End User Manual for Web-Based Referring
Contents
1. HE WHITTINGTON HOSPITAL NHS TRUST l Temporary Temporary EBS GP Referrer oO Temporary Temporary EBS ServiceDefiner I Temporary Temporary EBS Clinician Trust l Temporary Temporary EBS Clinician BMS l Temporary Temporary EBS Admin BMS v Setgession Role Click on Set Session Role gt Now the system asks if you want to close the present window Click on Microsoft Internet Explorer DY The Web page you are viewing is trying to close the window Do you want to close this window You are now returned to your desktop having successfully logged on to the Spine 3 2 If you have a Choose and Book icon on your desktop Double click on the Choose and Book icon on the desktop to launch Choose and Book ry and Book Choose and Book sometimes takes a little while to check your authentication and then if you have just one Choose and Book Business Function the Home Page will open if you have more than one Business Function you will go to the Role Selection screen You have now accessed Choose and Book using your smartcard 3 3 If you do NOT have a Choose and Book icon on your desktop Open Internet Explorer on your computer by clicking on the Internet icon Aa A Internet Ex p lorer Page 6 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 Inthe address box of the internet screen type in https nww ebs ncrs nhs u2. choose End User Manual for Web Based Referring Practice Administrators for Choose and Book R2 2 issue 1 0 26 September 2005 Choose and Book Programme End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 End User Manual for Web Based Referring Practice Administrators for Choose and Book R2 2 Welcome to the End User Manual for Web Based Referring Practice Administrators for Choose and Book R2 2 Contact National Choose and Book Team NHS Connecting for Health cabtechnicaldeploymentteam cfh nhs uk Page 1 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 1 Contents T CONTENT cene a teen erin ences emeeicasceou moebare E 2 2 BACKGROUND TO CHOOSE AND BOOK cccccsscsseeeeeeeeeeeeeseeeeseeeeeeeseseseeeseseseseseneneess 4 3 ACCESSING CHOOSE AND BOOK WITH YOUR SMARTCARD ccccccceeeeeeeeeeeeeeees 5 3 1 Uong your SUV AN serorei nni i ee EEEE A 5 3 2 If you have a Choose and Book icon on your GESKtOP ccccceeeeeeeeeeeeeeeseeeeeeeaeeeeeeseaes 6 3 3 If you do NOT have a Choose and Book icon on your GESKtOP cceeeseeeeeeeeeeeeeeeeeees 6 3 4 Selecting your Business Function in Choose and Book cccccseeeeeeeeeeeeeeeeeeeeeeseeeeeeees 7 ono Logging out of and Closing Choose and Book c cccceeeeeeeeeeeeeeeeeeeeeeeeeeeaaaeeeeeeesaaaees 7 3 6 Your TOMS ACS secera kannn on E
3. Female UEAN Aooonbment DataTias 0000 3000 6185 150712008 11 30 0000 9000 6058 Ircirect 0000 9000 605 7 150712005 10300 1 PAIN LILIAN ELIZABETH sseiond psssvecnd Whew are Future Aooonkmerts Peter red By Past Aippsintment Waker Herechel Wuesthel Danny Weef esl Danny Click on the blue UBRN Number that matches the one on their printed appointment request from the column on the left View sdvice appointment Requests UEN Request DaelTins Referred y Adva Responsa Referral a O000 9000 4053 ee Veuerl hal Dar H Hi 7 a ELh ek Pe m eee H hJ ji H H M FA H BJ H H N n a Shortlist H H Ff Wie Reni Et H H Y her Hista Pi Routine Hi hi Y 0 pole ga eb myr L A Hd H Y H H Click on 4ttions z H Hi N H hl and select Update Book Page 9 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 Help Walker Herschel Referring chin BATES FM Log ut i 2st t SPAIN LILIAN ELIZABETH Cice Feel foe bol TRS OS O22 SOLEDO Show Search 1 initial Referrer RICHMOND AHD TW ICEEMHAM PCT BATES FM Wuertfel Danny 2 Filber Servite By EHT Ert Routine Male and Fema Within mies of SAIDGA posbcode 3 Service s Select Miles Service Mamit p 198 ENT ENT Surfok RTA a CHILE HEALTH CENTRE nhs uk First Gut peat iene ROYAL AERIAL HOSPITAL nhs uk Assessment Serine EAT A hit Qinecty Bookable Locskhon Patient Informa Appointment Type Specialy ENT pe
4. Outstanding Referral Letters Last Refresh 05 07 2005 15 11 Print UERN NHS Subrnithed Date Service Owerrid Location Lead Time OO00 S000 45 31 1402 2005 H Specialty GENERAL SURGERY Clinic Type Colorectal Service The unique booking reference number of the patient whose referral was rejected NHS NHS number of the patient whose referral was rejected Submitted Date The date the referral was submitted Service Override Was the service selection booking guidance recommendation overridden by the referrer for that referral The location of the service for the referral Referrer Name of the referrer The closing date by when you need to have sent a referral letter Name of the patient referred NB Until a referral letter is sent the hospital will have no information to review about your patient Only a Referring Clinician Admin or Referring Clinician may send a referral letter Page 19 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 8 Changing or Rebooking an Appointment NB Remember that to be able to cancel or change a booking the appointment must have already been booked as a directly bookable appointment any IBS appointments must be cancelled with the IBS call centre You first need to find your patient and their current appointment booking On your Homepage there are two ways to find the patient and the appointment booking you wish to cancel or change e Either S
5. 194 IBS Tast Service Y advanced Criteria Suggest Appointments Compare Services You now see the Booking Screen where you can see the shortlisted services for the patient to choose from 4 2 Directly and Indirectly Bookable Services The columns of shortlisted services show the Service Name Directly Bookable and Location plus other columns 3 Service s Select Mi Service Name Directly Bookable Location Staff Mix Appointmer Specialty Amshurst Orthopaedics Clinic Ambhurst Acute Trust Male and Female Outpatient ORTHOPAEDICS 23 3 j 2t London Lower Limb Crthopaedics Clinic N London East Acute Trust Male and Female Day case ORTHOPAEDICS i i Oxford Orthopaedics Y Royal Acute Trust Male and Female Day case ORTHOPAEDICS Advanced Criteria Sloane Service N Royal Acute Trust Male and Female Outpatient GENERAL MEDICINE A Y in the Directly Bookable column means that a service is Directly Bookable i e you can book your patient for an appointment in the service provider s PAS electronically using Choose and Book An N in the Directly Bookable column means that a service is an Indirectly Bookable Service IBS i e you cannot directly book your patient in for an appointment in that service provider s PAS electronically as the patient will need to call the IBS call centre The telephone number of the IBS services listed will be on the patient s Appointment Request Summary printout 4 3 Completing a Booking for Dire
6. booking of a date and time of their choice from those available This end user manual sets out the functions that a Practice Administrator can perform in Choose and Book accessing it via the NHSnet or web and not via their local GP system Choose and Book enables a referrer to refer or book a patient to a service commissioned by their PCT and to send an electronic referral letter with that referral or booking The functions that a Practice Administrator can do in Choose and Book when completing a referral and booking are Page 4 End User Manual for web based Practice Administrators CAB R2 2 Issue 1 0 26 September 2005 3 Accessing Choose and Book with your Smartcard 3 1 Using your Smartcard A Smartcard looks much like a credit card with a picture of the user together with their Unique Identification number UID and a gold chip where all the information is held To access Choose and Book you should already be logged on to your computer so you see your desktop on your screen Put your smartcard into the smartcard reader gt The Gem Authenticate box appears C OU THENTICATE Enter passcode to authenticate to E f Type in your PIN number also called passcode and click on Or press return on the keyboard You may or may not depending on local set up now see a security alert Security Alert Information you exchange with this site cannot be viewed or g changed by others
7. guidance response for your GP 7 3 Rejected Referrals gt You can see any referrals that have been rejected by the hospital for any of your practice s patients Rejected Referrals Last Refresh 05 07 2005 15 14 Print UBRN NHS Submitted Date Service Overrkc Rejection Ry By provid 0000 9000 4630 7j05 2005 WN reason mi i Specialty ENT i Upgate oo Cancel Request Clinic Type Ent ues Samica Child ENT McKesson Test System Priority Routine The unique booking reference number of the patient whose referral was rejected NHS NHS number of the patient whose referral was rejected Submitted Date The date the referral was submitted Service Override Was the service selection booking guidance recommendation overridden by the referrer for that referral Rejection Reason Reason selected by Provider Clinician for rejection Referrer Name of the referrer Location The location of the service for the referral Patient name Name of the patient referred NB Any patients in this list will need to be contacted by your practice to inform them that their booking is now cancelled and they will need to have a new appointment request to a new or alternative service selected by the GP Page 18 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 7 4 Outstanding Referral Letters You can see if there are any patients that have bookings for whom your GP has not written sent a referral letter
8. your patient and printed off for them a summary of their appointment made NB Tell the patient that the hospital will send the patient a clinic letter to confirm their appointment and give them more details about how to get to the room where the clinic is being held as the hospital still needs to accept the referral and booking Page 12 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 5 Completing the Appointment Request for an Indirectly Bookable Service IBS Your GP will already have initiated the appointment by shortlisting the clinically appropriate service s for the patient to choose from This is termed an Appointment Request When the patient comes to the practice reception or to practice admin staff to complete their choice and book the date and time for an appointment they should give you a printout of their Appointment Request with their UBRN on it so you can search for them using their UBRN The Appointment Request will contain all the shortlisted clinically appropriate services from the GP 5 1 Completing the Appointment Request for an IBS f your patient chooses a service that is an IBS this means that the booking of an appointment cannot be made electronically via Choose and Book i e it is an Indirect Booking IBS To complete the booking of an appointment with an IBS the patient or their carer advocate will need to telephone the IBS call centre the numb
9. 2005 15 50 Print BRM Booked Referral State Submitted Dal Referrer Named Clinicit Patient Mame Last Activity O000 9006 Mot Adcock ate y a oe Green Alan 02 08 2005 OO00 9006 Adcock ae N Mot Sent 02 08 2005 res Green Alan 02 08 2005 OO00 9006 Adcock 080 Mot Sent 02 08 2005 Tomes Hatcher Ian 02 08 2005 UBRN The patient s unique booking reference number Booked Y N This tells you if your patient has or has not booked their appointment yet Referral Status The status of the referral including the advice and guidance status Referrer The name of the referrer Submitted Date Date the appointment request was submitted Page 16 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 Named Clinician Name of the Clinician to whom the patient is being referred Patient Name The name of the patient with that UBRN Last Activity Date When the last activity was completed on this UBRN by any user Click on the Unique Booking Reference Number UBRN of the patient you wish to review Activity List Last Refresh 05 07 2005 15 09 Print nila NREL eS eee abwo 9000 6185 YO Not Reviewed 0407 2005 0000 9000 5180 M Not Sent 14 06 2005 0000 9000 4531 N Not Sent 14 02 2005 gt Click on 4 iens and select the task you want to perform e g view history or cancel an appointment etc Activity List Last Refresh 05 07 2005 15 09 Print UBF Booked Referral Status Submitted Date OOO0 A000
10. 6 185 Not Reviewed O4f07 2005 14 06 2005 Ze mal h Rebook Appointment ecialty ENT 14i02 2005 Cancel Appointment Tyee Ent View Sooontnent Wer History Chid ENT k Proceed with the action you have selected 7 2 Advice and Guidance Responses You can see the responses for any requests for advice and guidance that you have requested from a hospital clinician team UBRN The patient s unique booking reference number Tells you the priority with which your request was sent Submitted Date Date the appointment request was submitted Response Date The date that the A amp G request was responded to by the hospital clinician Referrer The name of the referring clinician who sent the advice request The name of the service that the advice request was sent to Page 17 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 Specialty The name of the specialty Clinic Type The name of the clinic type Patient Name The name of the patient for whom the advice request was sent Click on the Unique Booking Reference Number UBRN of the patient you wish to review the response for and click actions then view advice request Advice and Guidance Responses Last Refresh 02 08 2005 15 55 Print WBRM Priority Submitted Response Service Ne Spe General Pe SRC aero Neurology OO00 9006 546 7 Lincoln Uni Hosp Update Advice Request HHH Close Advice Request You can then print off the advice and
11. AE E RRE ESRDE 7 4 COMPLETING THE BOOKING OF AN APPOINTMENT ccccccceeseeeeseseseeeneeaeeeeeeeeeeeeeees 9 4 1 CISC UING del ANON e E E T EEN 9 4 2 Directly and Indirectly Bookable ServiCeS ccccccseeccceceeeeeeeceeeeeeseeeeseeseeeeseessaaeeeesaaees 10 4 3 Completing a Booking for Directly Bookable ServiCes ccccccceceeeeeeeeeeeeeseeeeeeeeeeeeas 10 5 COMPLETING THE APPOINTMENT REQUEST FOR AN INDIRECTLY BOOKABLE SERVICE BS anane a R S E tie uceuenaccsenseetesady 13 HF Completing the Appointment Request for an IBS cccccceeccceseeeeeeeeseeeeeesaeeeeseaeeeees 13 6 SENDING AN ELECTRONIC REFERRAL LETTER ON BEHALF OF YOUR GP 14 6 1 Creating a Referral Letter cccccccsseccceeececceeececeuseecseuseeseaeceseaeesseueeesseeeeseueeesneeeeas 14 6 2 Getting to the Referral Letter SECTION cccccccceeecceceeeeeeeeseeeeeseeeeeeeessaeeeessaeeeeeseaeeeees 14 6 3 Sending a Referral Letter cccccccccsssccceceeseceeceeeeeeeseeeeeeeseeeceeeseueeeeseeaeeesseeeeeessaeeess 14 7 REVIEWING YOUR WORKLIS US soectecccctenetedebececetcatvesecaucveceustawdcodede cedenetiawseneveddsnasdeuesedosene 16 7 i Aiye eave 16 7 2 Advice and Guidance RESPONSES ccccceeecceceseeeeeeeeeeeeeseeeeeesseueeeeseeeeeeesseeeeeessaaeeeeees 17 7 3 ROCA REENA ec ccerpene eaiee pati annetce E EE 18 7 4 Outstanding Referral Lette rs cccccccccsseeccsseeecceececseeeecsueeeeseueeess
12. Cancel an Appointment Booking for Directly Bookable Services NB The GP in the surgery can only cancel an appointment for a Directly Bookable Service as IBS services cannot be cancelled electronically via Choose and Book If you want to cancel an IBS booked appointment you will need to contact the IBS service to ensure that that appointment is cancelled in the IBS s Hospital PAS Click the patient s UBRN for the appointment that you wish to cancel Click Atios and select Cancel Appointment Choose and Book shows you the Cancel Appointment screen which displays the details of the appointment already made UBM 5591 3694 0976 Appointment DateTime 27 04 2004 08 30 Duration 30 Minutes Location ROYAL AERIEL HOSPITAL Service Mame NOTTING HILL SERVICE Specialty GYNAECOLOGY Clinic Type Fertility Priority Routine Content Sensitive Mo Appointment Instructions Reason Cancel appointment request Select a Reason for you cancelling the appointment from the picklist NB this is a mandatory yellow field Reason hd Clinic Cancelled Canc Clinic Overrun Not Specitied On Holiday Other More Pressing Engagement Other Patient Cancellation Other Provider Cancellation Patient Died Patient IIl Slot cancelled You can either cancel just this appointment so that you or the patient can make a new appointment later you can also cancel the appointment request at this stage if you want to cancel the w
13. He s Hirapetall Brel Aare Hirgpetal 10200 Fai 2 0TH Leag Serva Pree eal Arid Hirer al 10200 Fri DAH He s Fife all Foral Aare Hirepital You can use the scroll b r to see up to 50 appointments currently available You can click the Next button to see the next 50 and Back to see the previous 50 You can change the view by clicking on Week or Month Select one appointment of the patient s choice by clicking on the round radio button to the left of the chosen date and time Click Book NB Don t click Request at this point as this will not book the appointment in the selected slot it will just create an Appointment Request Review the appointment details If the booking details are not correct click Pont Submit to go back to the previous screen To print off the Appointment Summary and your patient s password click Prit You then have the option to print just the Appointment Summary or the Appointment Summary and the Patient Password Click on the option you wish The Appointment Summary printout includes the telephone number of the CABAL where the patient can change their appointment Click Print and then select the printer you want to print to click L_oK Click Close to close the Print Appointment Confirmation screen Page 11 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 gt Click to close the Appointment Summary screen Close gt You have now made a booking for
14. However there is a problem with the site s security certificate A The security certificate was issued by a company you have not chosen to trust View the certificate to determine whether you want to trust the certifying authority The security certificate date is valid The security certificate has a valid name matching the name of the page you are trying to view Do you want to proceed View Certificate gt Click to proceed You then see a screen saying Welcome with the role s you have been allocated on the Spine Page 5 End User Manual for web based Practice Administrators CAB R2 2 Issue 1 0 26 September 2005 Click in the box next to he role you wish to be for this session so there is a tick in the box next to that role amp Role Selection Microsof Internet Explorer BE Fie Edit view Favorite Tools Help ar J gt f a p gt Search Sie Favorites A media E A LJ rel 33 Address https sbag J national ncrs nhs uk saml RoleSelectionWT jsp token AQICSwM2Lv4Sfcyq2wxq e2BceMSOmaiKridUedkyxdVHg3G 2FQW 3D v Go Links 7 Please Zelect your default session role A Wales Sue W HEsoutm EAST LONDON SHARED SERVICES PARTNERSHIP IV Admin amp Clerical Management Manage M amp D Medical General Medical Practitioner I Add l Clinical Services Non Clinical Call Operator NORTH MIDDLESEX UNIVERSITY HOSPITAL NHS TRUST oO Temporary Temporary EBS Service Definer
15. atient Details You are presented with the Patient Information and Preferences screen gt Check the patient s details names date of birth GP details and telephone contacts with the patient Add or change the patient information and preferences as needed You can insert or change the consent to call back patient password preferred language home contact mobile contact work contact temporary contact and disabilities Page 23 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 Patient Information and Preferences Consent to Callback Patient Password Preferred Language Yes Iv English Home Contact Mobile Contact m ae Method Mailto E2 Value Method Tel iv value ork Contact Temporary Contact Method Tel iv Value Method Mailto value Disabilities Available Selected Sign language Phone via proxy No contact via phone Needs braille Hearinn imnaired Click and the PDS will be updated Page 24 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 10 Reviewing Reports and Enquiries 10 1 Reports There are reports available to a Practice Administrator that uses data collected as patients are booked using Choose and Book Reports are pre defined sets of information for a pre set period of time The pre set period of time for reports is a calendar month and they are generated r
16. ctly Bookable Services gt Remember that you can only book appointments in services that are Directly Bookable via Choose and Book the patient needs to call the IBS service s telephone numbers to complete their bookings with them Before asking Choose and Book to find available appointments for the Directly Bookable service s your GP has selected you can limit the search by filling in the date range of when your patient should or wishes to be seen Page 10 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 gt b jo l 25 j l Adeaweed Citera Suggest Appointments The Due By date is the latest date by when you want your patient to be seen at the hospital The Start Date defaulted to the current date and End Date are the dates within which you want to view available appointment slots for your patient to be seen at the hospital Click on Suggest Appointments and Choose and Book will display in chronological order all the appointment slots for all your selected services within the date ranges you have specified 4 Appin ment g Sack App i Cantey Tare Serene Hi Lopatin Lii Prat eccanad Diari SA gt gt gt gt gt gt gt C200 Fei 1702004 Liverpool Servich Ricryal Aarie Herspatal Harris Rita Dey Week Month est Fri ETAT He s Hiep eral Arid Hiregital C00 Fa 2 CT Ligand Serva a Pree eel Arid Hirer Harris Rita Crete Fri iriga
17. earch for the patient by their UBRN NHS Number or demographics e Orclick on Activity in the Worklist section 8 1 How to Change an Appointment Booking for a Directly Bookable Services Click the patient s UBRN for the appointment that you wish to change You will be effectively cancelling the appointment already made and rebooking for a new appointment in Choose and Book 2371392309 Khanna Anand Male Fassword Fountain Yiew Future 4ppointments BRN 4opointment Date Time Referred By Referral 4981 7072 4931 Oo Shah Sushila Y Actions Victoria Service Cancel Appointment me tec i oe Cardiology View A amp ppointernnt Urgent Add Referral Letter View History Make Content Sensitive gt Click tens and select Rebook Appointment Rebook effectively means you are cancelling the old booking and rebooking a new appointment You now see the services that the patient can rebook in to on the main booking screen This reveals only those services that you have previously selected when you initiated the original appointment request or booking Click Suggest Appointments You now see the appointment slots for you to choose from with the patient Continue to make the new booking as in section 4 Page 20 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 Choose and Book will cancel the old appointment booking automatically when you make the new booking 8 2 How to
18. er will be on the patient s Appointment Request printout where a Booking Manager at the providing service will be able to complete the booking with the patient or their carer advocate over the telephone The caller does not need to use the Choose and Book application to make the IBS telephone call and complete the booking of time and date with them Page 13 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 6 Sending an Electronic Referral Letter on behalf of your GP NB to send a referral letter in Choose and Book an appointment request must have been completed but a booking of date and time need not have been completed NB the GP should write the referral letter or they may have dictated the referral letter for the Practice Administrator to enter on their behalf 6 1 Creating a Referral Letter Before you can send a referral letter in Choose and Book you must first create the referral letter on your computer and save it so you can attach it in Choose and Book Check with your GP System Supplier for how you should save your electronic referral letters in your GP system or decide where you will save any MS Word letters you have written 6 2 Getting to the Referral Letter Section There are several ways that you can get to the Referral Letter section of Choose and Book e Directly from the appointment summary or booking summary screen by clicking on Add Referral Letter e Or f
19. etrospectively From the Choose and Book Home Page click FePorts on your Home Page and then select the report you wish to view gt Clickon Prit to print off the report you are viewing Click on Close to return to your Home Page 10 2 Enquiries Choose and Book runs enquiries to give you more information An Enquiry is similar to a report with pre defined information You can define your own 28 day time period for an enquiry From the Choose and Book Home Page click on Enquiries and select the type of enquiry you wish to view Cancelled Appointments Enquiry Cancelled UBAN Enquiry DNA d Appointments Enquiry Due Date Exceeded Enquiry Two Week Wait Enquiry You can print off your enquiry by clicking on Print These enquiries are very useful for your practice as you can run these enquiries to see which patients have had their appointments cancelled or where a patient has DNA d did not attend or if a patient has not completed their booking with the call centre within the expected time and print them off for your GP so they can decide on the appropriate action to take Your GPs have access to similar enquiries from their own screens in Choose and Book but you can assist them to take appropriate actions when required with this information gt Click on Close to return to your Home Page Page 25
20. hole referral If you wish to cancel both the appointment booking and the Appointment Request click on the box next to Cancel Appointment Request to put a tick in the box NN Page 21 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 Reason Not Specified 4 Cancel appointment request If you wish to just cancel the appointment booking do not put a tick in the box Click Cancel Appointment Choose and Book gives you a warning message to confirm the action you are about to take Click Yes Page 22 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 9 Updating Patient Details Patient Details are held on the Patient Demographic Service PDS on the Spine It is good practice for a GP to check their patient s details held on the PDS each time you use Choose and Book and if required update the details with the patient 9 1 Accessing the Update Patient Details Section In Choose and Book you can update specific demographic information about a patient and add a patient password You can access this section in 3 ways 1 Click Useate then click Paste Person 2 Search for and select your patient from the Spine see section 4 Search for patient Click on the NHS number Click Actions Select Update Person 3 or Click on Update Person Details when processing an appointment request or booking 9 2 Updating P
21. jected Referrals The Search section is where you can search for your patient from the Patient Demographic Service PDS on the Spine gt The Worklists section gives you the latest information on the patients your practice has initiated or completed bookings for and is a useful tool for you to check if your practice staff or GPs have any outstanding actions Page 8 End User Manual for web based Practice Administrators CAB R2 2 Issue 1 0 26 September 2005 4 Completing the Booking of an Appointment Your GP will already have initiated the booking by shortlisting the clinically appropriate service s for the patient to choose from This is termed an Appointment Request gt When the patient comes to the practice reception or to practice admin staff to book the date and time at the hospital of their choice they should give you their Appointment Request printout with their UBRN on it so you can search for them using their UBRN 4 1 Selecting a Patient gt From your Choose and Book Home Page Clickon UERM Click Search and enter the UBRN number in the box do not enter the hyphens NB The UBRN is a number generated by Choose and Book for your patient s particular appointment request Once your patient s details are loaded you will see their NHS number in blue and their name Change the View by clicking on the View picklist and select Advice Appointment Requests 7 gapian sender
22. k app ebs NB Your Smartcard must remain in the smartcard reader for the whole time that you are using the system If you pull your Smartcard out of the reader your session will end 3 4 Selecting your Business Function in Choose and Book foie Poi TH WHITTINGTON HOSPITAL APG TELET Service Definer Asa Practice Administrator within Choose and Book you will have been given the role of Referring Clinician Admin Select your role from the pick list and click OK Role prore THE WHITTINGTON HOSPITAL NHS 1aUsTiReferring Clinician Admin Cancel OK Choose and Book will now load your Home Page 3 5 Logging out of and Closing Choose and Book To log out of Choose and Book you click on 994 near the top right of the screen This takes you back to the selecting role screen so if required you can select another Choose and Book role and go back in to the tool from here To exit Choose and Book completely you need to click on the at the top right corner of the screen 3 6 Your Home Page Your homepage has 2 main sections Search on the left and Worklists on the right Page 7 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 Help Walker Herschel Referring Admin BATES FM Log Gut Hide Search owe oh ee nem EER workists Directory of Services Enquiries Reports Bem iirail E Filber fy Referer es Activity List mutstarding Referral Lethers Re
23. rom the worklist Outstanding Referral Letters e Or by searching for and finding your patient and viewing their appointment history see below Click the UBRN of your patient for the appointment or appointment request already made LIBRA sia ea Click Actions and select Add Referral Letter Rebook Appointment Cancel Appointment view Appointment View History im Make Content Sensitive You are now in the Referral Letter screen 6 3 Sending a Referral Letter gt From the Requested Action pick list select the action your GP would like the consultant to whom you are referring to take Requested Action Diagnosis Management Advice Mot specified Patient reassurance Performance of a procedure l operation Treatment Page 14 End User Manual for web based Practice Administrators CAB R2 2 Issue 1 0 26 September 2005 gt Click Attachments YOU Now see a box where you will need to browse for and select your referral letter as an attachment gt Click Browse to search for the file on your computer Pick the correct directory and folder where your referral letter is saved in the Look in box file Ei Ed Look in E My Documents e A E a Khanna A Referral Letter tet ishory ktop rs Files of type all Files Cancel i Click on the desired file to highlight it and click Choose and Book shows you the file you have selected Click Upload
24. to add the file to the Attachments list You can add more files at this stage if you wish to have more than one attachment sent as the referral Add File Browse Upload Khanna amp Referral Letter txt text plain Click Submit to add the file s to the referral letter Click Submit to save the referral letter attachments in Choose and Book ready for the Hospital Consultant to review Click Close to close the Referral Letter Summary screen Page 15 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 7 Reviewing your Worklists When using Choose and Book you can review the progress of patients from your practice in the booking process by reviewing your worklists There are 4 worklists for a Practice Administrator e Activity List e Advice and Guidance Responses e Rejected Referrals e Outstanding Referral Letters From the Choose and Book Home Page click on atklists Select the Referrer whose worklist you wish to view from the Referrer pick list To open one of the worklists click on the blue triangle next to the worklist you wish to view or click on the word e g Activity List Filter By Referrer Activity List Advice and Guidance Responses Rejected Referrals Outstanding Referral Letters 7 1 Activity List You can see for those patients referred and or booked by your practice where they are in the system Activity List Last Refresh 02 08
25. ueeessaeseessaeeesegeeessass 19 8 CHANGING OR REBOOKING AN APPOINTMENT ccccccccceeececeeeeeeeeeeeseeeeeseeeeeeeeeseess 20 8 1 How to Change an Appointment Booking for a Directly Bookable Services 20 8 2 How to Cancel an Appointment Booking for Directly Bookable Services 0008 21 Page 2 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 O UPDATING PATENTDETAIL S ce cctsteccerectet cee tetietehetiut et iotecderectetectaretenst S 23 9 1 Accessing the Update Patient Details S CtION cc ccccceseccceeeeeeeeeeeteeeeeeseneeeseaeeeteues 23 9 2 Updating Patient Detail S lt cccxctcccccdessh tees E eesti nee E N 23 10 REVIEWING REPORTS AND ENQUIRIES aarin a A AA 25 1O REDON ar EE Sat ianuhiessnidosmaahanunas lassi aneauuantuawbecoambamadanGhiokestinatd 25 10 2 VENGUIE sree E E E E E S 25 Page 3 End User Manual for web based Practice Administrators CABR2 2 Issue 1 0 26 September 2005 2 Background to Choose and Book Choose and Book is the nationally commissioned system built by Atos Origin to provide the NHS with an electronic booking and choice tool Choose and Book first went live in 2004 and is now at release version 2 2 R2 2 which went live at the end of September 2005 Choose and Book enables a patient to choose where they wish to attend for an outpatient appointment from those commissioned by their Primary Care Trust PCT and make a
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