Patient Administration System
Outpatients
Clinic Management
<OP2 / OP3>
Version 1.2
August 2011
ICT Training
First Floor, Victoria House
Queen Alexandra Hospital
Cosham PO6 3LY
Tel: 023 9228 6000 ext: 5867
Email: ICT.Training@porthosp.nhs.uk
Website: www.training.iphis.nhs.uk
ICT TRAINING has made every effort to ensure that the material in this manual was correct at the time of publication
but cannot be held responsible for any errors or inaccuracies. ICT TRAINING reserves the right to change or replace
information contained in the manual without notice. For the most up to date version please refer to the ICT Training
website. All references made to patient records are fictitious for the purpose of training only.
Clinic Management - V.N1.2
1
Contents
1
GENERAL COURSE INFORMATION ................................................................................... 1
2
INFORMATION GOVERNANCE ......................................................................................... 2
2.1
What can you do to make Information Governance a success? ............................................ 2
3
CONFIRMATION OF DETAILS PROCEDURES ...................................................................... 4
4
GENERAL TIPS WHEN USING PAS OUTPATIENTS FUNCTION SET ........................................ 5
5
CLINIC MANAGEMENT <CMG>........................................................................................ 6
5.1
Outpatient Search Criteria Screen ................................................................................... 6
5.2
Outpatient Display Patients Screen .................................................................................. 7
5.3
Outpatients Select Patient Screen ................................................................................... 9
5.4
Using the Option - 3 Track Attendance ........................................................................... 10
6
CLINIC MANAGEMENT BY DATE <CMH>......................................................................... 15
7
OPTIONS ................................................................................................................... 16
7.1
Display Patients .......................................................................................................... 16
7.2
Download Clinical Letters ............................................................................................. 16
7.3
Session Coding Command ............................................................................................ 16
7.4
Transfer Case Notes .................................................................................................... 16
7.5
Update DNAs .............................................................................................................. 16
8
FAULT REPORTING ...................................................................................................... 17
8.1
ICT Service Desk ........................................................................................................ 17
8.2
Out of office hours ...................................................................................................... 17
8.3
ICT Training ............................................................................................................... 17
9
HELP WITH USING PAS ................................................................................................ 18
10
ICT TRAINING CANDIDATE APPEALS PROCEDURE.. ......................................................... 19
11
MANUAL VERSION CONTROL/LOG ................................................................................. 20
Clinic Management - V.N1.2
1
Patient Administration System (P.A.S) Course
1
GENERAL COURSE INFORMATION
COURSE TITLE
MODULE NUMBER
METHOD OF TRAINING
LENGTH OF COURSE
PRE-REQUISITES
OP CLINIC MANAGMENT
M7
Classroom
2½ hours
M5 - Managing Outpatient Appointments
ABOUT THE COURSE
Attending this course will show the student how to record and manage outpatient activity through
Clinic Management functionality in accordance with Trust requirements and Information Governance
regulations.
SUITABLE FOR
Reception staff working in an outpatient area where clinics are consultant led.
Objectives
This course will enable the student to:
1. Display a clinic list and use it to manage and record outpatient appointment activity
2. Select a patient not on the clinic list and record outpatient activity on that record
3. Record the referral and book the appointment for a Walk in patient
4. Book appointments for Ward Follow Up patients
5. Demonstrate best practice in Information Governance with regard to outpatient activity and
patient data
Clinic Management - V.N1.2
1
2 INFORMATION GOVERNANCE
Information Governance (IG) sits alongside the other governance initiatives of clinical, research and
corporate governance. Information Governance is to do with the way the NHS handles
information about patients/clients and employees, in particular, personal and sensitive
information. It provides a framework to bring together all of the requirements, standards and best
practice that apply to the handling of personal information.
Information Governance includes the following standards and requirements:
 Information Quality Assurance
 NHS Codes of Conduct:
o Confidentiality
o Records Management
o Information Security
 The Data Protection Act (1998)
 The Freedom of Information Act (2000)
 Caldicott Report (1997)
2.1
2.1.1
Further information can be accessed through
the Trust Intranet:
Information Governance (Departments
sections), and
Management Policies (Policies section)
What can you do to make Information Governance a success?
Keep personal information secure
Ensure confidential information is not unlawfully or inappropriately accessed. Comply with the Trust
ICT Security Policy, Confidentiality Code of Conduct and other IG policies. There are basic best
practices, such as:
 Do not share your password with others
 Ensure you "log out" once you have finished using the computer
 Do not leave manual records unattended
 Lock rooms and cupboards where personal information is stored
 Ensure information is exchanged in a secure way (e.g. encrypted e-mails, secure postal or
fax methods)
2.1.2
Keep personal information confidential
Only disclose personal information to those who legitimately need to know to carry out their role. Do
not discuss personal information about your patients/clients/staff in corridors, lifts or the canteen or
other public or non-private areas.
2.1.3
Ensure that the information you use is obtained fairly
Inform patients/clients of the reason their information is being collected. Organisational compliance
with the Data Protection Act depends on employees acting in accordance with the law. The Act
states information is obtained lawfully and fairly if individuals are informed of the reason their
information is required, what will generally be done with that information and who the information is
likely to be shared with.
2.1.4
Make sure the information you use is accurate
Check personal information with the patient. Information quality is an important part of IG. There is
little point putting procedures in place to protect personal information if the information is
inaccurate.
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2.1.5
Only use information for the purpose for which it was given
Use the information in an ethical way. Personal information which was given for one purpose e.g.
hospital treatment, should not be used for a totally separate purpose e.g. research, unless the
patient consents to the new purpose.
2.1.6
Share personal information appropriately and lawfully
Obtain patient consent before sharing their information with others e.g. referral to another agency
such as, social services.
2.1.7
Comply with the law
The Trust has policies and procedures in place which comply with the law and do not breach
patient/client rights. If you comply with these policies and procedures you are unlikely to break the
law.
For further Information Governance training refer to:
http://www.igte-learning.connectingforhealth.nhs.uk/igte/index.cfm
Written by PHT Information Governance Manager, Sept 2010
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3 CONFIRMATION OF DETAILS PROCEDURES
To ensure that the Patient Administration System (PAS) contains up to date particulars of all
patients being treated, staff must verify with patients their personal details. This should be
undertaken when the patient is arriving at the hospital on admission or when attending for an
outpatient clinic or other types of appointment.
The types of details we must verify are those within the Patient Master Index (PMI) function within
PAS and covers the following items:











Patient Forename, Surname and Title
Date of Birth
NHS Number (If not one shown on screen)
Address and Postcode
Telephone Number – Home and Work numbers
Name and Practice Address of GP
Religion
Marital Status
Next of Kin
Ethnic Group
Military No (If applicable)
By checking the above details with the patient, we are ensuring the following:
* PAS contains the latest details for all our patients.
* Mistakes or “old” details can be amended.
* Information relating to the patient’s well-being, such as Religion and Ethnic Group, can be
used in patient care.
* Emergency contact details for relatives are up to date.
In some circumstances it will be difficult to verify the details highlighted above as the patient may
not be coherent at time of arrival (eg emergency admission, A&E, etc). However, it is important
that at the earliest opportunity, the details are verified and amended accordingly.
Important – If details are amended*, please remember to print a new set of labels,
remove and destroy any incorrect labels from casenotes. We must not retain any labels
that do not contain current details.
Many thanks for your cooperation.
Prepared by: ICT Information Manager
Issued: January 2003
Reviewed: July 2011
Version No: V1.2
* To amend patient details you will need to have access to PMI at level 1. Please book the
course PMI Add and Revise. In the meantime make sure you ask a colleague with access
to amend the patient record.
Clinic Management - V.N1.2
4
4
GENERAL TIPS WHEN USING PAS OUTPATIENTS FUNCTION SET
Descriptive Help - F8
Use the F8 key to display an on screen instruction relevant to the position you are at on the screen.
Superhelp - F9
Use the F9 key to display lists of valid options or search boxes.
Appointment Enquiry – APE
Always check the activity you have recorded in APE.
Episode Enquiry – EPI
Always check the activity you have recorded in EPI.
Advantages and Disadvantages of APE and EPI
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5
5
CLINIC MANAGEMENT <CMG>
Clinic Management is for use on the day the clinic is running. It displays a list of all patients booked
to the clinic. From this list all activity can be recorded and other patients can be selected. There is
no need to come out of Clinic Management and return to the OP function set menu to access other
functions.
5.1
Outpatient Search Criteria Screen
Outpatients Search Criteria screen
1. Clinic Group:
Enter the Clinic Group code if used.
A Clinic Group can include any clinic that is running on a particular day and at a particular time
of day; i.e. morning or afternoon, within your department.
2. Clinic:
Enter the Clinic code if a single clinic is to be used.
3. Doctor:
Enter the Doctor code if required.
4. Session Start/Stop:
Enter session start time if a single clinic selected or leave empty.
5. Option:
Select DISPLAY PATIENTS. See also page 16.
Outpatients Search Criteria screen
with Clinic Group selections
Clinic Management - V.N1.2
Outpatients Search Criteria screen
with single clinic selections.
6
5.2
Outpatient Display Patients Screen
Outpatients Display Patients screen
All patients on the selected Group or Clinic for the day are displayed in time order. The following
details for each appointment are displayed:







Appointment time
Patient’s name, case note number, Sex and DOB
Transport code
Attended status (when recorded)
Clinic and doctor codes
Location
Appointment comment (only 44 out of the 60 available characters are displayed).
5.2.1
Navigation

Use Page Up/Page Down keys to move to the next or previous page.

F3 or F4 will move to the top of the list; F5 to the bottom.

The Home key will display a “Find” prompt at the bottom of the screen. Type in the patient’s
case note number, surname or forename. The next patient on the list who matches the search
criteria will be highlighted. PAS however only searches below the highlight bar so if you wish to
search through the whole of the clinic list make sure your highlight bar is at the top. If there is
more than one patient on the list with the name you are using and the highlighted name is not
the one you are searching for repress the Home key.

Select a patient either by typing in the sequence number from the left hand side of the screen,
or highlight and press Enter.
Clinic Management - V.N1.2
7
At the bottom of the screen are five options:
1. Select:
Type in the sequence number of the patient you want to view. Or, type in
the letter for the option you want to use.
2. P:Patient
Type P to display the Patient Selection Details screen. From here you
can search for any patient not on the clinic list.
Patient Selection Details screen
3. C: Change Selection Criteria
Type C to return to the Outpatients Search Criteria screen. From here
you can change the selection criteria to display a different list.
4. Q:Quiet
5. R:Refresh
Clinic Management - V.N1.2
Type Q to remove the clinic list from the screen and display the following.
Type R to update the data on the screen.
8
5.3
Outpatients Select Patient Screen
Once a patient is selected either from the clinic list or by using the Patient Selection Details
screen the patient’s details are displayed as shown:
Outpatients Select Patient screen
Use this information to confirm the correct record has been selected and to see if any of the details
require updating.
At the bottom of the screen a list of Valid Options is displayed. This list will vary depending on: 1 –
the access you have been given and 2 – the status of the patient you have selected.
Valid Options
Equivalent
main
menu
function
1 - No Further Action
2 - Display Appointments
3 - Track Attendance
APE
4 - Update PMI Details
PMI
5 - Update Registration Details
PMI
6 - Record Attendance and
Disposal
AAD
7 - Revise Appointment Details
8 - Book Follow Up Appointments
9 – Delete Appointment
10 – Cancel and Rebook
Appointment
Clinic Management - V.N1.2
REA
FBA
DAP
CAB
Notes
Will return to the clinic list
See View Only Functions – e-Learning and manual
Use as appropriate. If the patient is tracked as “Arrived
Department”, this will feed through to record the patient as
“Attended” (ATT) for the Attendance and Disposal (AAD).
See page 10. Also if the patient is tracked as “Left
Department” this will automatically ask for the Disposal
status as in AAD, if the patient is to be discharged the
discharge details are also completed here. See page 12.
Same as PMI screen 1 (Basic Details) See PMI Add and
Revise manual
Same as PMI screen 2 (Reg Details) i.e. GP details. See PMI
Add and Revise manual
This can be used for patients who ring on the day to cancel.
Remember you must use 17 – DNA Follow Up to
rebook the appointment. See Managing Appointments
manual.
Do not record the patient’s attendance here on arrival as
the disposal field is mandatory. Use 3 - Track Attendance to
record patient’s arrival.
See Managing Appointments manual
See Managing Appointments manual
See Managing Appointments manual
See Managing Appointments manual
9
12 – Code Clinical Details
If used – enter the Procedure Code; enter secondary
procedure if appropriate, at Procedure Coding Status F9
Superhelp and select. When coding has been entered the
code will normally be “C” for complete.
13 – Outpatient Waiting List
16 – Document Print
17 – DNA Follow Up
18 – Revise Referral Details
19 – Reinstate Cancelled
Appointment
28 – Book from Waiting List
34 – Episode Enquiry
39 – Telephone Book Appointment
40 – Case note Loan Enquiry
5.4
5.4.1
OWL
DP
DFU
ORE
RCA
If a clinic is to have Procedure Coding, ALL patients must be
coded. There is a report available in function set OPR,
function ORL – OP Medical Coding Reminder Report. This will
provide names of patients who have not had the Clinic
Coding completed.
See Referrals and Waiting Lists manual
See PMI Basic manual
See Managing Appointments manual
See Referrals and Waiting Lists manual
See Managing Appointments manual
BWL
EPI
TBA
CLE
See
See
See
See
Managing Appointments manual
View Only Functions e-Learning and manual
Combined Functions manual
Case note Tracking manual
Using the Option - 3 Track Attendance
When the patient arrives:
After selecting the patient from the clinic list and confirming the details displayed on the
Outpatients Select Patient screen you can record that the patient has arrived in the department.
1. Select 3 – Track Attendance from the Valid Options. The Track Attendance dialogue box
appears.
Track Attendance dialogue box
2. Command:
This defaults to ADD.
3. Tracking Step: F9 (Super help) and select the AD - ARRIVE DEPARTMENT.
4.
Tracking Date: Press Enter and the current date and time will default in. Or, enter the actual
date and time the patient arrived.
Clinic Management - V.N1.2
10
Track Attendance dialogue box – completed
5. Comment:
Type in any appropriate comment, if required.
6. Enter?
Yes or No
The Outpatients Select Patient screen is redisplayed showing the patient’s location is recorded as
AD and the time of arrival.
Outpatients Select Patient screen
7. Select 1 – No Further Action to return to the Outpatients Display Patients screen.
Outpatients Display Patients screen

NOTE that the attendance status ATT has been added to the patient’s entry on the screen.
Clinic Management - V.N1.2
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5.4.2
When the patient leaves:
When the patient leaves the department reselect them from the clinic list and record that the patient
has left the department.
1. Select 3 – Track Attendance from the Valid Options. The Track Attendance dialogue box
appears.
2. Command:
F9 (Super help) and select ADD.
3. Tracking Step:
F9 (Super help) and select the LD - LEFT DEPARTMENT.
4. Tracking Date:
Press Enter and the current date and time will default in. Or, enter the
actual date and time the patient arrived.
5. Comment:
Type in any appropriate comment, if required.
Track Attendance dialogue box – completed
6. Enter?
Yes or No.
The Disposal Details dialogue box displays. This is the equivalent of the function AAD – Record
Attendances and Disposals (See also Managing Appointments Manual).
Disposal Details dialogue box

7. Attendance Status:
If the patient’s arrival was tracked this will display as ATT. If not F9
(Super help) and select.
8. Disposal:
F9 (Super help) and select appropriate option.
9. RTT Period Status:
Enter the code indicated on your Clinic Outcome Form.
NOTE: The RTT Period Status prompt will only appear if the Outpatient Referral is linked to an open
pathway.
Clinic Management - V.N1.2
12
10. Grade of Staff:
Defaults to MC21 Consultant. F9 (Superhelp) and select alternative if it
is your department procedure to change from the default.
Disposal Details dialogue box – completed
11. Enter?
Yes or No.
If the disposal code selected is DISC – DISCHARGED the OP Discharge Details dialogue box
displays. This is the equivalent of the function OD – Outpatient Discharge (See also Referrals and
Waiting List Manual).
Discharge Details dialogue box
12. Discharge Date/Time: Press Enter and the current date and time will default in. Or, enter the
actual date and time of the discharge.
13. Reason Code:
F9 (Superhelp) and select.
14. Reason Text:
Type in more information if required.
Discharge Details dialogue box - completed
15. Enter?
Clinic Management - V.N1.2
Yes or No.
13
The Outpatients Select Patient screen is redisplayed showing the patient’s location is recorded
as LD and the time of leaving.
Outpatients Select Patient screen
16. Select 1 – No Further Action to return to the Outpatients Display Patients screen.
Clinic Management - V.N1.2
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6
CLINIC MANAGEMENT BY DATE <CMH>
This function is used the same as Clinic Management but for any date (past, present or future
dates). It can be used to complete any of the options not completed during the clinic.
Outpatients Search Criteria screen in CMH
Clinic Management - V.N1.2
15
7
OPTIONS
F9 (Super help) at the Options prompt will display
a list of possible actions:
7.1
Display Patients
This is the default and will display the selected clinic list.
7.2
Download Clinical Letters
Not used.
7.3
Session Coding Command
This function can be used to indicate whether or not the selected clinic is to be Clinically Coded.
Use as advised by supervisors.
7.4
Transfer Case Notes
This displays the Transfer Case Notes screen to track the selected clinics’ case notes to their next
location.
7.5
Update DNAs
This will update any patients on the list who have not had the AAD completed. All remaining
patients will then be given a status of DNA; however, this will only complete the attendance status
NOT the disposal status.
This is not recommended.
Clinic Management - V.N1.2
16
8
FAULT REPORTING
From time to time you may experience problems with faulty equipment, software problems or access
to the Patient Administration System (PAS) ie password non acceptance problems. To resolve your
problem a call with need to be logged with the ICT Service Desk.
8.1
ICT Service Desk
Email
ict.servicedesk@porthosp.nhs.uk
Phone
023 9268 2680 or SJH (7703) 2680.
You will need to give the Service Desk certain information, so always ensure you have the following
information available. They may need to know:
Your Username.
The KB Number of the equipment. This is found on a small label (usually red or blue) stuck to the
equipment.
The clinical system you were working on.
The patient’s details e.g. case note no.
Exactly what you were attempting to do, e.g. log on, view a patient’s results.
8.2
Out of office hours
Contact the ICT Service Desk and leave a message on the answer machine. They will deal
with the problem as soon as they can. Alternatively email them.
If you feel there is a major system problem contact the switchboard for them to contact
the engineer on call.
8.3
ICT Training
If you identify an error in this manual or think that it would be useful to include something that has
not been covered, please contact ICT Training.
Email
ict.training@porthosp.nhs.uk
External Phone
023 9228 6000
Internal Phone
QAH (7700) 5867
Clinic Management - V.N1.2
17
9 HELP WITH USING PAS
If you have only just attended the course and feel you may need additional support, help or advice,
you can contact the ICT Training Office.
* If you have not used PAS for more than 12 months you will be required to re-attend your training.
Email
ict.training@porthosp.nhs.uk
External Phone
023 9228 6000
Internal Phone
QAH (7700) 5867
Clinic Management - V.N1.2
18
10
ICT TRAINING CANDIDATE APPEALS PROCEDURE..

Candidates who are unhappy with any aspect of the end of course/test assessment decision
should first discuss the problem with the ICT Trainer at the time of receiving the result.

The reasons must be made clear by the candidate at this time.

If the candidate is still unhappy with the result further discussion should take place involving
the ICT Training Team Leader within 3 days of the course/test date.

The ICT Training Department will keep a record of such discussion together with date and
outcome.

Where necessary the 1st marker will be asked to re-mark and the marking checked by the ICT
Training Team Leader.

It should be noted that if the candidate was borderline double marking should already have
been undertaken.

If this does not provide satisfaction the candidate may raise a formal appeal.

Appeals will only be accepted if made in writing (not e-mail) to the ICT Training Manager
within 10 days of the candidate receiving their result, outlining clearly the circumstance of the
appeal.

The 1st & 2nd markers will meet with the Training Manager to consider if there are any aspects
that should be taken into account in the candidate’s performance.

In some circumstances the candidate may be offered a re-test (e.g. hardware or software
problems).
If this is not the case and the result remains unchanged then the candidate may write to the ICT
Training Manager (within 5 days of receiving the 3rd result) who will consider all evidence and
circumstances of the appeal also taking into consideration responsibilities to the Trust and Data
Protection Act to make a final decision.
ICT Training, QAH, July 2011
ICT Training QAH May 2005
Clinic Management - V.N1.2
19
11 MANUAL VERSION CONTROL/LOG
Manual
Version
Date
Revisions
Updated
Updated
Updated
Updated
Updated
Updated
Outpatients – Clinic Management
N1.2
August 2011
Manual
Version
Date
Revisions
Updated
Outpatients – Clinic Management
N1.1
May 2008
New
Page Numbering, Headers & Footers
Information Governance
Confirmation of Patient Details
Fault Reporting
Help Using PAS
Candidate Appeals Procedure
Formatting and text refinements (unlisted as content and meaning
unchanged)
RTT Period Status prompt on Attendance and Disposal screen.
Manual
Outpatients – Clinic Management
Version
N1
Date
February 2007
Revisions
New manual – based on PAS OP2 Outpatients (including OWL)
Clinic Management - V.N1.2
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All
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4
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