EPR Newsletter Issue 17

Nigel Lee, Director of Strategy and Partnerships

Dear colleagues,

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 17th edition of the Electronic Patient Record (EPR) programme newsletter. As your team of digital clinicians, we would like to recognise the huge effort that our administrative, clinical and digital teams have invested in making the CareFlow Go Live a success

Whilst there is still significant work underway to ensure colleagues have the right levels of access and are confident and competent in using the system, the last two weeks have shown how we can work together across multiple teams to achieve significant transformation This collaboration will continue to allow us to build further upon our Electronic Patient Record and provides the foundations for future quality and safety improvements.

We appreciate everyone ’ s patience and positive attitude as we optimise how the systems are used This is a key stage of the exciting journey of system development, as we build upon the foundation of the Patient Administration System into a fully functioning Electronic Patient Record

We are aware that many of you have questions about your level of permissions within the system, please raise these using the IT Self Service portal and escalate these requirements to your operational management teams so they are addressed for all your colleagues performing similar roles

It is essential that we are extra vigilant during this period with documentation standards, to ensure patient safety is safeguarded Please ensure you are complying with GMC and NMC standards for documentation, only use your own login, check completion of records, look for errors, escalate concerns, be mindful of how information is used and seek help if unsure about anything

CareFlow training remains available on LMS and extra training support can be requested via the IT Self Service portal Quick Reference Guides and SOPs are available on the CareFlow Homepage and provide useful information that will address many questions you may have In addition, floorwalkers will continue to be available to direct you to any support required

Finally, please be aware that clinicians working in our emergency departments, whether ED doctors or visiting doctors, must ensure they record that they have seen the patient through the “See Patient” function, and must “Record Clinical Details” before leaving their patients This allows for the patients to be discharged or admitted in a timely way and prevents delays during admission This is critical to maintaining patient safety and flow through the hospital

Thank you again for all your support and the positive approach taken to this change We very much look forward to working with you as we continue to develop our new Electronic Patient Record

Dr Sevina Tzortzis, Chief Clinical Information Officer Dr Shakawan Ismaeel, Chief Clinical Information Officer

Joshua Pagden, Chief Nursing Information Officer

Joshua Pagden

Dr Shakawan Ismaeel

Dr Sevina Tzortzis

FAQs

digital.sath.nhs.uk

The below topics have been frequently queried as we ’ ve been doing our go-live floorwalking For the full list of FAQs, visit digital sath nhs uk or read our quick reference guides

Booking outpatient follow up appointments

Since Go-Live, we have had some users request help as they are unable to see slots for follow-up outpatient appointments that they would like to book into This may be due to CareFlow autosetting some search criteria when you try to book an appointment

Please see the Follow-up Appointment QRG for a guide on how to make sure you will see all available appointments.

Nursing Handover notes

The Nursing Handover Notes function is available in both CareFlow and Patient Flow, however, we recommend using Patient Flow as it is more user friendly for this function We have had some feedback that the Nursing Notes report is very long, as users are adding new narrative entries each time

To avoid this, you can “edit” the existing narrative through Flow, which means the report will only show the latest version.

Reinstating the Patient Flow Boards

If the Patient Flow app needs reloading onto the large ward screen, you can do so by double tapping the Flow Board icon on the TV home screen This will load the log in page – click on the “password” box and the system will auto-populate your ward’s username and password If it doesn’t auto-populate, then please contact IT support

Please note: Users should not set a pin for their generic ward accounts For more hints and tips, please see our Patient Flow User Guide

Printing labels and other stationary

Some users have reported CareFlow not showing the correct printers when they are sending something to print Our Generating Comms Quick Reference Guide explains the steps to take to ensure the correct printers are given as options We were also made aware that CareFlow was not showing the option to print labels before the patient had arrived for their appointment/been admitted We have successfully worked with System C to fix this, so they are now available as expected

Using the intranet from CareFlow

Applications or links on the intranet may not work to their full functionality if accessed through CareFlow If you have any issues or get a “browser not supported” message, please open the intranet homepage via the Edge link on your desktop

Role Based Access Control (RBAC)

Since Go Live, each division has reviewed the role based access and the required changes have been made The EPR leads for the divisions are coordinating any further changes to roles (MEC: Hannah Walpole, SACC: Andrena Weston, CSS: Dianne Lloyd and W&C: Zain Siddiqui) If you require additional access, you will need to raise this with your line manager who will liaise with your EPR lead Please note that the following areas of CareFlow will require additional authority/training:

eCAS card viewing: only granted once training is complete and HPCA accounts has been activated by the end-user For a guide on how to find the eCAS Card please see our eCAS Card QRG Clinic maintenance: access is limited and controlled by your division, you will need authorisation to be given this access

RTT access: will be granted once RTT training has been completed through the booking team You will need to raise an IT Self Service request for access to this once your training has been completed

There could be further delay if your training isn’t completed for the access you require You can check which modules you have completed and undertake refresher training via the LMS