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SystmOne

User Guide

Introduction

Tel: (0117) 900 2640 Email: [email protected] Web:http://nww.avon.nhs.uk/imtconsortium/training

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Contents Page

Navigating the system.........................................................................1

How to Log On and Log Off SystmOne .....................................................................1 To log off SystmOne:.................................................................................................1 Home Page .........................................................................................................1 The SystmOne Status Bar.........................................................................................3

Locking the System ............................................................................4 Using the Panic button........................................................................4

To enter the location of your PC:...............................................................................5 SystmOne Help .........................................................................................................5

Patient Registration .............................................................................5 Patient Registration .............................................................................6 Registering a new patient....................................................................6

Patient Listed .........................................................................................................7 Patient Not Listed ......................................................................................................7

First Reception Health Screening.......................................................8

Entering details later..................................................................................................9 Saving the New Patient Record ................................................................................9

PNOMIS Upload ...................................................................................10 How does PNomis work with SystmOne?..........................................10 First Reception Health Screening.......................................................10

To create an incoming patients report: ......................................................................11 Adding an Incoming Patient ......................................................................................11

Appointments.......................................................................................12

Accessing the Appointments Overview Screen.........................................................12 Booking an Appointment ...........................................................................................12 Cancelling an Appointment .......................................................................................13 Searching for a Booked Appointment........................................................................13

The Patient Menu .................................................................................14

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Retrieving a Patient Record ......................................................................................14 Using the F10 Quick Search Facility/Search Key......................................................14

The Patient Tree...................................................................................15

Using the Organisation Default Tree Configuration...................................................16 Using an Existing Tree Configuration ........................................................................17 Creating a Customised Tree Configuration ...............................................................17 Customising the Clinical Tree Shortcuts....................................................................17

Patient Reminders ...............................................................................18 Patient Demographics Details ............................................................19

Opening More than one Patient Record ....................................................................19

Patient Status Markers ........................................................................20 Quick Action buttons...........................................................................20 Generic Menu Keys..............................................................................21 Accessing Patient Maintenance .........................................................22

Editing Patient Details ...............................................................................................22

Adding Read Codes to your Consultation-------------------------------------------------- 23

Basic Tasks and Notifications Error! Bookmark not defined.

Tasks List Pane -------------------------------------------------------------------------------------- 28 Details Pane ---------------------------------------------------------------------------------------- 28 Task Colour Coding --------------------------------------------------------------------------------- 28 Creating New Task Types ------------------------------------------------------------------------- 29 Creating a Task Breakdown ----------------------------------------------------------------------- 30

Creating a Task .........................................................................................................31 Updating a Task ........................................................................................................32

Updating a Single Task ----------------------------------------------------------------------------- 33 Updating Multiple Tasks ---------------------------------------------------------------------------- 34 Updating a Task Linked to a Patient Record -------------------------------------------------- 35 Replying to a Task ----------------------------------------------------------------------------------- 36 Actioning & Completing a Task ------------------------------------------------------------------- 37

Deleting a Task .........................................................................................................38 Marking Tasks with Flags..........................................................................................39

Notifications .........................................................................................39

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Accessing your Notifications .....................................................................................39

Reading Notifications-------------------------------------------------------------------------------- 41 Replying to Notifications---------------------------------------------------------------------------- 41 Forwarding Notifications---------------------------------------------------------------------------- 42 Actioning Notifications ------------------------------------------------------------------------------ 43

Creating New Notifications ........................................................................................44 Deleting Notifications.................................................................................................46 Redirecting Notifications............................................................................................46

Starting Redirection---------------------------------------------------------------------------------- 46 Ending Redirection ---------------------------------------------------------------------------------- 48 Printing Notifications--------------------------------------------------------------------------------- 49

Messaging ............................................................................................50 Chatrooms............................................................................................51

Chatrooms Tree ........................................................................................................52 Searching Chatrooms................................................................................................53 Creating a New Topic................................................................................................53

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Navigating the system

How to Log On and Log Off SystmOne

To log on to SystmOne: Initiate SystmOne application (open up SystmOne by double clicking on the SystmOne icon on the desktop). Enter in the username and password. Where users have access to multiple units, they will need to select the correct unit from the list. Select the Go button to enter the SystmOne application. To log off SystmOne: Ensure that all data has been saved. Select X button in the upper right corner in order to close SystmOne; or Select F11 key and choose the Shutdown option. Select the MS-DOS dialog box and press any key to continue

Home Page

The Home Page is displayed when you first log on to the system. To return to the Home Page at any time, either: Press F8. Select User > Home from the main menu.

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The To Do list on the left-hand side of the screen summarises any outstanding items: Tasks Unactioned Notifications Unread status messages Unread change messages Pathology reports to be filed Radiology reports to be filed Scan(s) ready to be filed Chatroom topics being watched Booked appointments and visits (shown for today and tomorrow) The Home Page also enables you to go directly to the screens you use most often by clicking on the buttons displayed on the right-hand side of the screen. Functions on the Home Page are divided into four sections: Prison Health Care

Patient Care Clinics & Appointments Data Gathering

Each of the buttons on the home page takes the user directly into the relevant section of SystmOne.

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The SystmOne Status Bar

The SystmOne status bar is displayed at the foot of the SystmOne screen.

If you cannot see the status bar, click the Maximise button in the top right-hand corner of your screen. For a description of what each box indicates, hover the mouse pointer over the box. The grey boxes show statistics relating to pathology reports: (First box) - number of pathology reports ready for you to file. (Second box) - number of pathology reports ready for filing by anyone. (Third box) - number of pathology reports not matched to a patient. (Fourth box) - number of pathology reports not assigned to a recipient. (Fifth box) - total number of unfiled pathology reports. The first set of coloured boxes show statistics relating to your appointments for today: - Your total number of appointments for today - Your appointments with status `Booked' - Your appointments `Arrived' - The number of patients currently waiting - Appointments marked as finished - Number of `Did not attends' The second set of coloured boxes show statistics relating to visits: - The total number of visit requests at your organisation for today - The number of visits assigned to you today The toolbar buttons to the right of the status bar allow you to send technical information directly to TPP in the event of a problem. The information will help TPP to diagnose the cause of the problem. The actions performed by clicking each button are:

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- Display user ID of person logged in and the unique ID number for the PC. - Send a Printer Fault report to TPP. - Send a SystmOne slowdown report to TPP. - Accept incoming support connection

Locking the System

For security reasons, SystmOne can be locked by clicking on the F11 button or by removing the Smart Card. To re-enter SystmOne you will need to re-enter the password and click OK. The F11 button also allows New Users access to the system by clicking New User.

Using the Panic button

The panic button function has been included in SystmOne so that you can call for immediate assistance if required. To activate the panic button, press Ctrl + Shift + Enter. Nothing is displayed in the main screen area but a small icon showing a red circle with a white cross is displayed in the system tray at the foot of the SystmOne screen (next to the time) to reassure you that the panic button was activated successfully. Tip: If you cannot see the SystmOne system tray, click the Maximise button in the top right-hand corner of your screen. An alternative method of activating the panic button is to select User>Panic Button from the main menu but a warning message is displayed, prompting you to confirm that you want to activate the panic button. Because this could alert a person who may pose a threat to you, TPP recommend that you memorise the Ctrl + Shift + Enter shortcut as it is more discreet. When you activate the panic button, a message is immediately displayed on the screens of all users logged on to SystmOne at your organisation, informing them that you require immediate assistance. The message states your name and (if you have entered it) the location of the PC you are using.

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To enter the location of your PC:

Select System>System Information from the main menu. Type the location of the PC you are currently using in the PC location field, e.g. Reception, or Consulting Room 1. Click Close.

If your PC is physically moved to another room, you must remember to update the PC location field by following the steps above.

SystmOne Help

To access SystmOne help use F1. Do not cancel SystmOne help when it is downloadingor it may cause the system to crash (if you do this accidentally you will need to close SystmOne and log back in to access the help files).

You can also access SystmOne help using the help screen at the bottom right of the home screen.

Type your search terms into the field

SystmOne will return any close matches to your search terms. Left-click on the help file you wish to view.

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Patient Registration

Registering a new patient

Note: You must have been granted the 'Can register new patients' access right to be able to register a new patient. To register a new patient on SystmOne Prison: Select Patient>Patient Maintenance>Patient Registration Wizard from the Main Menu or select the Patient Registration button on the Home Page. The Patient Registration dialog is displayed as below:

Either: type the forename, type a space and then type the patient's surname or enter the patient's prison number Click Search. If no matches are found, click Not Listed.

If matches are found, either: double-click on the patient's name, or select the appropriate patient from the list displayed and click Begin Reception.

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Patient Listed

If there is a match select the individual and click Begin Reception. This will navigate the user to the First Reception Health Screen dialog which is described later in this section.

Patient Not Listed

The New Patient Details screen allows you to enter or amend a patient's personal information (prison number, name details, date of birth, gender, health authority, etc.) The following details are compulsory: First name and Surname date of birth It is recommended that you fill in as many of the remaining details as you can. To enter a prison number, click New and enter the number. To enter address details for the patient, click Add Address. When you have added all the details you can, click Ok. The New Sentence dialog is displayed.

The New Sentence dialog allows you to enter details about the patient's sentence, including the sentence date, arrival date and expected release date. You can also include additional details, e.g. reason for imprisonment, court details and sentence notes.

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To add details of individual stays during a sentence, including wing and cell information, click Add Stay, complete the Sentence Period dialog below and click Ok. If you do not click Add Stay, you will still be prompted to complete the Sentence Period dialog.

First Reception Health Screening

The First Reception Health Screening template is displayed automatically when you have completed the New Sentence dialog when registering a new patient. The First Reception Health Screening details to indicate the patient's current state of physical and mental health and to highlight any existing health issues or problems that may require monitoring or treatment, e.g. substance use. You can also note any planned action (e.g. whether to refer the patient for treatment) and indicate whether the patient is fit for normal working requirements and cell occupancy. You can enter the details now or later: if you want to enter the details now, complete each tab of the template with as many details as possible and click Ok. The new patient record is then displayed. if you want to enter the details later, click Ok without entering any details. The new patient record is displayed. Ensure that you click the large Save button in the main toolbar or the registration details you have entered will be lost.

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Entering details later

If you cannot provide these details at the point of registration, you can enter them later: Retrieve the patient record. Right-click on the 'First Reception Health Screening' node in the Clinical tree and select 'First Reception Health Screening' Fill in as many details as you can on all four tabs of the dialog. Click Ok when finished

The new patient record is then displayed as below after registration:

Saving the New Patient Record

Finalise the registration by clicking on the large Save button, record is displayed.

when the patient

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PNOMIS Upload

New registration of prisoner : This process will not change, regardless of whether you are using LIDS or NOMIS. You will always need to search for the patient on SystmOne to check if a pre-existing record exists rather than registering a brand new record ­ even if the patient insists they have not been in prison before. As is good practice, this search should be completed in the first instance using the personal (name, date of birth etc.) rather than searching using a LIDS or NOMIS number.

How does PNOMIS work with SystmOne? PNOMIS is uploaded in the morning like LIDS but is a `snapshot' of prisoner locations at that time. There are no plans to do another upload at (e.g. lunchtime) but the process to do this is very easy so it may be happening so that movement slips printed at lunchtime are accurate.

Important Note: When you eventually change from LIDS to NOMIS, it is expected that the prison will use the NOMIS number as the unique identifying number for prisoners. It is therefore recommended that all prisoner numbers in SystmOne are manually changed from LIDS to NOMIS numbers when NOMIS is activated.

First Reception Health Screening

The First Reception Health Screening template is displayed automatically when you have completed the New Sentence dialog when registering a new patient. The First Reception Health Screening details to indicate the patient's current state of physical and mental health and to highlight any existing health issues or problems that may require monitoring or treatment, e.g. substance use. You can also note any planned action (e.g. whether to refer the patient for treatment) and indicate whether the patient is fit for normal working requirements and cell occupancy. You can enter the details now or later: if you want to enter the details now, complete each tab of the template with as many details as possible and click Ok. The new patient record is then displayed. if you want to enter the details later, click Ok without entering any details. The new patient record is displayed. Ensure that you click the large Save button in the main toolbar or the registration details you have entered will be lost.

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Incoming Patients Report

The Incoming Patients report lists those patients registered on SystmOne Prison whose sentences are due to start between the dates you specify. The information on this screen is drawn from: the regular upload from LIDS any patients registered using the Patient Registration Wizard any patients transferred from other prisons that use SystmOne

To create an incoming patients report:

Select Patient>Incoming Patients from the Main Menu or select the Incoming Patients button on the Home Page Select the dates between which the patients are due to begin their sentences. Click Run Report

Adding an Incoming Patient

If you need to add a patient to the list and they are already registered on SystmOne Prison, perhaps because they are being transferred from another prison that uses the system: Select Patient>Incoming Patients from the Main Menu. Click Add Patient. Search for the patient in the usual way. Select the patient from the list and click Ok. Add details of the sentence and individual stays during the sentence. Click the large Save button in the main toolbar. If you want to add a patient to the list who is not already registered on SystmOne Prison, you must register them in the normal way.

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Appointments

Accessing the Appointments Overview Screen

Select the Appointments Overview button from the Home Page An example of a typical Appointments Overview screen is shown on the right. The main part of the screen shows the rotas assigned to staff members with the colour coded details of any booked / in-progress / finished appointments. The left hand edge of the screen enables users to change the display by date or staff member.

Booking an Appointment

Booking patients into a rota can be completed from the Appointments Overview screen. Double click on an appointment rota to select it and zoom in Double click on an appointment slot. Search for the required patient using the Patient Search screen and click Ok. This will open up the Book New Appointment box. The dialog box will already be populated with the details of the appointment, the patient and the person booking the appointment. Users can change the Duration of the appointment from its default setting. Users can add free text Details that will be attached to the booking and add any Flags they wish to attach. Any other appointments booked over the last three days or anywhere in the future for this patient will be listed in the bottom window (this will also show any outstanding QOF alerts for the patient).

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The Attendance button provides a summary of the appointment attendances for the patient over the last 12 months in the top half of the window and a complete count of appointments in the bottom half. The Template button is used to use a template to define a particular type of appointment to make booking of common types of appointment quicker (discussed further in Appointment templates below) Click Ok to return to the rota in which the booked appointment will now appear.

Cancelling an Appointment

View the appointment using Appointments Overview. Select open the staff rota you wish to view and right-click on the appointment you would like to cancel. Left-click Administration and select the cancellation reason.

Amending a Booked Appointment

Once an appointment slot has been booked it can be edited in the Appointment Overview screen by zooming in to an individual rota and right clicking on the slot, or by above the rota. using the Amend button

Searching for a Booked Appointment

SystmOne allows you to search for details of a patient's appointment if for example a patient contacted the surgery and asked to confirm the details of a booked appointment. Pressing the F9 function key or the Appointment Search option under the Appointments menu will open up the Appointment Search facility. Alternatively, press the Appointment Search button within the Appointments Overview screen. Type in the name, or partial name, of your patient in the Search Field and press Search. This will pull back any appointments for patients with that name.

There are also various check boxes on the dialog that allow you to filter your search. This includes being able to search for Historical, Remotely Booked and Deleted Appointments.

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The Patient Menu

Retrieving a Patient Record

Patient records can be retrieved by using the F10 Quick Search.

Using the F10 Quick Search Facility/Search Key

The F10 search facility allows the user to search quickly for patients. Alternatively, click on the Search button .

To use this facility, type the patient's name or their Prison Number into one of the Search fields.

The search is not case sensitive and works in the following way: Typing in "alan smith" will find all patients called Alan Smith. Just typing in "smith" will pull back all the Smiths (and Smithsons, Smithies etc). This could take several seconds. "al smith" will find all patients called Smith whose first name begins with "Al", e.g.: Alison, Alice etc. "al smi" will find all patients whose first name begins with "Al" and whose surname begins with "Smi", for example Alistair Smith or Alice Smiley. Preceding the search with `comma, space' will search on address rather than patient name.

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The Patient Tree

The Patient Tree can be viewed from the main patient record screen. This area contains all clinical and administrative information for the patient, organised onto separate tree nodes. You can click the plus sign (+) to expand each node. Most nodes also have other menu options that can be accessed by right-clicking on the node. The tree is divided into Clinical and Administrative tabs:

Right-clicking on a node will reveal the right-click menu where you can select: Clinical Tree Configuration Customise Clinical Tree Configure Shortcuts The patient tree or consultation can be hidden using keyboard shortcuts and a tab appears to show that something has been hidden. To show/hide the patient tree: Press Ctrl+/ on your keyboard. The patient tree is hidden and a yellow tab appears down the left-hand side of the screen. Either press Ctrl+/ again or click on the yellow tab to restore the patient tree.

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To show/hide the consultation: Press Ctrl+. on your keyboard. The consultation is hidden and a yellow tab appears down the left-hand side of the screen. Either press Ctrl+. again or click on the yellow tab to restore the consultation

Using the Organisation Default Tree Configuration

If you want to use the default Patient Record Tree: Right-click on any node in the tree and select Clinical Tree Configuration. This will open the Clinical Tree Configuration dialog box.

Select Use the organisation default configuration. Examine the tree chosen in the box under Clinical Tree Preview to check it contains the options needed. Click OK.

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Using an Existing Tree Configuration

If you would like to use one of the pre-defined tree configurations available: Right-click on any node in the tree and select Clinical Tree Configuration from the right-click menu. The Clinical Tree Configuration dialog box is displayed. Select Use an existing patient tree configuration. Select an option from the drop-down box displayed. Examine the tree chosen in the box under Clinical Tree Preview to check it contains the options needed. Click OK.

Creating a Customised Tree Configuration

To create a Customised Tree Configuration: Right-click on any node in the tree. Select Clinical Tree Configuration. Select Use a custom clinical tree configuration. To create a new tree from scratch ­ click Create New Custom Setup, or to base the new tree on an existing tree ­ select the tree from the drop-down list and click Copy This Setup As A Custom Configuration. The tree can then be customised with the individual choices. A new User Preference now makes it easier for you to configure the keyboard shortcuts available for selecting nodes from the Clinical or Administrative tree and to see what shortcuts are already set.

Customising the Clinical Tree Shortcuts

To configure the shortcuts: Either right-click on any node in the Clinical or Administrative tree and select Configure Shortcuts from the right-click menu or select User > User Preferences from the main menu and select the Tree Shortcuts node from the User Preferences tree. Select the appropriate node from a tree displayed in one of the two panes to the right of the dialog box: If the node already has a shortcut assigned and you want to change it, click Clear Selected Shortcut To set a new shortcut for a node, click Set Shortcut For Selected Node and press the appropriate number on your keyboard. (NOT the number pad) When finished, click Ok.

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Patient Reminders

Reminders can be set up in the patient record. These can be viewed from the Patient Home screen (see below)

To set up a patient reminder: Right-click on on the Clinical tree Select Create Reminder Fill in the required fields and click Ok

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Patient Demographics Details

The patient's demographic details are displayed in the top right-hand corner of the Patient Record. Hovering the mouse pointer over the demographic box will reveal a summary of the prisoner's information. The blue patient demographics box will also show the patient registration type, e.g. 'Private', 'Temporary' and show the name of the prison organisation. It is possible to amend a patient's name from within the patient record. To amend a patient's name: Retrieve the patient. Select the 'Patient Details' node of the Administrative tree. Click the 'Amend the patient's name' button to the right of the 'Former surname' field. The 'Amend Name' dialog is displayed. This dialog allows you to enter the current name and to see a history of the patient's names along with who recorded them on SystmOne. Enter the patient's current name using the 'Patient name', 'Former surname' and 'Known as' fields at the top of the dialog. Click 'Ok'

Opening More than one Patient Record

If more than one patient record is opened the background colour of the patient demographic information box will turn red. Right clicking in the information box will list the open patient records and enable the user to move between records. Note 1: It is recommended that only one record is opened to avoid information being added to the incorrect record. Note 2: Two clinicians may be accessing the same record at the same time and both are able to make amendments/ additions to the record simultaneously. These amendments cannot be seen in the record until each clinician has closed the record and re-opened the record. An alert will be triggered to make the user aware that another user is currently using the record. However, this does not prevent the second user from editing the record (although a patient's date of birth or NHS number can not be edited whilst two users are accessing the record.)

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Patient Status Markers

Patient Status Markers are the icons that may be at the bottom of the patient demographic details box, located at the top right hand side of the patient record screen. Patient status markers are linked to Read code entries. Hovering the mouse pointer over an icon will display a popup box describing the purpose of the Patient Status Marker.

Quick Action buttons

(example below ­ may differ from your screen)

Quick Action toolbar item buttons allow speedy access to a number of frequently used actions. It is also possible to configure which buttons are displayed for each user. Some commonly used examples are shown below: Enter a New Active Problem. Enter Confidential Patient Notes. Prescribe Acute Issues from the Formulary. Enter Values into the Patient Profile Template. Enter Values into the Urinalysis Template. Enter Values into the Alcohol Template. Enter Values into the Smoking Template. View the Blood Pressure Graph. Enter Values into the Blood Pressure Template. Set Up a New Repeat Template. Enter Alcohol Readings. Enter a New Coded Entry. Record an Allergy.

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Record a New Drug Sensitivity. Resume a Suspended Template.

Generic Menu Keys

There are a number of buttons shown below that are visible on all screens.

These buttons may be greyed out if the functionality is not currently available from the screen being viewed.

Opens the Patient Quick Search window.

Opens the New Task window to create a new task.

Discards the patient record without saving any details entered.

Saves any details entered in the patient record.

Displays or returns the user to the patient record.

Opens the Events Details window and allows the user to change the time or location of the consultation.

Displays all clinical information entered `today'.

Allows the user to enter another consultation within the "same" consultation session.

Opens the Drug and Appliance Browser to record an acute drug issue.

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Maintaining Patient Demographics

Accessing Patient Maintenance

There are a number of patient demographic details held on SystmOne that can be amended. The relevant patient details will need to be retrieved before any amendments can be made. These can be accessed from the Patient Maintenance option found on the Patient menu.

Editing Patient Details

Patient details are edited from the Patient Details screen. To open the Patient Details dialog box click the Patient menu and select Patient Maintenance and then Patient Details. To amend the patient details: edit details as required, and click Save.

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Adding Read Codes to your Consultation

There are various ways of adding Read codes to you consultation. As you type in complaint details a list of suggested Read codes will be displayed to make it quicker for you to find the code you want.

Once a Read code has been selected it will appear in a pink box. Alternatively, Read codes can be entered manually. To enter a Read code manually: Right click in the relevant complaint details section Select from the drop down menu

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The Read Code Browser window will be displayed.

Enter a search term in the Search box and click on the Search button to find relevant Read Codes e.g. enter flu to search for influenza related Read Codes. Select the required code from the list and click on the OK button. Your selected Read Code will be entered into the complaint details section and will be highlighted in pink.

Note:

The Read Code browser has a tab named Synonyms. Clicking on this tab will display a list of shortcuts for entering Read Codes e.g. typing /ast will enter the Read Code for Asthma.

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To enter a Read Code using a synonym type the relevant synonym followed by the space bar. The Read Code will then be displayed in red.

Entering Numeric Read Code Values Some Read Codes can be associated with a value such as height and weight. The numeric value can be coded along with the actual Read Code itself if required. To enter a coded numeric value:

Right click and search for the required Read Code e.g. birth weight Click on OK in the Read Code browser to enter the Read Code into the consultation. The Read Code will be displayed with the numeric symbol directly after it e.g. Type the required numeric value after the Read Code (do not enter a space first) and press the spacebar. The Read Code and numeric value will all be displayed inside a pink box e.g. .

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Record Attachments - Adding a Photo to a Patient Record

To add a picture that has already been taken and is in electronic format (jpg, tif, png, gif, etc): Retrieve the patient record. Select the Record Attachments node from the Clinical tree. Click the Show or hide the patient's picture Attachments view. Select the Take Picture button. Select Load image from file and click Ok. Locate the image on your PC and click Select. Click and drag the red box to indicate the area of the image you want to use and click Ok. The image is saved in the Record Attachments view. icon at the top of the Record

button on the toolbar and the image will be saved in the Record Click the Save Attachments view.

Tasks are messages that users can send to each other as a way of recording work that needs to be actioned. Each task can be linked to a specific record or can be created as a generic task. Tasks can be useful in managing workload and can be sent to more than one person at a time. Tasks can be automatically created by SystmOne, such as when an electronic referral is received or when a registered GP is changed, but they can also be created manually as and when required. Tasks can be seen by any SystmOne user within the organisation and it is easy to monitor the number and current status of tasks, thereby, making workflow management easier. Task List Screen

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Tasks can be viewed on the homepage under your To Do List. Selecting any of these tasks will open the Task List screen. From any other screen the task list screen can be accessed by: Selecting Workflow then Task List from the Main Menu. OR Pressing Ctrl and T on your keyboard. The Task List screen is split into three sections: Tasks Tree, Task List Pane & Details Pane.

Tasks Tree This is used to display different categories of tasks and divides your tasks into three folders:

Tasks for Here Displays tasks for all users in this organisation. Filters Displays tasks created for the currently logged on user Tasks for Elsewhere. displays a list of tasks sent by any users in your organisation to staff at other organisations.

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The Tasks Tree may also display additional tabs next to the main All Tasks tab e.g. the test results tab shown below.

These additional tabs represent different task breakdowns. If additional task breakdowns have been created separate tabs for these will be displayed on the main Tasks Tree making it easier for users to find tasks of that breakdown type. See section 0 for details of how to create a task breakdown Tasks List Pane The upper right pane in the Task List screen is the Task List pane. This shows you the list of tasks relevant to the node selected in the Tasks Tree.

Details Pane The Details pane in located directly under the Tasks List pane and show details of whichever task is selected in the Task List pane.

Task Colour Coding The following colour-coding is used on the Task List screen: Red - the task has reached or passed its due date Bold Black - the task has been updated recently Black - the task has not yet reached its due date or does not have a due date.

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Creating New Task Types From the Tasks Tree window: Click on the Settings button. The Task Settings window will be displayed.

Select the Task Types node from the Organisation Settings node. Click on the New Type button. The New Task Type window will be displayed.

Type in the name for your new Task Type and click OK. Click OK on the Task Settings window.

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Your new Task Type will be displayed in the Task Settings window and will also be visible in the Task Tree under the Filters node.

Creating a Task Breakdown Creating a task breakdown for a particular task type will result in an additional tab being added to the main Task Tree. This allows certain task types to be displayed separately and viewed more easily. To create a new Task Breakdown from the Task List view: Click on the Create Task Breakdown button. The Task Breakdown window will be displayed.

Select the required task breakdown category and select a type/status/owner from the drop down box. Click OK to finish. Your new Task Breakdown will be displayed on the Task Tree.

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Creating a Task To create a task and allocate it to someone: Select Workflow then New Task from the main menu. OR

Click on the Task icon OR

on the Generic Toolbar.

Press Ctrl and K on the keyboard. The New Task window will be displayed.

Select the recipient of the task from a choice of Unassigned, User Group, Staff Member or Me. If you select either User Group or Staff member you will need to select the required Group or User from the drop down list that will be displayed on the right. Select a subject if appropriate

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Note: If a patient's record is open when the task is being created the system will assume the task is related to that patient and will attach the current record to the task by default. You can change the subject back to No Subject if required. If no patient's record is open at the time this option is unavailable and a generic task is created.

Enter the details of the task in the lower pane of the New Task window. Select a status from the Status drop-down box. Select a due date from the Due field. When you click on the Due field a calendar will be displayed from which you can select a date.

Select a flag if required. Click on OK to finish.

Updating a Task Tasks can be updated if required e.g. new text can be added, the status can be changed, the recipients can be changed and due date modified. Additionally, tasks can be replied to or actioned when they have been completed.

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Updating a Single Task To update a task: Open the Task List view (Ctrl + T) Select the required node of the Task Tree so as the task is displayed in the Tasks List pane on the right hand side. Highlight the task you wish to edit, right click and select Update (or click on the icon on the Task List toolbar).

The Update Task window will be displayed.

Make any required changes e.g. Due date, text, recipient etc. Click on OK to save the changes.

Note: If you only need to make one change to a task, instead of updating the task it may be easier to use the right-click menu or the toolbar buttons to change the status, assign the task or change/set a flag. To do this, select the task from the Task List pane and either: right-click and select the appropriate option from the right-click menu, or select one of the toolbar buttons to change the status, recipient or flag

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Updating Multiple Tasks It is possible to update multiple tasks at a time if this is required. The only change that can be made is to add text. None of the other attributes (status, recipient etc) can be changed. You must use the toolbar icon task as the right click menu will not be available. to update the

To update multiple tasks: Ensure the tasks you require to update are displayed in the Task List pane. Select your required tasks.

Note: To select multiple tasks hold down the Ctrl key while you select each task in turn or click and drag your mouse pointer over the required tasks if the tasks are listed sequentially

Click on the

icon on the toolbar.

If the following message is displayed, click OK.

The Update Multiple Tasks window will be displayed.

Enter any required text and click OK.

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Updating a Task Linked to a Patient Record To update a patient related task: Retrieve the relevant patient record. Select the Administrative tab at the top of the Patient tree. Select the Appointments, Visits & Tasks node.

Select the Tasks tab in the right-hand pane Right-click on the relevant task and select Update to open the Update Task window, make your required changes then click OK. OR Right click on the relevant task and select the required action from the menu to change individual details such as the status, recipient or flag.

The task will not be sent until the patient record has been closed.

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Replying to a Task You can now reply to a task and send the response back to any user that has previously updated the task. To reply to a task: Select the task from the Task List screen. Right-click and select Update or click the The Update Task window will be displayed. icon on the toolbar.

From the For drop-down box Select Reply To... A list of users who have previously updated the task is displayed. Select the user you want to send the task back to. Make any changes and type in any required text. Click OK to save your changes.

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Actioning & Completing a Task When a task has been completed it should be actioned. If a task has been sent to a group of people, once the task has been marked as Completed by one person the status of the task will change to Completed thereby preventing other users from duplicating the task. To action a task: Select the task from the Task List screen, right-click on the task and select Update. OR

Click on the

button on the toolbar.

The Update Task window will be displayed.

Change the status to Completed in the Status drop down box. Click OK to save your changes. OR From the Task List screen:

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Right click on your task and select Change Status and then Completed.

Note: Some tasks, such as Electronic Referral Received, are automatically generated by SystmOne. These tasks can be actioned by right clicking on the task and selecting Action or by clicking on the icon on the toolbar.

Deleting a Task If a task is no longer required it can be deleted. To delete a task: Select the task in the Task List screen. Right click on the task and select Change Status then Deleted.

Click Yes. The task will now appear under the Deleted Tasks node of the Tasks Tree.

Note: Tasks that have been deleted in error can be restored by navigating to the Deleted Tasks node of the tasks tree, selecting the task in the Task List screen and clicking on the undelete icon or by right clicking on the task and selecting undelete.

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Marking Tasks with Flags Tasks can be marked with coloured flags (six different colours are available) to identify them as specific types of task. The specific meaning of the colours can be locally decided by your organisation. To set a flag against a task: Select the task in the Tasks List screen. Right click and select Set Flag then select the required flag colour. OR

Click on the toolbar icon

and select the required flag colour.

Your task should then be displayed in the Tasks List screen with a coloured flag on the right hand side.

Notifications

Notifications in SystmOne are a form of internal email and are used to transfer information between SystmOne users both within your organisation and outside of it. They can be actioned, forwarded, redirected to other SystmOne users and printed out if required. Notifications are not linked to the Patient Record; therefore, they should not contain clinical details.

Accessing your Notifications Notifications that you have received will be displayed on your homepage underneath your To Do list and task list.

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To access your notifications:

Click on the blue hyperlink on your homepage.

OR Click on User from the main menu and select Notifications. The Notifications screen will be displayed

The Notifications view is divided into three panes: Notifications Tree This left hand pane displays the notifications tree where you can select to view All Notifications or all Unactioned Notifications. Additionally you can use the search functionality to search for a specific notification(s) List of Notifications Pane This is displayed in the top-right pane of the Notifications screen and allows you to view a list of the notifications contained in the folder/node you have selected from the Notifications tree. New notifications are displayed in bold type. Hover the mouse pointer over any icons displayed in the Flags column to view a description in the form of a tooltip, e.g. Not actioned or A reply has been sent.

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Notification Details Pane This is located below the List of Notifications pane and shows details of the selected notification.

Reading Notifications From the Notifications screen: Select the required notification in the List of Notifications pane The notification text will be displayed in the details pane below the notifications pane.

Replying to Notifications From the Notifications screen: Select the required notification. Right click and select Reply from the menu. The Notification Replying window will be displayed.

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Type your message in the lower portion of the screen. Click OK to send your message. Forwarding Notifications If you have received a notification that you think would be useful for another person you can forward it on to them if they are a SystmOne user. From the New Notifications screen: Select the notification you wish to forward on. Right click and select Forward from the menu. The Notification Forwarding screen will be displayed.

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t

Select the Recipient type.

Select the actual recipient from the drop-down box or by clicking on the to select a SystmOne user. Add any message text as required. Click on OK to forward the message.

icon

Actioning Notifications If you wish to record a notification as being dealt with you can mark it as actioned. This can be useful if you use the filter options to display only unactioned notifications so you can easily see which notifications you have left to deal with.

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To mark a notification as being actioned from the Notifications screen; Select the notification you wish to action. Click on the Action button. If the following message is displayed click on the OK button.

Creating New Notifications To create a new Notification: Open the Notifications screen and click on the New Notification button. The New Notification screen will be displayed.

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Select the Recipient type. Select the required Recipient from the drop-down box that will be displayed.

Note: If you select a Recipient of SystmOne User you will need to search for the required user. Click on the icon and the Select Person screen will be displayed.

Enter the name of the person you are searching for in the Search for box and click on the Search button. Select the required person and click OK.

If you wish to attach a file to the notification select the Attach a file to this icon to browse for Notification tick box. You will then need to click on the and select the required file to attach. Select the Send me a receipt when this notification is opened by the recipient(s) box if required.

Note: If this option is selected a message will be sent to the sender when the notification is read by the recipient.

Type in a Subject for your notification. Enter the message text for your notification in the lower pane of the New Notifications window. Select an expiry date for your notification if required.

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Note: By default, notification expiry dates are set to 2 months. Click on OK to send your notification. Your notification will be sent to the recipient immediately and will be displayed on their Notifications screen. Additionally, a popup message will be displayed on their screen if their system is configured to display notification messages.

Deleting Notifications If you no longer wish a notification to be displayed in your Notification screen it can be deleted. To delete a Notification: Select the notification you wish to delete in the New Notifications window. Click on the button in the notification toolbar.

If the following message is displayed click Yes.

The notification will be removed from your New Notifications window.

Redirecting Notifications In the event of sickness or holidays you can choose to have your notifications redirected to another SystmOne user. Starting Redirection To redirect your notifications: From the main menu select User and then Notifications.

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The Notifications screen will be displayed.

Click on the Redirect button. The Redirect Notifications and Pathology screen will be displayed.

Select the start and end dates for the redirection.

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Select to redirect Pathology or Notifications or both. Select the SystmOne user you wish to redirect to. Click on the OK button to complete the redirection. A message will be displayed at the top of your notifications screen to indicate that redirection is turned on.

Ending Redirection Redirection will cease as soon as the end date of the redirection is reached. You can, however, manually end redirection at any time. To end redirection: From the main menu select User and then Notifications. The Notifications screen will be displayed.

Click on the blue the screen.

hyperlink in the yellow redirection pane towards the top of

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The Redirection Summary message will be displayed.

Click Yes to cancel redirection. Printing Notifications Notifications can be printed out if required. To print a notification: From the main menu select User and then Notifications. Select the required notification in the List of Notifications pane. Click on the Print button. Microsoft Word will open displaying your selected notification.

Click on the

icon to send your notification to the printer.

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Messaging

Online messaging is available on SystmOne this allows you to send a message to anyone that is logged on to SystmOne.

To message a colleague select User, Messaging.. A window will appear displaying all users that are logged onto SystmOne

left-click on the user you would like to message select Send Message type your message and click Ok

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Chatrooms

The Chatrooms screen allows you to view discussion topics posted by SystmOne users, post your own topics and reply to existing discussions. To view the Chatrooms screen, select System>Chatrooms from the Main Menu. Any topics that have been posted in Chatrooms since you last logged on are displayed in bold text. The following options are available on the Chatrooms screen: Option New Topic Reply to Topic Suggest New Chatroom Settings Create a new topic. Reply to the currently selected topic. Send TPP a message suggesting a new chatroom area. TPP may then add popular requests to the list on the screen. Set your preferences regarding Watch Lists, i.e. whether you want the Watch this topic option to be automatically selected when you create and/or reply to a topic (see Chatrooms Tree for further details on Watch Lists). Specify the settings that will be used for printing out copies of chatroom topics. Refresh the topic list to display the latest topics. Display a pane under the topic list that contains a preview of the selected topic. Select the appropriate option to specify the way the topics in the list are sorted. Select the view you want to be displayed automatically when you view the Chatrooms screen. Description

Printer Settings Refresh Show topic preview Sort topics by Starting view

The Information column may contain icons to indicate the type of topic. These include the following: Unmonitored Discussion, Status Messages, Change Messages, Confidential, Archived and/or in your Watch List. For a description of what an icon indicates hover the mouse pointer over the icon. To view the full details of a topic, double-click on the appropriate topic in the list or click . .

The following toolbar buttons are displayed at the top of the screen: - Return to the main Chatrooms screen - View the next topic in the list

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- View the previous topic in the list - Reply to this topic - replying to a Chatroom topic with an archive date moves the archive date forward. For example, if a Chatroom topic is set to be archived in seven days and a user replies to it on the sixth day, the archive date will be re-set to seven days from the reply. - Watch this topic - Remove the watch from this topic - Print this thread, i.e. the starting topic and all associated replies Chatrooms Tree You can use the tree on the left of the screen to view topics of different types by selecting the different tree nodes. Some nodes on the tree can be expanded to reveal sub-nodes related to that category. The number in brackets next to each node indicates the number of topics in that node. The following options are available in the Chatrooms tree: Option All Topics My Watches Description This node allows you to view all open topics regardless of the chatroom they are in. It contains a number of sub-nodes which represent the different chatrooms available. Select each node to view the topics in that chatroom. This option in the tree allows you to view your Watch List. A Watch List is a list of the chatroom topics you have marked as being of particular interest to you. Whenever a watched topic is updated, a reminder is displayed on the Home screen and an icon is displayed in the system tray at the foot of the SystmOne screen (next to the time). To add a topic to your Watch List, either:

· ·

Click

when viewing the full details of a topic

select Watch this topic when creating a new topic or replying to an existing one right-click on the topic and select Watch Topic from the right-click menu.

·

To stop watching a topic, select Remove Watch from the right-click menu. My Topics Search This option in the tree allows you to view all the open topics you have created. This option in the tree allows you to locate an open or archived topic by searching for the user who created or updated it or by searching for specific text. To include archived topics in your search, select the Include archived

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topics option. Archive This option in the tree allows you to view topics that have been ended by TPP either because they have ceased to be relevant or the problems they raised have been addressed. Once a topic is archived it is no longer visible on the Chatrooms screen and any watches set on it are removed. Select the date from which to show the archived topics and click Search to view the appropriate topics.

Searching Chatrooms To search the Chatrooms to see whether a topic has already been discussed: 1. Select System>Chatrooms from the Main Menu. 2. Select the 'Search' node from the tree on the left-hand side of the Chatrooms screen. 3. Type one or more keywords in the Topics containing field. 4. Click or to access the appropriate directory and specify the person who created or last updated the topic you are searching for, if appropriate. See Directories for further details on the directories available. 5. Select the Include archived topics option if you want the search to include topics that have been moved to the archive. 6. Click Search. The relevant topics found are listed. If a large number of topics have been found, deselect the Show topic preview option at the top of the screen to make more space available for the list. Creating a New Topic To create a new topic: 1. Either:

o

select System>Chatrooms from the Main Menu and click New Topic, or select System>Chatrooms from the Main Menu, right-click on any node in the tree on the Chatrooms screen and click New Topic, or select System>New Discussion Topic from the Main Menu The New Topic dialog is displayed.

o

o

2. Select the chatroom in which you want to post the topic from the tree on the right-hand side of the New Topic dialog. To post the topic in more than one

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chatroom, hold down the Ctrl key and click the mouse on the relevant nodes. For a description of each chatroom, hover the mouse pointer over the chatroom node in the tree. 3. Type the subject of the topic and the text you want to include. You can use the standard word processing toolbar buttons displayed to format the text of your message. 4. Select the Watch this topic and/or Confidential for TPP only options as appropriate. If you select the confidential option, the topic will only be visible to you and to TPP and will be marked with the icon on the Chatrooms screen. 5. Click Insert NHS Number to insert the NHS number of the currently retrieved patient into the topic. For reasons of confidentiality, you must only identify patients by their NHS numbers and never include names, dates of birth or addresses. Note: If you include an NHS number, make sure you select the Confidential for TPP only option. 6. Click Ok to post the topic. It will then appear in all of the following:

o

the appropriate chatrooms (unless you selected the Confidential for TPP only option at Step 4 or Step 5) the 'My Topics' node of the tree the 'My Watches' node (if you selected to watch the topic at Step 4)

o o

Replying to a Chatroom topic will move the archive date back four weeks, which means that topics remain open for as long as they are popular. Note: When posting a new message or replying to a posting on Chatrooms, a 'Usage Policy' dialog is displayed giving guidance on Chatroom message content. The Usage Policy has been put in place to ensure that Chatrooms remain productive and helpful for all participants. Users can select not to see this dialog again by deselecting 'Show message next time?'. To consult the Usage Policy when posting a reply or new message on Chatrooms, click 'Usage Policy' at the top of the 'New Topic' or 'Reply to Topic' dialogs

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