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Emis Web user guide

Document history Version 0.1 Date 13/04/2013 Author Tina Tarchetti Comments Draft created

About this Guide Guidance has been provided by Emis for the Emis Web system on the Emis Common Room. The practice can log on to the common room to view all guidance materials, forums and online training videos on help with using entire aspects of the system via their homepage by following the Common Room link. Alternatively members of the Training Team can offer assistance with the Emis Web clinical system. If the questions or queries asked by the customer are not shown below please log a call to the Training Help queue on the KMCS Service Desk on 03000424242 who will endeavour to answer your query as soon as possible.

Contents Organisational Configuration Legacy Data Mapping Appointment Book Registration Care Record 4 4 4 5 5

Organisation Configuration How do I set up Local Role Profiles? Contact the KMCS Service Desk on 03000424242 who can forward your request to our training team. We can arrange training at a mutually convenient time to suit the needs of the Practice.

Legacy Data Mapping Why do I have to Map Local Codes? EMIS recommends that, if possible, you deal with unmapped data items quickly, because: Unmapped items are not included in searches, protocols and interaction checking. Unmatched allergies in patient records will prevent prescribing for those patients, because of clinical safety implications.

I have mapped a local code in error. Access Legacy Data Mapping via the Emis Ball and then System Tools,Legacy Data Mapping. If necessary (you have more than one organisation listed) in the navigation pane, click your organisation. On the Legacy Data Mapping ribbon, click Local Code. On the ribbon, click Mapped Codes. Mapped local codes are displayed in the right-hand pane. In the right-hand pane, click the mapping you want to remove. On the ribbon click Remove Mapping. A confirmation message is displayed. Click OK. The mapping is removed, and the local code is moved back to Unmapped Items. All affected patient records are updated. I cannot map a medication as it is discontinued. You do not need to map medication for discontinued preparations that do not exist in EMIS Web. If you are an Emis LV site you should map any remaining legacy unmatched drugs in LV that are required in EMIS Web before upgrade.

Appointment Book I cannot see the doctors session. Make sure that the session filters have been applied; this can be done through the configuration within appointment book, alternatively by selecting the correct filter in the bottom-left hand side of the screen. How do I add an extra slot? Right click on the slot you wish to insert one after; select the option for insert slot after this slot, alternatively you can squeeze in between 2 unavailable slots, or add slot at end of session. I cannot see the last session.. Emis Web automatically collapses old sessions based on timescales. Click on the double arrows on the top right corner of the session. Example: If the session times are between 09:00 and 13:00 and the time is currently 14:00, the session will collapse automatically. Can I look at just this mornings sessions? Yes, on the ribbon when in the appointment screen, there is a View sections, within that you can toggle between AM only, PM only or All Day views.

A patient has automatically DNAd, how do I change it? This can be completed 2 different ways. 1. Highlight the slot by clicking once, press the C key on your k eyboard to cancel the status. 2. Right-click the slot, choose Slot Actions and cancel status.

Registration How do you view the archived patient information after records have been merged? Go to the Registration Module to view attached merged registration details? Why cant I complete a temporary patient registration? All fields must be completed when registering a temporary patient. Small red warning symbols will highlight the required fields missing information.

Care Record How do I print a summary? In the Care Record Section under most of the tabs (excluding the medication tab) there is a Print icon on the ribbon. Click on the icon to see different printing options, different summaries can be selected in this drop down menu. How do I get hide the comments against a result when viewing in the investigation? In the ribbon within the Investigations tab there is a viewing option. To view results alone, choose the View Reports view on the ribbon, changing it back to View Values to view the comments once more. Why is the patients PDS icon Red? The patients PDS Icon is Red because there are differences between the information that you hold locally and the information held on the Spine for that patient. It is important that you deal with PDS differences as soon as possible as and patients that have a red icon are not included in any Spine services that you provide, i.e. Choose and Book, Summary Care Record, Electronic Prescription Service Release 1 and 2. Clicking on the Red Icon will show the PDS box. Mark the correct information by populating the radio tab next to the relevant information and click OK. The Icon will now turn Blue.

Population Manager We are getting alerts for lots of patients but the information has already been entered Check the look ahead date in Population Manager. If this is set to the end of the financial yearthe st alerts will be looking at what is required by 31 March the following year, not in the next 3 months. Ive coded a patient as having a contraindication but they still have an alert for the drug. Check the criteria within the denominator. You need to ensure that contraindication codesfor all forms are entered. For exampleCHD 9 Eligible for Aspirin or Equivilant, you need to record that they are unable to take Aspirin, Wafarin and Clopidogrel. For AF3 Eligible for Anticoagulation, you need to record thatthey are unable to take Aspirin, Warfarin, Clopidigrel and Dipyridamole.

I have exception reported a patient from the Diabetes or CHD Register but they still have an alert for Chronic Disease Depression Screening.. Check the criteria within the denominator for DEP1 Chronic Disease for Depression Screening. You need to add a separate exception code 9hC0 or 9hC1 We have lots of Diabetic patients who are on an ACEi but DM15 is showing as Zero.. Check the denominator DM15 Proteinuria or Microalbuminuria in order to be eligible for an ACEi.

Referrals & Choose and Book (CAB) There is a CAB referral in the Pending Letter section in the workflow manager.. This will be because the referral was not finished using the Authorise and Send button. If this button is not visible the correct roles need to be added to the smartcard and local role profile. (B1102 and B1103), add to the RA Team queue in the service desk.

Clinical Templates The template is showing a lot of errors once opened.. When a template is imported from Emis LV or PCS any buttons or links to other templates will not work in Emis Web. The practice administrator for the clinical system (usually practice manager) should edit the template in Template Manager to delete the links or buttons and replace them with read coded fields.

Letter Templates User cannot find the letter template they are looking for in Emis.. The user must click on the Add option (pressing the arrow, not the big green plus) in the care record module, select the Create Letter option. Click on the magnifying glass in the bottom -right hand side of the window to search for the letter, type the name of the document in the search box provided, hitting return to search. If no results are returned, try typing part of the word. If there are no results after this, the in-practice administrator (usually the practice manager) must be notified for further investigation.

Consultations Why does it say there are too many active consultations? Emis Web allows you to have 2 consultations open at the same time (representing them with coloured patient names in the top-right hand side of the application). It will not allow a user to have 3 open consultations, so the active consultations must be saved or closed before opening another.

Workflow Manager and Tasking Unable to action a task, the icons are either not in the ribbon or greyed out.. If the Workflow Task view is open, meaning a user has double clicked on a task to open it. If they return to the main Workflow Manager view, they will not have the ability to action a different task

until this view has been closed. Upon closure the user can action a task by clicking once to highlight and using the actions on the ribbon. Alternatively they can action the tasks from the Workflow Task view directly. Emis WEB is saying that the user already has a workflow task open when they are trying to open a task.. The user already has a workflow task open and must close out of it before the system will allow them to go any further. Once the task has been closed Emis Web will allow the user to close the application. When commenting on blood results in Pathology, the drop down options do not suit our surgeries needs. You can create your own options in the drop down list by going to Configuration on the Workflow ribbon and choosing Lab Reports Configuration from the Organisations options. The User comments can be configured here either by adding your own comments by clicking Add or editing the options already available.

Medication How do I see who the last person to issue the medication was? Highlight the medication, right-click and select drug history from the drop down and the list that presents allows the user to click on a triangular bullet point to expand the information, showing; date of issue, issuer, prescribing clinician and further details. When adding or reauthorizing a drug the days/qty/dosage do not correlate.. This usually happens when you add your own directions to the medication rather than using a system default. Either use a system default or change the error manually ensuring that the correct directions are given for the specified medication.

Miscellaneous How do I clear a patient quickly? Right-click on the prcis bar (blue bar below the ribbon containing the patient name and details). Choose the clear patient option. User cannot access certain areas of the system although they have the same rights as other members of their team that can access those areas Ask the in-practice clinical system administrator (usually practice manager) to check that the local role is correct in the set-up of the user. They can do this by going into organisation configuration, followed by the users section, search for the user and check roles. The local role should begin with the name of the surgery then the staff role. e.g. Park Farm Nurse. Not enough room to type the full message in the Patient Warning box.. If the user experiences issues with the character length being too long to fit in the Patient Warning box, the message can be split over multiple messages to show the overall message when displaying the warning.