Choose and Book Archive New functionality from November 2012

Contents: Overview for all users How it will work What happens next Changes by role

Overview for all users Currently, records related to Choose and Book referrals can be viewed for any length of time within the application, if users have the appropriate role. New functionality will transfer some records into a separate area. – This area is called the Archive – Records in the Archive are accessible via the Archive Viewer The Archive Viewer will be available to Referring Clinician and Referring Clinician Admin roles only. This will be an automatic change and users will not need to do anything. The area will have the same safety protocols as any smartcard accessible application. The reasons for the change are to: – allow for better management of referrals that are no longer active, but may still require accessing – ensure that whilst the system is used for more and more referrals, performance is maintained.

How it will work? Where there has been no activity related to a referral for 18 months or more, it will automatically be moved into the Archive. “No activity” is defined as no actions being carried out within Choose and Book. – For example, where a UBRN has been created, appointment booked and accepted, after 18 months of no activity, it will be moved into the Archive. All records, including appointment requests and advice and guidance requests, will be affected. When a user requests a record from the Archive, an encrypted zip file will be generated. Appropriate referring organisation roles will be able to access archived records at any time. After opening an archived record, via the Archive Viewer, users should clear their temporary internet files to ensure that patient data is not held on their computer.

What happens next? From late November 2012, Choose and Book will commence archiving any records that have had no actions recorded against them for 18 months or more. The zip file will include all clinical information, attachments and referral history. It will also include an XML file containing all data (eg patient demographics) relevant to the record. Records that are moved into the Archive will be deleted in the live Choose and Book application. For Referring Clinician and Referring Clinician Admin roles, a new Archive Viewer button will appear in the Patient Activity List screen (within the Patient tab).

Referring Roles

The Patient tab allows users to search for individual patients. Live UBRNs related to that patient are listed in the Patient Activity List. Following implementation of the new Archiving functionality, referrals that have had no activity for 18 months, will be moved to a separate area. These UBRNs are essentially ‘archived’. To view UBRNs that have been archived, users should click on the new View Archive button. This button will launch the Archive Viewer in a separate window.

The Archive screen lists UBRNs for the selected patient, where the last activity was more than 18 months ago. Where no archived UBRNs exist for the selected patient, the message “There are no archived referrals for this patient” will display. The Archive Viewer screen displays a list of all UBRNs that have been archived. During the archive process, UBRNs will be copied to the Archive and later they will be removed from the live environment. This means that some UBRNs that have been copied to the Archive may still be listed as live. Those UBRNs will be noted as ‘Yes’ in the column the UBRN still live?. Those UBRNs noted as ‘No’ in the UBRN still live? column, exist only in the Archive.

Clicking on a UBRN in the worklist will generate the following Zip File Generation dialogue box. The archived zip file contains all the referral information, such as history and attachments. For this reason the zip file is password protected. A unique password is created each time an archived UBRN is retrieved. This password is required in order to open the zip file. Clicking Copy Password will save the unique password to your desktop clipboard for use later in the process. UBRN: Zip File Generation

Clicking on the Download Zip File button will commence the process UBRN: Zip File Generation

Clicking on the Download Zip File button will commence the process Please note the Security Warning on the dialogue box which reminds users to clear their temporary internet files after accessing any referrals in the Archive. This ensures that no patient identifiable information is held on their computer. Instructions on how to do this can be found further in this presentation. UBRN: Zip File Generation

Option 1 : Open This option will show the contents of the file and allow users to open and extract the file Option 2 : Save This option will allow users to save the whole file to a specified place before it can be opened and extracted. For both options, users will need to : Extract items from the zip file provide the password where prompted Next Steps Once the zip file is downloaded, users can choose to open the encrypted file in one of two ways:

Password Prompt Whenever the password is required a Decrypt dialogue box is displayed. The password can be entered using one of the following methods: 1.If the user selected the Copy Password button they can... Use the keyboard shortcut CTRL-V Use the Right Click option in the “Enter Password” field and select Paste from the options shown. 2.Type in the password that appeared in the zip generator (shown previously). Once the password has been entered successfully the UBRN record will be displayed... The format is PDF (Portable Document Format)

- All patient activity, clinical information, attachments and actions are easily accessible by selecting one of the headings, as displayed above.

Remember the Archive Viewer was launched in a separate window - it is therefore important to close the Archive Viewer before returning to the Patient Activity List. To close the Archive Viewer, click the Close button at the top of the screen.

Key Points – Referring Roles Referring Clinician and Referring Clinician Admin roles will see the Archive Viewer in the Patient Activity List (via the Patient tab). You will not need to do anything for this change to happen. Only referrals where the last action was 18 months ago, will be archived. Archived files will still be easily accessible. Security only allows appropriate users to access the files. The change will result in fewer files held in the “front end” of Choose and Book, this will ensure that whilst the system is used for more and more referrals, performance is maintained. It is important to clear your temporary internet files after viewing a referral in the Archive Viewer.

Clearing Temporary Internet Files

What is a temporary internet file? Whenever you visit a website a temporary internet file is opened and stored on your computer. This file allows you quick access to the website the next time you visit it and remembers details of your visit. Why it is important to clear temporary internet files? As information retrieved from the Archive will include patient information, it is important to remove this information from your computer Each zip file you open using the Archive Viewer will also be held as a temporary internet file on your computer. This information will stay on your computer even after you exit the Archive Viewer. Temporary internet files need clearing manually by users. Once you clear the temporary internet files the information will no longer be accessible by unauthorised people.

Clearing your temporary internet files Step 1 With Internet Explorer open, select Tools, then Internet Options from the drop down menu.

Step 2 Under the General tab, select the Delete button in the Browsing History section. Clearing your temporary internet files

Step 3 In the Delete Browsing History dialogue box, under the Temporary Internet Files section, select Delete Files. Clearing your temporary internet files Select Yes in the Delete Files warning box.

Key points: Patient information on your computer: should not be held without security procedures being in place. should be removed as soon as you have finished with it. should never be forwarded to others, except where there is a clinically valid reason and always via a secure route (for example NHS Mail).

Service Provider Roles

Service Providers Service Providers will not be able to view referrals where there has been no activity for 18 months or more. This affects all records - Referrals and Advice & Guidance requests/responses which users might try to access via an enquiry. – For example, when running an Advice & Guidance Responses enquiry, the response and any associated clinical information, will not be available after 18 months of inactivity. Clinical Assessment Service Functionality – Although service providers with CAS functionality have a referring role as part of the “refer on” process, this role does not have a Patient Activity List. Therefore this role will not be able to view archived referrals. Any service provider needing to see archived referral information should follow existing procedures via their Caldicott Guardian. Alternatively they may be able to resolve their query through discussion with the original referring organisation.

BMS Role

BMS Roles BMS role users will not be able to access referrals where there has been no activity on them for 18 months or more – these referrals are archived. As an example - where a patient contacts The Appointments Line requesting information on such a referral, they should be directed to the original referring organisation. Please note: Where BMS Role users search for a UBRN that has been archived the message ‘No results found’ will be displayed.

Other Roles Service Definer, Commissioner and Information Analyst roles will not see any changes.

Further Information User Groups – Updates will be given at local Choose and Book user groups during October/November Post go-live support – There should be minimal, if any, disruption to business as usual, but if you do have any technical queries, please contact your local IT department in the first instance. Any other queries can be directed to the Choose and Book Mailbox Mailbox Choose and Book Bulletin – To keep up to date with all the latest Choose and Book news, if you are not already on the circulation list, please subscribe to our monthly bulletin.subscribe to our monthly bulletin