Scottish Care Information
SCI Outpatients
V2.7
Configuration Guide
Contents
1
Introduction ....................................................................................... 1-1
2
User Admin ......................................................................................... 2-1
Accessing User Admin .............................................................................................. 2-2
User Management..................................................................................................... 2-3
Adding a new user .................................................................................................... 2-4
Editing user details ................................................................................................... 2-5
Deleting users ........................................................................................................... 2-6
Changing the user status ........................................................................................ 2-7
Clearing the locked out user ................................................................................... 2-8
Clear Locks ............................................................................................................. 2-9
Capabilities .............................................................................................................. 2-10
Adding New Capabilities .................................................................................... 2-11
Editing Capabilities ............................................................................................. 2-12
Understanding User Groups And Permissions ................................................... 2-13
Creating New User Groups .................................................................................... 2-14
Editing User Groups ............................................................................................... 2-15
Permissions .............................................................................................................. 2-16
Understanding List Visibility.................................................................................. 2-18
Assigning Items to User Groups From List Visibility ......................................... 2-19
System Security Settings ...................................................................................... 2-21
3
Reference Data .................................................................................. 3-1
Accessing SCI Configuration Window .................................................................... 3-2
Consultants ................................................................................................................ 3-3
Add Consultant From ISD File ............................................................................ 3-4
Add / Edit Consultant Details .............................................................................. 3-5
HCPS ........................................................................................................................... 3-6
Specialties .................................................................................................................. 3-7
Locations .................................................................................................................... 3-8
Appointments ............................................................................................................ 3-9
SCI Domains ............................................................................................................ 3-11
Ethnic Groups .......................................................................................................... 3-12
Follow-Up ................................................................................................................. 3-13
Add / Edit Attendance Code .............................................................................. 3-14
Vet Actions ............................................................................................................... 3-16
Holidays .................................................................................................................... 3-17
Associating Holidays With Clinic Locations ..................................................... 3-18
Religions ................................................................................................................... 3-19
Organ Donation ....................................................................................................... 3-20
GPs ............................................................................................................................ 3-21
Searching for GPs Using The GP Picker Window ........................................... 3-22
Referrals ................................................................................................................... 3-23
Summary Of Reference Data ................................................................................ 3-26
4
Clinic Profiles ..................................................................................... 4-1
Understanding Clinic Profiles .................................................................................. 4-2
Accessing The Slot Classification Window ............................................................ 4-3
Adding Slot Classifications ...................................................................................... 4-4
SCI OUTPATIENTS
CONFIGURATION GUIDE
Accessing The Define Clinics Window ................................................................... 4-7
Understanding The Define Clinics Window ........................................................... 4-8
Creating A New Clinic Profile .................................................................................. 4-9
Clinic Details ........................................................................................................ 4-10
Clinic Profile ......................................................................................................... 4-12
Applying Clinic Profiles .......................................................................................... 4-13
Editing Clinic Profiles – no rescheduling required ............................................. 4-16
Editing Clinic Profiles – rescheduling required .................................................. 4-17
Rescheduling Affected Appointments .............................................................. 4-19
Cancelling Clinic Profile Changes ..................................................................... 4-21
Viewing Clinic Instances ........................................................................................ 4-22
Accessing The Appointments Book .................................................................. 4-23
Deleting Clinic Instances ................................................................................... 4-24
Deleting Clinic Profiles ........................................................................................... 4-25
Copying & Pasting Clinic Profiles ......................................................................... 4-26
Printing Clinic Profiles ............................................................................................ 4-28
Configuring Data Capture Sheet .......................................................................... 4-29
Summary Of Clinic Profiles ................................................................................... 4-31
5
Clinic Groups ...................................................................................... 5-1
Understanding Clinic Groups .................................................................................. 5-2
Accessing The Clinic Groups Window .................................................................... 5-3
Creating A New Clinic Group .................................................................................. 5-4
Adding Clinics To Clinic Groups.............................................................................. 5-5
Removing Clinics From Clinic Groups ................................................................... 5-6
Deleting Clinic Groups ............................................................................................. 5-7
6
Read Codes & Data Capture .......................................................... 6-1
Understanding Read Codes & Data Capture ........................................................ 6-2
Creating a Read Code formulary ........................................................................... 6-3
Accessing the Read Code Formulary Manager window .................................. 6-3
Adding Formulary Headings ................................................................................ 6-4
Assigning Read Codes To Formulary Headings ............................................... 6-5
More About Read Code Searches ....................................................................... 6-6
Using The Read Code Browser ........................................................................... 6-8
Deleting Read Codes From Formulary Headings ............................................. 6-9
Understanding Clinic Procedures ......................................................................... 6-10
Configuring Clinic Procedures............................................................................... 6-11
Accessing The Clinic Procedures Window ....................................................... 6-11
Adding Procedures and Tests to a clinic ......................................................... 6-12
More about configuring Procedures and Tests .............................................. 6-13
Configuring the Outcomes for a clinic ............................................................. 6-14
Using Drag & Drop to configure clinic Data Capture lists ............................ 6-15
7
Clinic Letters....................................................................................... 7-1
Understanding Clinic Letters .................................................................................. 7-2
Accessing The Clinic Letters Window .................................................................... 7-3
Importing Template Letters into SCI Outpatients .............................................. 7-4
Viewing A Template Letter ...................................................................................... 7-6
Editing A Template Letter ....................................................................................... 7-7
Changing A Template Letter ................................................................................... 7-8
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SCI OUTPATIENTS
CONFIGURATION GUIDE
Applying Letters ........................................................................................................ 7-9
The Defaults tab ..................................................................................................... 7-10
Default letter slots .............................................................................................. 7-11
Applying a Default Letter ................................................................................... 7-12
The Waiting Time Review tab ............................................................................... 7-13
Waiting Time Review letter slots ...................................................................... 7-13
The Clinics tab ......................................................................................................... 7-15
Applying Clinic letters ........................................................................................ 7-15
Deleting Clinic letters ......................................................................................... 7-17
8
Patient Focused Booking ............................................................... 8-1
Understanding Patient Focused Booking .............................................................. 8-2
Accessing Patient Focused Booking ....................................................................... 8-4
Importing PFB Letters .............................................................................................. 8-5
Applying PFB Letters ................................................................................................ 8-8
Adding Specialties .................................................................................................... 8-9
Editing Waiting Times ............................................................................................ 8-10
Adding Subspecialties ............................................................................................ 8-11
9
Appendices ......................................................................................... 9-1
Appendix 1 – Capabilities ........................................................................................ 9-2
SCI Default User Access Capabilities ................................................................. 9-2
Appendix 2 – Permissions ....................................................................................... 9-4
Appendix 3 – Read Code Guide .............................................................................. 9-7
Appendix 4 – Letter Fields ...................................................................................... 9-8
Appendix 5 – Appointment Letter Flow Charts .................................................. 9-10
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1
Introduction
SCI Outpatients is a patient management system that provides a booking and
administration system for patients, from the receipt of referrals through clinic
attendances to the final discharge. SCI Outpatients allows users to capture clinical
information at outpatient clinics and can be used to produce a variety of reports to help
in the planning and running of clinics.
Who is this guide for?
This guide can be used as a reference tool by anyone who uses SCI Outpatients in the
workplace. It can also be used as a resource by anyone responsible for delivering
training on SCI Outpatients (visit www.sci.scot.nhs.uk for more information about
training on SCI products).
Areas covered
This Configuration Guide will provide information on the following areas:

Adding and maintaining users and user groups

Maintaining hospital specific data such as consultants and locations

Creating clinic profiles and applying them to selected dates

Creating and maintaining clinic groups

Recording clinical information using Read codes and data capture

Working with letters
SCI OUTPATIENTS
CONFIGURATION GUIDE
INTRODUCTION
Getting help
Problems and enquiries regarding SCI Outpatients should be directed in the first instance
to your system administrator or IT department. All calls to SCI should be made through
SCI Customer Services on 0141 282 2000.
Additional copies of the User Guide and further support information are available on our
web site: www.sci.scot.nhs.uk
Contact us
SCI
Cirrus
Marchburn Drive
Glasgow Airport Business Park
Paisley
PA3 2SJ
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Telephone:
0141 282 2100 (Customer Services)
0141 282 2000
Email:
scitrainers@gpass.csa.scot.nhs.uk
Web site:
http://www.sci.scot.nhs.uk/
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User Admin
When new users are added to SCI Outpatients it is essential that they are given the
appropriate capabilities and permissions. This will ensure that users will only have access
to those parts of the system relevant to them and will only have permission to carry out
functions applicable to their job.
SCI Outpatients can also be configured to ensure that users will only see the consultants
and slot types that are relevant to them throughout the system, for example in drop down
lists.
The User Admin function also allows you to set the system wide security options for SCI
Outpatients, such as password age etc.
This section covers:

Accessing the Administration Utility Window

Adding new users

Maintaining users

Creating Capabilities for users

Concept of User Groups and Permissions

Setting up User Groups

Assigning Permissions to User Groups

Using List Visibility to limit lists of Consultants and Slot Types

Configuring System Security Settings
SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
Accessing User Admin
Click on Tools |
Configuration |
User Admin
Alternatively click
on Configuration on
the SCI Menu bar
and click on the
User Admin icon
Information Points:
The Administration Utility window deals with security, user logons, passwords, access
levels, list visibility, user groups and permissions. It should only be made accessible to
users with responsibility for maintaining those parts of the system covered.
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SCI OUTPATIENTS
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USER ADMIN
User Management
The Users tab displays user identification and status, as well as which users are currently
logged on and their access capabilities.
Click here to add a
new user
User capabilities are
listed in this column
Right click to display shortcut menu
and select Add to add a new user
Coloured
Green
icons denote user status:
= active user who is logged on
Blue
= active user not logged on
Red
= inactive user
Information Points:
To add a new user click on the Add
button on the Administration Utility toolbar, or
right click and select Add from the shortcut menu as shown above. The ‘Add new user
details’ window will be displayed (see page 2-4).
Clicking on the Refresh
button will update your window with any changes your
colleagues may have made on another workstation. The Refresh button is only active if
you have a user highlighted.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
Adding a new user
Enter
User ID
The Clinician tick box and drop down list
are not applicable to SCI Outpatients
Select a Capability
Click here to
make the user
status active
Enter and
confirm
password
Enter
user’s full
name
Click OK to
save the entry
Click Cancel to exit
without saving
Information Points:
Password
This is case sensitive. Passwords should be at least six characters in length, one of which
must be a non-alpha character. Users will be prompted to change their password the first
time they log on to SCI Outpatients.
Capability
Clicking on the drop down list allows you to select a capability to be applied to a particular
user (see page 2-10 for more information about Capabilities).
Clinician
Not applicable to SCI Outpatients.
Status
This must be set as active to allow the user to log onto SCI Outpatients. A user can be
set as active or inactive as required. For example, if a user no longer works at the
hospital, they should be made inactive.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
Editing user details
Right click on name and
select Edit from menu
Select a different capability from
the drop down list if required
User ID field
is read only
Edit details
as required
Click on OK to
save changes
Click on Cancel to
exit without saving
Information Points:
You can also click on the user name in the Administration Utility window and click the Edit
button on the toolbar.
The Edit facility can be used to change the user’s details, capability, password and status.
The only field that cannot be changed is the User ID.
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USER ADMIN
Deleting users
Right click on name and
select Delete from menu
Click on Yes to
complete the process
Information Points:
You can also click on the Delete
button from the toolbar to delete a user. Ensure the
correct user is highlighted before clicking on the Delete button.
Users cannot be deleted if they are currently logged on to SCI (i.e. if the
green).
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
Changing the user status
In the Users tab you can change the user status to be either active or inactive by
following the steps outlined below.
Right click on User ID,
point to Status and then
select the required status
Information Points:
If a user is active the
icon will be blue; it will be red
for inactive.
You can also change the status of a user in the Edit User window (see page 2-5).
Select the required
status and then
click on OK
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
Clearing the locked out user
Occasionally you may need to log off another user of the system. This can happen if a
user is ‘thrown out’ of the system by an application error – the system may think the user
is still logged on as they did not exit the application using the normal procedure. If this
happens, the message illustrated below will be displayed when you attempt to log on.
Click on Cancel to
close the window
Note: The message pictured above will also appear if you attempt to log on while you
are logged on in a different machine, in which case you should log off the other
machine before proceding
Log off User
If the User icon is green and the logged on status is ‘Yes’ when the user is not in fact
logged on, right click on the User ID and select LogOff from the menu as shown below:
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2
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Highlight the user
you wish to log off
Right click and
select LogOff
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
Clear Locks
After logging off a locked out user as described on the previous page, it is advisable to
also use the Clear Locks function to ensure that any areas the user was working in are
not locked to other users.
You can access the Clear Locks function as shown below.
Click on Tools |
Configuration |
Clear Locks
Alternatively click on
Configuration on the SCI
menu bar and click on
the Clear Locks icon
Select User ID from drop down
list and then click on Clear Locks
Information Points:
Other users do not have to log out unless you have selected [All] from the user drop
down list.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
Capabilities
Capabilities are configurable lists of functions that allow you to control which parts of the
system a user has access to and what functions they can perform. A Capability is
assigned to a user when they are added to the system (see page 2-4).
Click on the Capabilities tab to display the capabilities section.
Highlight a
Capability to
display a list of
the functions it
contains
Right click to display
shortcut menu
Information Points:
Each Capability can be configured to consist of a specific list of functions that will hide or
restrict user’s access to those parts of the system not relevant to them.
You can set as many Capabilities as are required to meet the needs of each user of the
system.
You are able to add, delete or edit a Capability by using the shortcut menu as shown, or
clicking on the relevant toolbar button.
Click here to
add a Capability
Click here to delete the
highlighted Capability
Click here to edit the
highlighted Capability
Deleting a Capability
You can only delete a Capability if it is not assigned to any user(s).
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
Adding New Capabilities
From the Capabilities tab select the Add
button from the toolbar or right click and
select Add from the shortcut menu (see page 2-10).
Add a name (max
3 letters) and
description here
Select or deselect functions
by clicking in
the boxes
Click OK to
save changes
Click on Cancel
to exit without
saving changes
Information Points:
You must assign a name and description to the Capability. The Capability name can have
a maximum of three alphanumerical characters.
SCI Outpatients provides a default Capability (All Rights) containing all functions that
relate to SCI Outpatients. Refer to Appendix 1 for a comprehensive list of the purpose of
each function.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
Editing Capabilities
Highlight the Capability
name you wish to edit
Right click and select Edit
from the shortcut menu
Selected Capability
is displayed here
Click in the boxes to
select or de-select
functions
Use the scroll bar
to view all available
functions
Information Points:
The Capability name cannot be edited, but functions can be added or removed as
required and the description can be edited.
The edit option can also be selected by double clicking on the Capability name, or by
clicking on the Edit
button.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
Understanding User Groups And Permissions
The Capabilities assigned to a user (see pages 2-10 to 2-12) determine which parts of the
system they can see and use.
After Capabilities have been assigned, you can use Permissions to restrict the type of
tasks users are able to perform. For example, you may wish to restrict certain users to
cancelling clinics only for specific consultants.
There are two steps to be carried out:
Step 1 – Creating User Groups
This is used to group individual users together, for example those who work on clinics for
a particular specialty, and allocate them a group name. Setting up User Groups means
Permissions can be assigned to a group of users, rather than to individuals.
As the users in the groups may change periodically, you can add and/or remove them
easily and set up new groups as required.
Step 2 – Assigning Permissions
Once User Groups have been established you should determine the individual tasks a User
Group has permission to perform for a Consultant and/or Clinic Group.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
Creating New User Groups
Click here to
display User
Groups
Users in highlighted
User Group
displayed here
1
Click New
to create a
new User
Group
2
Type in a name for
the new User Group
then click on OK
4
3
New User Group
displayed here –
click to highlight
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Click on user to
highlight then
click on <Add to
Group – repeat to
add more users
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
Editing User Groups
To change the name of a User
Group click on the group to
highlight then click on Rename
To remove a user from a
group highlight the user
then click on Remove
To delete a User Group highlight the
group then click on Delete
In the Users list, the Group(s)
the highlighted user belongs
to is displayed here
Information Points:
Groups User is in
By clicking on a user in the ‘Users’ box the groups they belong to will appear in the
‘Groups User is in’ box.
To remove a user from a group click on the group in the ‘Groups User is in’ box to
highlight it, and then click on the Remove button.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
Permissions
1
Select User Group
from the drop
down list
2
Click in either the box or
the cell once for a tick
twice for a cross and
once again to undo
3
Click here to
save changes
Use scroll bars to
display other areas
of the system – or
you can use the
keyboard cursor
keys
Information Points:
The Permissions function consists of two tabs – Consultant and Clinic Groups – and allows
you to have close control over which tasks each user in the selected User Group can
perform. Permissions can be applied over the whole system by using the ‘All’ tick boxes,
or can be further refined to only apply to selected Consultants or Clinic Groups.
User Group
Select the relevant group from the User Group drop down list and within each of the tabs
decide upon the permissions the group should have by clicking in the relevant box or cell
and applying ticks or crosses (see following page).
Consultant
This tab displays the names of all the consultants set up on the system (see page 3-3).
This allows you to apply certain permissions to a specific consultant.
Clinic Groups
This tab displays the names of all the Clinic Groups set up on the system. This allows you
to apply certain permissions to a specific Clinic Group. See Section 5 of this Guide for
more information about setting up Clinic Groups.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
Ticks and Crosses
A cross always overrides a tick; for example if you tick a permission at the top of the ‘All’
column but put a cross next to a specific consultant (as illustrated on the previous page
with the ‘Edit Referral’ permission), the User Group working with that consultant will be
denied that permission.
Permissions
A description of all the permissions available in the Consultant and Clinic Group tabs is
available in Appendix 2.
Permission Options
If you tick ‘All’ for a permission, you don’t have to tick ‘All’ for a consultant or Clinic
Group. You will have permission unless excluded by a cross next to the consultant or
Clinic Group:
A cross overrides a tick, denying
all permissions for that consultant
‘All’ column is ticked giving
users all permissions
If you want a User Group to only have permissions for selected consultants or Clinic
Groups, leave the ‘All’ box at the top of the columns blank, and tick either the ‘All’ box or
the selected permissions boxes next to the consultant or Clinic Group you wish to give
permission for:
In the above example, permissions are allocated for consultants as follows:
Barnes:
Bones:
Brodie:
Clarke:
All permissions granted
Selected permissions granted
All permissions granted except one denied by a cross
No permissions granted
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
Understanding List Visibility
The List Visibility function is used to tailor the system for each User Group so that they
only see the options that are relevant to the areas they work with. The Capabilities and
Permissions determine which part of the system they can see and use; List Visibility
allows you to reduce what options are offered to members of a User Group in drop down
lists or on view in different functions within SCI Outpatients.
For example, medical records staff may need to be able to view all of the consultants in
the hospital; whereas medical secretaries would only need access to the consultants they
work with.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
Assigning Items to User Groups From List Visibility
Click here to display
List Visibility
1
Select a User Group
from the list and click
on the required option
in Lists to configure –
see Information Points
Click here to select all items
– see Information Points
2
Click in the boxes to
select the items required
by the User Group
Click here to deselect all
items previously selected
3
Click here
to save
changes
Information Points:
There are currently two lists that can be configured using List Visibility – Consultants and
Slot Types.
Consultants
This allows User Groups to select consultants that they want to see displayed in lists. For
example, once a consultant has left or retired most groups do not need to see their name
in the system.
Slot Types
This allows User Groups to view only the slot classifications that are relevant to them. For
example a slot may have been created and used for a specific clinic. The clinic no longer
runs and the slot is no longer required. It is not possible to delete that slot but it can be
removed from the working list.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
Select all
Clicking on the Select all button will insert a tick next to all items in the displayed list. It
may be quicker to use this option and then deselect as required if only a few items need
to be omitted from the list.
Unselect all
Clicking on the Unselect all button will remove the ticks from all items in the displayed list.
Save
Clicking on the Save button will save any changes you have made in the List Visibility tab
– if you do not save the changes you have made to a list before moving on to the other
list the Confirm box pictured below will be displayed.
Cancel
Clicking on the Cancel button will cancel all changes you have made in the List Visibility
tab. You will be asked to confirm if you wish to save the changes made.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
System Security Settings
Click here to display
security settings
Click on fields and
complete as required
Click on Apply to
save changes
Information Points:
In this tab you are able to access the system security settings and apply any changes
necessary.
Password Age
The Password Age determines how long the system will wait before prompting the user to
change their password. When the password age has been exceeded the message box
pictured below will be displayed.
Enter new password in both
fields – the passwords will
be displayed as a series of
asterisks
Click on OK
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
When confirming a new password as described on the previous page, a warning message
is displayed if there is a problem with the new password – for example if the new
password you choose matches any of the previous five passwords used.
Warning message
appears here
Session Age
If SCI Outpatients is open and left idle for the number of hours specified, the user will not
be able to carry out any action besides shutting down and logging off.
Idle Time Out
If the application is left open and idle for the time specified, the user will have a choice to
either enter his/her password to unlock the system to continue working, or shut down the
system.
Allowed Failures
You can set the number of log on attempts allowed before the user is locked out. If you
exceed the number of allowed failures the following warning message will be displayed:
Administrator required to re-activate locked Accounts
If a user exceeds the number of allowed failures as described above, you can disable the
Wait Period feature described on the following page and require locked-out users to
contact an administrator to re-activate their account by selecting this option.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
USER ADMIN
Wait Period
This is the time period during which a user is barred from the system following a failure to
enter the correct password a specific number of times (see Allowed Failures on the
previous page). This functionality can be disabled by selecting the “Administrator required
to re-activate locked Accounts” option described on the previous page.
Audit Logs Age
This option allows you to set the number of days of transactions processed by the system
that you wish to be able to view using the Transaction Log (see pages 11-8 to 11-12 for
more information on the Transaction Log).
Note: Remember to click on the Apply button to save any changes made
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CONFIGURATION GUIDE
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USER ADMIN
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3
Reference Data
Reference Data allows the user to configure the SCI system to suit the needs of their
own hospital.
Before you can start to use SCI Outpatients, a certain amount of information has to be
entered into the system. For example, all of the hospital’s consultants and locations are
maintained within Reference Data. During the initial set up of the system all of the
relevant information available from the Information & Statistics Division (ISD) of
NHSScotland is loaded and made available for selection as reference data. Regular
updates for reference data can be obtained from ISD.
Also maintained within Reference Data are clinic attendance outcome codes and vet
action codes associated with referrals, as well as start and finish times for the
Appointments Book view and various options that determine how referrals behave within
SCI Outpatients.
There are many other options available in Reference Data, some of which may not be
used by your hospital. However all are covered in this section.
This section covers:

Accessing the SCI Configuration window

Entering user definable reference data

Summary of Reference Data
SCI OUTPATIENTS
CONFIGURATION GUIDE
REFERENCE DATA
Accessing SCI Configuration Window
Click on Tools |
Configuration |
Reference Data
Alternatively click on
Configuration on the SCI
Menu Bar and click on the
Reference Data icon
Information Points:
The SCI Configuration window pictured above is displayed when you click on Reference
Data. By default the Consultants tab is to the front as in the example above. Click on
the other tabs to move to different parts of the SCI Configuration window.
In some tabs, you will have to click on the OK button to save any changes you make – if
this is the case, the button will no longer be greyed out.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
REFERENCE DATA
Consultants
Click here to display
Consultants tab
Highlight consultant name to
delete or to edit consultant
details
Click here to
edit consultant
details
Click here to add a
consultant from the
ISD file (see page 3-4)
Click here to add a
consultant manually
(see page 3-5)
Information Points:
The Add, Edit and Add From ISD buttons bring up further windows in which you can add
or edit details of a particular consultant including associated specialties and the Activate
tick box (see pages 3-4 to 3-5).
If you add a consultant manually or from the ISD File, the database is automatically
updated – i.e. you do not need to click on OK to save.
To delete a consultant, highlight the name on the list by clicking on it, then click on
Delete.
Note: It is not possible to delete a consultant who has ever had clinics applied
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Add Consultant From ISD File
The Consultant Search window pictured below is displayed when you click on Add From
ISD as described on the previous page.
2
1
Type in GMC
code if known
then click on
Alternatively, type
in Surname &
Forename (or
initial) and click
on Find
Find
3
Click on
consultant
name to
highlight
4
Click on OK to add the
selected consultant
Information Points:
After adding a consultant from the ISD file it is advisable to then edit the consultant’s
details by highlighting the name in the list of consultants and clicking on Edit (see
following page) to check that the details are correct and up to date.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
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Add / Edit Consultant Details
The Consultant Details window pictured below is displayed when you click on Add or Edit
as described on page 3-3.
1
Enter or amend details of consultant
by selecting from drop down lists
and typing in name details
2
A code must be entered
here
3
Click here to indicate
consultant is active
4
Click here to add a Specialty
to the consultant details then
select a specialty from the list
Click on OK to save
the changes to the
consultant details
5
Click on OK to add a specialty
to consultant. Repeat steps 4
& 5 to add further specialties
to the consultant
Information Points:
Use the Up and Down buttons to change the order in which specialties appear in the
Consultant Details window. The specialty at the top of the list is the one which will
appear first in drop down lists whenever you are working with that consultant in SCI
Outpatients, for example when creating a clinic template or recording a new referral.
Note: If you leave the Consultant Active tick box blank the system will assume that the
consultant is inactive and will remove the name from the relevant Consultant drop
down lists
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HCPS
Click here to
display HCPs tab
Information Points:
The processes for adding, editing and deleting HCPs is exactly the same as those for
Consultants, as described on pages 3-3 to 3-5.
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Specialties
Click here to display
Specialties tab
To edit or delete a specialty, click
on the name of the specialty from
the list then click on Edit or Delete
To add a Specialty
click here
Click here to add a
specialty from the ISD
file – see Information
Points below
Add or amend Description
and Reference details
If the Specialty uses separate
CRNs, the prefix is entered in
the Pattern field
Information Points:
An ISD list of specialties is loaded during the initial set up of the SCI system – you can
select from this list when configuring your list of specialties by clicking on Add From ISD.
You can change the description of a specialty and add a CRN prefix (Pattern) if the
specialty uses separate case notes (for example specialties related to a Maternity
department), but you cannot change the Specialty Reference code.
Note: It is not possible to delete a specialty associated with any current consultant or
HCP
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SCI OUTPATIENTS
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Locations
Click here to add a new
clinic location using the
Find Premise browser
Click here to display
Locations tab
To delete a location
highlight it from the
list then click on Delete
Click here to enter Sending
Location details (i.e. the hospital
responsible for returning SMR 00
reports) using the Find Premise
browser below
To search for a location, type
in as much of the name as
you know then click on Find
If not found try entering less
information (for example just
the town) and select from list
displayed
Highlight premises by clicking
on name then click on OK to
add to list
Information Points:
A location is any premises where a clinic is held. An ISD list of all current medical
premises is installed into the system during initial set up and should be updated on a
regular basis.
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Appointments
Click here to display
Appointments tab
Information Points:
Clock Setting
Click on the radio button next to the required option. This will only affect how the time
is displayed in the Appointments Book. All times have to be entered into the system
using the 24-hour clock format.
Working Times
Sets the earliest and latest times of appointments in the outpatient clinic – this will only
affect how the Appointments Book is displayed, and you will still be able to run clinics
and make appointments outwith these times.
Search Ahead
Sets the default search ahead period in the Forward Planner, Slot Search and Future
Appointments windows. The default period that you set can be altered within the
windows concerned.
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Appointment Max Moves
This function is not currently used in SCI Outpatients.
Default Provider
This appears as the default provider when setting up Clinic Profiles (see Section 4 of this
Guide).
Default Slot Types
Default slot types are the slot types that you wish to appear by default in certain
dialogue boxes when making appointments throughout SCI Outpatients.
ASC Code Message
This is a configurable option which allows you to manually apply an ASC code 2 to first
appointments. This is the code you would apply when a patient chooses to defer their
appointment beyond the waiting time of the particular specialty that they have been
referred to. If you select this option, the system will generate a confirmation message
every time you make a new appointment.
Note: From January 1st 2008 Availability Status Codes will no longer be used, so it is
recommended that from this date the ASC Code Message option should be
unselected
Maximum Date
When you place a patient on the PFB returns waiting list, a target date and a maximum
date are allocated to the entry. The target date is calculated from the number of weeks
ahead that was entered when the PFB return entry was made, and the maximum date is
calculated by adding the number of weeks in the corresponding box to the number of
weeks to the target date.
For example, if using the default figures pictured on the previous page, if the target date
is twelve weeks away, then the maximum date will be fourteen weeks away, whereas if
the target date is 32 weeks away the maximum date will be calculated as 36 weeks
away.
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SCI Domains
Click here to display
SCI Domains tab
Information Points:
The SCI Domains tab can be used to configure some of the drop down lists that appear
throughout the SCI system. No amendments should be made in the SCI Domains tab
unless you have been instructed to do so by SCI Product Support.
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Ethnic Groups
Click here to display
Ethnic Groups tab
To edit or delete an
Ethnic Group option,
first highlight it by
clicking on it then
click on Edit or Delete
Click here to add and
new Ethnic Group
Add or amend the
details as required
Click on OK to save the
changes and add the
code to the list
Information Points:
The ISD list of Ethnic Groups is loaded during the initial set up of the system.
Ethnic Groups settings only need to be maintained if you use the SCI system to keep
patient’s personal information up to date.
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REFERENCE DATA
Follow-Up
Click here to display
Follow-up tab
To edit or delete a followup, first highlight the
outcome description then
click on Edit or Delete
To edit double click
on description –
see following page
Click on Add to add
a new follow-up –
see following page
Information Points:
Follow-up codes are used to record the outcome of a patient’s attendance at a clinic, for
example whether or not they attended, and if they did attend, what happened. The
information recorded is included in the hospital’s SMR 00 report. It is important that
outcomes covering all eventualities are maintained in this part of the system.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
REFERENCE DATA
Add / Edit Attendance Code
The Add / Edit Attendance Codes window pictured below is displayed when you click on
Add or Edit in the Follow-Up tab as described on the previous page.
Add or amend the Attendance
Code Description then select
the Status and Follow-up from
the drop down lists
If you wish an instruction to
appear as additional text next
to the Outcome on the
Appointment Data Capture
sheet then enter it here
Information Points:
Description
The Attendance Code Description is what the user will see when using SCI Outpatients
to record the attendance outcome of a patient appointment. It appears in the Clinic
Appointment Data Capture sheet, in the Appointment Details window and as a menu
item when you use the shortcut menu method in the Appointments Book or Reception to
record the attendance outcome.
Status
Records the attendance status of a patient appointment as a code for inclusion in the
SMR 00 report and other reports available throughout the SCI Outpatients system.
Follow-up
Records the action to be taken following the recording of the attendance outcome as a
code for inclusion in reports available throughout the SCI Outpatients system.
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REFERENCE DATA
Instruction
Any instructions – i.e. additional text that you wish to appear on the Appointment Data
Capture sheet – should be included here. The instructions will be printed on the sheet
next to the attendance outcome. If you want multiple instructions to be associated with
an outcome, press Enter at the end of each instruction. The Appointment Data Capture
sheet is available from the Appointments Book.
Prompt for new Appointment
Ensure this box is ticked if you wish the system to prompt for another appointment
following the recording of the attendance outcome. If this box is ticked, the Make
Appointment or Make Return Appointment window will be displayed when you record the
outcome:
Note: Attendance Codes with a Status of “Patient was seen” or “Not Known” will
prompt for a Return Appointment as pictured above. Those with a Status of
“Patient attended but was not seen (CNW: Could Not Wait)” or “Patient did not
attend and gave no prior warning (DNA)” will prompt for another appointment of
the same type – either First or Return
Can apply outcome in future
Ensure this box is ticked if you wish to be able to record the attendance outcome in
clinics that are in the future (i.e. clinics that have not yet been held). For example, you
may wish to record in advance that a patient with an appointment is deceased.
Show outcome on report
Ensure this box is ticked if you wish this attendance outcome to appear as an option on
the Appointment Data Capture sheet available from the Appointments Book.
Send to SCI Waiting List
Ensure this box is ticked if the outcome will result in the patient being admitted as an
inpatient and you wish to link the referral to the SCI Waiting List application.
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Vet Actions
Click here to display
Vet Actions tab
To edit or delete a Vet
Action first highlight the
action by clicking on it
then click Edit or Delete
To edit double
click on description
To add a vet action
click on Add
Add or amend the vet action
description and code then choose
the appropriate referral status
Information Points:
Vet Action codes are used to record the action deemed appropriate by the consultant on
receipt of a new referral.
Send to SCI Waiting List
Ensure this box is ticked if the vet action will result in the patient being admitted as an
inpatient and you wish to link the referral to the SCI Waiting List application.
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Holidays
Click here to display
Holidays tab
To add a holiday
click here
A list of all
current clinic
locations is
displayed here
To edit or delete a
holiday, highlight it on
the list above then
click Edit or Delete
1
3
Click on OK to
add the new or
amended
holiday
2
Enter or
amend holiday
description
Click on arrow
next to date field
and select date
from calendar
Information Points:
By compiling a list of national and local public holidays, it is possible to ensure that
clinics are not applied on those dates by associating them with the clinic locations to
which they apply (see following page).
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Associating Holidays With Clinic Locations
2
1
Click here to select the
holiday you wish to
apply to selected clinic
locations
3
Click here to select the
clinic location(s) you
wish to associate with
the selected holiday.
Click again on a selected
location to de-select
Click here to associate
the selected locations
with the selected holiday
Information Points:
When a holiday is associated with a clinic location the system can prevent clinics being
applied on that day.
Associating a holiday with a clinic location does not affect any existing clinic instances.
You can select multiple holidays to associate with the selected locations by holding down
the Ctrl key and clicking on the required holidays to highlight. If the holidays you wish
to select are next to each other, click on the first one then hold down the Shift key and
click on the last one to highlight all adjacent holidays.
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REFERENCE DATA
Religions
Click here to display
Religions tab
To edit or delete a
Religion option first
highlight the option
by clicking on it then
click on Edit or Delete
To add a Religion
click here
Add or amend the
details as required
Click on OK to save
the changes and add
the code to the list
Information Points:
The ISD list of Religions is loaded during the initial set up of the system.
Religion settings only need to be maintained if your hospital uses the SCI system to keep
patient’s personal information up to date.
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Organ Donation
Click here to display
Organ Donation tab
To edit or delete an
Organ Donation option,
first highlight the option
by clicking on it then
click on Edit or Delete
To add an Organ
Donation option
click here
Add or amend the
details as required
Click on OK to save
the changes and add
the code to the list
Information Points:
The ISD list of Organ Donation options is loaded during the initial set up of the system.
Organ Donation settings only need to be maintained if you use the SCI system to keep
patient’s personal information up to date.
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GPs
To add a new GP manually,
click on Add then fill in each
of the Details fields. Click on
Save when complete
Click here to
display GP tab
Information Points:
GP information is supplied and maintained by ISD, and updates are regularly available
for users to download. It is therefore unlikely that manual changes to GP information
will need to be made on a regular basis.
Any manual changes made to a GP’s information will be overwritten the next time GP
details are imported from the ISD data file.
Clicking on Edit or Delete above launches the GP Picker from which you can search for
the GP you wish to amend or delete. For details of how to use the GP Picker see the
following page.
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CONFIGURATION GUIDE
REFERENCE DATA
Searching for GPs Using The GP Picker Window
To search for a GP using the GP’s details, click on
the GP tab and enter details, then click on Find
To search for a GP using the GP
Practice details, click on the
Practice tab and enter details,
then click on Find
Click here to
begin a new
search
To display the full address of
a practice, hover the mouse
pointer over the partially
displayed address
The results of your
search are displayed
– click on the GP
you wish to select
then click on OK
Information Points:
If you clicked on Edit in the GP Configuration screen, the GP’s details will be displayed
and can be edited.
If you clicked on Delete in the GP Configuration screen, you will be asked if you are sure
you want to delete the GP.
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REFERENCE DATA
Referrals
Click here to view
referrals tab
Information Points:
The Referrals tab contains a series of configurable options that affect how referrals
behave within SCI Outpatients.
Referral Validation
When recording a new referral in SCI Outpatients, the Date Received field defaults to
the current date. If this date is left unchanged, when you save the referral the warning
box pictured below will be displayed asking if you are sure this is the correct date.
If you wish to avoid seeing this message, remove the tick from the Referral Validation
tick box. See the SCI Outpatients User Guide for more information about recording new
referrals.
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REFERENCE DATA
Referral – Return Visit
If the majority of your hospital’s new referrals are for return visits you can configure SCI
Outpatients to have the Return Visit tick box in the New Referral window ticked by
default by selecting this option.
Update Status in Gateway
If you use SCI Gateway to receive electronic referrals, you can set up SCI Outpatients to
update any changes to the referral status in SCI Gateway by ticking this box. This
allows the referrer to check on the progress of the referral.
SCI Waiting List
In the Follow-Up and Vet Actions tabs you can configure the system so that referrals
that have certain outcomes or vet actions associated with them will send the referral
details to the SCI Waiting List application which is part of SCI Store.
If you want outcomes and vet actions that have been configured in this way to send
details to the SCI Waiting List application, ensure this box is ticked.
Default Location
When recording a new referral or editing an existing referral it is possible to allocate a
clinic location to the referral by selecting from a drop down list of all the clinic locations
associated with the hospital. If you use this functionality, it is possible to specify a
default location for new referrals by selecting it here from the drop down list.
Unavailability Review
When you record a period of patient unavailability with no end date as pictured below,
you must specify a number of weeks after which the patient’s status should be reviewed.
The standard review period for your hospital can be specified here – when a period of
unavailability is recorded, the user can select this period by ticking the Standard review
tick box.
The Standard review period
will be the number of weeks
entered in the Unavailability
Review section of the
Referrals tab
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REFERENCE DATA
Waiting Time Standards
When you record a new referral, or edit an existing referral, you can assign a waiting
time standard to the referral by selecting from a drop down list of Waiting Time
Standards. These can be configured in the Referrals tab of the Configuration window as
detailed below.
List of Waiting Time
Standards available
for selection when
recording a new
referral or editing
an existing referral
To edit or delete a Waiting
Time Standard first highlight
the action by clicking on it
then click Edit or Delete
To add a Waiting
Time Standard
click here
Add or amend
Description and Code
details as required
Enter the required
Waiting Time
Deadline here
Information Points:
The Deadline you assign to a Waiting Time Standard should be the number of weeks
waiting time for the referral beyond which an appointment should not be made.
Making an appointment beyond the Waiting Time Standard Deadline is a function that
can be denied to users by configuring their capabilities – see Section 2 of this Guide.
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REFERENCE DATA
Summary Of Reference Data
Topic
How Do I Get There?
Points to Note
Consultants
Tools | Configuration |
Reference Data – click
on Consultants tab



HCPs
Tools | Configuration |
Reference Data – click
on HCPs tab



Specialties
Locations
Appointment
Settings
Tools | Configuration |
Reference Data – click
on Specialties tab

Tools | Configuration |
Reference Data – click
on Locations tab

Tools | Configuration |
Reference Data – click
on Appointments tab





SCI Domains
Tools | Configuration |
Reference Data – click
on SCI Domains tab

Ethnic Groups
Tools | Configuration |
Reference Data – click
on Ethnic Groups tab

Tools | Configuration |
Reference Data – click
on Follow-up tab

Follow-up
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

Consultants normally added from ISD
file
Can be added manually if all details
(including GMC Code) are known
Consultants’ specialties can be
maintained
HCPs normally added from ISD file
Can be added manually if all details
(including GMC Code) are known
HCPs’ specialties can be maintained
Specialties normally installed during
initial system set up
Specialty descriptions can be edited,
but not reference codes
All locations where outpatient clinics
are held must be added
Locations are added from centrally
maintained ISD list of medical
premises
Changing clock settings only affects
how times are displayed – all times
must be entered using 24-hour clock
Start and finish times can be
overridden for individual clinics
Maximum dates for PFB returns can be
set
Not relevant to SCI Outpatients
Only use if the SCI system is used to
maintain patients’ personal details
Description and Code are added
manually according to individual needs
This is where clinic attendance
outcome codes are maintained
Status and follow up actions are
chosen from lists determined during
initial system set up
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REFERENCE DATA
Topic
How Do I Get There?
Points to Note
Vet Actions
Tools | Configuration |
Reference Data – click
on Vet Actions tab



Holidays
Tools | Configuration |
Reference Data – click
on Holidays tab



Religions
Organ
Donation
Tools | Configuration |
Reference Data – click
on Religions tab

Tools | Configuration |
Reference Data – click
on Organ Donation tab



GPs
Referrals
Tools | Configuration |
Reference Data – click
on GP tab

Tools | Configuration |
Reference Data – click
on Referrals tab

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
Vet Actions are used by consultants to
determine status of initial referral
Description and Code are added
manually according to requirements
Referral Status is chosen from list
determined during initial system set up
Public holidays can be associated with
individual clinic locations
This allows clinics in those premises to
be prevented from applying on those
dates
Holidays only apply on the specific
date – i.e. they are not recurring
Only use if the SCI system is used to
maintain patients’ personal details
Description and Code are added
manually according to individual needs
Only use if the SCI system is used to
record patient’s organ donation
requests
Description and Code are added
manually according to individual needs
GP information is supplied and
maintained by ISD
Manual addition or amending of GP
information should only be done if
absolutely necessary
Use available options to determine
how referrals behave within SCI
Outpatients
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CONFIGURATION GUIDE
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4
Clinic Profiles
The process of setting up clinics can be split into three main parts – creating appropriate
slot classifications, creating clinic profiles and applying clinic profiles to a range of dates.
This section covers:

Understanding Clinic Profiles

Slot Classifications

Working with Clinic Profiles

Creating new Clinic Profiles

Applying Clinic Profiles

Editing existing Clinic Profiles

Rescheduling Affected Appointments

Viewing Clinic Instances

Accessing the Appointments Book

Deleting Clinic Instances and Profiles

Copying and Pasting Clinic Profiles

Printing Clinic Profiles

Configuring Data Capture Sheet
SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC PROFILES
Understanding Clinic Profiles
A Clinic Profile – sometimes referred to as a Clinic Template – is basically a description of
how a consultant would like a clinic to run. Pictured below is an example of a complete
Clinic Profile. It shows a clinic for A. Bones, which runs from 10.00am to 12.00 noon,
with two columns made up of various slot classifications.
Information Points:
The process of creating a Clinic Profile is described on pages 4-9 to 4-12. Before
creating a Clinic Profile, you will have to ensure you have the appropriate slot
classifications to choose from. The setting up and maintaining of slot classifications is
covered on pages 4-3 to 4-6.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC PROFILES
Accessing The Slot Classification Window
Click on Tools |
Manage Clinics |
Slots
Alternatively click
on Manage Clinics
on the SCI Menu
Bar and click on
the Slots icon
Information Points:
A slot is a pre-defined period of time available for an appointment. A clinic is made up
of several slots, the properties of which can vary according to the clinician’s
requirements.
The main variables to consider when defining slot classifications are priority (which level
of urgency do you want to restrict bookings to) and appointment type (is the slot for first
appointments or return appointments).
Several other options are available to further customise slot classifications, such as
defining how far ahead a slot can be booked, and whether you wish to suppress the
production of letters associated with certain clinics. It is also possible to create slots that
are not available for booking, if free slots are required by a consultant during a clinic.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC PROFILES
Adding Slot Classifications
The Define Slot Classifications window pictured below is displayed when you click on
Slots as described on the previous page. It shows a list of all existing slot types. It is
possible to add a new slot type or edit or delete an existing slot type.
To edit or delete an
existing slot type
first highlight the
slot type by clicking
on it then click on
Edit or Delete
1
To add a new slot
classification click
on Add above
2
Make the relevant
choices and entries
from the Add Slot
Classification box –
see pages 4-5 to 4-6
3
Click on OK to save the
changes and add the slot
classification to the list
Information Points:
Edit Slot Classification
Existing slot classifications can be edited, but it should be noted that any changes will be
applied to all occurrences of that slot type – past, present and future.
Delete Slot Classification
Slots that are currently being used by any clinics cannot be deleted.
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SCI OUTPATIENTS
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CLINIC PROFILES
Name
A name for the slot type must be entered – this should be kept as short as possible as a
maximum of the first three characters will be displayed in the Appointments Book (for
example, NR for a new routine slot).
Colour
Click on the arrow next to the Colour field and select from the drop down list of colours
available. Giving slots different colours makes identification easier when viewing the
Appointments Book or Diary View. It is possible to give different slot classifications the
same colour – there are 138 different colours to choose from.
Description
A description of the slot classification can be entered, for example New Routine – this is
displayed in dialogue boxes when searching for available appointment slots.
Priority
A Priority level of Routine is entered by default. This can be changed to Soon or Urgent
by selecting from the drop down list. The priority is used when searching for suitable
appointment slots based on the vet action of the consultant.
Editable Times
Each option – Arrived, Seen, Left – is ticked by default. If you need to change the
recorded arrival, seen or left times for a patient in the future, these options must be
selected.
Actions
Searchable:
Ensure this is ticked if you wish to be able to search for the availability of
this type of slot.
Bookable:
Ensure this is ticked if you wish to be able to book appointments in this
type of slot.
Restrict Bookings To
If you wish to restrict booking appointments to a set number of days tick this box and
enter the number of days in the adjacent field. For example, enter 10 if you wish
booking in this type of slot to be restricted to 10 days or less in advance.
If you wish to restrict booking to the day of the clinic, set the number of days to 0.
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First Appointment
Tick this box if you wish this slot type to be only available for first appointments. Leave
unticked if you only wish it to be available for return appointments.
Remote Booking
Tick this box if you wish the slot type to be available for the remote booking of
appointments via SCI Gateway.
Suppress Letters
Tick this box if you do not wish letters to be automatically produced for appointments
booked in this slot type.
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Accessing The Define Clinics Window
Click on Tools |
Manage Clinics |
Clinics
Alternatively click
on Manage Clinics
on the SCI Menu
Bar and click on
the Clinics icon
A green tick indicates an active
consultant and a red tick an active
HCP. A red cross indicates that the
consultant or HCP is inactive – see
page 3-5
Information Points:
The Define Clinics window is displayed when you click on Clinics as described above. It
consists of a list of all consultants – sub-lists of any Clinic Profiles already associated with
each consultant are available by clicking on the
sign next to the consultant’s name.
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Understanding The Define Clinics Window
The Define Clinics window allows you to add clinic profiles to individual consultants,
apply previously defined profiles to selected dates and view details of individual clinics
such as dates, locations and numbers of slots.
To search for a clinic, enter
the clinic code here and
click on Go or press Return
Alternatively click on the sign next
to consultant’s name to reveal all
clinics associated with that consultant
To add a clinic profile to a
consultant highlight the
consultant then click on Add
Information Points:
To search quickly for a consultant or HCP, type the name or part of the name in the
name field and press Enter or click on Go.
Alternatively use the scroll bar to the right of the window to scroll through the list of
consultants and HCPs.
If there is no
sign next to a consultant’s name then there are no clinics associated
with that consultant.
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Creating A New Clinic Profile
The Clinic Profile window pictured below is displayed when you click on Add in the
Define Clinics window as described on the previous page.
Information Points:
The Clinic Profile window has two main parts. The top part – Clinic Details – requires
general information about the clinic, such as the specialty involved and the start and
finish times. The bottom part – Profile – will allow the user to specify the number and
type of slots available in the clinic once the Clinic Details section is completed.
Note: It is not necessary at this stage to know on which dates the clinic profile will
apply – the profile will be saved under the name of the consultant and can be
applied at a later date. For example, you may be waiting for the consultant to
agree to the profile
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Clinic Details
The top part of the Clinic Profile window – Clinic Details – is pictured below. See
Information Points below for details of each field – use the mouse or the Tab key to
move between fields.
Check the correct consultant has
been selected – if not, close the
window and start again
Click here to select from
the consultant’s listed
specialties
Enter a start and
finish time for the
clinic here
Information Points:
Specialty
The consultant’s specialties will be listed – if only one specialty is associated with that
consultant it will be entered automatically. Click on the
button to select from the full
list of specialties.
Description
A description must be entered. The description of the clinic is displayed throughout SCI
Outpatients, making clinic identification easier. The Description details can be used as a
letter field in Appointment Letters (see Section 7 of this Guide).
Code
Enter a code for the clinic using normal hospital conventions. The clinic code is used
throughout SCI Outpatients to identify and search for individual clinics. A maximum of
10 characters can be used. The code cannot be edited after the new clinic profile has
been saved.
Comment
Additional comments associated with this clinic can be entered here. The comment will
appear when the clinic is displayed in the Appointments Book (for example: No
Overbooking).
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Location
Details of the clinic location can be entered here – for example, the address of the clinic
or the location of the clinic within the hospital. The Location details can be used as a
letter field in Appointment Letters (see Section 7 of this Guide).
Start / Finish Time
Enter a start time and a finish time for the clinic using the 24-hour format. Individual
clinic instances can have their start and finish times manually adjusted if necessary.
Columns
The number of columns should reflect the number of patient appointments that can be
dealt with at any one time. For example, a consultant running a clinic with three other
clinicians could have four columns of appointment slots in their clinic. Each column can
have different slot lengths and slot types applied to them. The maximum number of
columns available is eight.
Provider
If the clinic provider is not the default provider shown click on the
button to launch
the Find Premise browser. See pages 3-9 and 3-10 of this Guide for information on
setting the default provider.
Significant Facility
To select the Significant Facility click on the arrow and select from the drop down list, for
example Outpatients Department.
Apply on Holiday
If you do not wish the clinic to run on public holidays ensure this box is left blank. When
you come to apply the clinic template to selected dates you will be warned if any of the
dates clash with any holidays you have entered in SCI Outpatients.
Setting up public holidays and associating them with clinic locations is covered in Section
3 of this Guide.
Inactive
Tick this box to ensure clinics that are no longer used appear at the bottom of drop
down lists such as in the Appointments Book.
Note: You can still make appointments in clinics that have been marked “Inactive”
Show on SMR 00
If you wish appointments from this clinic to be available for SMR 00 extract ensure this
box is ticked.
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CLINIC PROFILES
Clinic Profile
After entering the Clinic Details as described on pages 4-10 & 4-11, the clinic profile can
be completed. In the example below, the number of columns was entered as three – in
other words there can be three appointment slots running at the same time in this clinic.
Click here to set the length of
slots in minutes – the number
of slots will change accordingly
The default slot length is
5 min and the default slot
type is ‘Non Bookable’
Alter the length of individual slots
by setting the length and clicking
on the clock icon and then
clicking in the slot(s) required
Click here to select
slot type then click in
the slot(s) required
Click on OK to save the
new Clinic Profile or Close
to exit without saving
Information Points:
Click on the
profile.
and
buttons to zoom in and out, giving alternative views of the clinic
To remove a slot classification click on the
button then click on the slot you wish to
change. The slot classification will be changed back to Non Bookable.
The Breakdown section of the window displays the total number of New and Return slot
types that have been applied for this clinic profile.
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Applying Clinic Profiles
The Apply clinic function is used to specify which dates you wish the clinic to run. As
well as the day it is running, you will also need to specify how often it is to run and over
which period of time.
To apply dates to a clinic
highlight the clinic profile
required and click on Apply
Note: If you are not able to see the full description and clinic code for a clinic, hover
the cursor over the description and all details will be displayed
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The Apply Clinics window pictured below is displayed when you click on Apply as
described on the previous page.
Click here to set a
date from which the
clinic will run
To add other dates click
on the individual date
and click on Add
Clinic dates are displayed
below. To remove a date
click on it to highlight
then click on Remove
Select the period
you want the clinic
to run for
Alternatively click
here and then select
a specific date
Select the day the
clinic will run and
how often from the
drop down lists
Select the clinic location from
the drop down list then click on
Add – the dates are displayed in
the Selected Dates box
Click OK to apply the
selected dates to the clinic
profile – see next page
Click on Cancel
to exit without
saving
Note: There is no need to cancel and close the Apply window if you make a mistake.
Click on Clear to remove all selected dates and then make the changes as
required.
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If any of the selected dates coincide with public holidays associated with the clinic
location, the Confirm message pictured below is displayed after you have clicked on OK
to apply the dates as described on the previous page.
Click on Yes
to apply on
the holiday(s)
Click on No if the
clinic shouldn’t run
on the holiday(s)
Click on Cancel to exit
and return to the Apply
Clinic Template window
The message pictured above is displayed when you click on OK in the Apply Clinic
window as described on the previous page, or when you click on either Yes or No in the
confirm window as described above if the selected dates coincide with any public
holidays. Click on OK to close and return to the Define Clinics window.
Information Points:
Remind Me
If this box is ticked, you will be prompted to select a date on which you wish to be
reminded about applying further clinics. A message will be sent to the user using the
SCI Message function (see separate guide).
You can also use the Clinics Instances Report as a reminder for applying further clinic
dates. You will need access to SCI Reporting to run this report – see SCI Outpatients
User Guide for more information about SCI Reporting.
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Editing Clinic Profiles – no rescheduling required
You can change the details of a Clinic Profile by following the steps outlined below.
Provided no changes are made to the number, length or classification of slots, you will
be able to make the changes without having to reschedule any affected patients.
1
Highlight the clinic
you wish to edit
2
Click on
Edit
3
The Clinic Profile is displayed –
make any necessary
amendments to Clinic Details –
see Information Points below
4
Click on OK to save the
changes or Close to exit
without saving
Information Points:
The process described above will apply if you have edited any of the following clinic
details: Specialty, Description, Comment, Location, Provider, Significant Facility and the
Apply on Holidays and Show on SMR00 tick boxes.
If you edit the start or finish time, number of columns or any part of the Profile section
of the window you will have to follow the procedure described on pages 4-17 to 4-20.
The Clinic code cannot be edited.
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Editing Clinic Profiles – rescheduling required
You can make changes to the number, length and classification of slots within an
existing profile, but it should be noted that if the clinic has been applied to selected
dates and has appointments booked, any affected patient appointments will have to be
rescheduled.
1
Highlight the clinic
you wish to edit
2
Click on
Edit
3
The Clinic Profile is
displayed – make
any necessary
amendments
Click on Close to
exit without saving
4
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Click on OK to
save changes
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The Warning message pictured below is displayed if there are any instances of this clinic
after the date on which the changes are made.
Click on Yes to proceed
with the changes
Click on No or Cancel to
abandon changes
Select the required options from
the message boxes displayed
If you want the changes to take
effect from a future date, click here
and choose which date you wish
the changes to apply from
These columns show the
number of booked / free
appointment slots for each
affected clinic
Click here to cancel the
changes to the clinic profile
Click here to proceed
– see following page
Information Points:
If there are any booked appointments after the date you choose to apply the change,
these will be re-appointed by SCI Outpatients Rescheduler function (see following page).
If there are no affected patients the message pictured below will be displayed – click on
OK to return to the Define Clinics window.
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CLINIC PROFILES
Rescheduling Affected Appointments
The Appointment Rescheduler window pictured below is an example of the window that
appears after you click on View Affected Patients as described on the previous page.
This window will only appear if there are any affected patient appointments following the
date the changes are to take effect.
The proposed action (if
any) for each affected
patient is detailed here
Click here to print
a report of the
proposed actions
Warning when moving a
first appointment beyond
the waiting time deadline
Click here to
proceed with the
proposed changes
Click here to cancel
the changes – see
page 4-21
Click on Yes
Click on OK
Information Points:
The proposed actions are a result of the Rescheduler profile that is currently active.
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In the Appointment Rescheduler window, if any of the proposed actions are not
acceptable you can right click on the appointment and select a different action. Right
click on a patient name and a shortcut menu with options is displayed as pictured below.
Right click on
a patient name
to display the
shortcut menu.
Select the
option
required
The options available are:
Find Other Appointment
Use this option to search for another appointment slot if the proposed move is not
acceptable. Pictured below is an example of the Select a Slot window, which is
displayed when you pick this option.
1
A list of slots of
the same type is
displayed – click on
one to highlight
2
Click on OK, when
selected it will replace
the details in the To Date
and Slot Type columns
Move To Pool
Use this option if you do not want to use the Rescheduler to find another slot for the
patient. The proposed action in the Appointment Rescheduler window will change to
Move to Pool.
Cancel Appointment
Use this option if you wish to record the appointment as being cancelled by the hospital.
Delete Appointment
Use this option if the appointment was made in error.
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Cancelling Clinic Profile Changes
If you decide not to proceed with the changes to the clinic profile, clicking on Cancel will
result in a series of boxes being displayed as shown below.
Click on
Cancel
Click on
Yes
Click on
OK
Clicking on OK will close
the Clinic Profile window
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Viewing Clinic Instances
From the Define Clinics window you can view a list of the dates on which a clinic is
running.
To view the instances
of a clinic (i.e. the
dates on which the
clinic has been applied)
highlight the clinic then
click on Instances
A list of the clinic’s instances is
displayed showing details of the
number of booked / free slots
available for each clinic instance
Information Points:
In the Clinic Set Instances window you can view a clinic in the Appointments Book and
delete clinic instances (see pages 4-23 & 4-24).
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Accessing The Appointments Book
The Clinic Set Instances window pictured below is displayed when you click on Instances
as described on the previous page. If you want to see the appointments or the clinic in
more detail the Appointments Book can be accessed from this window.
1
Click on the clinic
instance to highlight
2
Click on
3
Appointments
Book opens in a
separate window –
click here to
expand to full size
Jump To
Information Points:
For more information on working with the Appointments Book see the SCI Outpatients
User Guide.
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Deleting Clinic Instances
From the Define Clinics window you can delete one or more instance on which a clinic is
running.
Select the instance or
instances of the clinic
you wish to delete and
click on Delete
Information Points:
If you want to delete several clinic instances, you can select multiple instances by
holding down the Ctrl key and clicking on the required instances. If the instances you
wish to select are next to each other, click on the first instance then hold down the Shift
key and click on the last instance to highlight all adjacent clinic instances.
Note: If you delete a Clinic Instance that has booked appointments, the patients
affected will be transferred to the appointment pool from where they can be
rescheduled. This is done via the Appointments Book, and is covered in detail in
the SCI Outpatients User Guide.
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Deleting Clinic Profiles
If a Clinic Profile is no longer in use, you should delete the profile from SCI Outpatients.
To delete a Clinic Profile first
highlight the clinic you wish to
delete then click on Delete
If the clinic has instances these
must be deleted before you can
delete the profile. Click on OK –
see previous page for information
on deleting instances
When all instances have been deleted highlight the Clinic Profile and click on Delete as
described above. One of the messages pictured below will be displayed, depending on
whether the clinic has ever been applied.
Click on OK
Information Points:
If a clinic profile has never been applied the Clinic Code can be re-used. If the clinic has
been applied you will not be able to re-use the Clinic Code, even if the clinic never had
any appointments booked.
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CLINIC PROFILES
Copying & Pasting Clinic Profiles
It is possible to copy a consultant’s clinic profile and add it to the same consultant or
another consultant with the same specialty. For example a consultant may wish
basically the same clinic to be running on different days; it would be easier to simply
copy and paste the original profile and amend it as necessary.
To copy a Clinic Profile
right click on the clinic
and click on Copy
To add the copied clinic
profile to a consultant, right
click on the consultant
name and click on Paste
After pasting the Clinic Profiles you will be prompted
for a new Clinic Code – type in the code and click on
OK and then click on Yes in the Confirm box
Note: Once a Clinic Profile has been copied it should be pasted straight away. If you
close the Define Clinics window the profile copy will be lost.
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CLINIC PROFILES
When you copy and paste a clinic profile as described on the previous page, the profile
will be identical to the one copied in every way except for the clinic code. By using the
Edit function described on page 4-16 you can adapt the profile to suit any new
requirements. For example, you may need to edit the clinic description in order to
reflect the requirements of the new clinic.
The newly created profile will have the
same description as the one it was
copied from – change it by highlighting
the profile and clicking on Edit – see
page 4-16
Information Points:
A number of the functions covered throughout this section are also available using the
right click shortcut menu method described on the previous page – i.e. Add, Edit,
Delete, Apply and & Configure Data Capture Sheet (see page 4-29).
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Printing Clinic Profiles
To obtain a printout
detailing the Clinic
Profile, highlight the
clinic then click on Print
Click on the
icon to print or
Close to exit the
print preview
window
Information Points:
There are several options available from the Print Preview window toolbar – hover your
mouse pointer over a toolbar icon to display a tool tip describing the function of the icon.
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CLINIC PROFILES
Configuring Data Capture Sheet
The Appointment Data Capture sheet is used in SCI Outpatients to record the Outcome
of an appointment as well as details of any procedures and/or test carried out. You can
configure the layout of the Appointment Data Capture Sheet for the selected clinic by
following the steps outlined below.
Select the clinic you
wish to configure and
click on Configure
Data Capture Sheet
Preview of how the
Data Capture Sheet will
appear with currently
selected options
Select the required
options and click on
Save Settings
Click here to use
these settings for
the default Data
Capture Sheet
Note: You can use the Set As Default button to apply the selected settings to the Data
Capture Sheets for every clinic – this will change the appearance of any Data
Capture Sheets that have not had their configuration saved using the Save
Settings button
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Configuration options
Bar code
Select this option to print a bar code next to each of the Procedures in the Clinical Data
Capture section of the Data Capture sheet. If you do not select this option, bar codes
will still appear on the Data Capture sheet next to the Appointment number, patient CRN
and Clinic Code.
Tests
Select this option to include a box in the Clinical Data Capture section of the Data
Capture sheet containing a list of the tests configured for this clinic, with tick boxes to
record whether the test has been Requested or Completed.
Stop Tracking & Cancer Excluded
Select one or both of these options to include tick boxes towards the top of the Data
Capture sheet allowing the doctor to indicate that these should be recorded when
completing the Data Capture for the appointment.
Procedure Columns
Choose whether you wish the Procedures in the Clinical Data Capture section of the Data
Capture sheet to appear in a single column or in two columns. Selecting one column
makes the information easier to read, whereas selecting two columns means that you
may be able to use fewer pages for each Data Capture sheet.
Section Order
Choose whether you want the Clinical Data section to appear before the Outcomes
section in the Data Capture sheet or vice versa.
Instructions
When configuring Outcomes in the Follow-Up tab of the SCI Configuration window you
can now include multiple instructions by pressing Return at the end of each line of
instruction (see page 3-14). You can select whether you want these multiple
instructions to appear in multiple lines on the Data Capture sheet or on a single line.
Information Points:
Once you have made the relevant selections you can use the Print
buttons to check how the final printed sheet will look.
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Summary Of Clinic Profiles
Topic
How Do I Get There?
Points to Note
Slot Types
Tools | Manage Clinics
| Slots


Working with
Clinic Profiles
Tools | Manage Clinics
| Clinics


Create New
Clinic Profile
Apply Clinic
Profile
Tools | Manage Clinics
| Clinics – Highlight
consultant, click Add

Tools | Manage Clinics
| Clinics – Highlight
clinic, click Apply




A slot is mainly defined by its priority
and whether it is for a first or return
appointment
Editing a slot type affects all
occurrences of that slot – past, present
and future
Define Clinics window shows a list of
all consultants
Click on sign next to consultant to
reveal associated clinic profiles
Ensure all relevant information about
the clinic is available before creating
new profile
Dates on which clinic is to run are not
needed at this stage
Profile can be applied over any period
of time
Any relevant Public Holidays will be
highlighted if appropriate
Individual dates can be added or
removed before applying
Edit Existing Clinic
Profiles
Tools | Manage Clinics
| Clinics – Highlight
clinic, click Edit

Any changes made which affect
patient appointments will result in the
affected patients appointments having
to be rescheduled
Rescheduling
Affected
Patients
Tools | Manage Clinics
| Clinics – Highlight
clinic, click Edit then
change slots

The Rescheduler function is covered in
Section 7 of this Guide
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Topic
How Do I Get There?
Points to Note
Viewing Clinic
Instances
Tools | Manage Clinics
| Clinics – Highlight
clinic, click Instances




Deleting Clinic
Profiles
Tools | Manage Clinics 
| Clinics – Click on Delete


Clinic Instances are the dates on which
the clinic is scheduled to run
Displays a summary of each clinic’s
booked and free appointment slots
Can be used to jump directly to the
Appointments Book for selected clinic
instances
Can be used to delete clinic instances
– appointments will be transferred to
the pool
Use to delete profiles which are no
longer used
Clinic code can be re-used only if the
clinic was never applied
If the clinic has existing instances
these must be deleted first before
deleting the profile
Copying a
Clinic Profile
Tools | Manage Clinics
| Clinics – Highlight
clinic, right click then click
Copy

The profile is copied to the clipboard,
from where it can be applied to the
same consultant or another by pasting
Pasting a
Clinic Profile
Tools | Manage Clinics
| Clinics – Highlight
clinic, right click then click
Paste

Used to add to a consultant a clinic
profile that has been previously copied
to the clipboard
A new clinic code must be chosen
The clinic profile must be edited after
pasting to reflect the needs of the new
clinic
You should not paste a clinic into a
consultant with a different specialty
from the original consultant



Printing Clinic
Profiles
Tools | Manage Clinics
| Clinics – Click on Print


Configure
Data Capture
Sheet
Tools | Manage Clinics
| Clinics – Click on
Configure Data Capture
Sheet
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

Can be used to show consultant a
breakdown of the clinic prior to
applying
Only provides a printout of the profile
– doesn’t show dates on which clinic is
running
Can be used to configure the
appearance of the Appointment Data
Capture Sheet
Use the Set as Default button to
change the appearance of the default
Data Capture Sheet layout
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5
Clinic Groups
Having created Clinic Profiles as described in Section 4, you can use the Clinic Groups
function to group together individual clinics that have something in common. For
example all the clinics running on a given day can be grouped together to make clinic
preparation easier for medical records staff.
Clinics can also be grouped together in order to widen the choice available when
searching for free appointment slots. Instead of searching an individual clinic it would
be possible to search several clinics at once.
Many of the Permissions in SCI Outpatients can be configured at Clinic Group level, so if
you want to control which clinics users have permission to carry out certain tasks in, it is
essential that you configure Clinic Groups properly.
This section covers:

Understanding Clinic Groups

Accessing the Clinic Groups window

Creating a new Clinic Group

Adding Clinics to Clinic Groups

Removing Clinics from Clinic Groups

Deleting Clinic Groups
SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC GROUPS
Understanding Clinic Groups
When grouping clinics together it is necessary to consider the purpose of the grouping.
For example, you may wish to group all the clinics belonging to a particular consultant or
specialty together for the purposes of controlling Permissions – see Section 2 for more
information about Permissions.
Clinic Groups can also be used when searching for free appointment slots and in the
production of reports.
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Accessing The Clinic Groups Window
Click on Tools |
Manage Clinics
| Clinic Groups
Alternatively click on
Manage Clinics on
the SCI Menu Bar
and click on the
Clinic Groups icon
Information Points:
The use of Clinic Groups is not necessary for the SCI Outpatients system to function
properly, however it is not possible to assign or deny certain permissions to specific
clinics unless the clinics are in a Clinic Group.
If you use the Clinic Groups function you should ensure it is regularly maintained.
Groups which are no longer used should be deleted to make searching easier, and new
clinics should be assigned to their appropriate group(s).
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CONFIGURATION GUIDE
CLINIC GROUPS
Creating A New Clinic Group
The Clinic Groups window pictured below is displayed when you click on Clinic Groups as
described on the previous page.
A list of all existing
Clinic Groups is
displayed here
When a group is highlighted, a
list of the clinics belonging to
the group is displayed here
A list of all consultants, with
sub-lists of their clinics available
by clicking on the sign
Click Add to
create a new
Clinic Group
Type in a name for
the new Clinic Group
then click on OK
Information Points:
After typing in a name for the group and clicking on OK, the name will appear in the
Groups section of the Clinic Groups window – see following page.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC GROUPS
Adding Clinics To Clinic Groups
You can add clinics to the Clinic Groups you create by following the steps outlined below.
1
2
Click on the sign
next to consultant
name to reveal clinics
3
Select the clinic you
wish to add by
clicking on it
4
Click on <Add to add
the selected clinic to
the group
Highlight the
group you
want to add
clinics to
5
The clinic appears here
– repeat steps 1 to 4 to
continue adding clinics
to the group
Information Points:
You can quickly add a clinic to the selected group by double clicking on it. Similarly, you
can quickly add all the clinics belonging to a consultant by double clicking on the
consultant name.
Any clinics you add by mistake can be easily removed – see page 5-6 for details of how
to remove clinics from a Clinic Group.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC GROUPS
Removing Clinics From Clinic Groups
You can remove clinics from Clinic Groups by following the steps outlined below.
1
Click on the
group you
wish to edit
2
Click on the clinic you
wish to remove then
click on Remove
Click on Refresh to
save changes without
closing the window
Click on Close to
save changes and
close the window
Groups Clinic is in
You can also use the Groups Clinic is in section of the window to remove a clinic from a
Clinic Group.
1
Click on a clinic to
display the Groups
Clinic is in
2
Highlight the Group you
want to remove the clinic
from then click on
Remove
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SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC GROUPS
Deleting Clinic Groups
You can delete a Clinic Group by following the steps outlined below.
1
Click on the Clinic
Group you wish to
delete
2
Click on Delete to
delete the Clinic
Group
Information Points:
Deleting a Clinic Group means that it is no longer possible to produce reports or search
for appointments using that group.
Note: Deleting a Clinic Group means that users may no longer have permission to
perform certain tasks that were specifically applied to that group (see Section 2
of this Guide)
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SCI OUTPATIENTS
CONFIGURATION GUIDE
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CLINIC GROUPS
5-8
6
Read Codes & Data Capture
You can use the Data Capture function in SCI Outpatients to record clinical information
related to a patient’s attendance at a clinic – for example procedures or tests. The
information is recorded using Read Codes (see Appendix 3 for more information about
Read Codes). This information can then be used to produce a Clinic Letter for the
patient’s GP.
The Data Capture process can be made easier for the user by assigning selected Read
Codes to specialties and to individual clinics.
This section covers:

Creating Read Code formularies

Read Code Searches

Allocating procedures, tests and outcomes to clinics
SCI OUTPATIENTS
CONFIGURATION GUIDE
READ CODES &
DATA CAPTURE
Understanding Read Codes & Data Capture
The purpose of the Data Capture function is to allow the hospital to produce statistical
reports showing details of certain clinical procedures being carried out. These reports
are then collated and returned to the Information and Statistics Division (ISD) of
NHSScotland, and are made available for research and long term planning of health care
provision.
The Data Capture function is also used to produce Clinic Letters to the GP for outpatient
appointments, which provide details of any procedures carried out as well as the
appointment outcome and the date of the return appointment (if applicable).
The steps involved in setting up the Data Capture function are as follows:
1
Assign commonly occurring procedures for each specialty – these lists are known as
formularies
2
Link clinical procedures, tests and appointment outcomes to individual clinics using
the Clinic Procedures window
3
Configure the Clinical Data Capture Sheet for individual clinics – this is covered in
Section 4 of this Configuration Guide
Clinical information is coded and stored in SCI Outpatients as Read Codes – see
Appendix 3 for more information about Read Codes.
Note: The purpose of this section is to provide details of how to set up specialty
formularies and assign Read Codes to individual clinics. The Data Capture
function (i.e. the process of recording the clinical outcome of a patient’s
attendance at an outpatient clinic) is covered in the SCI Outpatients User Guide.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
READ CODES &
DATA CAPTURE
Creating a Read Code formulary
Accessing the Read Code Formulary Manager window
Click on Tools |
Configuration |
Read Codes
Alternatively click on
Configuration on the SCI
Menu Bar and click on
the Read Codes icon
Information Points:
A Read Code Formulary is simply a list of frequently used Read codes which can be
attached to specialties. Using the formulary can speed up the entry of clinical data in a
patient’s encounter by lessening the need to search through the complete list of Read
codes.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
READ CODES &
DATA CAPTURE
Adding Formulary Headings
The Read Code Formulary Manager window pictured below is displayed when you click
on Read Codes as described on the previous page. The first stage in setting up a
formulary is to create formulary headings for the specialty you are working with – you
can do this by following the steps outlined below.
1
2
Click on the
specialty here
to highlight
3
4
Click here to choose the
specialty you wish to work
with from the drop down list
Click on Add
Heading…
This box is displayed
when Add Heading…
is clicked. Type in the
heading name
5
Click on OK to add the
heading to the specialty
Information Points:
To continue adding formulary headings to a specialty, make sure the specialty is
highlighted then follow steps 3 to 5 as described above.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
READ CODES &
DATA CAPTURE
Assigning Read Codes To Formulary Headings
Once formulary headings have been created as described on the previous page, you can
then add Read codes to the headings by following the steps outlined below.
1
Click on the
sign to display
specialty headings
2
Click on the required
heading to highlight
3
Click on Add
Read Code…
4
Enter code or search criteria
then click on Search
5
Click on the required
Matching Term to highlight
6
Click on OK to add the
code to the heading
Note: See pages 6-6 to 6-8 for more information about searching for Read codes.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
READ CODES &
DATA CAPTURE
More About Read Code Searches
Search for a specific
code by typing it here
preceded by a full stop
The matching code
plus associated child
codes are listed here
The total number of
matches is displayed
here
Information Points:
The main ways to search for Read codes are to:

Enter the code (or part of the code) as shown above

Enter a key word (if only a description of the condition is known) as shown on the
previous page
Code Search
When searching for a precise code, always begin by entering a full stop in the Search
Criteria field, followed by the Read code you wish to find (for example .7G05 for Excision
of lesion of skin). The search output will list an exact match plus “sub” codes if any
(often referred to as child codes). Child codes contain more detailed descriptions than
their associated parent codes.
If you want to restrict the search to the exact code entered, enter a full stop before and
after the Read code in the Search Criteria field.
Key Word Search
If the Read code is not known, try entering a key word in the Search Criteria field, as
illustrated on the previous page. A key word search will only search on the first word
entered up to a maximum of nine characters – everything after this will be ignored. It is
advisable not to make your key text too short, as it may produce a very large and
unmanageable number of matches.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
READ CODES &
DATA CAPTURE
Search Criteria
Click on the arrow next to the Search Criteria field to reveal a drop down list of terms
you have searched for in this session. These are cleared when you exit the Read Code
Selection window.
Chapter
Read codes can be used to describe and code various aspects of a patients clinical
history. For example there are Read codes for administrative procedures and
occupations, as well as for medical procedures and conditions. Each of these is
contained in different files called “chapters”. The default chapter is “Problems,
Procedures and User Markers” however you can restrict the search by selecting a
different chapter (for example “Procedures”).
Abbreviation Search
Tick this box when you are entering an abbreviated term for a longer expression. For
example, if you enter “mi”, it will match with “acute myocardial infarction” and other
related descriptions. If the Abbreviation Search box is not ticked it will match with any
condition containing the letters “mi”, for example “migraine”, “miscarriage” etc. When
two characters are entered in the Search Criteria box, the Abbreviation Search box is
ticked automatically. When a third letter is entered the tick is removed. You can put the
tick back in if the abbreviation has three or more letters, ensuring the system “knows”
you have entered an abbreviation.
Parents Only
Ensure this box is ticked to exclude “child” codes when you run a key word search. This
produces a much more manageable selection, and if necessary the search can be further
refined by using the Read code browser (see page 6-8).
Matching Terms
A Read code search returns a list of matching codes. Each code is preceded by either a
P or S:
P = Preferred term – there is one per code
S = Synonymous term – a code may have none or several
Note: A key word search will list both preferred and synonymous terms for matches,
whereas a search using the read code will display only preferred terms
Current Selection
The term highlighted in the list of matching terms is displayed here. This is the term
that will be added if you click on OK.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
READ CODES &
DATA CAPTURE
Using The Read Code Browser
In the Read Code Selection window you can use the Read Code Browser to further refine
your search or to select synonymous terms for a selected Read code.
Select a code from the
list of matching terms
then click on Browse…
Selected term plus any synonymous
terms are displayed here
Click here to move
up one level of the
hierarchy
The selected term
is highlighted – the
preferred term and
synonyms are
displayed in the
main part of the
window
Click on the description
you wish to record then
click on OK
Information Points:
The Read Code Browser works in a similar way to Windows Explorer. In the left hand
section click on the plus signs to view more detailed codes. When no plus sign
precedes a code, the lowest level of the hierarchy has been reached. To move up the
hierarchy to less detailed codes, click on the Up One Level
icon or press the
backspace key.
The right-hand section of the window lists the preferred term for the selected Read
code, plus all synonyms (if any).
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SCI OUTPATIENTS
CONFIGURATION GUIDE
READ CODES &
DATA CAPTURE
Deleting Read Codes From Formulary Headings
You can delete a Read code from a Formulary heading in the Read Code Formulary
Manager window by following the steps outlined below.
1
Select specialty from
the drop down list
2
Click on the signs
to expand the
specialty and the
required heading
3
To remove a Read code
from a heading, click on
it then click on Delete
Information Points:
You can use the same method as described above to delete a Formulary heading, but
you must first delete all the Read codes associated with the heading.
You can change the name of a Formulary heading by clicking on it then clicking on the
Edit Heading… button.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
READ CODES &
DATA CAPTURE
Understanding Clinic Procedures
The Clinic Procedures function in SCI Outpatients allows you to configure lists of
Procedures and Tests and to customise the list of available outcomes for individual
clinics.
You can add Read codes from the clinic’s specialty formulary, if set up as described in
the previous pages, or you can add Read codes directly from the Read Code Selection
window.
Setting up Clinic Procedures for an individual clinic has the following benefits:

When using the Data Capture function in the Reception screen or the
Appointments Book, you can enter a tick in a box to record a clinical outcome,
rather than searching for the required Read code

The Read codes associated with the clinic will appear on the Clinic Appointment
Data Capture Sheet, which can be used by the clinician to indicate which Read
code should be captured as a result of the outpatient attendance

The Clinic Appointment Data Capture Sheet can be used in conjunction with the
Data Capture function to record clinical data associated with outpatient
attendances using a bar code scanner

Certain clinical procedures that are a mandatory part of SMR00 returns can be
associated with relevant clinics, making the recording of these procedures easier
for the user

You can customise the list of available outcomes for individual clinics
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SCI OUTPATIENTS
CONFIGURATION GUIDE
READ CODES &
DATA CAPTURE
Configuring Clinic Procedures
Accessing The Clinic Procedures Window
Click on Tools |
Manage Clinics |
Clinical Data
Alternatively click on
Manage Clinics on the
SCI Menu Bar and click
on the Clinical Data icon
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SCI OUTPATIENTS
CONFIGURATION GUIDE
READ CODES &
DATA CAPTURE
Adding Procedures and Tests to a clinic
You can configure the list of Procedures and/or Tests associated with a clinic by
following the steps outlined below.
Type in Clinic Code
then click on Go
Alternatively click on the
sign to reveal list of clinics
then click on the required clinic
Click on the appropriate
Edit button to add Read
codes to the highlighted
clinic
Click here to add a Read code
from the formulary of the clinic’s
specialty (see below)
Click here to add a Read
code from the Read
Code Selection window
(see pages 6-5 to 6-8)
To assign a Read code
to a clinic, highlight it
then click on OK
Note: Continue adding Read codes to the clinic using either the Formulary or Search
buttons until complete, then click on OK to save
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CONFIGURATION GUIDE
READ CODES &
DATA CAPTURE
More about configuring Procedures and Tests
You can configure the list of Procedures or Tests while adding Read codes as described
on the previous page, or at any time by clicking on the Edit button.
Add further Read codes to
clinics using the Formulary
and/or Search buttons
To delete a Read
code, highlight the
description then
click on Delete
Use the Move Up and Move Down
buttons to change the position of the
highlighted Read code in the list
Information Points:
You can use the Move Up and Move Down buttons to customise the order in which
Outcomes and Tests will be displayed when using the Data Capture function throughout
SCI Outpatients. For example, you may wish more commonly used Read codes to
appear at the top of the list.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
READ CODES &
DATA CAPTURE
Configuring the Outcomes for a clinic
You can specify which appointment outcomes are available for selection for individual
clinics by following the steps outlined below.
Click on the
required clinic
Click on Edit in
the Outcomes
section
Outcomes
available for
selection
Outcomes configured
for the selected clinic –
only those highlighted
in blue will appear on
the Data Capture sheet
Use the
and
buttons to add or remove items from the list of Clinic Specific
Outcomes and the Move Up and Move Down buttons to sort the list. Only those
Outcomes highlighted in blue will appear on the Appointment Data Capture sheet – this
is configured in the Follow-Up tab of the SCI Configuration window.
Note: Only those Outcomes configured for the clinic will be available for selection when
recording Outcomes from any part of SCI Outpatients – for example when rightclicking on an appointment in the Appointments Book or Reception screen
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SCI OUTPATIENTS
CONFIGURATION GUIDE
READ CODES &
DATA CAPTURE
Using Drag & Drop to configure clinic Data Capture lists
You can easily drag and drop a list of Procedures, Tests or Outcomes from one clinic to
another by following the steps outlined below. This is the quickest and easiest way to
configure clinic Data Capture lists that are the same or almost the same as lists in other
clinics.
1
Click on the
clinic you
wish to copy
items from
2
3
Drag the items
and drop into
the new clinic
Select the items
you wish to
apply to the
new clinic
Information Points:
You can select the items you want to drag and drop by holding down the Ctrl key and
clicking on the required items to highlight. If the items you wish to select are next to
each other, click on the first one then hold down the Shift key and click on the last one
to highlight all adjacent items.
After copying a list from one clinic to another you can use the Edit button to add or
remove items as required.
You can also configure lists by right clicking on a clinic code and selecting the required
action from the menu:
Right click on the
clinic and select
required option
Note: When you create a new clinic (see Section 4 of this Guide), there will be no
Procedures, Tests or Outcomes associated with it – they will have to be
configured using the procedures described in this Section
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SCI OUTPATIENTS
CONFIGURATION GUIDE
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READ CODES &
DATA CAPTURE
6-16
7
Clinic Letters
SCI Outpatients allows you to automatically generate letters whenever you carry out
certain appointment actions, such as creating appointments or moving and cancelling
appointments. These letters can either be generic letters that apply throughout the
hospital or customised letters that apply only to specific clinics (or a mixture of the two).
SCI Outpatients can also generate letters associated with the management of your
hospital’s Referral Waiting Times for first appointments at outpatient clinics.
This section covers:

Understanding Clinic Letters

Importing Template Letters

Viewing & Editing Template Letters

Understanding Default & Clinic Letters

Default appointment letters

Clinic appointment letters

Waiting Time Review letters
SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC LETTERS
Understanding Clinic Letters
Letters are initially created using a word processing package and then imported into SCI
Outpatients through the Template Letters facility.
Steps for creating Clinic Letters
1
Create basic letters using Microsoft Word or similar and save to your network
2
Import letters into SCI Outpatients – Template Letters (see page 7-4)
3
Select standard appointment letters – Default Letters (see page 7-10)
4
Select standard Waiting Time letters – Waiting Time Review Letters (see page 7-13)
5
Link letters to individual clinics where required – Clinic Letters (see page 7-15)
What you need
You will need a copy of a word processing package capable of creating rich text format
(*.rtf) documents or Microsoft Word (*.doc) documents installed on the client
workstation(s) you are using to create the initial letters. In the examples shown in this
guide Microsoft Word 2000 has been used.
You will need access rights to the shared folder on the network where your letter files
will be stored.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC LETTERS
Accessing The Clinic Letters Window
Click on Tools |
Manage Clinics
| Letters
Alternatively click on
Manage Clinics on the
SCI Menu Bar and click
on the Letters icon
Information Points:
The Clinic Letters window allows you to manage Template, Default and Clinic Letters
within SCI Outpatients.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC LETTERS
Importing Template Letters into SCI Outpatients
You can import a Template Letter from the Clinic Letters window by following the steps
outlined below – repeat these steps to import all of the letters you will need for use
throughout SCI Outpatients.
1
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Click on New
2
Enter the letter title here
3
Enter a description of the
letter here. You must enter a
description before you can
save the file
4
Click on Change File to
display the Open window
– see following page
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SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC LETTERS
The Open window pictured below is displayed when you click on Change File in the
Template Letter window as described on the previous page.
5
Navigate to the appropriate
folder from the ‘Look in:’
drop down list and select
the required letter from the
list displayed
6 Click on Open
The file path is displayed
in the File Name field
7
Click on Save
The new Template
Letter appears here
The description of
the selected letter
appears here
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SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC LETTERS
Viewing A Template Letter
You can view an existing Template Letter from the Clinic Letters window by following the
steps outlined below.
1
2
In the Template Letter
window click on View
3
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Select the Template
Letter you wish to
view. Double click to
display the Template
Letter window or click
on View
Click the close
icon to exit Word
and then Cancel to
close the Template
Letter window
7-6
SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC LETTERS
Editing A Template Letter
To edit an existing Template Letter open the letter by following steps 1 to 3 as described
on the previous page and make the required changes to the document.
Click File |
Save to save
the changes
and then close
the document
In the Template Letter
window click Save to save
the changes and return to
the Clinic Letters window
Information Points:
You must save the changes you have made to the document or they will not be updated
in the Template Letter.
Note: Do not make changes directly to the letter without going through SCI Outpatients
as described above, as this will cause errors in the system
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SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC LETTERS
Changing A Template Letter
Occasionally you may wish to associate a Template Letter with a different Master Letter
in Word.
To change the Master Letter that is associated with the Letter Template open the
Template Letter window as described in steps 1 and 2 on page 7-6 and then follow the
steps outlined below.
1
In the Template
Letter window
click Change File
2
Select the required file (you
may have to navigate to a
different folder)
3
Click Open to confirm the
selection and return to the
Template Letter window
The new file path
is displayed in the
File Name field
4
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Click on Save to
save the changes
7-8
SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC LETTERS
Applying Letters
After importing letters into SCI Outpatients as described in the previous pages, you will
have to configure the system so that it knows which letters to generate in which
circumstances.
The Clinic Letters window consists of three tabs, allowing you to apply the letters you
have imported to varying situations connected with the management of appointments
and Outpatient waiting times in SCI Outpatients.
Defaults
The Defaults tab allows letters to be automatically generated across all clinics when a
particular appointment action occurs, for example making a first appointment or
cancelling an appointment.
When configured, default appointment letters will automatically be generated for all
clinics in SCI Outpatients with the exception of those clinics that have individual letters
configured using the Clinics tab (see below).
Waiting Time Review
The Waiting Time Review tab allows you to apply letters associated with certain actions
connected with monitoring the referral waiting times for first appointments in SCI
Outpatients.
Clinics
The Clinics tab allows letters to be automatically generated for individual clinics when a
particular appointment action occurs – these would override any default letters that have
been configured for the action in the Defaults tab (see above).
You can also apply custom letters to clinics – i.e. letters that are not produced as a result
of specific appointment actions, but can be produced manually when required from the
Appointments Book or Reception.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC LETTERS
The Defaults tab
Default appointment letters are selected from the list of Template Letters and are
applied to Default Letter slots.
Click the Defaults tab to view
the Default Letter slots
Template Letter pool
Default
Letter
slots
The References column
shows the number of times
the Template Letter has
been applied across all tabs
Click here to
refresh the screen
Click here to delete a letter from
the Letter Pool – see Note below
Information Points:
The Default Letter for an action should be the one that can be used by most clinics in
the hospital. If there are clinics with individual requirements – such as special
instructions – you will have to use the Clinic Letters function (see pages 7-15 to 7-17).
Note: If you try to delete a letter from the Letter Pool that has either been assigned to
the Default Letter slots or linked to individual clinics in Clinic Letters you will
receive an error message as shown below:
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SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC LETTERS
Default letter slots
The Default letter slots available are based on specific appointment actions as described
below:
New Appointments
First:
Appointment made in a slot configured for first appointments
Return:
Appointment made in a slot configured for return appointments
Appointment Cancelled By
Hospital:
Appointment cancelled using the ‘Cancel by Hospital’ action
Patient:
Appointment cancelled using the ‘Cancel by Patient’ action
Referrer:
Appointment cancelled using the ‘Cancel by Referrer’ action
Appointment Moved By
Hospital:
Appointment moved using the ‘Move by Hospital’ action
Patient:
Appointment moved using the ‘Move by Patient’ action
Deleted Appointments
All:
Appointment deleted using the ‘Delete’ action
Cancelled Referrals, Letters To
GP:
Referral cancelled – letter generated if referral source is ‘GP’
Non-GP:
Referral cancelled – letter generated if referral source is other than ‘GP’
Patient:
Referral cancelled – letter to patient
Reminder Letter
Patient:
Reminder letter for return appointments – available from Print options in
the Appointments Book
Note: You do not need to apply letters to all the Default Letter slots; you can choose
those that you want to use based on your own requirements
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SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC LETTERS
Applying a Default Letter
You can create a Default Letter by following the steps outlined below.
1
2
Click on a Template
Letter to select
Drag and drop
the Template
Letter into the
required Default
Letter slot
Information Points:
You can repeat this process for all the Default Letters that you require. If you do not
select a letter for a particular slot, there will be no letters generated for that action
unless clinics have been configured individually in the Clinics tab.
Changing a Default Letter
If you drag and drop a Template Letter into a slot that already has a letter in it, the
existing Default Letter will be replaced by the new Default Letter with immediate effect.
Deleting a Default Letter
If you no longer wish a default letter to be produced for an appointment action, you can
delete it as shown below.
To delete a Default Letter click
on the Delete
button next to
the required letter slot
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SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC LETTERS
The Waiting Time Review tab
The Waiting Time Review tab works in exactly the same way as the Defaults tab – drag
the required template letter into the appropriate Letter slot to apply.
Drag and drop the selected
Template Letter into the
required Default Letter slot
Waiting Time Review letter slots
The Waiting Time Review letter slots available are based on specific actions that can be
carried out when managing referral waiting times as described below:
Reset Waiting Time, Letter To
The Print Letter tick box is enabled when you select the Reset Waiting Time option for
a referral from the right click menu in the Referral Search or Reception window.
GP:
Letter generated if the referral source is ‘GP’
Non-GP:
Letter generated if the referral source is other than ‘GP’
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SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC LETTERS
Pre-Unavailability Review, Letter To
The letter is generated when you select the Pre-Unavailability Review – Print
Letter option for a referral from the right click menu in the Referral Search window.
Referrer:
GP – letter generated if the referral source is ‘GP’
Non-GP – letter generated if the referral source is other than ‘GP’
Patient:
Over 16 – letter generated if the patient is 16 years old or over
Under 16 – letter generated if the patient is under 16 years old
Removed From List, Letter To
The letter is generated automatically when you select the Remove From Waiting List
– Set Status to Return to Referrer option for a referral from the right click menu in
the Referral Search or Reception window.
Also, the Print Letter tick box is enabled when you select the action ‘Remove from
waiting list’ in the Review Patient Unavailability window which is displayed when you
select Review Unavailability for a referral from the right click menu in the Referral
Search window.
Referrer:
GP – letter generated if the referral source is ‘GP’
Non-GP – letter generated if the referral source is other than ‘GP’
Patient:
Over 16 – letter generated if the patient is 16 years old or over
Under 16 – letter generated if the patient is under 16 years old
Remaining On List, Letter To
The Print Letter tick box is enabled when you select the action ‘Remain on waiting list’ in
the Review Patient Unavailability window which is displayed when you select Review
Unavailability for a referral from the right click menu in the Referral Search window.
Referrer:
GP – letter generated if the referral source is ‘GP’
Non-GP – letter generated if the referral source is other than ‘GP’
Patient:
Over 16 – letter generated if the patient is 16 years old or over
Under 16 – letter generated if the patient is under 16 years old
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SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC LETTERS
The Clinics tab
The Clinics tab is used to apply Template Letters for certain appointment actions to
specific clinics. These will override the equivalent Default letters for those actions (see
page 7-10).
Applying Clinic letters
1
Click on the Clinics
tab to display the
clinics list
2
Click on the sign
beside the Consultant’s
name to display the
required clinic
3
Drag and drop the
Template Letter onto
the required clinic
A sign appears beside
the clinic – see following
page for further steps
The References column
indicates how many times
the Template Letter has
been applied across all tabs
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SCI OUTPATIENTS
CONFIGURATION GUIDE
4
5
CLINIC LETTERS
Click on the sign
beside the Clinic to
display the Clinic
Letter
Right click on the new Clinic
Letter, select Style then click on
the appointment action required to
generate the letter (for example
First to generate this letter when
making a new first appointment)
Information Points:
If you want the letter to be generated by an appointment action, it is essential that you
select the required action from the Style menu as described in Step 5 above – see page
7-11 for a description of each letter style.
When you select a Style for the Clinic letter as described above, it will be displayed next
to the letter as pictured below:
The style selected will
be displayed beside the
letter title separated by
a colon
Only one letter within a clinic can be associated with each available style. If you try to
apply a style that has already been used, a warning message similar to the one pictured
below will be displayed.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC LETTERS
Custom Letter style
You can use the Custom letter style for clinics that require a specific type of letter not
related to the appointment actions listed. Unlike other letter styles, this type of letter
will not be generated by a particular appointment action – it will have to be specifically
requested by the user via the Appointments Book or Reception (see the SCI Outpatients
User Guide).
The limit of one type of letter per clinic only applies to letters that require a specific
appointment action to generate them. You can have as many ‘Custom’ clinic letters as
you need.
Deleting Clinic letters
You can delete any letters associated with clinics if they are no longer required.
Right click on the
selected Clinic Letter
and click on Delete
Note: If you delete a Clinic Letter and no Default Letter has been configured for that
particular appointment action then no letters will be generated when the action is
performed
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SCI OUTPATIENTS
CONFIGURATION GUIDE
CLINIC LETTERS
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8
Patient Focused Booking
The Patient Focused Booking function allows you to assign waiting times to specialties
and print acknowledgement and reminder letters at the appropriate times for the
patient.
This section covers:

Understanding Patient Focused Booking

Accessing the Patient Focused Booking configuration window

Importing PFB Letters

Applying PFB Letters

Adding Specialties

Editing Waiting Times

Adding Subspecialties
SCI OUTPATIENTS
CONFIGURATION GUIDE
PATIENT FOCUSED BOOKING
Understanding Patient Focused Booking
Patient Focused Booking allows you to assign waiting times for first appointments to
consultants and specialties, and to produce and monitor the progress of a series of
letters informing the patient of their projected waiting time and inviting them to phone
for an appointment close to the anticipated appointment date.
Patient Focused Booking Returns allows you to manage return appointments in a similar
way to PFB Firsts, by putting patients requiring a return appointment onto a waiting list
and sending them letters close to their anticipated appointment date inviting them to
phone for an appointment.
The advantage of using Patient Focused Booking for first appointments is that it avoids
sending patients appointment letters a very long time in advance. The patient is sent a
letter acknowledging receipt of the referral, and told when to expect a letter inviting
them to call to arrange an appointment. This also has the advantage of allowing the
patient to express a preference from the range of available appointment slots.
The use of Patient Focused Booking for return appointments has similar advantages; the
appointment is confirmed closer to the appointment date allowing clinics to be managed
more effectively.
There are five steps involved in setting up a Patient Focused Booking system in SCI
Outpatients:
Step 1 – Customise Letters
The SCI Outpatients Release CD contains sample letters for each stage of the Patient
Focused Booking process. Once you have stored them on your hospital’s network, you
can customise these letters to suit the requirements of your hospital.
See Appendix 4 of this guide for a list of available letter fields.
Step 2 – Import Letters (page 8-5)
The letters you have customised in Step 1 will need to be imported into SCI Outpatients.
When importing letters you will specify whether the letter is for the patient or for the GP
(for example if the PFB entry is being cancelled) and which PFB First or Return Status
you want to generate the letter.
If the letter is for a patient you will also specify if the letter is for patients under 16 years
old or for patients 16 years and over. If the letter is for the GP to inform them that a
PFB First entry is being cancelled then you will specify if the letter is for the patient’s
Registered GP or for the Referring GP.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
PATIENT FOCUSED BOOKING
Step 3 – Apply Letters (page 8-8)
Letters that have been imported into SCI Outpatients will need to be applied by dragging
and dropping onto the PFB Status you wish to generate the letter.
Step 4 – Add Specialties (page 8-9)
For Patient Focused Booking Firsts you can add a combination of Consultant and
Specialty to the Patient Focused Booking system and assign a waiting time. The waiting
time assigned will apply to all clinics with the selected combination, unless you add subspecialties – see Step 5.
Step 5 – Add Subspecialties (page 8-11)
You may find that different areas within a specialty have different waiting times. For
example, within Trauma & Orthopaedic Surgery you may have a significantly longer
waiting time for back clinics than for hand clinics.
You can use the Patient Focused Booking function to create ‘subspecialties’ which can be
assigned when vetting the referral – this will ensure the correct waiting time is assigned
to the referral.
Subspecialties can also be used to distinguish between locations, for example the clinic
held at an outlying location may have a longer waiting time than the clinic for the same
specialty held in the hospital.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
PATIENT FOCUSED BOOKING
Accessing Patient Focused Booking
Click on Tools |
Configuration |
PFB
Alternatively click on
Configuration on the
SCI Menu Bar and click
on the PFB icon
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SCI OUTPATIENTS
CONFIGURATION GUIDE
PATIENT FOCUSED BOOKING
Importing PFB Letters
The Letters tab of the Patient Focused Booking window allows you to import all the
letters required for managing PFB and PFB returns. You can import letters that you have
configured for Patient Focused Booking by following the steps outlined below:
2
4
6
1
Click on Add
3
Enter a Title
and Description
for the letter
5
Click on
Select if letter is
to Patient or GP
If letter is for
Patient, select
whether for Under
16 or 16 and over
Navigate to
the required
folder and
select file
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7
Change File
Click on
Open
8-5
SCI OUTPATIENTS
CONFIGURATION GUIDE
PATIENT FOCUSED BOOKING
The file path is shown in the Template Letter window when you select a letter as
described on the previous page.
File path of selected
letter is shown here
8
Select if letter is
for PFB First or
Return and choose
the relevant status
9
Click on
Save
The letter will be imported to the
appropriate location – in this case
the ‘Over 16’ tab of the Patient
Letters section
Note: Repeat the steps outlined above for each letter you wish to import into SCI
Outpatients for use in Patient Focused Booking and PFB Returns.
You may need to click on the appropriate side tab (for example ‘Under 16’ or
‘Over 16’) to view a letter after it has been imported
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SCI OUTPATIENTS
CONFIGURATION GUIDE
PATIENT FOCUSED BOOKING
Information Points:
Letter Type
If you select a type of ‘Patient’ for the letter, then you must specify whether the letter is
for patients aged 16 and over or for patients under 16 years old. If you specify a type of
‘GP’, then these options will not be available for selection.
Letter to GP
If you select a letter type of ‘GP’ and a PFB First status of ‘PFB RL cancelled’ then you
will have to specify whether the letter is intended for the referring GP or the patient’s
registered GP:
Select Referring or
Registered GP as
required
When you cancel a PFB First entry, the Referring GP letter will be generated if the
referral source was ‘GP’. For all other referral sources, the Registered GP letter will be
generated.
When you cancel a PFB Return entry, the Registered GP letter will be generated
regardless of the source of the original referral.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
PATIENT FOCUSED BOOKING
Applying PFB Letters
Once you have imported PFB letters as described on the previous pages, you can apply
them to the specific PFB Status and recipient type required by following the steps
outlined below.
1
3
Click on signs to
expand required PFB
Status and display
recipient types
4
Drag and drop
letter onto
required
recipient type
Click on the required tab
in the Patient Letters or
GP Letters section
2
Click on the
required letter
to select
Information Points:
If you attempt to drag a letter onto an incompatible status or age profile, or if you
attempt to apply a PFB Firsts letter to a PFB Returns status (or vice versa), a warning
message similar to the one pictured below will be displayed:
You can ‘un-apply’ a PFB letter by right clicking on it and selecting Delete:
Right click on the letter and
select Delete to remove
the letter from the PFB
Status section
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SCI OUTPATIENTS
CONFIGURATION GUIDE
PATIENT FOCUSED BOOKING
Adding Specialties
You will need to specify which combinations of Consultant and Specialty you wish to
include in Patient Focused Booking, and allocate each one a waiting time.
1
Click here
to display
the Waiting
Times tab
2
3
Click on Add
Specialty
Select the Consultant /
Specialty combination
you wish to include in
Patient Focused
Booking
4
5
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Click on OK
Newly selected
Consultant / Specialty
appears here
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SCI OUTPATIENTS
CONFIGURATION GUIDE
PATIENT FOCUSED BOOKING
Editing Waiting Times
After adding a Consultant / Specialty combination, you will have to edit it in order to
specify the waiting time.
You can restrict the
list displayed by
selecting a specific
Consultant or
Specialty from the
drop down lists and
clicking on Find
2
1
Highlight the Consultant /
Specialty you wish to edit
and then click on Edit
Enter waiting
time in weeks
then click on OK
3
Waiting Time
appears here
Information Points:
You can also display the Edit Waiting Time window by double clicking on the required
Consultant / Specialty.
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SCI OUTPATIENTS
CONFIGURATION GUIDE
PATIENT FOCUSED BOOKING
Adding Subspecialties
You may have a situation where a Consultant / Specialty combination has more than one
waiting time, depending on the type of clinic being run. For example, a Trauma &
Orthopaedic Surgery clinic may have a much shorter waiting time for hand clinics than
for back clinics. You can manage this by adding subspecialties to Consultant / Specialty
combinations, and assigning them individual waiting times.
1
2
Click on the
sign to reveal the
consultant’s
specialties
3
Click on Add
Subspecialty…
Highlight the
specialty you
wish to add a
subspecialty to
4
Enter subspecialty
name then click
on OK
5
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Click on the sign
next to the specialty to
show the subspecialty
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SCI OUTPATIENTS
CONFIGURATION GUIDE
PATIENT FOCUSED BOOKING
Information Points:
You can attach as many subspecialties as you wish to a specialty – repeat steps 1 to 5 as
described above.
Subspecialties can be viewed by clicking on the Waiting Times tab – highlight the
subspecialty and click on Edit to assign a waiting time.
1
2
Select the subspecialty
and click on Edit or
double click
Enter subspecialty
Waiting Time in weeks
and click on OK
3
Waiting time
appears here
Note: Referrals marked for Patient Focused Booking will be assigned the Waiting Time
for the Consultant / Specialty unless they have been assigned a Subspecialty
when vetted
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9
Appendices
This section contains:
Appendix 1 – Capabilities
Appendix 2 – Permissions
Appendix 3 – Read Code Guide
Appendix 4 – Letter Fields
Appendix 5 – Appointment Letter Flow Charts
SCI OUTPATIENTS
CONFIGURATION GUIDE
APPENDIX 1
CAPABILITIES
Appendix 1 – Capabilities
SCI Default User Access Capabilities
Code
Function
Area Affected
Effect Of Denying Capability Function
F002
F006
F007
F008
F009
F015
F016
Add new patients
User Administration
Configure System Wide Options
View Audit Logs
Define Capabilities
Add Clinical Data
Define Appointment Templates
Outpatients | Patients
‘New Patient’ button not visible in the Patients window
Configuration | User Admin
‘Users’ tab not visible in the Administration Utility window
Configuration | User Admin
‘Other’ tab not visible in the Administration Utility window
Tools slider & menu
‘Transaction Log’ function not available
Configuration | User Admin
‘Capabilities’ tab not visible in the Administration Utility window
N/a
N/a
Manage Clinics | Slots
‘Add’, ‘Edit’ & ‘Delete’ not available in the Define Slot Classification window
F022
Manage Formularies
Configuration | Read Codes
‘Add Heading’, ‘Edit Heading’, ‘Add Read Code’ & ‘Delete’ buttons not
available in the Read Code Formulary Manager window
F029
F034
F039
F041
F042
F043
F044
F045
F046
F048
F049
F050
Manage Configurable Data Entry Screens
Can see Procedures Administration
See Letter Administration
See Forward Planner
See Reception Search
See Future Appointment Search
See Manage Clinic Slider
See Configuration Slider
See Outpatients Slider
See Tools Slider
Define Slot Types
Manage System Wide Defaults Letters
N/a
N/a
Manage Clinics
‘Procedures’ function not available
Manage Clinics
‘Letters’ function not available
Outpatients slider & menu
‘Forward Planner’ function not available
Outpatients slider & menu
‘Reception’ function not available
Outpatients slider & menu
‘Future Appointments’ function not available
Menu Bar & Tools menu
‘Manage Clinics’ not available
Menu Bar & Tools menu
‘Configuration’ not available
Menu Bar & Tools menu
‘Outpatients’ not available
Menu Bar & Tools menu
‘Tools’ not available
N/a
N/a
Manage Clinics | Letters
Unable to drag & drop template letters into default letter slots
F051
Manage Letters
Manage Clinics | Letters
‘New’ & ‘Delete’ buttons not available in Clinic Letters window, so unable to
create or delete a template letter. Can view a template letter, but ‘Save’
button not available in the Template Letter window, so changes cannot be
saved
F052
Can Set User Permissions
Configuration | User Admin
‘Permissions’ tab not visible in the Administration Utility window
F053
Run Management Reports
Reports slider & menu
‘Reports’ function not available. Clinic reports still available from the
Appointments book
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SCI OUTPATIENTS
CONFIGURATION GUIDE
APPENDIX 1
CAPABILITIES
Code
Function
Area Affected
Effect Of Denying Capability Function
F053
Run Management Reports
Reports slider & menu
‘Reports’ function not available. Clinic reports still available from the
Appointments book
F054
Run SMR 00
Reports slider & menu
‘SMR 00’ function not available
F056
Can See Clinic Groups
Manage Clinics slider &
menu
‘Clinic Groups’ function not available
F057
Can Do Letter Search
Manage Clinics slider &
menu
‘Letter Search’ function not available
F058
Can See Clinic Templates/Instances
Manage Clinics slider &
menu
‘Clinics’ function not available
F059
Can Add Referral
Outpatients slider & menu
Patient Referrals window
‘New Referrals’ function not available
‘New’ button not available in Patient Referrals window
F061
F063
F064
F065
F066
Can Make Appointment
Run Data Protection Report
Can See Reports Slider
Can Merge Patients
See Bug Reports
N/a
N/a
Reports slider & menu
‘Data Protection’ function not available
Menu Bar & Tools menu
‘Reports’ not available
Tools slider & menu
‘Merge Patients’ function not available
System wide
Unable to generate bug report when Access Violation occurs
F067
Can See Pool
Outpatients | Appointments
Book
Appointments pool not visible
F209
Can Change Availability Status Code
Referral window
When editing a patient’s referral, drop down arrow in the Availability Status
field not available
F211
Can Manage Patient Focused Booking
Configuration | PFB
Outpatients. | PFB Returns
| Referral Search
Will still be able to search and view details in the PFB waiting lists but will be
unable to carry out any functions
F212
Can Reset Waiting Time
Right click on Referral in
Reception or Referral Search
Will be unable to manually reset waiting time for a referral by right clicking
on it and selecting option from menu
F213
Can Set Referral Status To Returned To Referrer
Right click on Referral in
Reception or Referral Search
Will be unable to manually set the status to Returned to Referrer for a
referral by right clicking on it and selecting option from menu
F214
Can make appointment beyond waiting time deadline
Making appointments
Will be unable to make a first appointment linked to a referral beyond the
deadline for the Waiting Time Standard assigned to the referral
F215
F216
F217
Can review Patient Unavailability
Can Make Clinics Inactive
Can See Inactive Clinics
Referral Search
Review Unavailability option not available from right click menu
Clinic Profile
Inactive tick box not available
Drop down lists of clinics
Inactive clinics do not appear in drop down lists of clinics
Note: All other capability functions listed in the Capabilities are not applicable to SCI Outpatients users
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SCI OUTPATIENTS
CONFIGURATION GUIDE
APPENDIX 2
PERMISSIONS
Appendix 2 – Permissions
The Permissions tab in the SCI Outpatients User Admin window is used to customise access to the system by User Group. The effects on
access to the system of withholding each permission is detailed below:
Consultant Tab:
Add Clinic Master
The Add button is not available for the selected consultant(s) in the Define Clinics window
Change Key Appt
The Set Key Appt button is not available in the Appointments tab of the Patient Referral Details
window
Create/Delete Cancellation
Menu options not available in the Appointments Book
Edit Referral
Warning message displayed
Vet Referral
Option not available in shortcut menu. Warning message displayed if you try to vet when
entering a new referral
View Referral
Doesn’t show referral details in Reception window. Option not available in shortcut menu. But
you can view a referral by double clicking in Referral Search window
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SCI OUTPATIENTS
CONFIGURATION GUIDE
APPENDIX 2
PERMISSIONS
Clinic Group Tab:
Add/Change Appt Referral
Disables the Find button in the Referral Details section of the Appt Details
window
Advanced Appt Book
Future development
Apply Letter
Unable to drag letter templates into clinics in the Clinic Letters window
Create Appointments
All means of making an appointment are disabled, or if available come up
with the message “No slots of this type available” even though they are.
Create Appt Without Referral
Warning message displayed when you try and create an appointment
without linking it to a referral
Create Clinics
Disables the Apply button in the Define Clinics window
Delete Appts.
Option not available via the menus in the Appointments Book
Delete Clinic Master
Disables the Delete button in the Define Clinics window
Edit Clinic Comments
Removes the Edit button from the Clinic Summary section of the
Appointments Book
Edit Clinic Master
Disables the Edit button in the Define Clinics window
Lock Slot/Clinic
Options not available via the menus in the Appointments Book
Manage Screens
 Crown Copyright 2016
Edit function not available in Clinic Procedures window – i.e. you cannot
assign Read Codes to a clinic
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CONFIGURATION GUIDE
APPENDIX 2
PERMISSIONS
Modify Appts
The following options not available from the menus in the Appointments
Book: Moves, Cancels, Record Pulled, Status, Outcome, Data Capture.
Also does not allow use of the Data Capture function (displays error
message)
Modify Slot
Option not available via the menus in the Appointment Book.
Move/Create Historical Appts
Warning message displayed if you try to add or move an appointment in
the past. Can still delete or cancel however
Overbook Clinic
Cannot place appointments in a clinic with no free slots, even if you
expand or resize the clinic and create extra slots, unless you click on Edit
in the Clinic Summary section of the Appointments Book and increase the
maximum number of slots allowed
Resize Clinic
Disables the drag function to extend the start or finish time of a clinic
View Appointments
Appointment Details window appears without any information in it
View Clinic
All means of accessing clinic details are disabled, including Appointments
Book and Reception window
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SCI OUTPATIENTS
CONFIGURATION GUIDE
APPENDIX 3
READ CODE GUIDE
Appendix 3 – Read Code Guide
The full name for Read codes is “The Read Clinical Classification” and they allow the
clinical information contained in a patient’s medical record to be coded and stored in a
computer system such as SCI Discharge. It is a comprehensive medical coding system
combining a number of internationally recognised standard classifications and contains
thousands of medical conditions, treatment procedures and administrative functions.
The benefits of using a coding system for recording patient information include:

Recording clinical data more consistently

Retrieving data more easily

Analysing data more thoroughly

Communicating data by use of a common clinical language
Read codes have a hierarchical structure using an alphanumeric code which comprises
between one and five characters. Each character represents a classification level. As
descriptions progress from one level to another level of detail, another character is
added up to a maximum of five.
For example, the code for “Acute pneumococcal bronchitis” is H0606. The first level of
classification in this example is Respiratory System Diseases (Read code H….).
The second level (Read code H0…) describes Acute Respiratory Infections.
The next level of description contains more precise conditions, one of which is Acute
Bronchitis / bronchiolitis (Read code H06..) and this can be further refined by specifying
Acute Bronchitis (Read code H060.).
Finally, the fifth level – Acute pneumococcal bronchitis – is described by Read code
H0606.
Further Information
SCIMP (Scottish Clinical Information Management in Primary Care) provides information
about Read codes from a primary care viewpoint. You can access further information via
their web site: www.ceppc.org/scimp
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SCI OUTPATIENTS
CONFIGURATION GUIDE
APPENDIX 4
LETTER FIELDS
Appendix 4 – Letter Fields
Field Code
Description
<#our ref#>
User ID & Patient CRN
PATIENT DEMOGRAPHIC INFORMATION
<#First Name#>
<#Last Name#>
<#CHI#>
<#CRN#>
<#NHS#>
<#Title#>
<#Sex#>
<#Marital Status#>
<#Date of Birth#>
<#address1#>
<#address2#>
<#address3#>
<#postcode#>
Patient’s first name
Patient’s last name
Patient’s CHI number
Patient’s Case Record Number
Patient’s NHS number
Patient’s title
Patient’s sex
Patient’s marital status
Patient’s date of birth
First line of patient’s address
Second line of patient’s address
Third line of patient’s address
Post code of patient’s address
APPOINTMENT INFORMATION
Name & GMC code of consultant
<#consultant name#>
Clinic code
<#clinic code#>
Contents of Description field in Clinic Profile
<#clinic description#>
Length of appointment slot in minutes
<#slot length#>
Date of appointment slot
<#Slot Date#>
Contents of Location field in Clinic Profile
<#location#>
Start time of appointment slot
<#Start Time#>
Location selected when creating instances of clinic
<#Premise Name#>
INFORMATION ABOUT MOVED OR CANCELLED APPOINTMENTS
Length of previous appointment slot in minutes
<#Old slot length#>
Date of previous appointment slot
<#Old Slot Date#>
Previous clinic code
<#Old Clinic Code#>
Start time of previous appointment slot
<#Old Start Time#>
Location selected when creating instances of previous clinic
<#Old Premise Name#>
Contents of Description field in previous Clinic Profile
<#Old Clinic Description#>
Name & GMC code of previous consultant
<#Old Consultant Name#>
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SCI OUTPATIENTS
CONFIGURATION GUIDE
APPENDIX 4
LETTER FIELDS
Field Code
Description
PFB/REFERRAL INFORMATION
<#specialty#>
Specialty patient was referred to
<#sub specialty#>
Sub specialty allocated when referral was vetted
<#Waiting Time#>
Waiting time in weeks of specialty or sub specialty
<#PFB Status#>
PFB Status of referral
<#Referral Source#>
Source of patient’s referral
GP INFORMATION
<#GP Forename#>
Forename of referring GP
<#GP Surname#>
Surname of referring GP
<#GP id#>
GP code of referring GP
<#Practice Address1#>
First line of referring practice’s address
<#Practice Address2#>
Second line of referring practice’s address
<#Practice Address3#>
Third line of referring practice’s address
<#Practice Address4#>
Fourth line of referring practice’s address
<#Practice Postcode#>
Post code of referring practice’s address
<#Reg GP Forename#>
Forename of registered GP
<#Reg GP Surname#>
Surname of registered GP
<#Reg GP id#>
GP code of registered GP
<#Reg Practice Address1#>
First line of registered practice’s address
<#Reg Practice Address2#>
Second line of registered practice’s address
<#Reg Practice Address3#>
Third line of registered practice’s address
<#Reg Practice Address4#>
Fourth line of registered practice’s address
<#Reg Practice Postcode#>
Post code of registered practice’s address
NEW WAYS (REFERRAL WAITING TIME) INFORMATION
<#Reset WT Reason#>
Reason selected when resetting referral waiting time
<#Unavailable From#>
Start date of patient unavailability episode
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CONFIGURATION GUIDE
APPENDIX 5
APPOINTMENT LETTER FLOW CHARTS
Appendix 5 – Appointment Letter Flow Charts

Appointment Letters Process

Create A Master Letter

Creating A Template Letter

Creating A Default Letter

Creating A Clinic Letter

Setting print Letter Options

Printing Letters From Print Pool
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SCI OUTPATIENTS
CONFIGURATION GUIDE
APPENDIX 5
APPOINTMENT LETTER FLOW CHARTS
CLINIC LETTERS PROCESS
CREATE MASTER LETTERS
CREATE LETTER TEMPLATES
CREATE DEFAULT LETTERS
CREATE CLINIC LETTERS
SET PRINT CONFIRMATIONS
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SCI OUTPATIENTS
CONFIGURATION GUIDE
APPENDIX 5
APPOINTMENT LETTER FLOW CHARTS
CREATE A MASTER LETTER
Open word processing package
(Microsoft Word)
Create Master Letter including Letter Fields
Save Document as (Rich Text Format)
(File name and path provided by Systems Admin)
Exit word processing package
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SCI OUTPATIENTS
CONFIGURATION GUIDE
APPENDIX 5
APPOINTMENT LETTER FLOW CHARTS
CREATING TEMPLATE LETTERS
Open Clinic Letters from the Manage Clinics
menu
Click New to open the Template Letter dialogue
box
Enter the template title and description
Click Change File to view the Open dialogue box
Select the appropriate Master Letter
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SCI OUTPATIENTS
CONFIGURATION GUIDE
APPENDIX 5
APPOINTMENT LETTER FLOW CHARTS
CREATING A DEFAULT LETTER
Click the Default tab to view Default Letters
Select the Letter Template from the template list
Drag and Drop the template into the appropriate
letter type slot
Letters of the specific type will automatically be
sent to the Printer Pool for printing
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SCI OUTPATIENTS
CONFIGURATION GUIDE
APPENDIX 5
APPOINTMENT LETTER FLOW CHARTS
CREATING A CLINIC LETTER
Click the Clinics tab to view the clinics list
Click on the plus sign beside the consultant to
view the appropriate clinic
Select the Letter Template from the template list
Drag and Drop the template onto the appropriate
clinic in the clinic list
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9-15
SCI OUTPATIENTS
CONFIGURATION GUIDE
APPENDIX 5
APPOINTMENT LETTER FLOW CHARTS
SETTING PRINT LETTER OPTIONS
Click the Printer Icon to open the Letters
Awaiting Print dialogue box
Click on the appropriate checkbox for the letter
type to automate the confirmation option
Click Close to close the dialogue box
A confirmation message will appear before any
letters of the specific letter type are printed
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SCI OUTPATIENTS
CONFIGURATION GUIDE
APPENDIX 5
APPOINTMENT LETTER FLOW CHARTS
PRINTING LETTERS FROM THE POOL
Click the Printer Icon to open the Letters
Awaiting Print dialogue box
Select the letters that you wish to print
Click Print to print the letters
Click Close once you have printed the required
letters
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9-18