How-To’s

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.

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. 

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

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

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. 

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 

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. 

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

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. 

Step 1. Creating an Common Test Old Template 

Navigate Setup > Data Entry > Old Template Maintenance 

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 

Click New View then select Old Templates > Tabular  

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

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 

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

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 

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. 

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

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. 

4. 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. 

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

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

• Create a search to look for the recall type/status you wish to change 

• Run the search 

• If all the patients are to have the recall renamed – Right click on the search and choose Actions > Amend Recall Type 

• Set the old and new recall names 

• If only some patients are to be changed, show the patients after running the search, highlight to relevant patients and repeat the Action above 

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 

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. 

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. 

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