software development started - due for release end 2008
13 16 Development
Service Mgt and Bd Coords Norah Grant/Aileen Primrose High
Consider facilitating identification of "new diabetics" within the "ready for workflow"
patients as it is a requirement to screen all new diabetics within 90 days. This can
be readily derived from date of diagnosis - if date of diagnosis were a selection
This is a long term aspiration. Noted that it was not a
criteria on the mail/search for patients screen this would help. (from the second
"requirement" more a "recommendation",
year on they can be identified by the examination type "first screening" instead of
linked with CR 94 and CCN 25
"regular rescreening", but in this first year, all patients will be "first screening" so
this is critical need). NOTE: diagnosis date as a selection criteria is bad for the
14 performance of the patient search. Closed Clinical and Service Mgt Medium
-all- The term -All- has been confusing in the drop down boxes. It means
consistently in the system "all applicable" or "all relevant" and it is really only the
Same as Change 45
sum total of the selections below it which provide additional filters. Some users
15 wanted th Closed Service Mgt Reject
Footnote/comment in Ophthalmology Letter should include a phrase to explain that
the letter is generated automatically so if a patient has been recently seen, it may
not be necessary to schedule another appointment. "Generic disclaimer…"
(similar to the disclaimers regarding receiving a bill after you have already sent in
a payment that has not yet been posted) (Style Sheet change)
16 Closed Clinical Reject
This does not affect the Ophthalmology patients pathway.
Agreed want to have one extra field in the drop down to
Grading: Should are pick lists be updated - for example: there may be a need for
include exudates outside 2dd and the grading scheme will
exudates outside of 1db; If no other features… also non-active vessels & laser
need changing to R1.
burns User Concern: Do not generate a letter of "no signs of retinopathy" when
CCN 12 Raised - but superceded by CCN 19 for the revised
clearly there are indications of prior treatment for it
grading scheme 2007
17 12 Clinical
Development Software development started due for release end 2008 High
Would like to re-introduce the URGENT flag at the grader level. Problem: grader
CCN13 Raised.
also cannot take away the flag that may have been marked inappropriately by the
28/3 Agreed that this change to be put on hold as it appears
examiner (e.g. on further review, there is not urgency, but urgent flag remains on
to be addressing a training issue.
record and case goes to the top of the next grading list)
18 13 Closed Clinical High
19 Would like to have patient details in grading screen again Open Clinical Add CHI number to the grading screen. Low D
Error in the software - non-DR feature screen Ophthalmology
referal result should produce a letter. We believe this is a
fault GS to progress - FAULT raised via ATOS (ref 17451) -
CCN 08 raise. Technical response and estimate received.
Changes to the Patient and GP letters also required. Either:
if it's not significant say nothing
if it's significant
letter to GP:
A non-DR features has been found, please refer to eye clinic
How is referral or follow-up for non-DR features to be handled? Most are now if not already treated - identify the feature
doing it manually as non-DR handling was specified as outside of Soarian DR. Free text in box should go on the letter to the GP
Should something be generated in Soarian DR for this (e.g. Letter generated?) letter to Patient:
Should there be a non-DR task list or Export/Report? Clinical Risk to be You have non-DR changes that may or not be significant, a
considered. Result list not sufficient. letter has gone to your GP. You may need to referred to the
eye clinic.
Reminder to all L3 graders that urgent non-DR referrals are
out of the system.
HTBS report wording on the fact that this is screening service
for referrable Retinopathy only.... to be added to all letters to
patients and GP's.
Software development started - due for release end 2008
20 8 Clinical
Development Urgent
Fault in the software. Siemens to Fix, ref to grading scheme
A. Grading Rule Change: request that the highest grade in either eye should be
Fault raised via ATOS.
the top grade.
A. CCN 1 raised and is approved and implemented in
B. Slit Lamp exam should be referred to Ophth if technical failure.
release 6
C. Need option for "Re-screen / re-photo" when picture is ungradable but not due
B CCN 4 raised - technical reponse and estimate recieved -
to patient problem - more a quality issue. (Current concern that Slit Lamp queue is
Software development started - due release 2008
too large right now due to photog quality issues);
C &D CCN 5 raised - techcnial response and estimate Do we need a different a letter
D. 2nd level grader should override "Slit Lamp" result and choose "Re-screen"
1 recieved - CR 41 created to the current Ophthalmology
21 4 Development
Clinical letter? Urgent
Provide grader with ability to re-label images if they are incorrectly labelled for
22 laterality. Open Clinical Medium D
Service Managers to send Gavin sample letters regarding
these scenarios. Need to be clear whether it is a result letter
Need more variations on Slit Lamp letters: 3 scenarios: 1) Please phone for appt.
or an invitation letter.
2) Here is your appt. 3) Refer to another Slit Lamp Clinic. Individual Slit lamp
ITUG - it is thought that a change to the slit lamp result letter
letters per board ?
to the SLE might resolve the requirement for "refer to slit
23 Open Service Mgt lamp clinic" letter. A Ellingford to advise Service Managers Yes High C
Letters Pt vs. GP (need to determine who should get what letters and what content
in result letters) No requirement to change who recieves which letter. Agreed
1) Send Pt letter and copy of GP letter to Pt to remove "Advise to call DRS centre for details" Can be put
2) Send same letter to both Pt and GP in free text.
3) Send 2 different letters CCN11 raised. Technical response and estimate received.
Stop advising to call DRS center for details – need to replace this sentence on Development started due for release end 2008
24 11 letters. Clinical and Service Mgt
Development High
GPs are confused on whether they need to do a referral on the non-DR findings.
See chg 20
25 Handle this in the letter? Closed Clinical Reject
Note in the letters if the patient has not English as primary language where he may This should be part of the CHI Registration. Gavin to do
26 get more information? Closed Service Mgt letter for action by CHI team. Reject
Can FONT size be increased on letters (CON: Users can automate letters if they
remain single page - otherwise it costs more money, printer expenses); some said
they don't want to have small font as some of their users can hardly see
27 Closed Service Mgt Reject
Logo agreed as "NHS Scotland" in top right hand corner,
address in the middle. Gavin to clarify with Siemens what
Move logo on letters to the top left hand corner, in one line with the address to get can be done.
more space for the letter content Logo is available as requested. Service Managers can
request through ATOS help desk.
28 Open Service Mgt NO CCN Required Gavin Sell High E
to be included in the SCI-DC/Soarian Interface review. Once
Need filter: Can SCI-DC generate a list of invitees for GPs to vet the list
it is agreed what information is being passed to SCI-DC from
(monthly/quarterly) ; all agreed SCI-DC using "Exception codes" is not a good idea
Soarian, SCI-DC will review the design/presentation of this
for generating such a list
29 Closed Board Coordinators screen. Reject
Ability to filter task lists and then print and complete the
Would like to be able to "group print" result letters - introduce filters or group them filtered list. See also CR49
CCN 09 raised. Technical response and estimate received.
30 9 Open Service Mgt High C
Want to be able to see Suspension Reason without opening Pt Detail Include on the Patient Admin search screen. Added to CR2
31 Closed Service Mgt Reject
Comment Box in Pt History needs to be a lot bigger (CON: Must remember Comments box needs to be double current size. See also
patients will be able to access their data and caution must be taken not to enter CR79
32 29 inappropriate information.) Open Service Mgt CCN 29 technical response and estimate recieved. Low C
Add a flag that there is a comment in History; CON - eventually everyone will have Defer - Norah to look at this again. ?Expiry date on flag
a comment; Better recommendation: Appt Booking screen should show "Special Which comment and where is it to be flagged? Needs further
33 Needs" flag and also on daily appointment report. Open Service Mgt definition Norah Grant
Agree - CCN21. technical response and estimate recieved.
Add selection of "Sign language" to pick list for Primary Language
Software development started - due for release end 2008
34 21 Service Mgt
Development High
35 Need to be able to sort by Transportation and Interpreter in Invite Patients List Open Service Mgt to be searched through mailing list (See Change No 5) Medium D
Agreed by Board Coordinators
on behalf of … need extra date field of when exam took place CCN 7 raised - technical response and estimate received
36 7 Service Mgt and Bd Coords
Development Software development started - due for release end 2008 FAULT
Agreed by the Clinicians.
Agreed by Board Coordinators. Soarian moves the recall date
forward by 12 months.
Remove "DNA X 3" from Suspension Reasons list (coordinate with SCI-DC) Implemented in the new suspensions policy and is included
in the the SCI-DC/Soarian interface work
CCN 16 technical response and estimate recieved.
37 16 Clinical and Bd Coords
Development Software Development startted - due for release end 2008 High
see agenda item:
A Blanket temporary suspension maximum of 3 years
1.Informed choice to opt out - letter from patient, temporary
for 3 years, only GP can do it, but on completion of a
disclaimer (kept in GP records). - a standard national
disclaimer letter to be created. On completion of the
suspension a new letter required to invite to be re-included
(could go to the GP and not the patient) - to be considered
by PFIG.
2. Under age - automatic by system - temporary
3. Total Loss of Vision - no perception of light by Ophth.
Letter to GP who excludes. Permanent NB we might need
to generate a braille leaflet that explains why people with total
loss of vision should be still screened.
Review Permanent Suspension List - it should be different from temporary
4. Terminal Illness - temporary, GP
suspension list e.g. Underage
5. Disabilities - temp or permanent, only GP, if appropriate
discuss with Ophth
6. Under the care of Ophthalmologist - letter from Opth, only
for DR, temporary for period of recall within Opth plus 6
months, only the DRS programme
7. temporarily unavailable - GP or DRS admin, letter not
necessary, require some text to explain the purpose (in
Soarian), good practice the GP should record in patient
results.
8. Deceased - used when there is a delay in the CHI. by GP
only.
This is included in SCI-DC/Soarian Interface work
38 16 Clinical and Bd Coords
Development YES High
CCN 16 technical response and estimate recieved.
agreed - see also CR 13
Patient Board of Residence should be determined by the patient address, whereas On first registration in Soarian and when BOR changes this is
at the moment it is determined by the board of the registered GP. We also need set to be same as the board of affiliation of the registered GP
rules defining for the assignement of the BOR for new patients. CCN 16 technical response and estimate recieved.
Software development started - due for release end 2008
39 16 Board Coordinators
Development High
Letters to GP's need amending to make it clear what action is required from a GP.
For example in the case of a DR referral or a non-DR referral. Can we agree on a see CR 20
40 national protocol for this? Closed Clinical
Check special cases button the screener should be able to
get to this at any point.
Camera Operators and graders need to be able to set the outcome of a screening
GS: Camera operators can always use special case as long
episode to arrange for a patient to be re-invited for fundus photography or slit lamp
as they want to discard any images that they have captured.
examination. Currently if you can't obtain a good enough image then the patient is
However Graders can only select quality of image as
sent to grading and then slit lamp.
"technical failure" which automatically sends the patient to slit
lamp.
41 5 Open Clinical C
agreed - SCI-DC Soarian Interface work CCN 16 technical
No message is being passed to SCI-DC when the patient DNA's - this should be
response and estimate recieved.
included in the info that can be accessed by GP's.
42 16 Board Coordinators
Development Software development started - due for release end 2008 High
Put 365 day calendar on appointment booking screen to
show available slot and then drop into appointment booking
A facility that enables appointment bookers to see the free appointments rather
screen for that day
than having to trawl through
CCN 3 raised - estimate at 17/5 days effort. Service Service Managers to re-
43 3 Closed Service Mgt Managers to reconsider the requirement consider the requirement Reject
An icon which takes users immediately from the appt booking screen into the
Need one icon which takes you immediately from
administration for altering booked clinics, instead of having to plough backwards
appointment booking into slot management screen
44 and forwards via the main menus Open Service Mgt Medium E
Change deafult from All to "Not Started" in task lists
Change All to Not Started in Task Lists
CCN 14 raised. Technical Response and estimate received.
45 14 Open Clinical and Service Mgt High C
Include facility to input GP Number to Search. Also to
GP Lists in mailing should be limited to Board Area include slit lamp. See CR51
46 28 Open Service Mgt CCN 28 technical response and estimate recieved. Medium C
When you are doing mailings an icon which allows you to add directly to the
47 mailing lists rather than a tick box, then a drop down, select then go Closed Service Mgt Reject
Item to be taken to IT Project Board
J Olson will look for documentation. Poss agenda item. See
also CR64
Service Managers No 1.
Statistics function improved so we can select things we would wish to see GS e-mailed Serv Mgrs asking for further definition of
requirement
CCN 32 raised
ITUG put on-hold pending a reporting solution - CR's 105 &
48 32 On-hold Board Coords, Service Mgt & Clinical 106 Gavin Sell High C
For screening episodes that results in an invite to slit lamp have an option to
enable only printing the patient letters without having to individually selecting each Covered in Change Request 30
49 patient letter. Closed Service Mgt
50 Interface Spec lit Lamp Results not being passed to SCI-DC
S Closed Board Coordinators Agreed. Part of the SCI-DC/Soarian Interface work. High
51 Display Slit Lamp Examiners and GP's by Board area in the selection list. Closed Service Mgt GP's list is same as CR 46.
See chg 21. CCN1 Raised and with IT Project Board for
When retinal images are graded as R3/4±M2 in one eye and TF/R6 in the other,
approval.
Soarian currently refers this patient for a slit lamp examination
52 1 D Orr Closed Clinical Expected in next Soarian release April 2007
If an image is ungradeable, but you can still identify Retinopathy in the image at Does this refer to L1,L2, L3 and QA or only L3 and QA. K
the moment you have to identify the image as gradeable when it isn't. Can the Swa to advise.
system be changed to allow the outcome to be amended so that the patient is CCN 06 raised and with siemens, estimate received.
53 6 referred to Ophthalmology in these cases. Development
Clinical Software development started - Due for release end 2008 K Swa to advise Urgent
54 Obtaining method – Default criteria currently unaided, change to pinhole Closed Rejected by IT User Group, no rationale for the change.
55 Difficult when patient needs to have drops to find them again Closed Same Chg No 9 - therefore closed
agreed by board coordinators passed to Service managers
It should not be possible to invite a patient who is suspended. for consideration.
56 Closed Service Mgt and Bd Coords Service Managers agreed this is not required - 05/06/2008
Patient attends for slit lamp examination. One eye can be viewed succesfully by
photography, but the other has an opaque cornea i.e fundus is ungradeable, the
patient is referred to Ophthalmology. Clearly this patient should be seen at
Camera for the one good eye.
This also applies if the patient has an injury in one eye.
There needs to be a way of recording this when grading and ensuring that when
the patient is recalled the screener is aware that they only need to photograph the Grampian/Highlan
57 one "good/gradeable" eye. d Open Clinical C
Slit Lamp Examination screen has nowhere to record Tropicamide batch numbers, Julie Sutherland
58 expiry dates Grampian Open Clinical B
There should be different work queues for each of the areas, i.e DNA letters, Extra filter on task lists, Results Delivery, Special Cases (See
ophthalmology results, slit lamp appointments as these are handled by different CR 30 and 49)
59 10 people Lorraine Urquhart Open Service Mgt CCN 10 technical response and estimate received High C
If patient DNA and then phones to request an appointment but there are no
appointment slots free (either because they can't make it, or because you haven't
any slots open) then they stay at status DNA and you have to generate a false
Want to be able to change the status of someone who is DNA
appointment slot to book then into then cancel it to allow them to be on the ready
to "ready for work flow"and will be required to add
for workflow list again - otherwise DNA triggers aother letter in 20 days.
comments. This should be a specific permission that can be
given to any user at organisation level.
Another scenario is a patient is issued an appointments and we are unaware they
28/3 This change will create other problems in Soarian. GS
attend the eye clinic. We receive an update from Ophthalmology that the patient
has contacted Siemens to ask for advice on otherways to
has attended and we should suspend them etc. If the patient doesn‟t contact us to
resolve this set of problems. Siemens provided suggestions
cancel their appointment, the DNA letter overwrites the suspension and puts them
for how to deal with this.
back into the system which goes on to generate the next DNA and trigger letter.
10/7/07 Service Managers provided response to Siemens
Also if the screener on the van DNA‟s a patient who had phoned the office and re-
suggestions - long term work arounds are not acceptable.
arranged their appointment. The DNA cancels the revised appointment and puts
29/08 CCN 33 raised
them into the trigger letter mode. We have found in the past when this happens,
(see also CR 98)
we are unaware, the patient turns up for their appointment and the screener is
confused as we have slotted another patient into the same time.
It would be much easier if we could overwrite the DNA in these circumstances.
60 33 Lorraine Urquhart Open Service Mgt High B
in mailing be able to sort the whole list into GP practices, i.e when you are
searching to book slit lamp appointments you have to individually go through each Lorraine Urquhart,
61 practice as they go to different areas Grampian Open Service Mgt Low D
Be able to remove clinics that are in the past from the appointment booking screen Lorraine Urquhart, Lorraine to clarify if this is the same as CR80 - confirmed it is
62 as the one who generated them Grampian Closed Service Mgt the same. Therefore closed Lorraine Urquhart
Administrator only and in exam task lists for Fundus
photography, slip lamp and ophthalmology.
28/3 Also required for Grading tasks that have been deferred.
The actual requirement is that we need to be able to identify
Be able to reset a patient in the work queue even though you are not the person
people who are stuck in the system and not moving. Another
who started the process
user needs to be able find these people and resolve the
problem so that they re-appear on the task list.
CCN 22 raised. technical response and estimate recieved.
Lorraine Urquhart, Software developmen started - due for release end 2008
63 22 Grampian Service Mgt
Development High
Need information/evidence from original specification as to
what data could be extracted. In the future information from
SCI-DC data will be extracted via business objects which will
Be able to extract the data fields for further analysis. It is difficult to get information
include data from Soarian. See also CR48
from Soarian as a whole
CCN 32 raised
Lorraine Urquhart, ITUG put on-hold pending a reporting solution - CR's 105 &
64 32 Grampian On-hold Clinical and Service Mgt 106 High C
Agreed. Should also be able to search by this flag. To go
forward to Clinicians Group to consider. Needs to be visible
in examination and booking list, daily report, mailing, patient
admin and history tab
A flag which says patient was dilated last time once or more than once
28/3 Agreed that we also need to be able to search for those
who do not require dilation, those who require dilation, and
Lorraine Urquhart, both of these.
65 23 Grampian Open Service Mgt CCN 23 Raised.technical response and estimate recieved. GS to raise CCN High C
We need somewhere to record correspondence that is flagged. For example GS to forward to Clinical
patients who are allergic to tropicamide or something that directly affects the Lorraine Urquhart, Agreed. Need a warning display rather than a flag. Group for consideration and
66 consultation of the patient at the next screening Grampian Open Clinical and Service Mgt priority setting A
Patient Search in Mailing application that allows to search by post code needs to
Logged as a fault
work on the basis of the structure of a post code. At the moment if you search for
Reply from Siemens if you use a % you can do this. E.g XY1
someone who lives in post code area XY1 then you get all people with a post code
% will search for all post codes beginning with "XY1 "
that begins with XY1 including post code areas XY11, XY12, XY13 etc.
67 Gavin Sell Closed Service Mgt FAULT
The patient search facilities in Mailing should be available in the patient Linked to CR 2
68 27 administration module as well. Gavin Sell Open Service Mgt CCN 27. technical response and estimate recieved. C
GS to clarify if deceased
It is very difficult to identify deceased patients in permanent suspension list. Could patients can be removed from
Agreed. The default should be that deceased patients are
these appear greyed out? Or can we have deceased patients removed from patient the database altogether after
not displayed.
list based upon a check box similar to the defer check box on the grading screen. the 5 year retention period of
CCN 24.technical response and estimate recieved.
Why are deceased patients in Soarian anyway records.
69 24 J Doig Open Service Mgt GS to raise CCN High C
Overview calendar in slot management module is excellent. Would be very useful
See Change 43
70 if could be added to appointment module J Doig Closed Service Mgt
David Sawers,
Sort order is not retained in grading applications after reloading
71 Glasgow Open Clinical D
Clinicians meeting June 2008 agreed that they need to be
able to view two selected images together side by side - size
Be able to view both images together - this would allow artefacts to be identified
David Sawers, if images needs to be as large as possible on available
72 Glasgow Open Clinical screen. A
Clinicians meeting June 2008 agreed that it would be
If the examination sub-screen within the grading application identified the
David Sawers, preferrable to have a report by screener of their technical
examiner, this would help identify poor image quality
73 Glasgow Open Clinical failure rate compared to the other screeners. B
David Sawers, David Sawers to confirm if this
Have a record on the patient's demographics of previous screening dates This is already available through medical record
74 Glasgow Open Service Mgt is now required or not Low E
In SCI-DC it would be useful for the GP to be able to mark a patient record as
Reports already available through SCI-DC.
having been checked. Also when they go back to the Registration Summary
Service Managers agreed this is not required - 05/06/2008 Angela Ellingford to check and
Screens to be able to see which patient has been checked and when.
75 Angela Ellingford Closed Service Mgt advise if this is now needed
Being dealt with through SCI-DC/Sorian interface. Location
SCI-DC to show where the patient was screened based upon the location in
should be title from Soarian location
Soarian. At the moment it simply says National Screening Programme.
76 16 Angela Ellingford Service Mgt
Development Added to CCN 16
77 Display Preferred Screening Location in SCI-DC. Gavin Sell Closed Service Mgt Reject
Not necessary to have this detail in letters. Remove date and
Why do Patient result letters have dates and time of the appointment. Remove the
appointment time.
date from the letter
78 Open Service Mgt GS to pass to Patient Reference Group YES Low E
See also CR 32
Can the size of the history window be increased and scrolling be available
79 29 Open Service Mgt CCN 29 technical response and estimate recieved. Medium C
On appointment booking screen - we don't want to see all historical locations. A
facility is required to be able to switch on or off whether a location is in this drop CCN 30 technical response and estimate recieved.
80 30 down. Could the exising Active flag be used? Open Service Mgt Medium C
R Harvey & G Sell developing specification. See CR1, 13,
29 and 76
SCI-DC/Soarian interface needs respecifying and correcting to ensure the correct
Specification completed and published. CCN16 technical
data is being transferred between the two systems.
response and estimate recieved.
81 16 Gavin Sell Development
Board Coordinators Software development started - due for release end 2008 Gavin Sell/Rod Harvey High
Patient mailing selection criteria - could we search for people who "don't" meet
particular criteria e.g. search for all patients at a registered practice who are not
82 ready for work flow. Gavin Sell Open Service Mgt B
we would like to be able to export results
- by location (hospital, individual optometrist practice),
- by grader (optometrist or double checker optometrist),
Ayrshire and Arran are prepared to pay for this if necessary
- by person who took/examined the photograph (medical photographer or
optometrist).
83 Jim McHardy Open Board Coordinators
Soarian needs to be able to use new camera‟s. Types not currently supported that IT User Group agreed - the currently available cameras
need to be are: should be support by the software. CCN#15 raised.
Canon Eos 30D….. Approved in priniciple by IT Project Board - waiting technical
84 15 Gavin Sell Open Service Mgt spec and technical design authority approval A
Currently it appears as if the QA grading queues are picking up the first 500
images of each grader, including the level 3 graders and putting them on the
queues. This is contrary to the specification which states that
“500 photographs per grader per annum not otherwise referred to a third level
grader are reviewed by the third level grader. The grading system must provide
Fault in the software. Siemens to Fix, ref to grading scheme
Fault raised via ATOS.
this random sample of images, not previously referred to a third level grader, to
CCN2 raised and approved - with Siemens
Approved by IT Project Board and expected in next Soarian
be "re-graded" by the third level grader for quality assurance purposes.”
Release - April 2007
Obviously selecting the first 500 per year for all graders does not meet this
requirement. This is urgent – the lead clinicians have confirmed that this is a very
urgent clinical issue and that the health of patients is directly affected this needs
urgent fixing.
85 2 Gavin Sell Closed Clinical Urgent
I've checked the DRS Specification for the GP letter regarding DNA No. 3.6.2.10
Letter 2.6. It does say "This patient has not attended retinal screening following
two invitations." However for GP's to exception report their patients for their QOF
Agreed
payment the patients need to be offered 3 invitations. The Soarian system does
actually invite the patient for screening x3 and therefore the GP letter should
Change to letter requested via
indicate that the patient has received 3 invitations.
86 Diane Smith Development
Service Mgt and Bd Coords Siemens UK support Medium
SCI-DC currently accepts read codes for examinations for retinopathy from GP
systems and this is causing examinations that may not have come from the
screening programme to be included on the SCI-DC retinal screening pages and
therefore also impacting the Scottish Diabetes Survey results. SCI-DC should be
amended to only include examinations from Soarian.
Also, GP‟s are having to record retinal screening events in their practice systems
to get QOF points. This is generating duplicate results in SCI-DC. Should GP
systems take their information for DRS from SCI-DC?
87 G Sell Open Board Coordinators
I‟ve checked the DRS Specification for the GP letter regarding „Patient Non
Attendance – Slit Lamp Examination‟ No. 3.6.2.19 Letter 4.5. It says „This patient
has not attended their slit lamp examination following two recent invitations.‟
Agreed
However for GP‟s to exception report their patients for their QOF payment the
patients need to be offered 3 invitations. Therefore this letter should be changed to
Change to letter requested via
indicate to the GP their patient has received x3 invitations.
88 Diane Smith Development
Service Mgt and Bd Coords Siemens UK support Medium
89 17 Inclusion of ability to extract data and images according to database query. Dr A Fleming Closed Clinical CCN17 raised in order to obtain an estimate Medium
Implement the changes to the grading scheme for 2007:
CCN 19 raised. technical response and estimate recieved.
R1 is reported when there are feature of DR present in the absence of
Software development started - due for release end 2008
90 19 microaneurisms or other features sufficient to achieve a grade of R2 or above. Dr Harvey Clinical
Development High
Key Performance Indicators are not giving the right answers and need more CCN 20.technical response and estimate recieved.
91 20 accurately defining Dr Harvey Board Coordinators
Development Software development started - release due end 2008 High
Clinicians meeting June 2008 agreed that the original grade
Ophthalmologists do not have a way of viewing the result of Quality Assurance. should be available to an Ophthalmologist as one of the
The QA grade should be available to an Ophthalmologist as one of the documents documents that they can retrieve when reviewing the patients
that they can retrieve when reviewing the patient. image. Suggest that when there is a mismatch there is an
92 Service Managers Open Clinical ability to compare the results Low D
Facility required in Export data to be able to search for appointments booked in the
past which have not been reconciled after the clinic date. similar to, but not the same as CR 63
CCN26 raised.technical response and estimate recieved.
“Pre-Booked Appointments not reconciled or completed Software development started - release due end 2008
93 26 Lisa Steele Service Mgt
Development
Need to be able search for patients by the date of diagnosis in the patient admin CCN 25 technical response and estimate recieved.
94 25 and mailing screens Service Managers Service Mgt
Development Software development started - due for release end 2008 High
When you are in mailings or patients admin screen you cannot sort the lists by
GP, you can with everything else and this is a real pain. Very minor but would
make life a lot easier to save having to keep putting in individual searches all the Already requested in CR 61
time.
95 Lorraine Urquhart Closed Service Mgt Medium
Essential otherwise Soarian will eventually become out of
step with the list of available locations. Regular updates to
ISD Codes are available Soarian needs to be maintained in
ISD Locations held in Soarian need to be kept up to date
line with these on at least a 3 monthly basis.
ITUG - suggested solution is to allow users to amend -
analysis required
96 31 Gavin Sell Open Service Mgt High C
An exception report is needed to provide a list of people who's status is not the
same in SCI-DC and Soarian. There is a small risk that the two systems may
Automation of the reconcilation report is required by SCI-DC
swap messages and the result could be that the two systems have different data.
and ATOS.
To resolve the problem it would be easier and more appropriate to have an
Completed
automatic exception report that identifies when this happens so that a user can Gavin Sell/Rod
97 resolve the problem. Harvey Closed Service Mgt High
When a patient has DNA‟d and eventually the final letter is sent the patient stays
are status DNA. Can the system reinclude these patients returning their status to DNA Processing is actually incorrect - a fault in the
Ready for Workflow after a 12 month period without having to manually do it – this processing agreed with Siemens.
is an automatic feature of many other screening programmes whereby DNA are re- CCN 35 raised to define how it should be working.
included for call/recall after an agreed time parameter
98 35 Elizabeth Rennie Open Service Mgt FAULT B
If a user creates a temporary patient and books them an appointment (due to lack
of actual chi record) then subsequently the actual patient is found and is also
booked an appointment, when the merge is carried out both appointments still Advised this is a FOC change and quick action would enable
exist. it to be included in the next release. Passed CCN to
Propose a solution whereby when merging under these circumstances, the user Siemens.
would be prompted to keep one of the appointments and therefore it would be up Gavin Sell/Martin
99 34 to them to advise the patient of the correct one Brady Open Service Mgt Medium D
Appproved by Dr Swa and Dr Harvey.
Slit Lamp examiner has advised that he always needs to put drops into patients
Forwarded to Siemens for action - no CCN required.
eyes for Slit lamp examination. Invitation letter states “MAY need to put drops in
Change request sent via ATOS call ref 1495112
eyes”. Could this be changed to “WILL need to put drops in eyes”
100 L Fowler Closed Clinical Completed
When as a result of a quality assurance grading the result is different the system
should treat the result of the QA grading as the latest result and therefore display it included in CCN 16
as such throughout the system. Similarly this should also result in a message Software Development started - release due end 2008
101 16 being sent to SCI-DC to update the result. Service Managers Clinical and Service Mgt
Development
Where the Board Of Residence (BOR) as recorded in the CHI does not match one
of the current legally constituted NHS Boards in Scotland the BOR that is recorded
in SCI-DC shall be determined by reference to a postcode lookup table supplied
and maintained by ISD. change raised on request from and passed to NSD.
Note the BOR is determined by the patients home address post code and not the
registered GP Gavin Sell/Rod
102 Harvey None
Development
The Clyde part of the now defunct Argyll and Clyde NHS Board is now part of NHS
Greater Glasgow & Clyde. From the time that the new DRSP system was
implemented in spring 2006 A&C have been utilising the NHS Lanarkshire staging
server to store retinal screening images as part of a consortium agreement.
Change raised on request from GG&C and passed to NSD.
For a number of reasons, there is now a requirement for Clyde to provide the
service utilising the GG&C staging server as part of a consolidated GG&C service.
103 G Tytler None
Development
For Level 2 graders at least 75% of the sets of images that are placed on the QA
grading queue should be R1 or above. Each week the software should first search
for images where the grader has identified some features and randomly select until
9 sets of images (75% of 12) have been added or there are no more to choose
from with features and only then should images be selected that have no features
104 identified. Lead Clinicians Open Clinical High A
A distributed reporting solution that would utilise an extract from the database to be
download board specific data for each board. This might be loaded onto a server
in each board or be held centrally. This database would be based on a
105 commercially available reporting tool. ITUG Open Board Coords, Service Mgt & Clinical B
A centrally hosted reporting solution that would utilise the central data centre and
available over NHS Net. Users will need to be restricted in access to only data that
is relevant to the services that the user has responsibility for. This database would
106 be based on a commercially available reporting tool. ITUG Open Board Coords, Service Mgt & Clinical B
Require two additional drop down options within the visual acuity obtaining
method in Examinations to include:
“pinhole and spectacles”, and
“forgot spectacles”.
107 Lisa Steele Open Service Mgt
Additional Fields to be added to the monthly extract
Fields requested – full postcode of patient; gender; Date of last screen; date of
next screen; date of birth; date diagnosed with diabetes; next examination
(outcome); final retinopathy grade
108 Annette Little Open Service Mgt
Ref DRS IT Issue Description Raised by Status
I1 Missing Patients that are on SCI network but not on Soarian
I2 Camera losing connection during screening
I3 Canon D60's do not work with Soarian
I4 Permanent Suspensions – system permanently suspending patients
I5 Concerns over the data being passed between SCi-DC and Soarian
I6 System Crashes and user is thrown out of the system
Comments
being addressed by the IT Project Board. A data
quality check is being developed to compare SCI-Dc
and Soarian
Siemens are working on this, testing to take place
Siemens are working on this, testing to take place
Being investigated as part of the work to review the SCI-
DC to Soarian Interface
SCI-DC to Soarian interface to be reviewed by a team
from SCI-DC, Siemens and the Collaborative under the
umbrella of the IT project board.
calls raised on this issue :
4501910 30/11/6
4486227 14/11/6
Working Group Selection
None
Clinical
Service Mgt
Board Coordinators
Clinical and Service Mgt
Clinical and Bd Coords
Service Mgt and Bd Coords
Board Coords, Service Mgt & Clinical
Passed to SCI-DC
Status Selection
Open
Development
On-hold
Closed
Yes/No
YES
NO
Priority
Urgent
High
Medium
Low
FAULT
Reject
Priority Class
A clinical risk that a patient will not be called or treated appropriately and no work around
B clinical risk that a patient will not be called or treated appropriately but there is a work around
C No clinical risk but detrimental to efficient management or monitoring of the screening programme
D no clinical risk but detrimental to efficient management or monitoring of the screening programme
E neither clinical risk or detriment to screening programme but inefficient and solution would reduce
opriately and no work around
opriately but there is a work around
monitoring of the screening programme and no work around
monitoring of the screening programme and a work around
but inefficient and solution would reduce key strokes /mouse movements required to carry out task or make system easier or mo
arry out task or make system easier or more intuitive to use
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