emis web housekeeping guidelines guide · housekeeping it is advisable for practices to perform...
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NECS Clinical Systems Specialist Team
©Copyright NECSU Revision date: 19/05/2020
EMIS Web -
Housekeeping Guidelines
Guide
Author: NECS Clinical Systems Specialists Team
Telephone: 0300 555 0340 2 Email: [email protected]
Table of Contents
Contents Housekeeping .............................................................................................................................. 3
EMIS Updates .............................................................................................................................. 3
Organisation Notepad .................................................................................................................. 4
Organisation Configuration .......................................................................................................... 5
User ............................................................................................................................................. 5
Teams .......................................................................................................................................... 6
EMIS Configuration ...................................................................................................................... 8
Template Manager ....................................................................................................................... 8
Concepts Manager ..................................................................................................................... 10
Concept Configuration ............................................................................................................... 10
System Tools ............................................................................................................................. 11
Prescription Printing ................................................................................................................... 11
Population Reporting ................................................................................................................. 13
Appointment Configuration ......................................................................................................... 14
Session Holder Filters ................................................................................................................ 14
Appointment Sessions ............................................................................................................... 16
Week Templates ........................................................................................................................ 17
Workflow Manager ..................................................................................................................... 18
Internal Email ............................................................................................................................. 19
Telephone: 0300 555 0340 3 Email: [email protected]
Housekeeping It is advisable for practices to perform “housekeeping” duties on a regular basis to ensure that resources used are current and up-to-date and to prevent the system from slowing down. It can also cause clinical risk if out-of-date templates and resources are used.
EMIS Updates 1. It is strongly advisable for practices to monitor EMIS Updates for any changes to the system
and fixes to existing issues or bugs. 2. Updates will show on the EMIS home screen if the user has added their NHS email
address. Alternatively access EMIS Now via your web browser:
https://www.emisnow.com/csm?id=product_emisweb
Telephone: 0300 555 0340 4 Email: [email protected]
4. EMIS Web will release new changes using a controlled rollout approach. It is therefore important to review your current version of EMIS to ensure you are aware of possible new functionalities being released and when.
The version of EMIS is shown on the home screen.
Organisation Notepad 1. Ensure out of date organisation notepads are deleted from the home page either by the
staff member who added the note or by any staff member who has RBAC B0062 and a Manager’s Role.
Telephone: 0300 555 0340 5 Email: [email protected]
Organisation Configuration
User 1. When an employee leaves the practice, ensure their user account is deactivated. However
depending on their practice role for example a GP, a series of steps may need to be performed prior to being able to deactivate the account either by the user themselves or by an administrator (see table on next page).
2. Click EMIS menu and click Configuration, click Organisation Configuration.
3. Click Users and navigate to the relevant staff member, highlight and click Deactivate.
Telephone: 0300 555 0340 6 Email: [email protected]
User has existing appointment sessions
Cancel or reassign the appointment session via appointment book – right click on the session and cancel or re-assign.
The user is an active service person From Organisation Configuration click Services and deactivate the user
The user is set-up as an active team person
From Organisation Configuration click Teams, click to highlight the relevant team and edit to remove the user.
The user has incomplete tasks Click Workflow Manager and select Tasks, the user should complete all tasks or change owner. If the user has already left the practice ensure this work is completed by a global view (workflow manager config)
The user has outstanding test requests
Click Workflow Manager and select Test Requests, the user must assign outstanding test request to another user, this work can also be completed by a global viewer.
The user is the usual GP for patients It is good practice to run a report to identify how many patients are assigned to the GP. Access Registrations and click Usual GP Reallocation.
The user is configured as the senior partner
From Organisation Configuration click organisation, select the main organisation and Edit, add the new senior partner to the practice details page.
The user is configured as a senior partner in trading partners
Click Workflow Manager and select Config, click Trading Partners. Select the trading partner from the top pane, in the bottom pane click GP Codes, a list of GP’s will show with a tick to the current senior partner. Highlight the current senior partner and click Edit. Click GP codes, highlight the senior partner and click Edit – untick senior partner. Do this process again for the new senior partner and ensure the GP Code is added and is correct.
Teams 1. Teams will need to be monitored and updated to ensure tasks etc. are not sent to wrong
staff members. 2. From Organisation Configuration click Teams. Teams can either be edited or deactivated. 3. Click Edit to add or remove staff members.
Telephone: 0300 555 0340 7 Email: [email protected]
4. Click the magnifying glass and either search and double click staff you want added to the
team or right click on a particular staff member from the bottom pane and select remove.
Telephone: 0300 555 0340 8 Email: [email protected]
EMIS Configuration
Template Manager 1. Data Entry Templates, Protocols and Document Templates should be managed to ensure
staff do not access out of date documents and tools.
2. Click the EMIS Menu and select Configuration - Template Manager.
3. Depending on the EMIS version you may need to access Resource Publisher to access
Templates, Protocols, Documents and Concepts.
Telephone: 0300 555 0340 9 Email: [email protected]
4. Click Templates & Protocols tab. A list of folders will display showing all Data Entry Templates and Protocols created.
Data Entry Template Icon
Protocols Icon
5. If the template or protocol will not be used again within the practice you can deactivate and
this will therefore no longer be available for use.
6. You can however, select to use archive, this can then be activated again in the future if
needed by selecting Show Archived and selecting Activate.
7. Click Document Templates. A list of folders will display containing documents. Follow the same process as above to either deactivate or archive.
Telephone: 0300 555 0340 10 Email: [email protected]
Concepts Manager 1. Concepts are reports that can be used within a Protocol. Prior to deactivating / archiving
always check to ensure the concept is not currently used within a protocol. 2. Click the EMIS Menu and select Configuration - Concepts Manager.
3. Follow the same steps covered to either deactivate or archive the concept.
Concept Configuration 1. Practices may want to change the QOF reference date for alerts showing in the patient
record. By default the alert date used is the 3 month look ahead view on the QOF screen until it is less than three months until the end of the financial year. The alert date will then use the end of the QMAS year view within the QOF Screen.
2. Click Concept Configuration and change the date accordingly.
Telephone: 0300 555 0340 11 Email: [email protected]
System Tools
Prescription Printing 1. Staff may have issues with printers and therefore may select for prescriptions to be stored
instead of printing (Non EPS). It is good practice to ensure this screen is empty and print all prescriptions if any have been stored.
2. Access the EMIS Menu and select System Tools - Prescription Printing - Stored Scripts.
3. A list of staff members will display who have selected to store prescriptions, click to highlight
a staff member to show patients.
Telephone: 0300 555 0340 12 Email: [email protected]
4. You can now either print all prescriptions for this user by selecting the staff name and click Print - Selected User or highlight the relevant patients and Print – Selected Scripts.
Telephone: 0300 555 0340 13 Email: [email protected]
Population Reporting 1. Practice staff who create searches should regularly maintain their own folders and delete
searches no longer required. Administrators of the system may need to delete or move searches for staff who may no longer have logins to the system.
2. Click EMIS menu – Reporting - Population Reporting.
3. Select the folder required from the left pane, click to highlight the search you want to delete
and click Delete.
4. Alternatively you can click Cut from the ribbon, select a different folder and then click Copy.
Telephone: 0300 555 0340 14 Email: [email protected]
Appointment Configuration
Session Holder Filters 1. Practice administrators need to regularly update and maintain organisation session holder
filters. Individual staff members will also need to update any session holder filters no longer required.
2. Click EMIS menu – Appointments - Appointment Book.
3. Click Appts Config button on the ribbon.
4. Within the organisation options click Session holder filters. You can now add new session
holder filters, edit existing filters or delete any that are no longer required. Any sessions that are deleted organisationally will also be removed from staff who still have them listed within their own user options.
Telephone: 0300 555 0340 15 Email: [email protected]
5. Staff can also access Appointments Configuration and within user options select Your
Session Holder Filters to deselect any filters no longer required.
Telephone: 0300 555 0340 16 Email: [email protected]
Appointment Sessions 1. Appointment session templates should be deleted if they are no longer required. From the
Appointment Book click Week Templates.
2. All existing appointment session templates are listed down the left pane. Click to highlight a
template that is no longer required and select Delete Template.
Telephone: 0300 555 0340 17 Email: [email protected]
Week Templates 1. Appointment week templates should be deleted if they are no longer required. From the
Appointment Book click Planner.
2. Within the Week Templates section, click to highlight a template that is no longer required
and click Delete Template.
Telephone: 0300 555 0340 18 Email: [email protected]
Workflow Manager 1. Practice staff who monitor and review workflow manager will need to update global viewers
to add or remove staff members.
2. Click EMIS menu and click Workflow - Workflow Manager.
3. Click Config on the ribbon and select Global Viewers from the organisation options
section. 4. You can now add staff to become Global Viewers, edit or remove existing staff from
particular sections within Workflow Manager.
Telephone: 0300 555 0340 19 Email: [email protected]
Internal Email 1. Practice staff should keep the number of internal emails to a minimum, and either delete
them once actioned or move to a different folder if you need to keep them. 2. To access Internal Email, click EMIS Menu and select Internal Email. Alternatively you can
click on the blue hyperlink for your mail inbox if you have any emails.
Note: blue is the total number of emails in your inbox, red number is unread emails.
3. To delete an email, select the email and click Delete button.
4. To move an email, select the email and click Move button. Select the folder to move the
email to. If you have no folders, you can create new ones by clicking Add Folder button.