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Clinical Digital Resource Collaborative

Clinical Digital Resource Collaborative

Designed and developed in the North East and North Cumbria by local GPs

National Health Service
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You are here: Home / Resources / SystmOne Resource Centre / Getting Started / How-To’s

How-To’s

The CDRC has put together some useful instructions to support day-to-day functionality, these includes:

Automated Reporting

Automated reports (called batch reports) are a very powerful feature of SystmOne. They allow a report to be run at set time intervals and for the result to be sent via a task to an individual or group. 

To Set Up An Automatic Report 

Navigate to Batch Reporting then click Create New Batch.

Machine generated alternative text:
Reporting Audt Setup Links 
@ Captation Repon 
Cytology Target Repon 
Immunisation Target Repon 
Incomplete Registrations 
Clinici 
Incomplete Baby Registrations 
* Clinical Reporting 
Satch Reporting 
MIQUEST 
OOF Indicators 
OOF Tools 
IM8T DES Reports

Given the batch a name and then add the reports that you wish to run. 

Set the time interval e.g., every week, every month. 

Tick the Send Task box.  

Choose an individual or group that the result will go to. 

The example below identifies patients whose HbA1c suggests they have diabetes but who have not been given a diabetes code and the second report identifies those recently diagnosed with diabetes who have not been referred for structured education e.g., DESMOND. 

Machine generated alternative text:
Amend Batch Report 
Batch name Diabetes Quality Searches 
Details 
Run these reports Repon 
? DM005 Diabetes diagnosis in the past g months but no SP 
? DMOOI Possible Missed diabetes - Latest HbAIC diabetic 
Remove 
On this date 
Then re-run every 
Send task 
Task details 
28 sep 2016 
Unassigned 
Send task to 
user group 
Staff member 
SMITH: Christine (Sister) 
Cancel

The user or group will receive a task once the report has run. 

Machine generated alternative text:
01 sep 2016 
44 T a 
Thu 01 Sep 09:57 - Sent automatically by SystmOne 
Batch reporting results - Imms PSO report 
Action the task to view and breakdown the results

Actioning the task shows the results. Right click on any report to display the usual reporting options. 

Machine generated alternative text:
Batch Report R 
Action 8 Close 
Name 
?Needs flu jab (sta 
?Has pso but 
Not eligible for shin 
Eligible for 
4 
Breakdown Resuts 
Show Patients 
1 Show Information 
A Rename 
Print RTF 
Print Diagram 
Move 
@ Publish 
040 Add to Favourtes 
! Create Patient Status Alen 
Run on Current Patient 
Delete 
Send Information to TPP 
Table 
r-r-r- 
Count 
1671 
eason 201 5/1 6
Configuration of your Clinical Tree & Using the CDRC Index

Content can be accessed from anywhere in SystmOne by customising your own templates, toolbars and clinical trees. 

The easiest way to access CDRC Content is to add the CDRC Index View to your clinical tree. 

core 
Common Templates 
Sick Hxand Fever 
Patient Characteristics 
New P Ethnicit 
Commun 
Clinical Specialties 
Sr east 
Cardiol 
Fractur 
Cancer 
Muscul 
F amily 
Dermat 
Neurolo 
Folio 
w 
Religion 
dl 
Diabete„ 
Pysch 
Mir ena 
s 
Shingle 
Urinaly 
Mar tal 
Elderly 
Breast 
Carer 
46 
Respira„ 
Cervica„ 
9 
Employ 
ENT 
Ur ology 
Military 
Gastro 
Vascular 
Haemat 
Paediatrics and Women's Heatth 
Paediat„ Fever Safegu 
Vaccination 
Vaccin 
Rotavir Influem 
Contra 
Pneum 
Medicines Management 
LESDES 
INR LES Minors 
care Pin 
Dr ugs 
Administration 
Data sm

If you have a centrally managed clinical tree – ask your administrator to add the CDRC Index view to the clinical tree. 

If you manage your own clinical tree, right click on any item in the tree and choose Customise Tree. Then add the CDRC Index view 

G 乛 ou Re 
OOF 
vews
Disabling CDRC Protocols

Joining the DCS organisation group provides access to all of the CDRC resources. Use of these resources is optional. However, there are two elements of the CDRC that make changes to your system automatically, one of which is Automatic Protocols. 

The CDRC includes a number of Automatic Protocols that are intended to improve patient safety, coding accuracy and efficiency. 

These protocols can be turned off at your unit quickly and easily if you do not want them. 

Disabling Protocols 

To disable protocols, navigate to the protocol management area and untick the ‘active’ box for any protocols that you don’t wish to use. 

Sending Patient Information

The CDRC includes a module for providing information to patients. Many disease specific templates have patient information and links embedded into them. This section covers the overarching patient information resources. 

Accessing the Patient Information Module 

The Patient Information resources can be accessed from:

  • The PatInfo Patient Information Index Template
  • The CDRC Index

Patinfo Patient Information Index Template

The Patinfo Patient Information Index template provides a central location to access available information for the patient. Using the Home Page, you can quickly navigate to specialist clinical areas.

Once navigated to the correct clinical area, you will see the condition specific patient information that is available.

Each condition will have a table that contains a hyperlink(s) directing you to the specific patient.info and/ or nhs.uk webpage.

When the link is clicked, the user has three options: 

  • View the relevant resource on the computer – Simply click the blue hyperlink 
  • Print the resource for the patient – On the webpage, click the Print button, or press Ctrl+P
  • Send the resource – Using the Comms Annex

The Comms Annex button allows you to send an SMS or an e-mail to the patient (or other recipients). This is recorded in the patient record. 

If you wish to send the resource via SMS or email, you need to copy the web address by highlighting it and pressing Ctrl-C.

In the ‘Enter message text’ box, press Ctrl-V to paste the web address.

Below is an example of what you might send to a patient:

“Dear Test Patient,

Please see below a link to information regarding Hypermobility which we discussed.

Regards,

Dr. Bloggs

www.patient.info/bones-joints-muscles/hypermobility-syndrome-leaflet”

CDRC Index

core 
Common Templates 
Sick Hxand 
Fever 
Patient Characteristics 
New P Ethnicit 
Commu 
Clinical Specialties 
Sr east 
Family 
Dermat 
Neurolo„ 
Folio 
w 
Mar tal 
dl 
Diabete„ 
Pysch 
Urinaly 
Car er 
Elderly 
CardioL 
Fractur 
Cancer 
Muscul 
C Ma 
9 
Emplow„ 
Endocri 
46 
Respirm„ 
Info for 
Military 
ENT 
Urology 
Gastro„ 
Vascular 
Haemat 
Paediatrics and Women's Heatth
Common Results

This section describes how to setup a common tests table. This is an extremely useful tool that clinicians will find invaluable.  Unfortunately, it does have to be setup individually at each unit and the method is slightly convoluted due to limitations within the software. 

Clinical 
Patient Home 
9 Dcs Index 
@ Quick Glance 2 
Summary 8 Family History (21) 
Tabbed Journal 
Medication (7) 
Repeat Templates (12) 
Pathology 8 Radiology (170) 
Resuts 
Common Tests 
Cervical Screening 
Tasks 
Scheduled Tasks 
O 
Communications 8 Letters (146) 
Record Attachments (I) 
Referrals (14) 
Read Code Journal (154) 
New Journal 
MED3 Statements 
Vaccinations (26) 
Safeguarding Information 
Special Notes 
Recalls (2) 
Reminders (I) 
Numeric Resuts 
Medication 
Action Group Timeline 
Prescription History (208) 
Groups 8 Relationships (6) 
Contacts 
Templates 
a OOF 
Medical Drawings (3) 
Summary Care Record 
Views 
Questionnaires (3) 
& test 
Common Tests 
Common Tests Numeric Table 
Field 
Haemoglobin concentration (g/dL) 
Mean cell volume (fL) 
Total white blood count (1 ong/L) 
Platelet count- observation (1 ong/L) 
Erythrocyte sedimentation rate (mm/hr) 
Serum C reactive protein level (mg/L) 
Serum sodium level (mmol/L) 
Serum potassium level (mmol/L) 
Serum urea level (mmol/L) 
Serum creatinine level (umol/L) 
GFR calculated abbreviated MORO (mlJmin/1 73m*2) 
Serum total bilirubin level (umol/L) 
Serum alanine aminotransferase level (iu/L) 
AST serum level (iu/L) 
Serum alkaline phosphatase level (iu/L) 
Serum gamma-glutamyl transferase level (iu/L) 
Serum albumin level (g/L) 
Serum adjusted calcium concentration (mmol/L) 
Serum inorganic phosphate level (mmol/L) 
Serum TSH level (miu/L) 
Serum free T4 level (pmol/L) 
Haemoglobin Al c level - IFCC standardised 
HbA1 c level (OCCT aligned) (96) 
Serum urate level (mmol/L) 
Serum cholesterol level (mmol/L) 
Serum LDL cholesterol level (mmol/L) 
Serum non high density lipoprotein cholesterol level 
Serum HDL cholesterol level (mmol/L) 
Serum triglyceride levels (mmol/L) 
Serum ferritin level (ng/ml) 
Serum folate level (ng/ml) 
vit 81 2 (ng/l_) 
04 Mar 2015 04 Mar 2015 
128 
g37 
1 11 
04 Mar 2015 
05 Mar 2015 
05 Jun 2015 
233 
05 Jun 2015 
05 Jun 2015 
212 
08 Jun 2015 16 Jun 2015 
213 
27 Nov 2015 og Mar 2016 
134 
gsg 
086 
076 
137 
064 
085

Step 1. Creating an Common Test Old Template 

Navigate Setup > Data Entry > Old Template Maintenance 

Setup Links Clinical Tools 
Users 8 Policy 
Prescribing 
Vaccinations 
Appointments 
Data Entry 
Data Output 
Reference 
Referrals 8 Letters 
Workflow 
user 
System Help 
Views Protocols 
Status 
Word 
Mobile Working 8 Integration 
Sulk Operations 
Data Conversion 
Platelet count- 
Erythrocyte sedi 
Serum C reactix 
Serum sodium 
Serum potassiL 
Serum urea levi 
Automatic Consutations 
Care Plan Templates 
Event Details Templates 
Goal Template Maintenance 
New Template Maintenance 
Task Templates 
eWorkfIow Templates 
Consutation Activty Template Maintenance 
Old Template Maintenance 
Equipment 
Input Prompts 
Pathology Normal Ranges 
Protocols 
Questionnaires

Click the New Template button, give the template a name and add the numerics that you wish to be included.  To do this, type the name of the numeric in the search box, click Search, highlight the appropriate numeric and then click the right arrow above the bin symbol to add it to your list.  Below is an example, but you can add whichever results are most appropriate to your unit.  Around 30 items is about the maximum that can be accommodated on a screen without the need for scrolling. 

When adding each numeric complete the settings in the dialogue box by clicking on the pencil in the middle of the template, opening up the following dialog box: 

Step 2. Create a View Based on the Old Template 

Navigate Setup > Data output > View maintenance 

Setup Links Clinical Tools 
Users 8 Policy 
Prescribing 
Vaccinations 
Appointments 
Data Entry 
Data Output 
Reference 
Referrals 8 Letters 
Workflow 
User 
System Help 
Mobile Working 8 Integration 
Sulk Operations 
Data Conversion 
Mews Protocols Status 
Form Maintenance 
Document Library 
Patient Status Alerts 
OOF Alen Actions 
View Maintenance 
Repon Output Maintenance

Click New View then select Old Templates > Tabular  

SIS8luOWWOO OJ' 
oرمرعورة 
cue' Aedes 
6u!dnO_lO 
رمسهعم 
lewdSOH 
6u!S'rwN بunلا 
SIOEÆdes Klleouetuovnv_l

Choose the Common Tests template (or the name you gave it). 

Select Template 
Case History 
Central Nervous System 
CHD and DM depression screening 
Child Heath SPOTRN 
Child Risk Register 
Children 'Mh Needs 
CHS Birth Details 
CHS Blood Tests 
CHS Perinatal 
CHS Review 
CHS SPOTRN 
Clinical Chemistry (Lap 8 CIE) 
CNRA Nutrtional Assessment 
Communication 
Communication 
Communication Assessments 
Communication Checklist 
Communication Questionare 
Completed education im 
Congental Hypothyroidism

Click OK twice to select that template and save the view. 

Step 3. Putting the Common Tests View In A Place Where You Can Use It 

Add the ‘Common Tests’ view to either or both of: 

  • Any template 
  • Your clinical tree 

Normally an administrator will need to do this. 

Step 4. Using the View 

With a patient retrieved, professionals can then access the table of results either by clicking on the ‘Common Tests’ entry on the clinical tree – see diagram at the top of this section, or by opening a template which includes the view. 

Unfortunately it is not yet possible to create these sorts of views in templates that are in the CDRC group. TPP have been asked to look at this as a development request. 

In the unlikely event that the professional needs earlier results than shown, right click anywhere on the template and choose Graph Values 

Record New Values 
Overview Fitter 
Graph Values 
Add To Graph 
144 
130

This will launch a view of all the results that have ever been recorded for those particular numerics. 

5 
2 
ıııııııııııiıiııııııııııııııııııııı

The X/Y axis toggle button allows you to switch the axis to manipulate the data for best view. 

If you wish to record new values e.g. results obtained from another unit rather than those sent electronically to your system, right click anywhere on the table and choose Record New Values 

Record New Values 
Overview Fitter 
Graph Values 
Add To Graph 
Table

A screen is then shown with the most recent entry for each numeric and allows the professional to enter a new reading. If you are going to enter multiple entries from a single date, it is best to amend the Event Details so this date doesn’t have to be adjusted for each entry. For larger lists, like the one below, the rest of the entries appear on the second tab. 

og Mar 2016 
log Mar 2016 
log Mar 2016 
og Mar 2016 
2g Apr 2014 
05 Jun 2015 
og Mar 2016 
og Mar 2016 
og Mar 2016 
log 
Mar 2016 
log 
Mar 2016 
log 
Mar 2016 
og Mar 2016 
05 Jun 2015 
og Mar 2016 
16 Jun 2015 
og Mar 2016 
05 Jun 2015 
05 Jun 2015 
og Mar 2016 
Template Entry: Common Tests 
Previous Recordings 
umol/L 
umol/L 
137 g/dL 
g3gfL 
63 1 one/ 
1 gs 1 one/ 
Erythrocyte sedimentation rate [XE2m7) 
144 mg/L Above high reference limit 
142 mmol/L 
3 g mmol/L 
&6 mmol/L 
70 umol/L 
GFR calculated abbreviated MORD (XaK8y) 
15 umol/L 
25 iu/L 
130 iu/L Above high reference limit 
122 
1 73 iu/L Above high reference limit 
37 g/L Please note change to albumin refer„ 
2 33 mmoI/L 
0 g6 mmol/L 
0 64 miu/L 
Common Tests 
Haemoglobin concentration 
Mean cell volume 
Total white blood count 
Platelet count- observation 
Erythrocyte sedimentation rate 
Serum C reactive protein level 
Serum sodium level 
Serum potassium level 
Serum urea level 
Serum creatinine level 
GFR calculated abbreviated MORD 
Serum total bilirubin level 
Serum alanine aminotransferase level 
AST serum level 
Serum alkaline phosphatase level 
Serum gamma-glutamyl transferase level 
Serum albumin level 
Serum adjusted calcium concentration 
Serum inorganic phosphate level 
104/1_ 
104/1_ 
mm/hr 
mumin/173m 
9 
Serum TSH level 
Recall 
13 Dec 
Pathology Repon
Useful Keyboard Shortcuts

Most dialogue boxes (e.g., new repeat medication, new acute) have short cuts for completing or cancelling them. Press Alt which will underline the letter that you need to press to complete the appropriate action. Ctrl-O (for OK) usually completes the action. 

F10 Search for a new patient.  Type in the first letters of first and surname.  Pressing return1 twice will load the patient if they are top of the picking list. 
Ctrl F10  Find cohabitants. 
F6  Save and close the patient 
Ctrl F6  Closes the patient record without saving any information. 
Ctrl-shift-L Go to appointments ledger 
Ctrl-shift-W Go to currently retrieved patient record 
Ctrl-W Start a consultation 
Ctrl-P New acute medication 
Alt-P Print medication currently in the print queue 
How to create a Digital Signature

Creating A Digital Signature 

It is possible to create an image of a signature to add to Word documents within SystmOne.  This takes a little bit of effort to set up but can save time in the long run. 

Process: 

  1. Ask the person to sign their name (reasonably large) on a piece of clean A4 
  2. Scan it. 
  3. Use a photo editor (e.g. Microsoft Paint) to crop the image so you just have the signature.   

In paint you would choose Select then draw around the signature, then click Crop. Then choose File > Save As and save the file as a PNG document with a name such as ‘Dr XXX Signature’.  This file needs to go somewhere where the person can always access it e.g., the root folder of their shared drive. 

  1. In the relevant Word document, click on the location where you wish to add the signature.  Then choose Insert > Picture  and navigate to the picture file. Use the small corner boxes to resize as needed. 

Linking a code to a Prescription

It is possible to link values in the record to medication action groups.  This allows you to see key values from the prescribing screen. 

14 Feb 201 g Atowastatin 40mg tablets 
28 tablet- take one daily 
Serum non high densit/ 'ipoprotein cho/estero/ 'eve/ 28 mmoVL 08 Jan 2020, Target serum non high densit/ 
'ipoprotein cho/estero/ 'eve/ 31 mmoV/ 24 Sep 2020

To do this: Setup > Prescribing > Action Group Descriptions then choose the action group and right click to amend 

Renaming a Recall Type
  • Create a search to look for the recall type/status you wish to change 
Sub category Covidl g 
Confidential Notes 
Consutation Activties 
Contraception Claims 
Drug Senstivties 
Goals 
Letters 
Medication 
Numerics 
Pathologyfiadiology Repons 
Prescriptions 
Problem Substances 
Questionnaires 
Recalls 
Read Coded Entries 
Referrals In 
Old Referrals Out 
New Referrals Out 
Relationships 
Reminders 
Repeat Templates 
Subject Access Requests 
SUS Uploads 
Vaccinations 
Vaccination Consents 
Vaccination Refusals 
Repon Joining 
New Sub-category 
Report on recalls 
A recall exists 
Z] Recall type 
Type 
copo 
copo ANNUAL REVIEW 
Available 
Coronary Hean Disease annual review 
Covid Vaccine Third Dose 
Covidl g Extreme Social Distancing 
Cytology Smear 
114 
Recall date 
Recall deadline 
Recall status date 
Recall date between Child Heath defined dates for recall 
Type 
Covid Vaccine Booster 
1 Ron 
Recall Status 
Pending 
Selected 
Selected 
Z] Recall status 
Recall Status 
1st recall 
2nd recall 
3rd recall 
Awaiting Result 
Cancelled by clinician 
Available
  • Run the search 
  • If all the patients are to have the recall renamed – Right click on the search and choose Actions > Amend Recall Type 
su 呬 
1 El-HRM OIPPV
  • Set the old and new recall names 
Recall Type Replacement 
Change recall type from: 
Covid Vaccine Booster 
Covid Vaccine Third Dose 
Cancel
  • If only some patients are to be changed, show the patients after running the search, highlight to relevant patients and repeat the Action above 
Sending Electronic Messages

The S1 communications annexe offers a powerful tool to send messages quickly and easily. 

To send a message to all patients in a search, right click on the search, select Actions > Use Communications Annexe 

Machine generated alternative text:
Run on Current Patient 
Semi to TPP 
Synchr anise With PDS 
Recüd Sha-hg pref«ences 
use 
Use Ertry TenW*e 
Vaccination Clinic

Write your message in the message box or choose an existing preset 

The message can be set to be sent by a particular method e.g. SMS text, email or Airmid or by the patient’s preferred method with SMS as the default if none is set. 

To send a message to a selected group of patients, from any patient list, highlight the relevant patients follow the instructions as above 

If you want to add a code to the patients who have been sent the message (e.g., Influenza vaccine invitation).  Highlight the relevant patients in any list and then choose the breakdown option.  In the Demographics tree tick Email address recorded and Uses Mobile then click Refresh. A result like this will be displayed. 

Machine generated alternative text:
Uses mobile Patient Count 
1077

Highlight the rows with either email or mobile and then use the right click, Actions > Use Communications Annexe option as above.  Once the messages have been sent, a list of any patients whose message failed will be shown.  Go back to the list of patients who were originally highlighted, hold the control key and un-highlight any patients who appeared in the warning box.  Then right click on the remaining highlighted patients and use the Actions > Add Read code option to add the code. 

Automatic Episodicity 

This function ensures that the first episode of a particular code is recorded with ‘new’ episodicity. This is important for some QoF indicators 

Setup > Users and Policy > Organisation Preferences > Clinical Policy > Clinical Coding > Summary and Episodicity 

Add the relevant code cluster to the automatic episodicity list 

Z] Allow users to put Read coded tems in the summary 
Z] Prompt for episodicty if a Read code already exists wth an episodicty 
Automatic Episodicity 
SystmOne will automatically record any new Read codes added to the patient record as a new episode ifthe 
Read code is in one ofthe configured OOF clusters Ifthe Read code already exists on the patient record it will be 
recorded as normal 
CAN 
DEPR 
ORCKOI 
DRCKD2 
Description 
Codes for relevant malignancies 
Depression diagnosis codes 
Chronic kidney disease codes 3- 
Chronic kidney disease codes 1- 
Hypertension diagnosis codes 
Myocardial infarction codes 
Retired 
Application of Read Code Significance Rules 
C) Off - No automatic changes are made and users are not prompted to apply the rules 
C) Automatic - Creates the required problems and summary tems wth no interaction from the user 
@ user Guided - Specific users are prompted as to which rules they wish to apply to the record

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