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Strata eReferral Receiver Guide v1.0

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STRATA HEALTH PATHWAYS

Sending Checklist Referrals Training Manual / Help Guide

Website address for the LIVE system: NHS Sites https://cumbria.stratahealth.thirdparty.nhs.uk Other Sites https://cumbria.stratahealth.com Strata Health Support line: 01322 303036 Email: [email protected]






Sending a Checklist Referral

Section 1 – Login and Facility selection

1. Open Strata and login

2. Select (click) the Assessment icon on the screen.

(Important: Do not use the ‘Referral’ icon, as this will not allow access to the team dashboard) Next you need to select a Vendor – this is the Organisation/ Team you are working for to make this referral.






Selecting a Vendor Select the Service from the Select a Vendor, drop down list.

Selecting a Team Then select the team you are working for by clicking it from the list. You will then see the Dashboard, which shows your Team’s Active Referrals






Searching, Finding and Adding a Patient (Client) Click on the Client Search tab, enter the NHS Number and or Surname and Forename if you want to narrow the search and click on Search You can use “*” (shift key + F8) if you don’t know all the details, e.g. a search for Dav* returns Davies, Davis, Davidson, etc

If the patient exists on the system select the patient and click Edit. If not click on New Client.






For New Patients enter all patient details (see below) and click on Next

• Title, Surname, Forename, Date of Birth • NHS Number is essential – the referral should not proceed if this is omitted

• House number/name or Flat name/number, Street, City, County - enter the

full home/residence address • Ensure the Post Code is correct as this links to the Social Services locality • Telephone Number – Ensure there is a space between the area Code & the

number e.g. 01228 608888 • Current Location – select ‘Ward’ if patient is inpatient or ‘Patient Home’






Selecting Care Types The screen is made up of two sections:

• Existing Care types screen is displayed. If the patient has not had any previous referrals then the “This client does not currently have any care types defined” message is displayed.

OR If the patient has had previously referrals you will see the referral pathway listed in the Existing care types section – in this example the patient has had a Residential & Nursing Home Placement.

Select ‘Start New Referral’ to commence a Continuing Healthcare Checklist

Completing Patient (Client) Details Select the type of referral you wish to make. (In this example ‘Continuing Healthcare Checklist’ has been chosen)






Click on the red crossed tabs and fill in the required information.

• Responsible contact: This is the named contact from your Service for District Nurses to contact, this will mostly be the clinical referrer – select ‘Assign to Me’ or by typing first letters of surname and select (or * to view all names)

• Other interested parties, other named individuals who can be contacted

regarding patient referral – select name from the options as above

• When completing the information and as you select the tabs (i.e. Client Details, Supplementary Demographics), a green tick confirms all mandatory fields are complete.

Demographic Details Check the ‘current location’ of the patient on the demographics form is correct.






Completion of Referral Tabs Work through each of the forms, completing any additional information as requested. The example shows the pink bars highlighted - these areas require information.

Note the pink bars have been replaced by grey as each tab is completed. The red cross has changed to a green tick.

Note: If a patient has had a Checklist which has resulted in any A* (A Star) a DST must be completed within 5 working days






Equality Monitoring Complete the equality monitoring form as required. Note the final question about which social care locality the patient lives in, must be correct as this will affect which CHC Team the referral will be sent to.






Attaching or Uploading a document To attach a document / assessment / wound map etc. to the referral go to the Uploaded Files form.

Click once on the tab to activate the page. The form opens and advises that there are currently no uploaded files for the client’s profile. Click on the New Upload button

The File Upload window opens select the Browse button

Navigate on your PC or network shared drive to where the documents are currently stored Click on a document/file once to select it, it becomes highlighted. Select the Open button






Type a title for the attached document against the Category field, then select the Upload button.

The document has now uploaded to the referral. This is indicated by the quantity (1) against the Uploaded Files (1) page tab.

Repeat the process if you want to attach any further documents to the referral. Documents can be reviewed by selecting the button to download the document and deleted by selecting the red cross






Sending a Referral Strata will automatically select the appropriate service depending on the care type and Social Care Locality selected.

To send the patient referral, all tabs except Send and Manage Referrals should have green tick

NOTE: The alert message also confirms all the tabs are complete – the referral is saved and ready to send. It is important to check that patient demographics have not changed since any previous referral.

Once all the tabs are green except for the Send and Manage tab

Select the Service Provider by ticking the appropriate box, press Send Referral If the referral has an attachment(s) the Attachments selection appears, select attachment(s) to be sent with the referral and select Send Referral






The referral is now shown as active and the selected provider is shown along with the status of the referral. This can be checked on the dashboard.






Team Dashboard The Team dashboard shows the status of referrals made by the team. The filters can be used to show referral status, care types, or team The referral is listed in the Team Dashboard - click on Dashboard tab to view list of Active Referrals

Checking the Status of a Referral The Form Status column shows the status of the referral:-

‘Incomplete’ – more information required, i.e. demographics or referral pages not complete – select tab with red cross

‘Complete – Sent’ or ‘Complete - Not Sent’ ‘Delayed’ – referral has been delayed for a short period and will be ‘Resumed’

The Referrals column shows where the referral has been sent to and the status of the referral from the receiver side eg Accepted, Request For Information etc






Privacy By Location This affects the view of Search Results and the Team dashboard. It aligns to the service providers (locations/teams/dashboards) that the individual user has access to. When activated, it sets a privacy lock based on the patients’ last/current location (Acute Ward, Community Hospital, Patient at Home) using their last referral through Strata Pathways™. On searching for a patient that is located at or with a service provider (location and/or team) that the user does not have access to e.g. Acute Ward, Community Team, the patient record will display a lock symbol, indicating a privacy lock on the patient record. Search Screen

Dashboard

If the user attempts to access (view or edit) a patient record that is displaying the lock symbol the feature activates and the user is presented with an advisory message that the user must have a legitimate relationship requirement to proceed.

The user has the option to :

Accept the privacy override. DO NOT USE Accept and update location

The user is notified they have been granted access to the patient and can proceed with their referral.






To Disable, Cancel, or Resend a Referral

Go to the Dashboard and Select and Edit the patient record then go to the appropriate section below OR

Search for the patient – click on Client Search tab

Select the patient and click on Edit

Select the Care Type to be edited if patient has more than one care type






To Disable a Referral Disable - to disable a referral or care type for the patient when the referral is definitely not going to be processed. Click on the Client Details Tab and select the Disable button.

Select a ’Reason’ for the cancellation and type in the ‘Comment’ box, tick the ‘I acknowledge...’ box and click Confirm.

NOTE: if you ‘Disable’ a referral, the patient’s referral will not be visible on the Team Dashboard but is not deleted. (See resend the Disabled Referral).






To Cancel a Referral Cancel - to cancel a referral or care type for the patient when the referral is not going to be processed at the moment but will in the next few days or the patient requires a different service. This referral will remain on the dashboard

Click on the Send and Manage Referrals tab

Click on the red cross next to the appropriate Care Type Select a reason, complete the comment and select Continue

The referral will remain on the dashboard and can be resent when appropriate or the new Care Type can be selected from, Client Details tab, Manage






Resending a Disabled Referral If a Disabled referral needs to be re-sent as a new application:

a. Search & Select for the referral as previously described. b. Click Send and Manage Referrals tab. c. Click on the In Process button.

You will then be asked to confirm the start of a new referral, Click Save.

This action has the effect of removing information previous supplied from certain Tabs within the previous referral.






Responding to a Request for Information (RFI) RFI will be highlighted in yellow. Click to select the referral (goes blue) on the Dashboard and click Edit.

Select the Send and Manage Referrals Tab and click on the Speech bubble

Type a response in the Referral Comments box as shown below. Click Add Comment, Close the box

Or amend the appropriate page within the referral. When you have finished click Send and Manage Referrals tab and click the Request Completed button in the Referral Management column






The Dashboard will then show that Updates have been sent for this referral.

You may also Upload additional documents to respond to the RFI






Saving and Printing Referrals Click once on the referral to highlight it and select Edit and once the referral open select the Send and Manage Referrals tab.

Click on the Printer icon in under the Referral Information Column. The print sections opens, deselect ‘Matching Details’ and any other sections that you don’t wish to print and then select Save, View in browser or Print

To Save the document click Save and navigate to the required folder, changing the filename appropriately To just View the document click view and the document opens in pdf viewer






To Print the document click print and use the default printer dialogue box as shown below making your selections and click on Print