EPR Newsletter Issue 11

Go Live weekend is Friday 19 April - Sunday 21 April

EPR NEWSLETTER

5 WEEKS TO GO Are you ready?

Monday 18 March 2024 Issue 11

32

DAYS TO GO

Nigel Lee, Director of Strategy and Partnerships

Joshua Pagden, Chief Nursing Information Officer

Rebecca Gallimore, Director of Digital Transformation

Dr Shakawan Ismaeel, Chief Clinical Information Officer

Dr Sevina Tzortzis, Chief Clinical Information Officer

Welcome to the 11th edition of the Electronic Patient Record (EPR) programme newsletter.

Only 32 days until Go Live weekend when our systems will be replaced with EPR CareFlow systems.

The EPR team will be visiting RSH on Tuesday 19 and Wednesday 20 March and PRH on Thursday 21 and Friday 22 March to answer all your EPR questions. Refreshments and treats will be provided so look out for the green T-shirts.

Role-Based Access Control (RBAC): How will it work?

Role-based access defines what you can (and can’t) do in a system. We have built standardised roles in CareFlow for all users – this is based on best practice and decisions will be made at Divisional level for each role.

You may notice some changes to what you can do in the PAS. Unlike SemaHelix, we will not be tailoring roles for individuals. This is to ensure that we maintain standard and consistent processes across the Trust, based on staff member’s role.

If you have issues regarding access post Go Live, then please raise this with your area Manager.

Have you completed your training?

Our overall compliance is currently at 71.6% but we need to be at 85% by the end of March. Please ensure you and your team have completed EPR training in full on LMS. We need all our staff to be confident and capable of using Careflow at the point of Go Live weekend.

A special mention to the Women’s & Children’s division who went from 58% last week to 69.5% this week.

277 doctors and consultants have completed the Clinician Overview module, it is vital that this staff group attends the training in the next two weeks. If you are in this staff group you will have been booked a place by the Medical Directorate. If you have not been able to attend then please book another session. It is vital that clinicians attend this module to achieve the highest level of compliance.

If you are working on Sunday 21 April, you are required to have completed all the relevant training. eLearning is available 24/7 via Learning Made Simple for initial training or refresher courses.

If you are struggling to complete your training, email the team on sath.ittrainingteam@nhs.net.

digital.sath.nhs.uk Clinic Freeze In order to prevent loss of data over the Go Live weekend, we have applied a freeze to clinic changes in SemaHelix. Only emergency or critical changes should be made and will need to be actioned by a limited number of staff. From 8 April an absolute clinic change freeze will be in place, any emergency or critical changes during this period will need to be raised with IT.

Going with the FLOW As part of the Go Live in April, our PSAG Boards will be replaced with Patient Flow. Ward staff will be able to see the Patient Flow system on the large touch screens and on their desktop computers.

Our digital nurses discuss some urgent priorities you need to know in this video.

Patient Flow looks a little different to PSAG – key changes include: Nurses will be able to use Flow to add their Nursing Handover Notes (these are not visible at a glance on the screen)

The columns clearly define each piece of information entered against a patient, meaning users don’t have to rely on a key

Discharge status is manually updated through the “predicted”, “confirmed” and “actual” functionality; all discharges will then be required to be undertaken through the PAS to ensure the correct data is submitted

Vitals will need to be the main source of reference as to when patient observations are due

Patient Flow has additional functionality to see incoming and outgoing patients at a Ward and Site level

A linear list of patients is displayed, instead of a ward map

Want to know more?

Visit our Flow intranet page to see infographics that explain some more key changes.

Referral process As part of the EPR implementation, the Trust has agreed to a single process for referral and clinic management. This process consists of: Booking Horizons less than 12 weeks Clinic Horizons (max) 52 weeks Temporary ‘holding’ used to support the transfer of the eRS referral into CareFlow Cease using holding clinics Acknowledgement letter sent to all patients without a confirmed appointment booking Proactively managing and booking from the Active Booking List using follow up review by date The adoption of this process has been agreed and implemented with all the booking centres. Please contact your centre manager with any queries.

Change Agents Karen Maloney, Co-ordinator in Ophthalmology Services Karen said: “I became a Change Agent because I want to help my colleagues make the transition from SEMA to CareFlow as painlessly as possible. I know it involves a lot of change for all of us, but we’re in it together and we all have a high level of transferrable skills so hopefully the whole process will be comparatively smooth.

I am looking forward to working on an EPR system that is fit for purpose which means we can support our patients in the most effective way possible.”

If you’re a Change Agent and need any more information or support, email sath.askepr@nhs.net.