Shared Admin functionality
Appointments & rotas
This option will allow organisations to manage:
- Rotas
- Book appointments
- Cancel appointments
- Mark appointments as DNA or arrived
- Manage rota templates
- Manage appointment templates
At organisations that are receiving shared appointments, users will now be able to see new options in the Site filter on the Appointments Overview and Appointment Ledger.
The new options will allow the user to view rotas and appointments for their own organisation, a shared organisation, or any branch site any of the the organisations.
Depending on the initial setup, this will show for all users, or certain users.
When booking new appointments, you can configure the table on the Appointment Patient Search window to display the GP Practice column so you can see the patient’s PDS registered practice.
Configuring the columns:
- Click Advanced on the Appointments Patient Search.
- Click Columns & Settings and select the relevant column from the drop-down list.
- Click Insert Column and click OK.
When selecting the appointment, if the booking organisation has the appointment preference enabled to warn when booking patients into rotas held at branch sites other than the one they usually attend, this will also trigger when booking patients into rotas held at organisations other than the one they are registered at.
Booking a patient into a rota held at another organisation does not register the patient at that organisation.
Patient record access
This option allows organisations to search for and retrieve patient records, view all data that can be viewed by the sharing organisation and add to that data.
Only users with the appropriate access rights can access or add to patient records.
No extra consent will be asked when users try to access shared patients.
For a user to be able to search for a patient at other sites, a site filter will be added to the Quick Patient Search and Patient Locater. This option will allow you to search for patients at only the local organisation, a specific member organisation or all orgnanisations.
In the event of a patient dissenting their record to be shared outside of their primary organisation, a user can utilise the Restrict Record functionality can be used to restrict that record.
To restrict a patient record:
- Retrieve the record at the organisation which should not have access to the shared record.
- Go to the GMS Registration Info node of the clinical tree.
- Select the Restrict Record button.
- Choose the appropriate option from the Restrict Record window and click OK.
Audit trails
Shared Admin allows users and organisations to use the reports in the Audit menu to view audit data for users at the sharing organisation. Users viewing the audit will see patient names, but they will not be able to retrieve the patient record unless the Patient Record Access component is selected for the Shared Admin group.
Tasks
If the initial Shared Admin setup has enabled Tasks, users are able to view and process all SystmOne Tasks across the shared organisations. Users are also able to send Tasks to other organisations within the group.
The Task List screen includes a Site filter that allows users to view tasks belonging to a specific site. The New Task window allows users to pick the recipient organisation for any new Task.
Tasks can only be shared using Shared Admin if Patient Record Access is also being shared across the group.
Appointment reports
If organisations are sharing appointments using Shared Admin, it may also be useful to share the appointment reports across the group to monitor the appointment activity.
Reports can be found within Reporting > Appointment Reports menu.
Preparation prior to go-live
When preparing to go live with the Shared Admin functionality, it may be worth standardising the configurable options across all member organisations to help avoid confusion.