Vision+ SMS Text Messaging User Guide v1
Contents
1. wi Contract Right click and choose W Exception Merge or click the Mail Merge icon on the Toolbar Patient Alert Mail Merge 4 The Mail Merge screen displays with the patient details ticked 5 Now see step 5 in Sending Recall Text Messages page 28 Sending Appointment Reminder Text Messages You can send an appointment reminder SMS text message to a group of patients using specific Appointment reports in Vision Practice Reports This process can either be automated so that a text message is sent between the hours of 7 and 10 pm Automating Appointment SMS Reminders page 46 Or you can send instant 35 reminders to patients using the Appointment Search option See Selecting the Appointment Search to Send Instant SMS Reminders page 37 To view the Appointment Reports screen and send Appointment SMS reminders 1 Login to Vision as usual 2 From the Windows Notification Area right click on the Vision button and select Practice Reports a Practice Reports Template Designer Practice Mode 4 Download Web Files Settings Accessing Vision Practice Reports 3 The Vision Practice Reports module opens by default on the QOF page select the Appointments tab m j Fiaba Lak Home Appointments Appearance Asthma 01 Apr 2015 da Fo GNM Te 2 bo QOF Enhanced SIGN CE Other Last Merge Attach Senaces Run Sho i 4 imiu2. Search SMS Appointments Nest Day Search Tomorrow moming Saved Appointment Search 5 The search screen displays Click the Customise button at the bottom right hand side of the screen ag lak ie MyHeatth Tet Invalid Mobile Numbers Declined SMS Appearance D Please select an SMS message template G All Nessi Action Send SMS Messages 36 texts remaining Filters ESMS Session Name Stalf Name xy Daye in the future 1 d c 5 Appointment Search Customise 6 Your saved Appointment search criteria is displayed To change your existing search click on the criteria shown in green or add new parameters by selecting the box press the button to add a new condition RE Filter builder untitled fit Filter AND lt root beeen B Days in the future equals press the button to add a new condition Search criteria 7 Click OK if you have changed your criteria or Cancel if you have just viewed the search Deleting Appointment Searches 1 Login to Vision as usual 44 2 From the Windows Notification Area right click on the Vision button and select Practice Reports sey Practice Reports ey Template Designer I 4 Download Web Files Practice Mode g Settings d Accessing Vision Practice Reports 3 The Vision Practice Reports module opens by default on the QOF page select the Appointments tab Ap
3. Patients with a mobile number begins 07 attached to their address but has no Contact for Patient Shows all patients who have a mobile number recorded under address but has no number recorded in Contact for Patient Mobile numbers added to the patient address are unique to the patient unless another patient has been registered as a family member against the same address details in which case the mobile number may be copied to the family member If a patient has an address mobile number but no patient mobile number please check that it is suitable to use for text messaging You may want to add a reminder to this line and deal with each patient when they visit the surgery Patients with a mobile number s begin 07 attached to their address and also Contact for Patient Shows all patients with a mobile number recorded under both Address and Contacts for Patient Depending on your practice protocol these patient numbers may or may not need updating ie if you have a family mobile in address and personal number in Contact for Patient you might want to leave this as it is however if you have an out of date number in patient but a correct one in address you are advised to update the Contact for Patient number since that is used in preference Patients with a mobile number s begin 07 under Contact for Patient but not of type MOBILE Shows patients who have a mobile number recorded in Contact for Patient but the type is not mobile Th
4. QOF Quality a All Contract Manager Asthma Epdepsy Anal fibrilahion Heart failure High value pateris Appointments Reports 4 The Appointments Reports screen is displayed P i Home y A Appearance JL w a mere L Em A Or a Appointment Delete hierge Daily sent Llog Search Fiter Templates Schedule _ Search as SMS e Tomccrow Afternoon Tomoenw Homing Appointment Screen 36 The following options are available Appointment Searches The Appointment search screen displays patients with appointments in the next 7 days however you can customise this list to view different criteria or save searches for future use See Selecting the Appointment Search to Send Instant SMS Reminders page 37 or Automating Appointment SMS Reminders page 46 Delete Filter Saved searches can be easily deleted using the Delete Filter option See Deleting Appointment Searches page 44 Merge Templates Merge Templates is where you create your SMS Message Templates See Adding an Appointment Reminder SMS Message Template page 22 Daily Schedule To setup an automated appointment reminders use Daily Schedule Deleting a Daily Schedule page 48 Sent SMS Messages and Report Logs To view reports detailing sent messages See Sent SMS Text Message Reports page 48 Selecting the Appointment Search to Send Instant SMS Reminders The following explains how to run an Appointment
5. Vision SMS Text Messaging User Guide JInps A CEGEDIM COMPANY oe opyr 1 itl ta erat e Bre LO soo pene Ss 4 44 a re B0 700 Fs 44 0 oa Sau 00 Wi i Copyright Notice 2015 INPS All Rights Reserved No part of this document may be photocopied reproduced stored in a retrieval system or transmitted in any form or by any means whether electronic mechanical or otherwise without the prior written permission of INPS No warranty of accuracy is given concerning the contents of the information contained in this publication To the extent permitted by law no liability including liability to any person by reason of negligence will be accepted by INPS its subsidiaries or employees for any direct or indirect loss or damage caused by omissions from or inaccuracies in this document INPS reserves the right to change without notice the contents of this publication and the software to which it relates Product and company names herein may be the trademarks of their respective owners INPS Ltd The Bread Factory la Broughton Street London SW8 3QJ Website www inps co uk Contents VISION SMS TEXT MESSAGING 5 Introduction 5 What this Guide Covers 5 Overview 6 What do I need to do before using Vision SMS Text Messaging 6 Patient Consent 7 Purchasing SMS Text Messages 7 SMS Settings in Vision 11 Creating SMS Message Templates 12 Adding a Recall SMS Message Template 13 Editing Recall SMS Templates 15 Dele
6. Confirming the First Mobile Number Vision will send the SMS text message to the first mobile number listed in Contacts for Patient Where a patient has multiple mobile numbers the first one is selected for sending text messages eg the one at the top E Registration Details The first mobile number is selected to send SMS text Family FPS Consent Online Services Preferences messages Personal Address Registration Notes Other Ide Addresses Main Address i Lyndhurst Aoa Incomplete Details Incomplete RegLinks Contacts for patient 0r7og0z28497E Leeds First Mobile Number Managing Invalid Mobile Numbers SMS Validation Audit Patients with nvalid mobile numbers page 59 will not receive text messages We therefore recommend that you identify patients with such numbers and check update their contact details Note If you still have invalid mobile numbers when you start using the SMS software they are listed when sending SMS messages and can be easily processed To help with tracking patient mobile number status we have created a Clinical Audit which is published as part of the In Practice Systems v2 audits Using this audit you can identify and address patients with invalid mobile numbers and other useful information about mobile numbers The In Practice Systems v2 audits can be downloaded from the INPS website here http www inps co uk my vision user gui
7. This is because the template is directly linked to the invite status and if removed you will lose the continuity of the invite status already recorded on the patient record and any newly added templates will reset the invite to 1st invite Instead you can make the template obsolete See Making Attached Templates Obsolete page 20 1 Log into Vision as usual 2 In the Windows Notification area right click on the Vision icon and select Practice Reports g Practice Reports Template Designer Download Web Files Rule Designer Practice Mode a Settings Practice Reports E 3 From the Practice Reports screen click the eee Attach button Home Appointments Appearance T EIOS Enhanced SIGN NICE Other Last Merge Attach Services Run foe ae Ea ee Home Attach 18 4 Next select the Vision Template you wish to apply the SMS template to and click o 1 Attack n Tatta Attach User Protocols rotocal TEST LOTHIAN District Nurse Pathways WHS Tayside DMARD s Manager Seasonal flu vaccination programme Wound Management Pathway Greenwich CCG Dementia Manager Information Prescription Diabetes UE Covent CCG NHS Health Check PPDemao Extract Tests Test TEST E Select Vision Template and Choose Attach 5 The Letter Templates screen is displayed Click on the 5M5 SMS button 6 Choose the SMS Template you wish to use and click Open Open
8. patient mobile number and you can choose open patient to update their mobile number if required Mailings SMS Calculator Bulk Insert Appearance a i e j l a Ter B Please select an SMS message template g E HE F Open Select SMS Mobile Declined sent Log Patient All blea urr Dechined SMS 0 549654235 OF 935645987 44 TEDS2S6bo4 Sy Practice Reports Selecting Patients to send the SMS messages to SMS Message 8 Click the SMS Message icon to send the messages to the selected patients Note You cannot send text messages unless your SMS account is in credit The status bar above the patient list shows how many SMS messages remain If you have selected more patients than the balance in your account this option will be unavailable You must either de select patients down to the account balance or purchase more SMS messages When sending an SMS if the patient has already received an appointment or recall invite in the last 28 days the following message is displayed Warning x Please note this list contains patient s whose last invite was issued less than 28 days ago Do you wish te proceed Last Invite Less Than 28 Days Click Yes to continue 32 9 The invite status is automatically updated in patient reports shown in the Invite Status column SMS Filters Invite Date Mobile O01 1949 1st invite
9. Description ASTOOS Asthma has not been reviewed using 3 ACP questions COUNT 241 Description ASTOO4 Smoking status not recorded 14 19 yrs COUNT 42 Practice Reports Merge Indicator 5 The Mailings screen displays click SMS Calculator Bulk Insert Appearance fer 7 Please select a letter ternplate maw A p E Open Select MERGE TEST Mail Preview Patient All Letter Action Start Mail Merge Preview 3 Invite Status ABDULGANIL MUDRIFA GHAAT A 15 05 7950 1 st invite required ABDULLA SHAMAAIL 21 10 1970 at invite aei 19 Practice Reports Mailing Screen 29 6 The SMS menu is displayed from here you can choose the SMS message template which you must do before a message can be sent see Adding a Recall SMS Message Template page 13 and change the SMS filter options as detailed below Mailings SMS q sre a ey Please select an SMS messages 3 a QE Invalid Mobile Declined sent Log Open Select Patient All Message Filt Numbers SMS Action send SMS Messages 79 texts remaining SMS Filters SMS Moble No N i 30 ABDELGHANL MAAD MU TAA 29706 1973 2nd invite 07810056512 05712 1996 1st invite required 03 12 1965 01708 1974 1st invite r 1770171982 1st invite r SMS Merge Screen Open Patient Allows you to open the highlighted patient in Consultation Manager Select All Selects all patients in the disp
10. SMS Messages to Patients 5 30 Sent Messages e 34 52 55 Sent SMS Text Message Reports 31 40 51 SMS Settings in Vision 5 12 17 27 V Valid Mobile Number Formats 35 42 56 57 63 Viewing Saved Appointment Searches e 45 Vision SMS Text Messaging 5 W What do need to do before using Vision SMS Text Messaging 5 6 What this Guide Covers e 5 65
11. You can then generate the reminders so they display when a patient is selected Go to the Generate tab and choose Generate Reminders Audit Line Explanation and what to do 62 Patients with a mobile number begins 07 attached to their address Shows all patients with a mobile number added to the address entry Mobile numbers added to the patient address are unique to the patient unless another patient has been registered as a family member against the same address details in which case the mobile number will also be copied to the family member If a patient has an address mobile number but no patient mobile number see specific audit line below please check that it is suitable to use for text messaging Training Tip You may want to add a reminder to this line and deal with each patient when they visit the surgery Remember you can also switch on reminders in Appointments if you want to check mobile numbers with patients as you book the patient into Appointments To do this in Appointments select Maintenance System Constants Reminders tick the box Display all reminders Display all reminders This is a practice wide setting so will display all reminders for anyone accessing Appointments and includes Outstanding Daybook tasks Clinical Audit and Patient Group reminders Patients with a mobile number begins 07 showing as Contact for Patient Shows all patients who have a mobile number recorded under Contacts for Patient
12. button on the Slot Type column Ok Cancel From the slot type list choose does not equal and type in the text of your Telephone Consultation appointment slot eg Telephone Consultation and click OK You can amend the following columns as you prefer Day date and time of the appointment Session type Slot type Date the appointment was booked Number of days ahead Staff Name who the appointment is booked with Number of DNAs in the last year Wa 8 You then need click on the Save button and give your search a name Press Save again 9 The search now displays on your Appointment Reports screen Viewing Saved Appointment Searches To view your saved Appointment search 1 Login to Vision as usual 2 From the Windows Notification Area right click on the Vision button and select Practice Reports a Practice Reports Template Designer i Download Web Files Practice Mode 4 settings Accessing Vision Practice Reports 42 3 The Vision Practice Reports module opens by default on the QOF page select the Appointments tab JF Enhanced SIGN NICE Other Last Merge 4 Services Run Optone Temple QOF Quality Appointment Tab 4 From the Appointments display screen select your saved appointment search Home Appointments Appearance Hees Appointment Delete Merge Daily Sent Log Search Filter Templates Schedule
13. further details scanning Home Text Messaging Software Backups Printing Search vStore al Home 1 250 SMS text messages for use with Vision an ideal quantity for a typical practice s monthly call recall invitations and appointment reminders Highlights 1 250 SMS text messages ya I 8p per message ps M messages Select Bundle 7 The details are displayed Enter the required quantity and click Add to Cart Then you can click the link to checkout 15 000 Text Messages added to your basket Click here to check out Click here to continue shopping D ae e S oa SMS Text Messages Please select your SMS bundle 1 250 Text Messages M 1 250 SMS text messages for use with Vision an ideal quantity for a typical practice s monthly call recall invitations and appointment reminders Highlights 1 250 SMS text messages 8p per message messages Add to Cart 8 Your basket contents are displayed Click Check Out Product Price Quantity Remove Total 15 000 Text Messages 900 00 1 Remove 900 00 Total 900 00 Update Basket Checkout Basket Check Out 9 Enter your billing information and tick the box to agree to the terms and conditions 10 A summary of your order is displayed click Continue to Next Step Continue to next step 11 Review your order the select Continue to Next Step 2 UME ESE 12 Checkout Complete is displayed along with your order numb
14. journal If required change the SMS Read code priority default by selecting the priority number from the drop down list The default priority is 3 e SMS From When text messages are sent the text in this box displays as the message sender on the patient s phone We recommend that you enter NHS_NoReply so that the patient knows where the SMS has come from This also tells the patients they cannot reply to these automated SMS messages You can however enter your practice name if required Due to network constraints there is an 11 character limit on this entry 5 Click le OK to save the changes Creating SMS Message Templates Before you can send text messages you need to create SMS message templates which contain the required content for your recall and appointment reminder SMS messages SMS templates for recall and appointments are set up in different places For recall you cannot use the same SMS template for QOF and Non QOF Vision 12 templates You must therefore set up separate templates for each required Vision template even if the subject matter is the same This is because QOF uses specific Read codes for the invite status which is added and updated on the patient record when an SMS is sent To set up templates please refer to the following topics e SMS Templates for QOF Templates see Adding a Recall SMS Message Template page 13 e SMS Templates for Non QOF Vision Templates see Adding a Recall SMS Message Tem
15. not want to be sent a text message by your practice See What do I need to do before using Vision SMS Text Messaging page 6 What this Guide Covers This user guide explains how to implement and manage the Vision SMS Recall system for QOF and Enhanced services and Appointment reminders It covers the following e An overview of Vision SMS Text Messaging See Overview page 6 e What you need to do before implementing Vision SMS text messaging See Patient Mobile Numbers What do I need to do before using Vision SMS Text Messaging page 6 e Patient Consent See Patient Consent page 7 e Managing Mobile Numbers See Managing Mobile Numbers page 53 e Purchasing SMS Text Messages See Purchasing SMS Text Messages page 7 e Vision Settings for SMS Setting a default Priority for SMS Communication Read codes and practice name See SMS Seitings in Vision page 11 e Creating SMS Message Templates See Creating SMS Message Templates page 12 e Sending SMS Messages from Practice Reports See Sending SMS Messages to Patients page 27 e Sending an SMS text message to a single patient See Sending an SMS message to a Single Patient page 35 Overview The new Vision SMS Text Messaging system provides the following functionality and benefits to your practice and patients Appointment Reminders You can send secure automated appointment reminders to patients who have appointments within the
16. search 1 From the Appointments display screen select the Appointment Search icon Home Appointments Appearance Appointment hhh aie Delete Merge Daily Filter Templates Schedule EHTA ae pa SMS H Appointments Tomorrow blomning Appointment Search 2 The Appointments Search screen is displayed Patients with appointments for the next 7 days are displayed by default and we will use this as a basis to send our SMS If you want to send SMS messages to patients with specific appointment criteria you can set up and save custom appointment searches See Creating Appointment Searches for SMS page 40 37 3 Next you must select an SMS template which contains the detail of the SMS message the patient will receive These should have already been set up See Adding an Appointment Reminder SMS Message Template page 22 Other options are listed below SMS Invalid Mobile Nurnbers Declined SMS Appearance Fy D Please select an SMS message template Open Select SMM Wenn Patient All L Action E send SMS Messages 90 texts remaining i AM Surgery AHAD ELLIOT SMITH JONES AERON WS 24 04 1999 0 AM Surgery AHAD ELLIOT SMITH GAJAREN MAHISH 12 06 1941 0 AM Surgery AHAD ELLIOT SMITH K UNG HUI 20 07 2008 0 1 1 1 PH Surgery AHAD ELLIOT SMITH AARON DEVORIT 0671271974 0 PH Surgery AIDEN ELBOROUGH JABAR JO 24 12 1953 0 MHormal Mon 241172014 1
17. template is now not available for use with the selected Vision Template e This template is still listed in the Merge Template screen for you to use elsewhere e You can now attach another SMS template s if required e You can remove the tick from the Obsolete box to reattach the SMS template to the non QOF Vision Template Adding an Appointment Reminder SMS Message Template 1 Log into Vision as usual 22 2 In the Windows Notification area right click on the Vision icon and select Practice Reports Practice Reports Template Designer Download Web Files Rule Designer Settings Practice Reports 3 From the Practice Reports screen click the Appointments tab g Home Appointments Appearance Asthma 01 Apr 2015 PNY i2 2 ob Enhanced SIGN MACE Other Last Merge Attach SErvices Rur z Di 4 Tni Brrr ates QOF Quality a All Contract Manager Asthma Epdepecy Anal fibrillahion Heart failure High value patents Appointments Tab 4 The Appointments screen is displayed Select Merge Templates x Appointment Delete Daily Search Filter Schedule SMS pbk HEH Appointments Tomorrow Attermoon Tomorrow Morning Appointments screen Merge Templates 23 5 This screen lists existing templates for editing and allows you to add new appointment SMS templates S dq EL SMS g9 Edit Delete APPOINTMENT INVITE SMS APPOINTME
18. you delete the SMS template from the Merge Templates screen see Deleting Appointment SMS Templates page 26 the SMS template is not removed from the non QOF Vision template 1 Log into Vision as usual 20 2 In the Windows Notification area right click on the Vision icon and select Practice Reports Practice Reports Template Designer Download Web Files Rule Designer Practice Mode Settings Practice Reports 3 From the Practice Reports screen click the eee Attach button Home Appointments Appearance iF a3 Enhanced SIGN NICE Other Last Merge Services Run Show Options Templates Home Attach 4 Next select the Vision Template for which the SMS template is to be made A Attach obsolete and click on Attach User Protocols TEST LOTHIAN District Nurse Pathways NHS Tayside DMARDs Manager Seasonal flu vaccination programme Wound Management Pathway Greenwich CCG Dementia Manager Information Prescription Diabetes UE Coventry CCG NHS Health Check PPOemo Extract Tests Test TEST E Select Vision Template and Choose Attach 21 5 The Letter Templates screen is displayed Find the template you wish to make obsolete and tick the Obsolete box E keter H sms x reek FLU RECALL TET SMS v a UE Cancel Obsolete 6 Click OK to save Please note the following e The selected SMS
19. 02 Measures of vanability o Description ASTOOS Asthma has not been reviewed using 3 ACP questions COUNT 241 Description ASTOO4 Smoking status not recorded 14 19 yrs COUNT 42 Print Preview Description Practice Reports Merge Indicator 3 The Mailing screen appears click SMS Calculator Bulk Insert Appearance i J a Please select a letter template B Open Select MERGE TEST Mail Preview Patient All Letter Adon Y L Start Mail Merge Preview Invite Status 7 ABDULGANI MUDRIKA GHAAZT A 157 0571990 1st invite required i ABDULLA SHAMAAIL 21710 1970 1t invite E SE 14 Practice Reports Mailing Screen 4 Select the Sent Report or the Log File Reports Appointment Reminder Text Messages To view sent Appointment text reminders do the following 1 The Vision Practice Reports module opens by default on the QOF page select the Appointments tab k J Home Appointments Appearance Asthma 0l Apr 2015 eNe Je palates SIGN FACE Other Last Attach i Run intinn ernnlates QOF Quality a all Contract Manager Asthma Epdepey Alnal fibrillation Heart failure High value paberit Appointments Tab 2 Select the Sent Report or the Log File amp 3 Appointment Delete Merge Daily Search Filter Templates Schedule Search SMS Reports 51 Sent Messages If you select the Sent icon
20. 2 Adding a Recall SMS Message Template e 15 20 33 Adding an Appointment Reminder SMS Message Template 15 25 40 41 50 Attaching SMS Templates to non QOF Vision Templates e 15 17 20 33 Automating Appointment SMS Reminders e 30 38 40 49 C Checking a Patient s Personal Contact Mobile Number e 56 57 Confirming the First Mobile Number e 56 63 64 67 Copyright Notice e ii Creating Appointment Searches for SMS e 40 41 44 50 Creating SMS Message Templates 5 15 D Deleting a Daily Schedule e 40 51 Deleting Appointment Searches e 40 47 Deleting Appointment SMS Templates e 23 29 Deleting Recall SMS Templates 19 E Editing Appointment SMS Templates 28 Editing Recall SMS Templates 17 Examples of Invalid Incorrectly Recorded Mobile Numbers 62 64 66 Examples of Valid Correctly Recorded Mobile Numbers 61 63 Introduction 5 L Log Files 34 52 55 M Making Attached Templates Obsolete 20 23 Managing Invalid Mobile Numbers SMS Validation Audit 7 57 64 Monitoring and Recording Mobile Numbers e 5 7 56 O Overview 5 6 p Patient Consent 5 6 7 35 42 Purchasing SMS Text Messages e 5 7 S Selecting the Appointment Search to Send Instant SMS Reminders 39 40 Sending a Recall Text Message to a Single Patient 5 38 43 Sending Appointment Reminder Text Messages 28 30 31 38 Sending Recall Text Messages 17 23 31 38 Sending
21. 4 40 Appointment Search Select Template e Column Headings The headings for the generic next day appointment search display the following columns by default The appointment day date time any notes or comments for the appointment session name slot type date booked and how may days in the future it is booked Staff name who the appointment is booked with Patient name mobile number and number of DNAs in the last year You can sort and filter column headings as required ie filter morning surgery only or look at appointments two days in the future These settings can then be saved as default appointment searches See Creating Appointment Searches for SMS page 40 Training Tip It is very important you consider the type of appointments you want to send reminders to For example you may use appointments for messages and this information should be excluded from the search e Open Patient Allows you to open the highlighted patient in Consultation Manager e Select All Selects all patients in the displayed list You can deselect as required e Please select an SMS messages template Allows you to select your predefined template ie the content of the text message See Adding an Appointment Reminder SMS Message Template page 22 e Send SMS Messages nn Texts Remaining Tells you how many text messages are available to your practice If you have selected more patients than the balance in your SMS account yo
22. CHECK QOF SMS COPD RECALL QOF SMS CVD QOF SMS ae SMS Merge Templates Screen SMS 5 Click the 6 The New SMS Template screen is displayed SMS button to create a new SMS template E New SMS Template x Name BF CHECK QOF Your BF check is now due Please use the online booking service or call 01454 454 454 to make an appointment Characters Remaining 17 OK Cancel New SMS Template You need to complete as follows e Name Type a name so that you can distinguish your template type in the Merge Templates screen As you cannot use the same SMS templates for sending QOF and non QOF texts you are advised to add QOF or NON QOF in the Name Box along with the name of your SMS template The patient does not see this text when they receive the SMS message e Description Add the text context This will be what is included in the SMS message to your patient s You have 126 characters available Advice for text message content e Keep the message brief You can enter 126 characters in your message e Text messages should not contain patient identifiable data 14 e If you have not added this in the SMS settings see SMS Settings in Vision page 11 it is advised that the message content contains instructions that the patient cannot reply to the text message 7 Click oe OK to save the message 8 This is added to the Merge Templates list and can be used again for any future SMS mes
23. Daily Schedule x Daily Schedule X Delete Filter Hame Tomorrow 4fterncon 4 TERNOON Template Mane Appointment SMS Daily Schedule 3 Select your saved Appointment Search and Template from the drop down list See Creating Appointment Searches for SMS page 40 and Adding an Appointment Reminder SMS Message Template page 22 se laa New Appointment SMS Daily Schedule Filter Hame Tomorrow Afternoon Template Name Mapas OK Cancel Choose the Appointment Search and Template The Appointment reminders are automatically sent daily anywhere between 7 pm and 10 pm so there is no requirement to setup times Please note the following Please ensure your searches are setup correctly and you have taken into account appointments that may not be suitable for SMS reminders eg Appointment slots that are used for messages There is no limit to the number of daily schedules you can create Examples include setting up a daily schedule for patients at a branch site as well as patients at the main site This is easily achieved by setting up different Appointment Searches and Templates However consideration is required when creating your searches so that patients are not sent multiple appointment reminders for the same appointment time The Appointment SMS schedule sends reminders every day so patients with appointments on a Monday will be sent a reminder on Sunday if you have a search setup to send reminders for
24. Look in O tem Name ASTMA RECALL QOF sms 17 12 2014 12 05 SMS Fi LOOD TEST RECALL NON OQOF smes 17 12 2014 12 07 SMS Fil BP CHECK QOF sms 17 12 2014 12 08 SM5 Fil COPD RECALL QOF sms 17 12 2014 12 05 SMS Fil CVD QOF sms 17 12 2014 12 06 SMS Fi DIABETES RECALL QO0F sms 17712 2014 12 04 SMS File FLU RECALL NON QOF sms 17712 2014 12 03 SMS File B Lt Lt Lt Lt Date modified Type _ THYROID RECALL NON QOF sms 17 12 2014 12 05 SMS File Choose SMS Template 19 7 The SMS Template is now added to the Templates Screen for the selected Vision Template ter remMprates Template Hame Template Type Obsolete FLU RECALL NON QOF SMS UE Cancel Letter Template with SMS Template Added 8 Click OK to close You can now select the SMS template when sending an SMS Message See Sending Recall Text Messages page 28 Note You must do this for each new non QOF SMS template you create Making Attached Templates Obsolete If you no longer want to associate an SMS template with a Non QOF Vision template you can make it obsolete from the Attach screen You are strongly advised to make the template obsolete rather than remove it from the attach screen because you will lose the continuity of the patient invite status which is added to the record when a recall SMS is sent To make an SMS template attached to a non QOF Vision template obsolete O Note If
25. NT CANCELLATION Appointment Templates Screen 6 Click the M SMS button to create a new SMS template 7 The New SMS Template screen is displayed B New SMS Template x ig Name APPT INVITE DA ROBINSON Tour appointment with Or Robinson ig due on idate at time To cancel please telephone the surgery or cancel online Characters Remaining 3 OK Cancel New SMS Appointment Template You need to complete as follows e Name Type a name so that you can distinguish your template type in the Merge Templates screen The patient does not see this when they receive the text message e Description Add the text context This will be what is included in the SMS message to your patient s You have 122 characters available You can use the o date and gt time merge buttons to enter the time of date of the appointment in the text message Advice for text message content e Keep the message brief You can enter 122 characters in your message e Text messages should not contain patient identifiable data e Ifyou have not added this in the SMS settings see SMS Settings in Vision page 11 it is advised that the message content contains instructions that the patient cannot reply to the text message 8 Click as OK to save the message 24 9 This is added to the Appointment Templates list and can be used again for any future SMS messages of the same type 10 Click to close the Appointment Templates scree
26. Other E Addresses Contacts for patient ae Tae 0789028397 YWewlands 4 Trearddur Roa earddur Bay Home 02075017000 Multiple mobile numbers Examples of Invalid Incorrectly Recorded Mobile Numbers Below are examples of invalid or incorrectly recorded mobile numbers m a F I p n yng Mobile number recorded incorrectly under the Address tab 59 O Note Whilst it is not generally advised to record mobile numbers against the patient address if you have done this and the patient does not have a mobile number recorded in Contacts for Patient Vision uses this to send SMS messages Registration Details x Incomplete Details Incomplete RegLinks Family FFEs Consent Online ervicez Preferences Personal Address Fiegistration Notes Other lds Addresses Contacts for patient Main Address Home 07880283976 Li qu t Aoa a TE _ l wne mO obile nun nber ha vith contact type of and not Mobile not be sent an SMS Text messe i E Registration Details Incomplete Details If Incomplete RegLinks Family Consent Preferences No tes Other Ide Personal Address Registration Addresses Contacts for patient Home 020 75017000 Invalid mobile number format See also Valid Mobile Number Formats page 54 Examples of Valid Correctly Recorded Mobile Numbers page 58 and Confirming the First Mobile Number page 61 60
27. Reports g Practice Reports Template Designer Download Web Files Rule Designer T a ey hall Li D Settings Practice Reports 26 3 From the Practice Reports screen click the Appointments tab a Home Appointments l Appearance Asthma 01 Apr 2015 a L A ETS Other Last Merge Attach Run Ontion ALE QOF Quality a All Contract Manager Asthma Epdepey Aina fibrillation Heart fadure High value patents Appointment Tab 4 The Appointment screen is displayed select Merge Templates Home Appointments Appearance Appointment Delete Daily Search Filter Schedule Search SM5 Appointments Tomorrow Attermoon Tomorrow Morir Merge Templates Delet 5 Select the template you wish to change and click eee Delete 6 Click Yes to confirm deletion and the template is removed from the Appointments template list Note You cannot delete Appointment templates that are part of a Daily Schedule You will see the message You can t delete this template as it is being used within a daily schedule You will need to amend or delete your Daily Schedule first See Automating Appointment SMS Reminders page 46 Sending SMS Messages to Patients Sending SMS messages to patients is easy SMS messages for recall and appointment reminders are carried out in different places from Vision Practice Reports See e Sendin
28. Vision Helpline Blog support Request Vision Helpline Portal Contact the Vision Helpline National Status Ask the trainer Features request forum How did we do User Guides amp Releases Guidelines Clinical Audits v Store Warranted environment Vision Training Features request forun BT N3 Network b Manual CORS Renonina audits DI Maro My Vision vStore 3 Go to the User Login menu and enter your user name and password and click Log in 4 Click on the Text Messaging menu Home Text Messaging Sofware Backups Printing Scanning Search INPS c0 uk a Welcome to the v Store where Vision users can buy software services Home hardware accessories and consumable items for use with Vision You can shop with confidence that everything in the vStore is fully compatible with your Vision system and Save time and money with Vision text messaging your orders will be charged to your for call recall invitations existing INPS account no need to pay i by credit card if you cant find what youre looking for complete the form al the bottom of the page and we ll get back to you as soon as we can vStore Text Messaging 5 The text messaging bundle options are displayed We offer the following message bundles e 25 000 SMS text messages 1 250 e 15 000 SMS text messages 900 e 1 250 SMS text messages 100 6 Click on the bundle you wish to purchase to see
29. a text message To change the SMS Options in Vision Configuration and Settings 1 Login to Vision as usual 2 From the Windows Notification Area right click on the Vision button and select Settings j Practice Reports lt j Template Designer LG Download Web Files oa Accessing the Vision Settings Screen Note To access the Vision Setting screen you must not have a patient selected in Consultation Manager else the patient specific menu displays 3 The Settings screen is displayed Click Advanced from the list of options 5 Settings x IH Reset Position w az Options a Advanced Admin Custom I Order E Protocols Prevalence Searches Notes Summary Exception Lists Indicators Disable Auto Popup Show Retired Triggers Settings screen 11 4 The Vision Advanced screen is displayed You have the following two settings for Vision SMS 45 Settings Ty Reset Position a Advanced SMS ReadCode Priority 3 SMS From MHS NoRepl Disable QOF Triggers Show Triggers for early Exceptions Vv Cervical recall period 5 years 3 Years iq Categories Indicators OK Cancel Vision Settings SMS Options e SMS Read Code Priority When an SMS message is sent to a patient for a recall Read codes are not added for appointment text messages the Read code 9N3G SMS Text Message Sent To Patient is recorded in the patient s
30. atients who have an invalid first mobile nu rom here you can open Open Patient Consultation Manager via the Open Patient button and update their number print the list or export it to Excel See the Vision on screen help for more information on how to work with patient target lists ag Declined 3 Declined SMS If you select the Declined SMS icon you see a list of patients who have opted out of SMS text messaging From here you can print the list or export it to Excel For more information refer to the Vision on screen help e SMS Reports ent Sent If you select the Sent icon you can view a list of patients who have been sent a text message along with details of the message description date sent and message status See Sent Messages page 52 Log The Log file shows information about a Sent message it is designed to be used in conjunction with the Sent file See Log Files page 53 Y Training Tip You can use the column headings to filter and sort the report list ie if you want to display patients with mobile numbers at the top of the list click on the mobile number column heading 31 7 Tick the box against the patients you want to recall or choose Select All Patients with an invalid mobile number page 54 or dissent recorded page 7 are not selected and cannot be manually selected for sending SMS For such patients the Mobile No column displays either invalid or declined before the
31. des downloads clinical audit instructions on how to download and import are here http www inps co uk sites inps4 co uk files download_and_import_audit pdf Please note this will replace any existing versions on the In Practice Systems audit In Practice Systems 2 Administration Minor Surgery MONTHLY ersion 2 14 02 2011 Honth of Birth Cohorts MONTHLY Version 2 14 02 2011 Registration MONTHLY ersion 3 14 02 2011 SMS Validation Version 6 18 11 2014 9464 Total Practice Population 1 Patients with a mobile number begins 07 attached to ther address 12 Patients with a mobile number begins OF showing as Contact for Patient Patients with a mobile number begins 07 attached to ther address but has no Contact for Patient Patients with mobile number s begin 07 attached to ther address and also Contact for Patient Patients with mobile number s begin 07 under Contact for Patient but not of type MOBILE Patients with mobile number s begin 07 under Contact for Patent but containing letters invalid Patients aged gt 16 yrs Patients aged gt 16 yrs with NO mobile phone number attached to Contact for Patient Patients aged lt 1 byrs Patients aged lt 16yrs WITH mobile phone number attached to Contact for Patient LT 7 I I SMS Validation Audit 61 D Note Reminders are not automatically enabled for these audit lines To activate a reminder right click on the audit line and select Activate Reminder
32. do before using Vision SMS Text Messaging Before adopting the SMS text messaging service you must consider the following Patient consent Implied consent is assumed for all patients with a mobile number recorded however you can opt a patient out by entering the Read code 9NdQ 00O Declined consent for short message service text messaging in the patient s journal See Patient Consent page 7 Recording Mobile Numbers It is imperative that you have up to date patient mobile numbers This should be part of your practice s day to day activities when a patient contacts or attends the surgery Mobile numbers can be easily updated in Appointments Consultation Manager Daybook and Registration screens You must make sure that mobile numbers are Up to date Recorded in a valid format Have the correct contact type In the correct order If the patient has multiple mobile numbers the first number is used for SMS Are ideally under Contacts for patients rather than recorded under family address If recorded under address the mobile number is still used for SMS messaging but this may be a family rather than a patient number See Recording Mobile Numbers page 53 e Searching for Invalid Mobile Numbers Patients with mobile numbers recorded incorrectly will not be sent SMS messages We have therefore created a Clinical Audit for SMS Validation as part of the In Practice Systems v2 audits to help you identify patients who
33. do not have a valid mobile number recorded This also looks for patients with no mobile number recorded so they can be targeted See Managing Invalid Mobile Numbers page 61 O Note If you still have invalid mobile numbers when you start using the SMS software they are listed when sending SMS messages and can be easily processed Patient Consent Patient consent for receiving SMS text messages on their registered mobile is implied however if a patient does not want to receive practice text messages you must record the Read code 9NdQ 00 Declined consent for short message service text messaging in the patient s journal and they will not receive SMS messages from your practice O Note If a patient opts out then decides to opt back in you can record the Read code 9NdP 00 Consent given for communication by SMS text messaging The last recorded Read code is used when checking if the patient has declined or not Purchasing SMS Text Messages Vision SMS text messages are sold in bundles For practices purchasing their own bundles you can do this by calling the sales team on 020 7501 7440 or though the vStore as follows O Note Your Health Board or CCG may look after the provision of message bundles on your behalf so you may not need to order these yourself 1 Go to www inps co uk 2 Go to the My Vision menu and click on vStore EA Home Vision My Vision My Vision User Guides amp Vision Training Downloads
34. er Visit the INPS Website My account Checkout Logout Help FAQs Home Software Text Messaging Backups Printing Scanning Search INPS co uk a Checkout complete Your order number is 581 You can view your order on your account page when logged in Return to the front page Checkout Complete Home 13 You will receive an email confirming your order and your order will be processed as soon as possible Text messages ordered from the vStore will automatically be added to Vision You can see a count of how many text messages your practice has from the SMS tab when sending messages Mailings SMS Calculator Bulk Insert Appearance pe fg Please select an SMS message template Open Select 7 4 Patient All No of Available Texts 10 SMS Settings in Vision Before starting to use Vision SMS you can customise the following system wide SMS Text Messaging settings to suit your practice e SMS Read Code Priority for Recalls When an SMS message is sent to a patient for a recall Read codes are not added for appointment text messages Read code 9N3G SMS Text Message Sent to Patient is recorded in the patient s journal with the comments denoting the clinical category You can allocate a different priority to the SMS Read code enabling you to filter the codes or suppress them from appearing in reports etc e SMS From Determines the message sender name when you send
35. erence allocated to each text message and can be used to trace the message in the log file below e Patient Name This column shows the patient s title forename and surname e Description You can see the text message which will either be the Appointment reminder details or the Recall information along with the QOF disease if a QOF recall invite was sent e Send Date This column shows the date the message was sent e Status The status information enables you to see if a message was successfully delivered to the patient or not The message Failed at Operator indicates that a message was not successfully received by the patient O Remember You can resize columns or sort the report list 52 Log Files The Log button is for support purposes and displays sent invalid and declined messages for all messages where you have selected Send The file name contains the date and time the SMS messages were sent To view the file either double click on the file or select Open ok Fae Jos em Name Date modified Type C PatientMerge_12022015142710 12 02 2015 14 27 Text Document name Patient Merge 12022015142710 ui Fies oftype Log Fiet s Log File File Edit Format View Help SMS messages sent from WHS NoReply SMS message to send is Your annual diabetic check is mow due Please use the online booking service or call 81454 454 454 List of patien 1466 ABDIRAHMAN MUNDHIR 7773013581 Text Message File Mon
36. ese numbers may have been recorded incorrectly or are other mobile numbers correctly recorded as a non mobile contact type ie carer See Examples of Invalid Incorrectly Recorded Mobile Numbers page 59 Patients with a mobile number begin 07 under Contact for Patient but containing letters invalid Shows all patients with a mobile number under in Contact for Patient which are invalid Patients tn this line will not be sent SMS messages You are advised to create a reminder for this line and or update each patient by opening this group in Consultation Manager and changing the number in Patient Details See Consultation Manager on screen help http inpshelp co uk DLM4 70 Consultation_Manager index htm 19259 and Examples of Invalid Incorrectly Recorded Mobile Numbers page 59 Patients aged gt 16 with NO mobile number attached to Contact for Patient Shows patients over 16 years of age with no mobile number recorded in Vision Contact for Patient only You may want to add a reminder to these patients so this is flagged when they visit your surgery Patients aged gt 16 with mobile number attached to Contact for Patient Shows patients over 16 with mobile numbers recorded in Contact for Patient only O Remember If there are multiple mobile numbers recorded Vision uses the 1st recorded mobile number for SMS purposes See Confirming the First Mobile Number page 61 63 Index A Accessing the SMS Text Message Reports e 5
37. ess Add to Patient A Mobile phone OF 880 283976 Add Amend or Delete the Mobile number Daybook With a task attached to a patient highlighted or from a selected task select Edit contact details je t f Sf dP Accept Add Comment Edit Reject Complete P Decline j Edit contact details j New appointment E Consultation Manager Task Action Express Interest Joan Habgood Daybook Add Amend or Delete the Mobile Number Examples of Valid Correctly Recorded Mobile Numbers Below are some examples of how mobile numbers should be recorded E Registration Details eo X Incomplete Details W Incomplete RegLinks Family Consent Preferences Personal Address Registration Notes Other lds Addresses Contacts for patient Main Address Mobile 07880283976 41 Trearddur Aoa Trearddur Bar Halphea Yrs Mon LLES 2L the correct cc Home O20 75017000 5 1 number is also ina Correctly recorded mobile numbers 58 W Registration Details Incomplete Details I Incomplete RegLinks Family Consent Preferences Perona ade Registration Notes Other Ids Addresses Contacts for patent ees 0798860 28397 Newlands 4 Trearddur Road Trearddur Bay r 2 E E mat cont Valid mobile number format Mf Registration Details Incomplete Details M Incomplete RegLinks F amily Consent Preferences Personal Address Registration Hotes
38. essages page 52 To View the Log Report See Log Files page 53 Accessing the SMS Text Message Reports To view SMS Text Message reports 1 Login to Vision as usual 2 From the Windows Notification Area right click on the Vision button and select Practice Reports g Practice Reports Template Designer 4 Download Web Files Practice Mode ee Settings Accessing Vision Practice Reports Recall Text Messages To view sent Recall text messages do the following 1 The Practice Reports module opens by default on the QOF page Choose any QOF report it does not have to be the QOF area you sent patients an SMS text message J Home Appointments A Appearance lt E AM Ept Ee y IOF Enhanced SIGN NICE Ot rar Menge Attach Services Show Options Templates lh QOF Quality and Outcomes Framework All Asthma Ep epsy Alna hbellahor Haart Hauna Bibceod perna Hypertenson Practice Reports 49 50 D Please select an SMS message template Open Select SMS Invalid Mobile Declined Patient All Message Numbers SMS Action send SMS Messages 78 texts remaining SMS Filters 2 When the report is complete it appears on a new tab Highlight any cohort line and choose Merge Indicator Appointments Appearance Print CSV Merge File Indicator Patient List Patent Name Category Asthma Register COUNT 253 Description 4570
39. g Recall Text Messages page 35 e Sending Appointment Reminder Text Messages page 35 27 e Sent SMS Text Message Reports page 48 Sending Recall Text Messages You can send a recall SMS text message to a group of patients using specific reports in Vision Practice Reports This is particularly useful when recalling patients for specific QOF or Enhanced areas To access the Practice Reports module 1 Login to Vision as usual 2 From the Windows Notification Area right click on the Vision button and select Practice Reports g Practice Reports Template Designer LG Download Web Files Practice Mode g Settings Accessing Vision Practice Reports 3 The Practice Reports module opens by default on the QOF page but you can choose any report Click on the required report to run it Enhanced D NICE Other Last Menge Attach Senaces Fim Show Options Templates ily QOF Quality and Outcomes Framework All Asthma Epispsy L Aina fibedlaton Heart fabuna Biogd perna Hypertensor Practice Reports 28 4 When the report is complete it appears on a new tab Highlight a cohort line of patients that you want to send a text message to and choose Merge Indicator Home lt Sea ama Print Print CSV Merge Preview File Indicator Patient List Category Asthma Description Register COUNT 253 Description AS 7O02 Measures of wanability o DOB
40. ile number that may need your attention See Managing Invalid Mobile Numbers page 61 Valid Mobile Number Formats The following formats are considered as valid mobile numbers for SMS text messaging All mobile numbers should start with 07 and may contain spaces and be prefixed with the country code If a mobile number contains letters these are classified as invalid characters and the patient will not be sent an SMS text message To find invalid codes see Managing Invalid Mobile Numbers SMS Validation Audit page 61 Example 07771111111 Acceptable Formats e 07771111111 e 07771111111 e 07773 111 111 e 4407771111111 e 4407773 111 111 e 4407771111111 e 44 07771111111 Checking a Patient s Personal Contact Mobile Number Personal mobile numbers should be added to Contacts for Patients in Registration Address By doing this the number will remain attached to the patient during the Amend Household Family Transfer process when doing a change of address and the number stays as that patient s personal contact details The number should also be entered with the type of contact set to Mobile D Note Whilst it is not advised to record mobile numbers against the patient address if you have done this and the patient does not have a mobile number recorded in Contacts for Patient Vision uses this to send SMS messages To check that the patient has their mobile number recorded correctly in Vision 1 Select the patient in Reg
41. istration and choose the Address tab 54 2 Look at the Contacts for Patient section of the screen W Registration Details lye Incomplete Details W Incomplete RegLinks Family Consent Preferences Personal Address Registration Notes Other Ids Addresses Contacts for patient Mobile Of880 283976 a Newlands 4 Trearddur Road Trearddur Bay The Contacts for patient screen displays the patient s mobile number From here you can add update or delete a number Home 20 75017000 07900 283976 off off Add eat Delete Audit Add Edit Delete T Contact for Patient 3 From the Contacts for Patient screen you can add a new mobile number edit an existing mobile number or delete a mobile number and click OK to save If the patient has their mobile number recorded under the Address tab you can copy and paste it to the Contacts for Patient section you are advised to check with the patient first as the mobile may belong to a family member To do this click on the mobile number on the Address tab and choose Edit H Registration Details Incomplete Detal I Incomplete RegLink Family Consera Preferences Personal Address Registration Notes Other Click on the mobile number and choose Editing the mobile number 55 The Communication Update screen is displayed highlight the mobile number and press Control C to copy Communica
42. itoring and Recording Mobile Numbers Before sending SMS messages you are strongly advised to check that the patient mobile numbers are up to date are in a valid format and that the number does not contain invalid characters Below is a summary of what is required e Is the mobile number in a valid format See Valid Mobile Number Formats page 54 e Is the mobile number recorded under Contact for patient See Checking a Patient s Personal Contact Mobile Number page 54 e Do you have an up to date mobile number for the patient See Checking a Patient s Personal Contact Mobile Number page 54 e If the patient has multiple mobile numbers the first number is used is this the correct mobile number for the patient See Confirming the First Mobile Number page 61 53 e Shared Mobile Numbers Where patients share the same mobile number and are within the same group for SMS invitations only one SMS message is sent and charged for but both patient records are updated Patients should be made aware of this as well as the confidentiality implications E Reminder In addition to updating amending or deleting a patient s telephone numbers in Registration and Consultation Manager you can also do this in Appointments and Daybook look for the F cat rT Patient Contact Details la icon See Checking a Patient s Personal Contact Mobile Number page 54 We have created a Clinical Audit for SMS Validation to help you identify mob
43. l Mon 2411 2014 14 10 Norrnal Mon 24 11 2014 14 40 Mormal eS ee eee Sending and SMS Appointment Reminder DO Please note the following e You cannot send text messages unless your SMS account is in credit The status bar above the patient list shows how many SMS messages remain If you have selected more patients than the balance in your account this option will be unavailable You must either de select patients down to the account balance or purchase more SMS messages e No Read code is added to the patient record when Appointment reminder text messages are sent e Patients who receive SMS text messages whilst abroad are not charged e Patients with the same mobile number will only receive one message 39 Here is an example of an SMS text message for recall received by a patient O Ya O 14 00 NHS_NoReply Your appointment with Dr Robinson is due on 24 11 2014 at 09 10 To cancel please telephone the surgery or cancel online SMS Sample Appointment Reminder Text Message Received by a Patient To send SMS Text messages to an individual patient see Sending an SMS Text Message to a Single Patient page 35 Creating Appointment Searches for SMS The Appointment Search report displays appointments booked for any slot type and any session for the next 7 days by default You can however set different filters and Save these as separate searches which are accessible from the Appointment Reports screen as follow
44. layed list with valid mobile numbers You can deselect as required Please select an SMS messages template Allows you to select your predefined template ie the content of the text message See Adding a Recall SMS Message Template page 13 OB Remember You have different SMS templates available for QOF and non QOF Vision templates If you cannot see a template you have created when sending an SMS it may be that you have attached it toa non QOF template which means it is not available for SMS messages using QOF reports see Attaching SMS Templates to non QOF Vision Templates page 17 or it is for use with QOF Vision templates only Send SMS Messages nn Texts Remaining Tells you how many text messages are available to your practice If you have selected more patients than the balance in your SMS account you must either de select patients down to the account balance or purchase more SMS messages SMS Message Attempts to send the SMS message to the patients selected in the list SMS Filters Z Mo Fite No Filter This option is selected by default and displays all patients within the cohort group Patients with no mobile number an invalid mobile number or who has opted out of the SMS text messaging service are displayed in the no filter list but they cannot be selected 55 Invalid Mobile Numbers Invalid Mobile Numbers Selecting the Invalid Mobile Numbers icon re displays the patient list and shows those p
45. letter and SMS templates 5 Select the SMS Template you would like to delete and select X Delete Delete Click Yes when prompted if you want to delete the template Delete Template 7 The template is now removed from the list Attaching SMS Templates to non QOF Vision Templates Before you can select an SMS template when sending a batch of SMS messages for non QOF Vision Templates eg those which you have downloaded from Download 17 Web Files such as Seasonal Flu Vaccination Programme DMARDS Outcomes Manager you must make sure that you have attached the required SMS template to the associated non QOF Vision Template This is so that the invite status Read code which is added to the patient record when a text is sent can be added to the patient record in sequence and with the SMS details added You do not need to do this for SMS templates related to QOF Before attaching SMS templates to non QOF Vision templates please note the following important points e Once SMS templates are attached to non QOF Vision templates they are not available to use for QOF SMS recalls You will need to create a separate set of QOF templates This is because QOF uses different Read codes to update invite status See Adding a Recall SMS Message Template page 13 e Once you have attached an SMS template to a non QOF Vision template unless it has not been used you are strongly advised not to remove the template from the attach screen
46. n 11 You can now create more templates and send SMS appointment messages based on these See Sending Appointment Reminder Text Messages page 35 Editing Appointment SMS Templates 1 Log into Vision as usual 2 In the Windows Notification area right click on the Vision icon and select Practice Reports u Practice Reports Template Designer Download Web Files Rule Designer Settings Practice Reports 3 From the Practice Reports screen click the Appointments tab i Phak ani ioe Home Appointments Appearance Asthma 01 Apr 2015 fi j g s PNG t2 23 Lb ic Enhanced SIGN FACE Other Last Merge Attach Services Run Sho 4 ntinn QOF Quality a All Contract Manager Asthma Epdepey Anal hibrilahon Heart failure High value patents Appointment Tab 25 4 The Appointment screen is displayed click Merge Templates Home Appointments Appearance Appointment Delete Search Filter Search Appointments Tomorrow Afternoon Tomorrow Morning Appointments Screen Merge Template 5 Select the template you wish to change and click cay Edit Edit 6 Make the required changes and click OK to save You cannot change the Template Name box Deleting Appointment SMS Templates 1 Log into Vision as usual 2 In the Windows Notification area right click on the Vision icon and select Practice
47. next seven days This will help reduce DNA s and phone calls to the practice about appointment times You can create a saved search and schedule your appointment reminders so that they automatically run between 7 pm and 10 pm daily You can customise the list of patients whose appointments are due and filter by day time type of slot book owner and session You can target specific patients eg those patients who consistently do not attend their appointment Health Care Invitations Audit You can target a group of patients on your QOF Enhanced recall list to send invitations by SMS text messaging This will help save time and money on postage and enables direct contact with patients who need to be seen Co morbidity invites can be managed through SMS text messaging You can send personalised SMS message to individual patients You can customise and configure your message templates to suit your patient and practice requirements A patient s invitation status is automatically updated when a text message is sent enabling you to monitor recalls Details of recall SMS communications are automatically recorded in the patient s journal for audit purposes and form part of the patient s medical record This does not apply to appointment reminders Patients who have opted out from receiving text messages on their registered mobile phone are excluded from receiving text messages and are easily identified in reports What do I need to
48. pearance Mis 2 MOF Enhanced SIGN NICE Other Last Merge Services Run Show Options Temple QOF Quality Appointment Tab YX Delete Filter 4 Click on the Delete Filter icon 5 All your saved predefined searches are displayed 45 6 Select the search you wish to delete and click Delete Date modified Type 12 02 2015 13 37 FLT File Files of type Grid Piters ft Delete Appointment Search 7 Your search is now deleted and removed from the Appointments Search screen Note You cannot delete Appointment searches that are part of a Daily Schedule You will see the message You can t delete this filter as it is being used within a daily schedule You will need to amend or delete your Daily Schedule first See Automating Appointment SMS Reminders page 46 Automating Appointment SMS Reminders From the Appointment display screen you can setup automated daily Appointment SMS reminders To do this 1 Select Daily Schedule Appointments Appearance ra Be D lB Appointment Delete Merge Daily Sent Log Search Filter Templates Schedule Search SMS HHE Appointments Tomorrow Afternoon Tomorrow Worning Appointment Screen Daily Schedule 46 2 The Appointment SMS Daily Schedule screen is displayed and lists any existing scheduled events To add a new schedule click Daily Schedule ma Appointment SMS
49. plate page 13 and Attaching SMS Templates to non QOF Vision Templates page 17 e SMS Templates for Appointment Reminders see Adding an Appointment Reminder SMS Message Template page 22 Adding a Recall SMS Message Template To set up an SMS template for use with QOF and Non QOF related Vision Templates O Note You cannot use the same SMS template for QOF and Non QOF Vision templates You must therefore set up separate templates for each required Vision template even if the subject matter is the same This is because QOF uses specific Read codes for the invite status which is added and updated on the patient record when an SMS is sent 1 Log into Vision as usual 2 In the Windows Notification area right click on the Vision icon and select Practice Reports Practice Reports Template Designer l Doo a a a M T m g imm E Download Web Files Rule Designer Settings Mi 3 From the Practice Reports screen click the Merge Templates button Home Appointments Appearance Enhanced SIGN NICE Other Last Services Run Show apak ee dl Merge Template 13 4 The Merge Templates screen is displayed This screen lists existing templates for editing and allows you to add new letter and SMS templates E 113 d jLetter SMS gf Edit X Delete 4 Preview Letter D TemplateName OOOO Aoo Template Tope p ASTMA RECALL QOF SMS BLOOD TEST RECALL NON QOF SMS BP
50. r TemplateName Template e MERGE TEST Letter NHS HEALTH CHECK INVITE Brighton and Home CCG Letter NHS HEALTH CHECK INVITE 3 COVENTRY CAG Letter ASTMA RECALL QOF SMS OOOO O BLOOD TEST RECALL NON QOF SMS BP CHECK QOF SMS COPD RECALL QOF SMS CVD OOF SMS DIABETES RECALL QOF SMS THYROID RECALL NON GOF SMS Edit Template 6 The template is displayed and you can change the message content as required You cannot change the name of the template E Edit SMS Template x Name ASTHA RECALL QOF four annual asthma check is now due Please use the online booking service or call 01454 454 454 to make an appointment Characters Remaining 6 OK Cancel Edit SMS Message Template 7 Click pms OK to save Deleting Recall SMS Templates You can delete SMS templates as follows 1 Log into Vision as usual 16 2 In the Windows Notification area right click on the Vision icon and select Practice Reports Practice Reports g Template Designer Download Web Files Rule Designer T a pm hal _ E Settings Practice Reports Merge 3 From the Practice Reports screen click the Merge Templates button Home Appointments Appearance ngame e Enhanced SIGN NICE Other Last Services Run Merge Template The Merge Templates screen is displayed This screen lists existing templates for editing and allows you to add new or delete existing
51. required Declin 22 02 1993 1st invite performed 17 02 2015 07955 2311 1950 1t invite required 44 7H 10 05 1973 at invite required remaining Invite Status in Reports Updated 10 A Read code of 9N3G SMS Text Message Sent to Patient is automatically recorded in the patient s journal along with the details of the text message once Vision has had confirmation from the SMS handling service that the message has been sent If sending an SMS text message to a patient on a QOF register using a QOF Template an appropriate invite code is also recorded in the patient s journal If the message has failed to be delivered nothing is recorded in the patient record and the invite status is reverted back to the previous status Problems Consultations Journal Tests Filtered Therapy Management Date Description eral ia Ee enoke Y ciga smoker U1 50702 19 11714 H e Wound assessment New Assessment Hy keloid scar Ha Mixed diabetic ulcer foot Ld 1 I law ud mhar robin rimal t lam SMS Sent Read Code 33 Here is an example of an SMS text message for recall received by a patient Om m BEEE NHS_NoReply Your BP check is now due Please use the online booking service or call 01454 454 454 to make an appointment Example SMS Text Message Received by a Patient Please note the following e Where patients share the same mobile number and are within the same group for SMS invitations only one SMS me
52. s 1 Login to Vision as usual 40 2 From the Windows Notification Area right click on the Vision button and select Practice Reports g Fractice Reports j Template Designer 4 Download Web Files Practice Mode l g Settings Accessing Vision Practice Reports 3 The Vision Practice Reports module opens by default on the QOF page select the Appointments tab Appearance AMis 2 ai Enhanced SIGN NICE Other Last Merge Services Run Show Options Temple QOF Quality Appointments Tab 4 The Appointments screen is displayed Select Appointment Search Home Appointments Appearance e gr Esin Appointment Delete Merge Daily Search Filter Templates Schedule a SMS _ Appointments Tamorow Afternoon Tomorrow Morning Appointment Search 5 The Appointments Search screen is displayed Patients with appointments for the next 7 days are displayed by default You now need to change the filters as required by selecting the E Filter button at the top right of each column heading Either select from the existing options or select Custom to create your own The following example shows how to exclude telephone consultation session types 41 Show rows where 4 Slot Type does not equal gt Telephone Consultatiorl 2 i 12712 ci 2 6 Normal Fri qarlar 7 Click on the filter
53. sages of the same type 9 Click to close the Merge Templates screen 10 If you have added a SMS template for use with non QOF Vision templates you must now attach the SMS template to the non QOF Vision template so that patient invite status can be updated You do not need to do this for QOF related SMS templates as this is done automatically See Attaching SMS Templates to non QOF Vision Templates page 17 11 You can now create more templates and send SMS recall messages based on these See Sending Recall Text Messages page 28 Editing Recall SMS Templates You can edit the SMS message content of existing SMS templates as follows 1 Log into Vision as usual 2 In the Windows Notification area right click on the Vision icon EJ and select Practice Reports Practice Reports Template Designer Download Web Files Rule Designer Practice Mode Settings Practice Reports Merge 3 From the Practice Reports screen click the button Merge Templates Home Appointments Appearance Bona s Enhanced SIGN NICE Other Last Services Run Show Options Templates Merge Template 4 The Merge Templates screen is displayed This screen lists existing templates for editing and allows you to add new letter and SMS templates 15 5 Select the SMS Template you would like to edit and click the wel Edit button 4 Merge Templates x Gy jeter sms pF Edit Y Delete 3 Preview Lette
54. ssage is sent and charged for but both patient records are updated with the 9N3G SMS Text Message Sent to Patient Read code e Patients who receive SMS text messages whilst abroad are not charged 34 To send SMS Text messages to an individual patient see Sending an SMS Text Message to a Single Patient page 35 Sending a Recall Text Message to a Single Patient You may want to send an SMS message to an individual patient You can do this from the patient s Vision alert screen within Consultation Manager 1 In Consultation Manager select the patient and open a consultation 2 After analysing the patient s data the Alert Indicator screen displays MR GIRLING KEYIN RAWSON 01 Apr 2015 X D ot z pm Admissions Aiek Stratification and Register Manager Un Personal Care Plan Register No Mamed GP Pro Personalised Care Plan Manager On Personal Care Plan Register Patient has NOT YE 01 Reporting Care Plan Agreement NOT in Place fo ls on Personal Care Plan Register Wo Named GP As Un NSAID but not on Gastro Protective Cover Sugg Un NSAIDs but no UE s in last year No Capacity Status for Involvement in Personalised Alert Indicator Screen 3 Highlight a line on the alert popup window and either right click on the line and choose Merge or select the Mail Merge icon on the toolbar alli MR GIRLING KEYIN RAWSON Diabetes mellitus DMOO4 Total cholesterol iz rit 5 mmol or less RETIRED CMOS Albumi creati i i
55. the next day You can setup different Appointment Search Filters that use the same Template 47 e You cannot setup the same Appointment Search Filter and Template twice You will see a message stating Duplicate Daily Schedule Exists 4 Click OK and the scheduled search is saved within Daily Schedules Deleting a Daily Schedule 1 From Vision Practice Reports click the Appointments Tab Appearance AM is fs 3 Enhanced SIGN NICE Other Last Merge 3 Services Run show Options Temple QOF Quality Appointments Tab 2 Select Daily Schedule Home Appointments Appearance T ooo KK a Appointment Delete Merge Daily Log Search Filter Templates Schedule search mm vi K Appointments Tomorrow Afternoon Tomorrow Morning Appointment Screen Daily Schedule 3 Highlight the Scheduled event and select the Delete X Delete icon 4 Click Yes to confirm the deletion and the Daily Schedule is removed Sent SMS Text Message Reports In Vision Practice Reports you can easily view a list of patients to whom you have sent an Appointment or Recall Text message The reporting options available include a Sent report and a Log File F 3 Ee sm sa log DMS SMS Recall Message Reports 48 To Access the Reports See Accessing the SMS Text Message Report To View Sent Messages See Sent M
56. ting Recall SMS Templates 16 Attaching SMS Templates to non QOF Vision Templates 17 Making Attached Templates Obsolete 20 Adding an Appointment Reminder SMS Message Template Editing Appointment SMS Templates Deleting Appointment SMS Templates Sending SMS Messages to Patients Sending Recall Text Messages Sending a Recall Text Message to a Single Patient Sending Appointment Reminder Text Messages Selecting the Appointment Search to Send Instant SMS Reminders Creating Appointment Searches for SMS Viewing Saved Appointment Searches Deleting Appointment Searches Automating Appointment SMS Reminders Deleting a Daily Schedule Sent SMS Text Message Reports Accessing the SMS Text Message Reports Sent Messages Log Files Monitoring and Recording Mobile Numbers Valid Mobile Number Formats Checking a Patient s Personal Contact Mobile Number Examples of Valid Correctly Recorded Mobile Numbers Examples of Invalid Incorrectly Recorded Mobile Numbers Confirming the First Mobile Number Managing Invalid Mobile Numbers SMS Validation Audit INDEX Vision SMS Text Messaging Introduction As part of SIS 10390 we are introducing SMS Text Messaging a new secure messaging service that enables you to send health care invitations and appointment reminders to patients by SMS text messages If you intend to make use of this exciting new software we recommend that you identify and process patients with invalid mobile numbers or patients who do
57. tion Update a x E Highlight the mobile number T and press Control C to copy Type of Contact Mobile phone z Valid Period Copying the mobile number Add the number under the Contacts for patient by using Add or Edit and paste the mobile number by pressing Control V Communication Update xX Contact Se __ Press Control V to paste MEEEPCESHS d the mobile number Type of Contact Mobile phone Pasting the mobile numbers Consultation Manager Alternatively you can view add or update mobile numbers for a patient in the patient details tab Pent Dets or the Patient details icon R in Consultation Manager Select gt Patent Detads BConsutations Joumal Therapy Links Guidelines Fik Derk Male DOB 25 Jan 1954 Contacts for cument address Contacts for patient Mobile 0733123403 Patient Details Consultation Manager Appointments You can also add or update mobile numbers in Appointments when adding an appointment for a patient ppointment Booking for CLINIC Date Thursday 09 10 2014 Patient More AKTAR SEAN 26 08 1995 Eapected Edit Contact Details in Appointments 57 HE SEAN AKTAR 26 08 1995 x Main address NEWLAHDS HOLYHEAD LL65 2UE Contacts for current addres 2 Telephone home 020 75017000 Mobile phone 07880 283976 Contacts for patient Aga ta Sddr
58. u must either de select patients down to the account balance or purchase more SMS messages e SMS Message Attempts to send the SMS message to the patients selected in the list e Other Tabs Invalid Mobile Numbers Selecting the Invalid Mobile Numbers icon re displays the patient list and shows those patients who have an 38 invalid first mobile number From here you can open Consultation Open Manager via the lent Open Patient button and update their number print the list or export it to Excel See the Vision on screen help for more information on how to work with patient target lists Declined SMS If you select the Declined SMS icon you see a list of patients who have opted out of SMS text messaging From here you can print the list or export it to Excel For more information refer to the Vision on screen help 4 Tick the box against the patients you want to send an appointment reminder or Select choose Select All Patients with an nvalid mobile number page 54 or dissent recorded page 7 can be viewed and mobile numbers updated in the respective tabs SMS 5 Click the 539 SMS Message icon to send the messages to the selected patients SMS Invalid Mobile Numbers Declined SMS Appearance 2 Please select an SMS message template Select APPOINTMENT INVITE Send 5M5 Messages 90 texts remaining d Days 24 11 2014 09 20 Hormal Mon 24 11 2014 09 40 Horma
59. you can view a list of patients who have been sent a text message along with details of the message the date the message was sent and a message status The default display is 100 in reverse date order but you can change this filter to go as far back as when SMS was enabled B Sent Patient Merge SMS Messages Number Of Records 100 lp Tenens ete Soca Send Date 2915 MA SBOIRSHMAN MUN DE Your annual diabetic check i now due Please use the of 12 02 2075 Status Delivered to Phone 72 244 MA CHOHAN SAATAJ Please ring the surgery to make an appointment asthma 12 12 2014 Failed at Operator 172 243 MA BOBBITT MABON Please ring the surgery to make an appointment asthma 12 12 2014 Failed at Operator Tre 242 MA ABDELLAOUI FAW WA Please ring the surgery to make an appointment Asthma 1271272014 Delivered to Phone Br bo MAS ABDULLA SHAMAAIL Please note that you will need to make an appointment w 21 71 2014 Delivered ta Phone aa Ero MAS AARON BECKA HAN Your BP check is now due Please use the online bookin 20 11 2074 Delivered to Phone MAS AARON BECKA HAN our BP check is now due Please use the online bookin 20 11 2014 Delivered to Phone MAS ABDULLA SHAMAAIL Please note that you will need to make an appointment w 19 11 2014 Delivered to Phone MA ABDELLAOU BAW wa Please note that you will j to make an appointment wa f 1 207 4 _ to Phone Sent Text Message Report e Transaction id The Transaction id is a unique ref
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