1. Service Definer Roles NHS e-Referral Service
Issued: 27th May 2015 v2.0
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2. Service Definers This section is for users with the Service Definer role on their smartcard.
Click on the heading of any item for a fuller description
Specialty Picklist
The specialty picklist will show a full list of all specialities – it will no longer be two sections
Layout Changes
Some functions/buttons have been moved. The most significant being Save As button, Compare Clinical Terms and Slot Protection functions.
Setting Changes
The Secondary Care Menu and Referral Letter Required settings have been changed to require active choices.
Function Changes
2WW Services will automatically have a 2WW priority assigned
Freeze Time will apply to indirectly as well as directly bookable services.
Clinical Assessment Service Functionality
CAS functionality can be applied to any type of service in NHS e-Referral Service.
Patient Safety
Referrals on services removed in error will still be accessible by providers and services linked to a PAS will still be published if the PAS is unexpectedly no longer linked to the service.
Manual Slot Poll
Service Definers will be able to initiate a slot poll outside of pre-set polling times for directly bookable services.
Bulk Service Updates
Service Definers will be able to update their PAS for more than one service at a time
Removed
Clinical Procedures and Templates functions have been removed
Enhanced Help Function
The content of the Help function has been enhanced.

3. Service Definer – Change
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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.

4. Service Definer - Moved
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The following functions have been moved:
Compare Clinical Terms function - will move into the Clinical Terms shrub
Save As – will now
show on the bottom, right hand, side of the Maintain Services screen.
Slot Protection function - will move into the shrub headed “Service Priority, Slot Protection and Indicative Wait Time Calculation” and will only be active where a priority is set.

5. Service Definer – Setting Changes
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Secondary Care Menu setting
The Secondary Care Menu indicator will be blank when setting up a new service.
Service Definers will have to make a one of the following choices:
Include on the Secondary Care Menu
Do not include on the Secondary Care Menu
Referral Letter Required setting
In NHS e-Referral Service, any type of service (eg First Outpatient, Assessment, etc.) can set the ‘Referral Letter Required’
option to either Yes or No.
The default setting will be Yes.
Therefore, all new services will be set up to require a referral letter, or another type of supporting clinical information, unless otherwise specified by the Service Definer.
If the Referral Letter Required setting is set to No, then
Referrals will not appear on the Referrals for Review worklist
However, if the service is set up with CAS functionality, referrals will automatically appear on the Referrals for Assessment worklist

6. Service Definer – Function Changes
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2WW Services
When 2WW is applied in the Speciality field (within the Service Details shrub), then a priority of 2WW is automatically set.
This cannot be changed unless the speciality is changed from 2WW.
Settings currently applied in Choose and Book will transfer across.
Freeze Time
In NHS e-Referral Service, Service Definers will be able to apply a freeze time against indirectly bookable, as well as, directly bookable services.
The Freeze Time setting can be set within the Referral Correspondence shrub.
The default setting will be 7 days, so:
existing indirectly bookable services, will need to be reviewed and set an applicable Freeze Time for each service, if the default of 7 days is not appropriate.
new services, will have to decide if the default Freeze Time is appropriate when the service is created.

7. Service Definer – New! Clinical Assessment Service Functionality
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Clinical Assessment Service Functionality
In NHS e-Referral Service, Clinical Assessment Service (CAS) functionality can be applied to any type of service.
This means that the Appointment Type does not dictate whether the service has assessment functionality or not.
There will be an Assessment Capability shrub, where Service Definers can select whether or not the service will be set up to support assessment/onward referrals and whether they wish to utilise the ‘Referrals for Assessment’ worklist
Settings currently applied in Choose and Book will transfer across to NHS e-Referral Service.
Note: It is important that Service Definers work with colleagues when setting up services with CAS functionality.

8. Service Definer – New! Removing Services in Error
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Removing Services in Error
Services can be removed in error, without prior notice or completing the necessary pre-removal actions.
In NHS e-Referral Service, if this happens referrals will remain on their existing worklist eg referrals already on the Referrals for Review worklist will stay there.
Service Definers should advise providers when this has occurred so that they can retrieve the necessary referrals.

9. Service Definer – New! (1 of 2)
Manual Slot Poll
NHS e-Referral Service will allow Service Definers to initiate a slot poll outside of the pre-set polling times for directly bookable services.
This will benefit providers who will be able to use the function to: test a new PAS, generate initial appointments for a new service, update slots that have failed overnight, instantly publish new appointments for cancelled clinics.
A new Poll Status area will show in the Slot Management shrub and show users:
the Last Failed Slot Poll Date Time (but only if the last poll was a failure).
the Last Successful Slot Poll Date Time (or "None" if applicable).
The Poll Now button allows users to start an manual slot poll instantly, if applicable.

10. Service Definer – New! (2 of 2)
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The following messages are presented next to the Poll Now button if it is disabled:
Message
Reason
A manual slot poll is not permitted because the service is not published.
The service is not published
A slot poll is currently underway.
A slot poll is currently in progress (initiated manually or automatically)
A manual poll is not permitted as less than 60 minutes have elapsed since the last successful slot poll.
A sufficient amount of time has not passed since the last successfully completed slot poll
A manual poll is not permitted as less than 10 minute(s) have elapsed since the last failed slot poll.
A sufficient amount of time has not passed since the last failed slot poll

11. Service Definer – New! Bulk Service Updates Back to list of changes
In NHS e-Referral Service, Service Definers will be able to set up and initiate Bulk Updates to the system.
This will allow users to apply a booking system/Patient Administration System (PAS) change to all the services within their organisation.
A new Bulk Service Updates tab will allow Service Definers to find and allocate the new PAS details to relevant services. NB - It is advised that this action is only completed outside of normal working hours.
All other changes will still have to be made manually e.g. contact details, polling range, etc.

12. Service Definer - Removed
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The following functionality will not longer exist:
Clinical Request
Procedures
The tabs the functionality sits behind will be removed.

13. Service Definer - Help Function (1 of 3)
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.
Benefit: Access to comprehensive supporting information within the system

14. Service Definer - Help Function (2 of 3)
Search options
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

15. Service Definer - Help Function (3 of 3)
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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.

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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
NHS e-Referral Service website:
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