systmone – gp2gp guideaction gp2gp transfer later box will display, click do later 6. if the...
TRANSCRIPT
NECS Clinical Systems Specialist Team
©Copyright NECSU Revision date: 14/05/2020
SystmOne –
GP2GP
Guide
Author: NECS Clinical Systems Specialists Team
Telephone: 0300 555 0340 2 Email: [email protected]
Table of Contents
Contents GP2GP Introduction ......................................................................................................................... 3
Types of GP2GP Transfers .............................................................................................................. 3
GP2GP Decisions ............................................................................................................................ 4
GP2GP Configuration ...................................................................................................................... 5
Patient Registration .......................................................................................................................... 6
GP2GP Transfer .............................................................................................................................. 7
GP2GP Transfer – Patient New to SystmOne ................................................................................. 7
GP2GP Transfer – Returning SystmOne Patient ............................................................................. 9
Integrate GP2GP Extract ............................................................................................................... 11
Cancel Transfer ............................................................................................................................. 13
Degraded Entries ........................................................................................................................... 15
Repeat Medication Ended By GP2GP Transfer ............................................................................. 17
Monitoring GP2GP Transfers ......................................................................................................... 19
GP2GP Transfer In ........................................................................................................................ 20
GP2GP Transfer Out ..................................................................................................................... 21
Telephone: 0300 555 0340 3 Email: [email protected]
GP2GP Introduction GP2GP allows the transfer of electronic patient’s record for Spine Matched and Full GMS patients to the new practice they have registered with immediately. This allows for a faster, reliable and secure transfer of records than that of the transfer of paper records. However GP2GP does not eliminate the current process of Registration Links and the transfer of the patient’s paper records but will reduce the amount of paper produced as part of this process. Outstanding Test Request, Audit Trails and Recalls will not transfer as part of the GP2GP process. There are many benefits to GP2GP such as the improvement of care as the electronic record will be available immediately meaning the ability to view the past medical history for example, allergies & sensitivity, Vaccinations, Problems etc. Clinical safety will also be improved for the updating and adding of new medication and QOF data will also be available for the patient. There may also be a reduction in time for the summarisation of the medical record and the reduction in paper printing. Note: appropriate Rbac rights must be added to the user’s smart card to use GP2GP. Practices can contact the Registration Authority for further information / assistance on this.
Types of GP2GP Transfers There are many scenarios of a patient registration and this will affect the GP2GP process
a. A to B Transfer. Patient is registering at a SystmOne practice and the previous registered practice is another Clinical System e.g. EMIS
b. A to B to A Transfer. Patient was registered with a SystmOne practice, then transferred to a non SystmOne practice but is now registering back to a SystmOne practice For example a patient may have been registered at a SystmOne practice from birth, they then leave this practice due to attendance at University and register with an EMIS practice. They return back to the area and re-register back with the SystmOne practice When GP2GP transfer is complete the practice will receive the full integrated electronic patient record
c. A to B to C Transfer. The patient has been registered at three different GP2GP compliant
systems For example if a patient is registered at Practice 1 and then registers at Practice 2 and then immediately registers at Practice 3 before the full GP2GP process can be completed: Because Practice 2 has an incomplete patient record and therefore unsafe to transfer, the system will not allow the GP2GP transfer to Practice 3 The system will wait until the transfer has been completed from Practice 1 to 2 and will only then send the transfer to Practice 3
Telephone: 0300 555 0340 4 Email: [email protected]
If Practice 2 is a SystmOne practice a system task will be generated stating the request has been received and the outstanding extract must be integrated Once this has been completed and the transfer is complete from Practice 1 to 2 another task will be generated and once completed the transfer to Practice 3 will be complete
GP2GP Decisions There are many decisions a practice will need to make prior to using GP2GP:
a. A process needs to be in place to deal with GP2GP as there may be degraded data that will have an impact on clinicians who may see the patient the same day as the registration etc. Prescribing will be disabled until allergy degrades are dealt with
b. Who will deal with allergy degrades and medication? Who will re-authorise/restart repeat templates?
c. Who will manage the GP2GP tasks as they will be received as unassigned? Possibly set task rules
d. Who will check the transfer screen to monitor GP2GP transfers?
e. Check for errors if transfer longer than 15mins
Telephone: 0300 555 0340 5 Email: [email protected]
GP2GP Configuration The practice will need to configure the system to use the GP2GP functions (if not already done). 1. Click Set-up – Users & Policy – Organisation Preferences 2. Click Toolbars and select the relevant toolbar, click Amend Toolbar
3. The configure toolbar dialogue will display 4. Click to select the toolbar set you want to amend, click Amend Button Set
5. Search for GP2GP Transfers, double click to move to the right pane when found 6. Search for Integrate GP2GP Extract, double click to move to the right pane when found
Telephone: 0300 555 0340 6 Email: [email protected]
7. Click Ok when complete the system will return to the configure toolbar dialogue, click Ok. The
new GP2GP buttons will now be displayed on the toolbar 8. The Clinical tree will now need to be configured from within organisation preferences 9. Click the Clinical Policy folder to open and select Tree Configuration 10. Highlight the relevant clinical tree to amend, click Amend 11. Search for Degraded GP2GP Entries, double click and move to the right pane when found 12. Click Ok when done, click Ok again to save the change made to the organisation set-up
Patient Registration 1. The patient registration process remains unchanged and the GP2GP transfer will trigger if the
following are completed: a. Smartcard to be used for registration b. The patient is matched to the spine (PDS) c. The registration status is set to GMS Applied
2. Register your new patient as normal. If their previous GP record was a SystmOne record it will
be available as soon as the registration is accepted If their previous GP record was not SystmOne, the accepted registration will trigger a GP2GP transfer
Telephone: 0300 555 0340 7 Email: [email protected]
GP2GP Transfer 1. SystmOne will establish if there is an electronic health record available for the registered
patient, if so a message will be sent to the previous practice via the spine. The practice can monitor this process via Workflow – GP2GP Transfers – Transfer In Tab
2. The practice will receive a task to confirm the transfer in has started. The practice will need to
ensure these tasks are monitored. When the GP2GP transfer has completed the task will be updated to say it’s ready to action
GP2GP Transfer – Patient New to SystmOne 1. Access the GP2GP Transfer In task from either the home screen or task lists
2. The first stage of the task will be to state the GP2GP request has been sent for the patient.
This is for information only and the task cannot be actioned
3. If the patient record is over 5mb the system will send multiple updates stating part of the record has been received
4. The task will automatically update when the transfer is complete and the patient record is ready to be integrated
Telephone: 0300 555 0340 8 Email: [email protected]
Note: the GP2GP Integration must be completed within 5 working days 5. Right click the task and select Action. The Check Record after GP2GP Transfer dialogue will
show stating the record will open in preview mode and therefore no information can be added, edited or deleted. Click Ok
6. A warning message will display explaining no information can be recorded. The Save button
will not be available from within the patient record to prevent anyone attempting to record information
Telephone: 0300 555 0340 9 Email: [email protected]
7. The record can now be reviewed and the following areas should be checked: a. Problems b. New / Tabbed Journal c. Medication d. Repeat Templates (change the view to deducted ended repeats) e. Sensitivities and Allergies f. Communication & Letters g. Degraded Entries
Note: The system can send placeholders if there are missing attachments. The previous practice will print the missing attachments and send via the normal process.
8. Check this is the correct patient as if not the record can be discarded and the GP2GP transfer cancelled
9. Clicking Discard will also allow you to preview the record at a later time
GP2GP Transfer – Returning SystmOne Patient 1. Access the GP2GP Transfer In Returning Patient task from either the home screen or task
lists
2. The first stage of the task will be to state the GP2GP request has been sent for the patient. This is for information only and the task cannot be actioned
Telephone: 0300 555 0340 10 Email: [email protected]
3. The task will automatically update when the transfer is complete and the patient record is ready to be integrated
4. Right click the task and select Action. The system will display a side by side preview of the patient record which will need to be reviewed
5. The left pane will display all data recorded whilst cared for at a SystmOne practice and the right
pane data recorded at the previous practice (Non SystmOne)
Telephone: 0300 555 0340 11 Email: [email protected]
Note: The preview screen will be set to only view information added at the previous practice since leaving your practice. When the record is integrated only this information will be added to the patient record. The preview date can be changed to view any historical data and any possible amendments made to the record. The patient record must be summarised to reflect any amendments made once the initial integration has taken place.
Integrate GP2GP Extract 1. Once the patient record has been reviewed, select from the following:
a. Click Integrate on the toolbar from the open preview record
b. Click Keep SystmOne Record if the transfer is a returning patient
2. An information dialogue will display . Click Ok once read
3. Another information dialogue will display stating the integration has taken place. Click Ok
Telephone: 0300 555 0340 12 Email: [email protected]
4. The integrated record will now display and the patient record can now be updated where necessary
5. If you do not want to integrate the record at this point, click Discard from the toolbar. The
Action GP2GP Transfer Later box will display, click Do later
6. If the patient is a returning patient, click Defer Choice
7. The task will be available to action at a later date but must be done within 5 working days
Telephone: 0300 555 0340 13 Email: [email protected]
Cancel Transfer 1. GP2GP transfers should only be cancelled if this is for the wrong patient record, cancel using
one of the following methods: a. From the patient record preview mode, click Discard from the toolbar and click Cancel
transfer
Click Reject due to wrong patient
Click Yes to confirm the cancellation
Click Ok to confirm the reason
Telephone: 0300 555 0340 14 Email: [email protected]
Ensure the reason for cancelling the GP2GP Transfer states Wrong Patient Record. Click Ok
The task will be updated and automatically completed stating the GP2GP transfer has been cancelled
b. As soon as the patient is registered a GP2GP Transfer In Task is triggered. The entry will
also display within the GP2GP Transfer screen. Click GP2GP Transfer from the toolbar (if configured) or via the workflow menu
Ensure you are viewing the transfer In tab, right click on the appropriate patient and select Cancel Transfer
Telephone: 0300 555 0340 15 Email: [email protected]
Click Yes to the confirmation cancellation dialogue, select an appropriate reason (if other is selected free text the reason). Click Ok when done The GP2GP Transfer in task will automatically be completed
Note: If a GP2GP Transfer is cancelled due to the wrong patient being registered, the practice will need to follow the normal process of cancelling the registration via security controlled procedures and or speak to PCSE if this has already been processed via the registration links.
Degraded Entries The system will generate a GP2GP Degraded Entries Task which should be actioned. The patient record will need to be reviewed and updated as per degraded data that could not be matched to a read code or medication that could not be matched to a DM&D item. Safeguarding information will transfer from other clinical systems as part of normal data within the journal. The practice therefore will need to have a process in place to then record this via the safeguarding child information node. SystmOne allows data to be marked as private, but where other systems have done the equivalent on their patients who have then been Transferred / Integrated into SystmOne via GP2GP, users at the new practice will be able to see that data as the privacy settings are not retained from the previous practice. The practice will need to have a process in place for discussing this with the patient. Note: if a patient has a Sensitive Patient flag on the spine No GP2GP transfer will occur. 1. Click Degraded GP2GP Entries node within the clinical tree. This node will contain any
information that could not be integrated automatically into the patient record. This will include coded information, free text, sensitivities and allergies, referrals and medication.
Telephone: 0300 555 0340 16 Email: [email protected]
Note: Sensitivities and Allergies will display in red font. No medication can be prescribed until these are completed.
2. Each item can be expanded to display more detailed information
3. Right click on the relevant degraded item and select from the appropriate menu to re-record the information e.g. Replace Read-Coded entry, Replace Numeric, Replace with drug sensitivity etc
Note: Not all degraded data will need to be replaced i.e. if information is not clinically relevant; this will be a practice decision. All degraded data will show in the New/Tabbed Journal
4. Search for and select the appropriate read code, numeric etc. An information dialogue will
display showing the degraded item will be replaced with the new code item selected
5. Continue this process for all items that will need to be replaced
6. The degraded task will only automatically complete if:
a. All degraded entries have been replaced b. Entries have been marked as actioned and state the data has been entered in a better
format or data cannot be re-entered in a better format
Telephone: 0300 555 0340 17 Email: [email protected]
7. If the above is not applicable, i.e. the data is not something that is clinical, needs to be reported
on or used to graph data (numerics), the record can be saved and the task updated and completed in the normal way
8. If the degraded entry is linked to a problem, review the date of entry and navigate to the New or Tabbed Journal
9. Locate the degraded entry, right click and click Problems and select All Problems, untick the
linked Problems
10. If there are no linked problems, navigate back to degraded entries and mark the degraded
entry as actioned
Note: You may need to add a new problem to the record if the degraded entry is still applicable
ensuring the date of entry is the same.
Repeat Medication Ended By GP2GP Transfer All Repeat Templates are automatically ended as a result of a GP2GP Transfer. Any items that need to be re-issued or re-prescribed should be reviewed and re-authorised from the Repeat Template node 1. Click the Repeat Template node and change the view to Deduction-ended repeats
Telephone: 0300 555 0340 18 Email: [email protected]
2. The list of repeat medication ended as part of the GP2GP transfer will display
3. Review the medication as per normal process and select Re-authorise / Restart
The usual right click options are available for repeat templates, alternatively Ctrl and Click to select multiple templates and use the toolbar
4. The medication will display within the current repeat template view when complete
Telephone: 0300 555 0340 19 Email: [email protected]
Monitoring GP2GP Transfers The GP2GP Transfer screen allows you to monitor the progress of transfers in and going out of the practice. Users should review both incoming and outgoing messages on a regular basis to ensure timely action, if / when necessary. It is the user’s responsibility to monitor the progress of any transfers from their practice by using the transfer display screen
1. Click GP2GP Transfer from the toolbar / home screen (if configured) or from Workflow menu
2. The screen is separated by two tabs: a. Transfer In b. Transfer Out
3. There are 3 filter options by which the data can be sorted for both tabs: a. Only Show, Incomplete transfers, complete transfers, all transfers b. Transfers by Date c. Transfers for a patient
4. To show All transfers select the all transfers radio option and click the refresh button
5. The show Transfer by date fields will enable searching of Incoming or Outgoing transfers using
the specified dates
Note: You cannot search for date range greater than six months.
Telephone: 0300 555 0340 20 Email: [email protected]
6. To show Transfers for a patient users are prompted to select a patient using the icon
7. Search and select the relevant patient. The relevant information is displayed
GP2GP Transfer In 1. The practice can produce a list of transfers in, check their status and view any errors that have
prevented the transfers in completing
2. For each patient transfer, information is split by the Request and the Extract
3. Each column will show the following:
Patient Patient name and NHS Number
Request Sent The date and time the request was sent
Request Ack Received When the request acknowledgement was received
Request Ack Details Status of the request.
Extract Received The date and time the extract was received
Extract Ack Sent When the extract acknowledgement message was sent
Extract Ack Details Status of the extract
Resent If the sending practice have re-sent the extract.
4. The status of the transfer can be found within the Extract Ack Details column
5. Right click on any transfer and select Show Details to view additional information
Telephone: 0300 555 0340 21 Email: [email protected]
GP2GP Transfer Out 1. All patients who have an Electronic Health Records sent from SystmOne will be displayed in
the GP2GP Transfers screen, from the Transfer Out tab. The practice can produce a list of transfers out, check their status and view any errors that have prevented the transfers in completing
2. The Transfer Out process is an entirely automated process. Users are still required to print a paper summary of the patient record in some circumstances
3. For each patient transfer, information is split by the Request and the Extract
4. Any errors with a GP2GP transfer, will be displayed by the appropriate flag in the Flags column with supporting information in both Details columns
Note: Some errors will need to be resolved in order for the transfer to proceed Administrators responsible for dealing with registration of patients should be aware of the codes and error messages when dealing with GP2GP transfers
Patient Patient name and NHS Number
Request Received The time SystmOne received the request from the requesting system
Request Ack Sent The time SystmOne sent a request acknowledgement message to the requesting system.
Request Ack Details Status of the request
Extract Sent The time SystmOne sent the extract to the requesting system.
Extract Ack Received The time SystmOne received an extract acknowledgement.
Extract Ack Details Status of the Extract e.g. successful
Flags Status of the transfer.
5. Right click on any transfer and select Show Details to view additional information
Telephone: 0300 555 0340 22 Email: [email protected]
6. Use the below table to review any errors:
7. If there has been a delivery failure to the new practice users can select to resend the extract.
Select the appropriate patient, right click and select Resend Extract
Telephone: 0300 555 0340 23 Email: [email protected]
8. Click Yes to confirm you want to proceed 9. Any GP2GP transfers that have failed to send the full record to the new practice will display with
a flag but the system will also generate a GP2GP transfer out task 10. Follow the usual process to printing the patient’s full medical record 11. If the record was partially sent to the new practice a number 2 will display in the flags column
within the transfer out screen, and a GP2GP transfer out task will be generated 12. Access the task, right click and select Action 13. The system will display in a separate window the missing attachments, ensure each attachment
is printed. This can also be done via the patient record