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Medgate UK Limited Eleven Brindleyplace 2 Brunswick Square, Brindleyplace Birmingham. B1 2LP
Medgate UK Limited Cohort Version 10
Management Referral Plus Managers Guide
Medgate UK Limited Information Governance: PUBLIC Document
Cohort Version 10 Management Referral Plus – Managers Guide
Medgate UK Limited Eleven Brindleyplace 2 Brunswick Square, Brindleyplace Birmingham. B1 2LP
Table of content:
1. Introduction ...................................................................................................................................................
2. Management Referral Process .......................................................................................................................
3. Logging On ......................................................................................................................................................
4. Dashboard View .............................................................................................................................................
5. Creating a New referral .................................................................................................................................
Medgate UK Limited Information Governance: PUBLIC Document
Cohort Version 10 Management Referral Plus – Managers Guide
Date of Issue: 10/06/2016 Making a New Mangement Referral - Managers Guide_1 0
This document remains the property of Medgate UK Limited.
3) Electronic Response is issued to the Manager / Originator & status updates on
Dashboard View.
1. Introduction
This document is to be used as a guide for the referring managers and details the functions available
within the application.
It will allow the manager to create a new referral, track the progress and receive the response from the
Occupational Health Team.
Please Note: This guide covers ALL functionality of the system, and this is managed by the Occupational
Health Team. Please discuss the availability of some of the functions as they may not be set as available.
2. Management Referral Process
1) Manager / Originator - Creates their
own User Profile at the initial stage and completes the Management Referral Online.
2) Occupational Health - Receives the
Referral into Cohort and processes the Consultation and completes the report electronically
Medgate UK Limited Information Governance: PUBLIC Document
Cohort Version 10 Management Referral Plus – Managers Guide
Date of Issue: 10/06/2016 Making a New Mangement Referral - Managers Guide_1 0
This document remains the property of Medgate UK Limited.
3. Logging On
In order to access the module, you will be provided with a URL from the Occupational Health Team and
this will take you to web based application:
You will also be given a Username and Password. Enter these details now and gain access.
Please note: The password may comprise case sensitive characters and therefore please enter the detail
exactly as specified by your OH team.
Click on LOG ON to access the application.
As the password is set up by the OH team, the very first time you log on you will be required to set up
your own password for security reasons. Please enter in a new password, and confirm this directly below.
Click OK once complete.
Medgate UK Limited Information Governance: PUBLIC Document
Cohort Version 10 Management Referral Plus – Managers Guide
Date of Issue: 10/06/2016 Making a New Mangement Referral - Managers Guide_1 0
This document remains the property of Medgate UK Limited.
Please Note: Your new password will need to consist of various characters / length etc and failure to
comply with these rules will present you with a guide:
Medgate UK Limited Information Governance: PUBLIC Document
Cohort Version 10 Management Referral Plus – Managers Guide
Date of Issue: 10/06/2016 Making a New Mangement Referral - Managers Guide_1 0
This document remains the property of Medgate UK Limited.
4. Dashboard View
The main landing page will be displayed as a dashboard view where you will be able to:
Review any ongoing or existing online management referrals
Search the database (subject to housekeeping settings)
Create a new management referral
Produce Reports of historic referral quantities by referral type.
Contact the OH Department via E Mail
Set new users (subject to permissions)
The information that is immediately available to view in relation to the referrals is listed below. The
following information is listed in the columns on the dashboard.
Dashboard Header Labels
First Name Employer
Last Name Post Title
Date of Birth Priority
Status Created Date
Dashboard Status Created By
The Status and Dashboard Status will change throughout the process depending actions performed
from within the Occupational Health Department. For example should an appointment be booked
or the attendance status changed, this is immediately updated and referenced by the status
changing on the manager’s dashboard view. The status values are listed below with the identified
workflow action that will create the status:
Medgate UK Limited Information Governance: PUBLIC Document
Cohort Version 10 Management Referral Plus – Managers Guide
Date of Issue: 10/06/2016 Making a New Mangement Referral - Managers Guide_1 0
This document remains the property of Medgate UK Limited.
Online Management Referral Status
Appointments Attendance Updated When the appointment attendance has been
changed in Cohort
Appointment Made The first offered appointment has been created.
Closed and Returned to Originator with
Decision
When the referral has been discharged by
Occupational Health
Closed by Administrator When the referral has been completed removed
from the dashboard view. N.B. This would be used
in when the referral process had not been
completed and the referral need to be removed
from the workflow.
Matched to Patient When the Referral has been matched to a record in
Occupational Health.
The referral details will be green up until this stage.
Outcome Status Changed This will update if the clinical outcome decision has
been altered.
Records Close Not Applicable
Response in Progress When a response (Medical Report) has been
returned to the Manager from Occupational
Health.
Saved to Cohort – Allocated When the referral has be received successfully into
Cohort and assigned to a specific member of the
Occupational Health team.
Saved to Cohort – No *Allocation When the referral has be received successfully into
Cohort and has NOT been assigned to a specific
member of the Occupational Health team.
Saved / Not Sent The manager has part completed/completed the
referral but has not submitted the referral into the
Occupational Health Department.
Sent to OCC Health The manager has submitted the referral into
Occupational Health.
N.B Once the referral has been submitted into the
department it cannot be retrieved.
Unsaved The referral process has been started but the
information on the referral report has not been
saved/Part completed.
Medgate UK Limited Information Governance: PUBLIC Document
Cohort Version 10 Management Referral Plus – Managers Guide
Date of Issue: 10/06/2016 Making a New Mangement Referral - Managers Guide_1 0
This document remains the property of Medgate UK Limited.
5. Creating a New Referral
In order to add a new referral, click ADD in the dashboard view.
You will then be required to complete various key fields for the referral, and some will be mandatory
fields which will be depicted with a * alongside. You will be required to complete as much
information as possible in order to assist the Occupational Health team to deal with the case
appropriately.
Complete the Registration Details for the person you are referring to Occupational Health. Nb Give
the referred persons FULL first name not abbreviated or nick name
Medgate UK Limited Information Governance: PUBLIC Document
Cohort Version 10 Management Referral Plus – Managers Guide
Date of Issue: 10/06/2016 Making a New Mangement Referral - Managers Guide_1 0
This document remains the property of Medgate UK Limited.
When you scroll down the screen you will then see additional information required in order to
create the referral, and the next section is about the employment record for the individual.
There are additional fields that may assist the Occupational Health Team deal with the referral
appropriately. These are the Date Commenced in that role, and length of service.
The final section to complete on this record is all in relation to the referral itself, and must be
selected in order to complete the referral. These fields are:
Questionnaire – This is the form that you will need to complete giving details of the referral
itself. There may be one or many to choose from, depending on how this has been set by
the Occupational Health Team.
HR User – This would allow you to select a HR User / HR Team that may require to see the
report from OH once complete. If the HR User / HR Team is not available, this will need to
be set by an Administrator of the system, or by contacting the OH Team.
Managers Name – Please enter your name as a reference for the OH Team.
Priority – This is set as High, Normal or Low depending on your urgency. Please note
however, this will not be a guide to the OH Team as they will triage the case accordingly.
Referred from – This will give OH Team information on the purpose of the referral nb please
leave blank if you are unsure – the OH team can update this field.
Reason – This is the reason for the referral and will assist the OH Team to deal with the case
accordingly.
Once this first screen is complete, including all mandatory fields, click on Save.
Medgate UK Limited Information Governance: PUBLIC Document
Cohort Version 10 Management Referral Plus – Managers Guide
Date of Issue: 10/06/2016 Making a New Mangement Referral - Managers Guide_1 0
This document remains the property of Medgate UK Limited.
You will notice a message informing you that the referral has been saved, and this will then allow
you to proceed to the referral form by clicking Next.
Complete the form as accurately as possible, and note that there are set mandatory fields depicted
with a * alongside each required field. An example of this form is shown below, however please
note, the form you will need to complete may differ and will have been set by your OH Team.
You will also notice that there are navigation keys at the bottom of the screen to move back a screen, or next
to continue, however it is worth noting that you will have to complete ALL mandatory fields before you can
click on Next.
Medgate UK Limited Information Governance: PUBLIC Document
Cohort Version 10 Management Referral Plus – Managers Guide
Date of Issue: 10/06/2016 Making a New Mangement Referral - Managers Guide_1 0
This document remains the property of Medgate UK Limited.
Should you complete the form incorrectly, or miss any mandatory fields, when you click on Next it will
present you with a message directing you to the error. Nb do not leave any spaces when completing
telephone numbers
The next section allows you to upload any supporting documentation that you would like to share with the
OH Team.
Medgate UK Limited Information Governance: PUBLIC Document
Cohort Version 10 Management Referral Plus – Managers Guide
Date of Issue: 10/06/2016 Making a New Mangement Referral - Managers Guide_1 0
This document remains the property of Medgate UK Limited.
Click on Add File to browse to the electronic record.
Click Open to select the document, which you will then see in the application list.
Medgate UK Limited Information Governance: PUBLIC Document
Cohort Version 10 Management Referral Plus – Managers Guide
Date of Issue: 10/06/2016 Making a New Mangement Referral - Managers Guide_1 0
This document remains the property of Medgate UK Limited.
If you have selected an incorrect document, you can remove this from the list by clicking on the
delete option on the right.
Once the correct documents are in the list, then it is essential that you click on START UPLOAD.
Failure to do this will not upload the documents on the list.
Medgate UK Limited Information Governance: PUBLIC Document
Cohort Version 10 Management Referral Plus – Managers Guide
Date of Issue: 10/06/2016 Making a New Mangement Referral - Managers Guide_1 0
This document remains the property of Medgate UK Limited.
Once you have carried out the upload you will see the documentation listed below.
You can view these documents by using the download key, and can also delete the documents if you
have added incorrectly.
Click Next to continue.
The final section of the referral is the declaration screen, where you will need to carefully read and
acknowledge the declaration by typing the words ‘I AGREE’ in the box available.
Failure to type this will not allow submission of the referral.
Medgate UK Limited Information Governance: PUBLIC Document
Cohort Version 10 Management Referral Plus – Managers Guide
Date of Issue: 10/06/2016 Making a New Mangement Referral - Managers Guide_1 0
This document remains the property of Medgate UK Limited.
The referral is now complete, however you may continue to navigate back through the screen as
necessary to check the detail thoroughly.
You have the option to print a copy of this referral if required by clicking on the Print option.
The print facility will be available to you at any time throughout the process and will allow you to
print the following items:
Referral Questionnaire
Comments
List of Attached Documents
Declaration
Responses (when available from the OH Team)
Select as appropriate and click on OK.
Once you have thoroughly checked the referral and want to submit, click on the Submit icon which
will then send this referral to the OH Team.
Please note: Once the referral has been submitted you will NOT be able to make any changes. Please
ensure all detail is correct prior to clicking on this option.
Medgate UK Limited Information Governance: PUBLIC Document
Cohort Version 10 Management Referral Plus – Managers Guide
Date of Issue: 10/06/2016 Making a New Mangement Referral - Managers Guide_1 0
This document remains the property of Medgate UK Limited.
Acknowledgement of the referral will be made visible on the screen.
By navigating to the dashboard by clicking on the dashboard icon, you will not be able to track the
progress of the referral.
Medgate UK Limited Information Governance: PUBLIC Document
Cohort Version 10 Management Referral Plus – Managers Guide
Date of Issue: 10/06/2016 Making a New Mangement Referral - Managers Guide_1 0
This document remains the property of Medgate UK Limited.
You will notice that the status will now assist in seeing where the referral is at any time.
Medgate UK Limited Information Governance: PUBLIC Document
Cohort Version 10 Management Referral Plus – Managers Guide
Date of Issue: 10/06/2016 Making a New Mangement Referral - Managers Guide_1 0
This document remains the property of Medgate UK Limited.
Document Information
Medgate UK Limited
Information Governance Information
(ISO27001 document)
Version: 1.0
Date of version: 10/06/2016
Created by: Dominic Rees
Approved by: Ian Faulkner
Classification and confidentiality Level: Public Document
Classification date 10/06/216
Document History
Date Version Author(s)
Reason for issue
10/06/2016 0.1 Dominic Rees Draft for Review by Medgate UK IG
10/06/2016 1.0 Dominic Rees Final
Medgate UK Limited Information Governance: PUBLIC Document
Cohort Version 10 Management Referral Plus – Managers Guide
Date of Issue: 10/06/2016 Making a New Mangement Referral - Managers Guide_1 0
This document remains the property of Medgate UK Limited.
Copyright Statement
© Medgate UK Limited 2016
The information contained herein is the property of Medgate UK Limited and may not be copied, used or disclosed in whole or in part except with the prior written permission of Medgate UK
Limited.
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