1. E | nhs.ers@hscic.gov.uk W | www.hscic.gov.uk/ers E | nhs.ers@hscic.gov.uk W | www.hscic.gov.uk/ers NHS e-Referral Service Referring Roles Issued: 27 th May 2015 v2.0 Presentation content valid on day of issue

2. Referring Roles This section is for users with the Referring roles on their smartcard The Preferences function has been simplified to include only the maximum search distance Preferences The speciality picklist will show a full list of all specialities – it will no longer be two sections. Specialty Selection Referral letters for referrals to Indirectly Bookable Services can now be modified in line with referrals to Directly Bookable Services Modify Referral letters Referring Clinicians and their support staff can now Remove patient locks – where a patient has inadvertently “locked” their referral Remove Patient Lock Some services (eg some diagnostic services) do not require clinical detail and those service providers can now specify that no referral letter is required Services that do not require a referral letter/clinical detail Missing file extensions will be added automatically (eg – “.docx”) and file name length parameter has increased from 40 to 255 characters Changes to Referral Letter parameters It is now possible to request Additional Requirements when converting an Advice and Guidance Response into a referral Additional Requirements The content of the Help function has been enhanced Enhanced Help Function Click on the heading of any item for a fuller description

3. Referring – Change Preferences The Preferences function has been simplified Only the distance limiter, allowing users to set a maximum search distance, will remain in NHS e-Referral Service. To default service searching to a maximum distance, from a patient’s postcode, use the “Preferences” option as shown below: All other preferences previously set will return to default settings. These are:- Default Worklist - Referrer Action Required worklist. Default Column settings - all columns will be visible Back to list of changes

4. Referring – Change Specialty Selection NHS e-Referral Service will display one list of specialties to pick from. Users will no longer see two lists when referring a patient (with a line separating the “top 20” from the full list). To speed up finding a specialty, commence typing the word and the highlight bar will move to the specialty. Back to list of changes

5. Referring – Enhancement Modifying Referral letters Referral letters for referrals to Indirectly Bookable Services can now be modified in line with referrals to directly bookable services NHS e-Referral Service will allow supporting information, eg a referral letter, to be updated for referrals sent to any service up until the ‘service freeze time’. A freeze time is set by the provider for each service. It is to ensure they have enough time, between receiving information and the date of the appointment, to ensure all relevant information is prepared for clinic. Please note: this option is available only where the supporting information is attached directly within NHS e-Referral Service and not via a GP clinical system – otherwise refer to the GP clinical system supplier’s instructions. Benefit – Fewer referral updates being faxed or emailed and requiring collation by the service provider. Back to list of changes

6. Referring – New Removing Patient Lock NHS e-Referral Service uses record locking to protect the confidentiality of each patient's appointment requests. Sometimes patients inadvertently “lock” their referral by entering the wrong password multiple times, or closing the browser midway through the booking process. As a security measure, this lock remains in place for at least 30 minutes. After 30 minutes of inactivity the lock is removed but this is not obvious to patients who may become confused and contact their referrer. Referring organisations now have the ability to remove the record lock to enable patients to complete their appointment booking. How to Remove Patient Lock Locate the patient referral within NHS e-Referral Service. Click on the UBRN Select “Remove Patient Lock” from the drop-down list Click OK to remove the lock The referral can now be actioned either by the patient or the practice. Back to list of changes

7. Referring - Enhancement Services that do not require a referral letter/clinical detail When defining particular types of services, providers can already set whether they require supporting clinical information or not (eg a referral letter). In the new system this is being extended to all service types such as appointment, diagnostics, day care. If a service does not require a referral letter:- The message “Referral Letter Outstanding, will add at a later time” will be unticked (as illustrated below) The referral will NOT appear in the “Outstanding Referral Letters” worklist Back to list of changes

8. Referring – Minor Changes Benefit – Time and resource savings for both provider and referring organisations. Back to list of changes Changes to Referral Letter Parameters File extension name Some GP Clinical Systems do not automatically save documents with recognised file extensions. This causes problems for providers who cannot open the attachments and who then contact practices asking for copies. NHS e-Referral Service will ensure that the file extension is included to prevent this issue. File name length When adding clinical information via GP systems, the maximum file name length has increased from 40 to 255.

9. Referring – Change Historically, when referrers converted an Advice and Guidance response into a referral, it was not possible to add Additional Requirements (ie, Advocacy, Transport or Interpreter). NHS e-Referral Service will enable users to request Additional Requirements, ie Transport, Advocacy, Interpreter, when converting an Advice & Guidance Response into an Appointment Request/Booking. Additional Requirements Back to list of changes

10. System Help content Help Files are being developed for NHS e-Referral Service, which will be: similar format type to other online systems (eg Microsoft) and are in place of a manual accessible via a Help link at the top of the screen written in a user friendly way, giving diagrams, process flows and benefits as well as direct information The first release will be simple, but effective and something to build on. To access the Help Files you simply click on the Help text at the top left of the screen (as highlighted below). The following screens show how the Help is coming together so far. Referring - Help Function (1 of 3) Benefit: Access to comprehensive supporting information within the system

11. Key Points: There are a variety of search options to choose from. Icons and hyperlinks have been added to highlight and provide additional information. Diagrams are included to show process flows Key Points: There are a variety of search options to choose from. Icons and hyperlinks have been added to highlight and provide additional information. Diagrams are included to show process flows Search options Referring - Help Function (2 of 3)

12. Diagrams are included to help users understand process flows. Some will also be links to further information to a specific area. For example, by clicking on Search for Appointments on this diagram you will be redirected to that subject with the Help Files. Diagrams are included to help users understand process flows. Some will also be links to further information to a specific area. For example, by clicking on Search for Appointments on this diagram you will be redirected to that subject with the Help Files. Back to list of changes Referring - Help Function (3 of 3)

13. Final Slides Further information will be made available on the NHS e- Referral Service website leading up to go live. This will include: Training products, including e-learning, quick reference guides, etc Frequently Asked Questions General information Click here to return to the start of the presentation NHS e-Referral Service website: www.hscic.gov.uk/ers www.hscic.gov.uk/ers