Patient Administration System
Inpatient Clinics
(IPC)
Pre Admission Level 4
Version 1.2
August 2011
Inpatient Clinics (IPC) VN1.2
CONTENTS
1.GENERAL COURSE INFORMATION
2.Information Governance
2.1.What can you do to make Information Governance a success?
3.CONFIRMATION OF DETAILS PROCEDURES
4.INTRODUCTION TO INPATIENT CLINICS
4.1.Booking from Waiting List
4.2.Booking from Preadmission
5.APPOINTMENTS
5.1.Waiting List & Pre-Admission Cancellations & Inpatient Appointments.
6.RECORDING AN INPATIENT APPOINTMENT <FBA>
6.1.Inpatient Appointment View <EPI>
6.2.APE -Inpatient Appointment View
7.Revising Appointment Details <REA>
8.Cancels on the Day or Did not Attend <CND> <DNA>
9.Cancellation of a future Appointment <CAP>
9.1.EPI – Cancelled Appointment View
10.Cancel & Rebooking an Appointment <CAB>
10.1.Cancelled & Rebooked View <EPI>
11.Cancelled & Rebooked View <APE>
12.Reinstate a cancelled Inpatient Appointment <RCA>
13.TOA – Record Past Appointment/ Walk-ins.
14.REPORTS
14.1.Inpatient Diary Reports <IDR>
14.2.Inpatient Diary Dump <IDD>
14.3.Inpatient Pulling List <IPL>
14.4.UCI – IP Unrecorded Clinic Attendance Report
15.Record Attendance & Disposal <AAD>
15.1.DNA Follow Up <DFU>
16.INPATIENT CLINIC ENQUIRY FUNCTIONS
16.1.Clinic Booking Summary <CBK>
16.2.Clinic Enquiry <CEQ>
16.3.Cancel Suspend Clinic Enquiry <SCE>
17.SHORT CUT CODES
18.FAULT REPORTING
18.1.ICT Service Desk
18.2.Out of office hours
18.3.ICT Training
19.Help with using PAS
20.ICT TRAINING CANDIDATE APPEALS PROCEDURE..
21.Version Control/Log
Inpatient Clinics (IPC) VN1.2
Patient Administration System (P.A.S) Course
1.GENERAL COURSE INFORMATION
COURSE TITLEINPATIENT CLINICS <PRE4>
METHOD OF TRAININGClassroom
DURATION5 hours
PRE-REQUISITESPMI Add & Revise, Waiting List and Pre-Admission Level 3 or Outpatient Module 5
ABOUT THE COURSE
Attending this course will enable the student to record and manage Inpatient Pre Op Assessment appointment activity using PAS, in accordance with Trust requirements and Information Governance regulations.
SUITABLE FOR
Ward staff – Clerical and Clinical
OBJECTIVES
This course will enable the student to:1. / Book an inpatient appointment to a Waiting List or Pre Admission episode.
2. / Distinguish between Outpatient and Inpatient appointments.
3. / Revise and delete appointments.
4. / Cancel, rebook and reinstate cancelled appointments and be aware of the implications of these actions regarding Waiting List and Pre Admission activity.
5. / Record the outcomes of appointments.
6. / Follow procedure of recording action taken after a “Did Not Attend” (DNA) or a “Cancel on the Day” (CND) appointment.
7. / Record appointments that happened in the past.
8. / Use enquiry functions to assist with the management of inpatient clinics.
9. / Use the Inpatient Reporting facility to help assist and manage the effectiveness of Inpatient appointment recording.
2.Information Governance
Information Governance (IG) sits alongside the other governance initiatives of clinical, research andcorporate governance. Information Governance is to do with the way the NHS handlesinformation about patients/clients and employees, in particular, personal and sensitiveinformation. It provides a framework to bring together all of the requirements, standards and bestpractice that apply to the handling of personal information.
Information Governance includes the following standards and requirements:
- Information Quality Assurance
- NHS Codes of Conduct:
- Confidentiality
- Records Management
- Information Security
- The Data Protection Act (1998)
- The Freedom of Information Act (2000)
- Caldicott Report (1997)
2.1.What can you do to make Information Governance a success?
2.1.1.Keep personal information secure
Ensure confidential information is not unlawfully or inappropriately accessed. Comply with the TrustICT Security Policy, Confidentiality Code of Conduct and other IG policies. There are basic bestpractices, such as:
- Do not share your password with others
- Ensure you "log out" once you have finished using the computer
- Do not leave manual records unattended
- Lock rooms and cupboards where personal information is stored
- Ensure information is exchanged in a secure way (e.g. encrypted e-mails, secure postal or faxmethods)
2.1.2.Keep personal information confidential
Only disclose personal information to those who legitimately need to know to carry out their role. Donot discuss personal information about your patients/clients/staff in corridors, lifts or the canteen orother public or non-private areas.
2.1.3.Ensure that the information you use is obtained fairly
Inform patients/clients of the reason their information is being collected. Organisational compliance with the Data Protection Act depends on employees acting in accordance with the law. The Act statesinformation is obtained lawfully and fairly if individuals are informed of the reason their information isrequired, what will generally be done with that information and who the information is likely to beshared with.
2.1.4.Make sure the information you use is accurate
Check personal information with the patient. Information quality is an important part of IG. There islittle point putting procedures in place to protect personal information if the information is inaccurate.
2.1.5.Only use information for the purpose for which it was given
Use the information in an ethical way. Personal information which was given for one purpose e.g.
hospital treatment, should not be used for a totally separate purpose e.g. research, unless the patientconsents to the new purpose.
2.1.6.Share personal information appropriately and lawfully
Obtain patient consent before sharing their information with others e.g. referral to another agency suchas, social services.
2.1.7.Comply with the law
The Trust has policies and procedures in place which comply with the law and do not breachpatient/client rights. If you comply with these policies and procedures you are unlikely to break the law.
For further Information Governance training refer to:
Written by PHT Information Governance Manager, Sept 2010
3.CONFIRMATION OF DETAILS PROCEDURES
To ensure that the Patient Administration System (PAS) contains up to date particulars of all patients being treated, staff must verify with patients their personal details. This should be undertaken when the patient is arriving at the hospital on admission or when attending for an outpatient clinic or other types of appointment.
The types of details we must verify are those within the Patient Master Index (PMI) function within PAS and covers the following items:
- Patient Forename, Surname and Title
- Date of Birth
- NHS Number (If not one shown on screen)
- Address and Postcode
- Telephone Number – Home and Work numbers
- Name and Practice Address of GP
- Religion
- Marital Status
- Next of Kin
- Ethnic Group
- Military No (If applicable)
By checking the above details with the patient, we are ensuring the following:
* PAS contains the latest details for all our patients.
* Mistakes or “old” details can be amended.
* Information relating to the patient’s well-being, such as Religion and Ethnic Group, can be used in patient care.
* Emergency contact details for relatives are up to date.
In some circumstances it will be difficult to verify the details highlighted above as the patient may not be coherent at time of arrival (eg emergency admission, A&E, etc). However, it is important that at the earliest opportunity, the details are verified and amended accordingly.
Important – If details are amended*, please remember to print a new set of labels, remove and destroy any incorrect labels from casenotes. We must not retain any labels that do not contain current details.
Many thanks for your cooperation.
Prepared by: ICT Information Manager
Issued: January 2003
Reviewed: July 2011
Version No: V1.2
* To amend patient details you will need to have access to PMI at level 1. Please book the course PMI Add and Revise. In the meantime make sure you ask a colleague with access to amend the patient record
4.INTRODUCTION TO INPATIENT CLINICS
Inpatient Clinics are a way of recording patient activity for Pre-op assessment appointments. At present these have either been recorded as Outpatient Appointments, Ward Attenders or manually in diaries. It is now possible to book an inpatient appointment from either a Waiting List episode or a Preadmission episode.
If a clinic for consultant (a) is selected to book to a Waiting List/Preadmission episode for consultant (b) the system with give a warning message but it is possible to continue.
When making an inpatient appointment the ‘operation’ comment, if completed, will come through to the appointment comment, it can be overwritten or deleted if necessary.
Appointment has fields ‘Patient’s Choice’ and ‘Booking Type’, these fields are not mandatory, but the information is required for stats.
Appointment can be viewed in EPI and APE and shows as Department – Inpatients. If the appointment has been booked via a Preadmission the TCI date can be viewed. Cancellation of appointments can also be viewed
4.1.Booking from Waiting List
It is possible to book an inpatient appointment if patient only has a waiting list episode. Once an appointment has been booked, if removal from the waiting list is attempted the system will prevent user from doing so as there is an appointment in the future. User would need to cancel appointment, and then remove from waiting list. If this has been done in error user would need to delete waiting list removal and then reinstate cancelled appointment.
4.2.Booking from Preadmission
If the appointment is booked to the preadmission episode the TCI date will appear in the appointment details in EPI and APE
If the preadmission is cancelled the inpatient appointment is also cancelled by the system. The appointment cancellation details show as Reason Text: Preadmission Cancellation CNC HC.
If the cancellation is deleted (delete outcome) the appointment is automatically reinstated.
If the preadmission is cancelled and rebooked, the appointment is cancelled, even if the TCI date is brought forward. Users need to be aware of this and can Reinstate the cancelled appointment if this is appropriate.
Inpatient Clinic reports appears to work same as Outpatients. Doctor report does not show TCI date.
5.APPOINTMENTS
5.1.Waiting List & Pre-Admission Cancellations & Inpatient Appointments.
If a WL or PRE episode is cancelled the inpatient appointment will automatically be cancelled too. If this is still required, the appointment can be reinstated using the function of RCA.
BE AWARE OF ANY IMPLICATIONS YOUR ACTIONS MIGHT MAKE.
6.RECORDING AN INPATIENT APPOINTMENT <FBA>
1.LIS - Search for your Patient in the recommended way, check that all demographic details are correct & that the patient has a current Case Note number.
2.Select FBA - record changes to your patients’ details (if required) & make the patients inpatient appointment.
3.
Select the correct episode of care to attach the patient’s appointment to.
You are looking for the Waiting List or Pre-Admission Episode for the relevant Consultant/Speciality.
4.After selecting the appropriate episode the Appointment Details Screen will be displayed.
Check the appointment:
a) Has not been previously booked
OR
b) Conflicts with any other booked hospital appointment.
5.Enter the relevant Clinic Title (F9)
Enter the Appt Type (F9)
Enter Date/Time of appt.
6.Select the appointment from the Doctor Timeslot Display Screen & complete the Selected Appointment Details Screen.
6.1.Inpatient Appointment View <EPI>
1.Find your Patient & relevant Episode of Care.
2.
Press Return at the Display Inpatient Events Screen, this will be the Appointments within Episode Screen.
6.2.APE -Inpatient Appointment View
1.Select APE
2.Find your Patient
3.Press Return at Basic Details Confirm Screen
4.This will display all appointments.
NOTEthe difference between Inpatient & Outpatient Appointments.
7.Revising Appointment Details <REA>
REA allows the revision of the Appointment Details Screen
1.Select REA
2.Find Patient & Select relevant appointment
3.Revise details.
8.Cancels on the Day or Did not Attend<CND> <DNA>
If a patient cancels their appointment on the day(CND) make a note on the clinic sheet. Tell the patient they will be contacted after the clinic with a new inpatient appointment.
If a patient does not attend (DNA) make a note on the clinic sheet.
1.Be aware of the repercussions a cancelled appointment could have on the patient Pre-Admission.
2.The new appointment will be allocated as soon as the AAD (Record Attendance & Disposal) for the clinic has been completed.
3.The new appointment must be made in DFU (DNA Follow Up).
9.Cancellation of a future Appointment <CAP>
1.Select CAP – Cancel Appointment
2.Find your Patient
3.Press return at the Basic Details Screen
4.Select relevant Inpatient Appointment
5.The Appointment Details screen will be displayed. Make note of any important information.
6.Record Reason Code (F9) & Reason Text. Notify Pre-Admissions Office.
9.1.EPI – Cancelled Appointment View
Status Code CNC P - (Cancelled Patient)
10.Cancel & Rebooking an Appointment <CAB>
1.Select CAB
2.Find your Patient
3.Select relevant Inpatient Appointment to be Cancelled & Rebooked.
4.The Appointment Details screen will be displayed. Make note of any important information.
5.Complete Cancellation Details Screen.
6.Rebook the Inpatient Appointment.
BE AWARE of the TCI Date & implication of Inpatient Appointment Date.
10.1.Cancelled & Rebooked View <EPI>
Status CodeCNC PR (Cancelled Patient Rebooked)
11.Cancelled & Rebooked View <APE>
NOTE:
1.New Inpatient Appointment
2.CNC PR (Cancelled Patient Rebooked)
12.Reinstate a cancelled Inpatient Appointment <RCA>
1.Select RCA – Reinstate Cancelled Appointment.
2.Return thorough the Basic Details Screen.
3.Select Appointment to be reinstated.
The Appointment Details Screen & the Cancellation Details Screen will be displayed.
4.Enter Y to reinstate the selected appointment.
NOTE:This function will overbook without warning even if the appointment has been allocated to another patient.
13.TOA – Record Past Appointment/ Walk-ins.
This function is used to add a patient to a past clinic and may also be used to add patients onto future clinics. Please add a patient to the appointment time that reflects the actual time the appointment took place.
WARNING
If the patient’s Waiting List Activity has not been entered on the system, you MUST add the Waiting List data in the Waiting List function of WLA.
WARNING
If the patient’s Booked Preadmission has not been entered on the system, you MUST add the activity in the Pre Admission function of PAD. TOA does not allow all the relevant data required to be entered.
1.Select TOA.
2.Select Inpatient at Department/Service Group Box.
3.Select Clinic & enter date
4.The Inpatient Select Timeslot Screen will be displayed. Select time slot nearest to the actual time that the patient attended.
5.Select Patient, Return thorough Basic Details Screen.
6.Select correct Pre / WL episode to attach the inpatient appointment to.
7.Complete Take on appointment Screen.
This part of the system is under review.
14.REPORTS
There are many reports available; each department should look at the various formats to decide which report(s) will suit their working practices.
14.1.Inpatient Diary Reports <IDR>
Inpatient Diary Reports produces a report for all the patients for the specified Consultant/Clinician for the specified date.
1.Select IDR
2.ReportsF9 & select ALD
3.Request TypeF9 & select On Demand
4.CommandF9 & selectAdd
5.Complete Screen details
14.2.Inpatient Diary Dump <IDD>
Inpatient Diary Dump produces a report for all the patients for the specified Consultant/Clinician for the specified date range.
1.Select IDD
2.Request TypeF9 & select On Demand
3.CommandF9 & selectAdd
4.
Complete Screen details
14.3.Inpatient Pulling List <IPL>
Inpatient Pulling List produces a report for all the patients for the specified Consultant/Clinician for the specified sort & date range.
1.Select IPL
2.F9To select required sorted by option
3.Request TypeF9 & select On Demand
4.CommandF9 & selectAdd
5.Complete Screen details
14.4. UCI – IP Unrecorded Clinic Attendance Report
This report is used to check that all attendances have been completed for the clinic / date specified.
15.Record Attendance & Disposal <AAD>
After your clinic has finished, you must record the attendance for patients that have attended an Inpatient clinic.
1.Select AAD
2.Select Inpatients at the Department / Service Group Box.
3.Enter Clinic Title & Date
A list of patients on the specified clinic will appear - F9 to select relevant attendance codes. The whole clinic must be complete.
NOTE: If your patient cancels on the Day or Did not Attend, the function of DFU must be used to rebook inpatient appointments, see following page.
15.1.DNA Follow Up <DFU>
1.Select DFU
2.Select Inpatients at the Department / Service Group Box.
3.Enter Clinic Title & Date
4.A list of CND & DNA patient willappear.
5.Select patient one by one & complete the comment field & F9 to select appropriate action. Either rebook the patient an inpatient appointment or sent a letter to the GP.
BEWARE of the implications on the Pre- Admission date!
NOTE:As each patient is dealt with the field F/U status is populated with information and any free text comments are displayed.
16.INPATIENT CLINIC ENQUIRY FUNCTIONS
16.1.Clinic Booking Summary <CBK>
Clinic Booking Summary displays information for the specified clinic. CBK can be used to view the clinic lag, (how long would a patient have to wait for the next free appointment).