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iCare User Reference Guide Document Version 2.1

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User Reference Guide



1 Disclaimer This document is supplied as is and without warranty by SMI, who assumes no liability or responsibility

whatsoever to the user of this document, the user agents and/or employees or any other party, for any

claimed inaccuracy in this document, or for damage caused or alleged to be caused directly or indirectly by any use of this document (including, but not limited to, interruption of service, loss of business, anticipatory

profits, consequential damages or indirect or special damages arising under any circumstances or from any cause of action whatsoever including contract, warranty, strict liability or negligence) regardless of whether

SMI was informed about the possibility of such damages.

The information in this document is subject to change without notice.



2 Table of Contents 1 Disclaimer ................................................................................................................................ 2

2 Table of Contents ..................................................................................................................... 3

3 Familiarisation with iCare ........................................................................................................ 6

3.1 The iCare Interface ..................................................................................................................... 6

3.2 Scroll Bars .................................................................................................................................. 7

3.3 Ordering Columns ....................................................................................................................... 7

3.4 Resizing Columns ........................................................................................................................ 8

3.5 Resizing Forms ............................................................................................................................ 8

3.6 Logging on and Navigating Around iCare ...................................................................................... 9

3.6.1 User Login .......................................................................................................................... 9

3.6.2 Navigating around iCare .................................................................................................... 10

3.6.3 Find Options - Adding and Searching for Codes ................................................................... 11

3.6.4 List Mode (using Marital Status as an example) ................................................................... 12

3.6.5 Opening a New Window .................................................................................................... 12

3.6.6 Update ............................................................................................................................. 13

3.6.7 View ................................................................................................................................. 13

3.6.8 Family .............................................................................................................................. 14

3.6.9 My Patients ....................................................................................................................... 14

3.6.10 Recent Patients ................................................................................................................. 16

4 iCare Messaging ..................................................................................................................... 19

4.1 Creating a Message ................................................................................................................... 19

4.2 Opening a Message ................................................................................................................... 20

4.3 Checking Sent Messages ............................................................................................................ 21

4.4 Filtering Active/Inactive Messages .............................................................................................. 21

5 Patient Details ....................................................................................................................... 23

5.1 Accessing Patient Details ........................................................................................................... 23

5.2 Registering a New Patient into iCare ........................................................................................... 24

5.3 Patient Banner .......................................................................................................................... 25

5.4 Entering Patient Details ............................................................................................................. 25

5.5 Standard patient options (located at the bottom of the form) ...................................................... 29

5.6 Patient Printing ......................................................................................................................... 30

5.7 ICD10 Diagnosis Searching ........................................................................................................ 31

5.8 Drug Info Medicine Research ..................................................................................................... 32

6 Patient Status ........................................................................................................................ 34

6.1 Status Form Layout ................................................................................................................... 34

6.2 Adding a Status ........................................................................................................................ 34

6.3 Updating a Patient’s Status ........................................................................................................ 35

6.4 Deleting a Status....................................................................................................................... 37

6.5 Status - Smart Form Entry ......................................................................................................... 38

6.6 Viewing Smart Forms within patient Status ................................................................................. 40

7 Patient Activities.................................................................................................................... 42

7.1 Creating a New Activity ............................................................................................................. 42

7.2 Amending Patient Activities ........................................................................................................ 45

7.3 Deleting a Patient Activity .......................................................................................................... 45

7.4 Viewing Tools for Activities ........................................................................................................ 46

8 Patient Diagnosis ................................................................................................................... 49

8.1 Adding to a Patient Diagnosis .................................................................................................... 49

8.2 Amending Diagnosis Details ....................................................................................................... 50

8.3 Deleting Diagnosis details .......................................................................................................... 50

9 Patient Family (Details) ......................................................................................................... 52

9.1 Adding a New Family member ................................................................................................... 52

9.2 Amending Family Member Details............................................................................................... 54

9.3 Deleting a Family Member ......................................................................................................... 55

9.4 Additional Family Features ......................................................................................................... 55

10 Genogram .............................................................................................................................. 56



10.1 Getting Started ..................................................................................................................... 56

10.2 The Genogram Window ......................................................................................................... 57

10.3 Adding an Object .................................................................................................................. 58

10.4 Resizing, Positioning and Linking Objects ................................................................................ 59

10.4.1 Resizing ............................................................................................................................ 59

10.4.2 Positioning ........................................................................................................................ 59

10.4.3 Selecting Multiple Objects .................................................................................................. 60

10.5 Linking People with Relationship Lines .................................................................................... 61

10.6 Resizing Relationship Lines .................................................................................................... 63

10.7 To Move Relationship Line (outwards/inwards) ....................................................................... 63

10.8 To Change Relationship Type ................................................................................................. 64

10.9 Removing Objects (People/Lines) ........................................................................................... 65

10.10 Adding Emotional Relational Lines .......................................................................................... 65

10.11 Adding Family Member to a Relationship ................................................................................ 66

10.12 Changing the Person Type / Adding Additional Notes .............................................................. 68

11 Patient Key Workers .............................................................................................................. 70

11.1 Adding a Key Worker / Key Authority ..................................................................................... 71

11.2 Amending Patient Key Worker / Key Authority Details ............................................................. 71

11.3 Deleting a Patient Key Worker/Key Authority .......................................................................... 72

12 Patient Medical ...................................................................................................................... 73

12.1 The Medical Toolbar .............................................................................................................. 73

12.2 Adding Symptom Information ................................................................................................ 74

12.3 Symptom Update Tools ......................................................................................................... 76

12.4 Adding Medicines to a Patient Record ..................................................................................... 77

12.5 Drug Update Tools ................................................................................................................ 78

12.6 Adding Treatments ................................................................................................................ 79

12.7 Treatment Update tools ......................................................................................................... 80

12.8 Adding other Medical Information .......................................................................................... 81

12.9 Other Medical Tools .............................................................................................................. 82

13 Extras ..................................................................................................................................... 83

13.1 Adding Extra Details .............................................................................................................. 83

13.2 Updating Extra Details ........................................................................................................... 84

13.3 Deleting Extra Details ............................................................................................................ 85

13.4 Patient Equipment ................................................................................................................. 86

13.5 Allocating Equipment to a Patient ........................................................................................... 86

13.6 Updating Equipment to a Patient ............................................................................................ 87

13.7 Deleting Allocated Equipment ................................................................................................ 87

13.8 Adding an Attachment ........................................................................................................... 89

13.9 Updating, Deleting and Viewing Attachments .......................................................................... 90

13.10 About Mail Merges ................................................................................................................ 90

14 Patient Dashboard ................................................................................................................. 91

14.1 Patient Journal ...................................................................................................................... 91

14.2 Sub-file Dashboard ................................................................................................................ 92

15 Reports .................................................................................................................................. 93

15.1 Reports Outline (See Separate Reports Help manual for full guidance) ..................................... 93

16 Admin ..................................................................................................................................... 97

16.1 Demographics ....................................................................................................................... 98

16.1.1 Allergy .............................................................................................................................. 98

16.1.2 Employment ................................................................................................................... 100

16.1.3 Ethnicity ......................................................................................................................... 102

16.1.4 Ethnicity MDS ................................................................................................................. 105

16.1.5 Marital ............................................................................................................................ 105

16.1.6 Post Codes ..................................................................................................................... 108

16.1.7 Religion .......................................................................................................................... 108

16.2 Family ................................................................................................................................ 111

16.2.1 Order ............................................................................................................................. 111

16.2.2 Relationship .................................................................................................................... 113

16.3 Medical ............................................................................................................................... 116

16.3.1 Class .............................................................................................................................. 116



16.3.2 Diagnosis ........................................................................................................................ 118

16.3.3 Drugs ............................................................................................................................. 120

16.3.4 Frequency ...................................................................................................................... 123

16.3.5 Other Medical ................................................................................................................. 125

16.3.6 Outcomes ....................................................................................................................... 128

16.3.7 Routes ............................................................................................................................ 130

16.3.8 Schedule ........................................................................................................................ 132

16.3.9 Score ............................................................................................................................. 134

16.3.10 Symptoms .................................................................................................................. 136

16.3.11 Treatments ................................................................................................................. 138

16.3.12 Activities ..................................................................................................................... 140

16.3.13 Attachments ............................................................................................................... 143

16.3.14 Equipment .................................................................................................................. 145

16.3.15 Extras ......................................................................................................................... 148

16.3.16 Locations .................................................................................................................... 151

16.3.17 Location MDS .............................................................................................................. 153

16.3.18 Smart Forms ............................................................................................................... 154

16.3.19 Smart Form Links (see Smart Form Help Manual for full guidance) ................................. 157

16.3.20 Status ........................................................................................................................ 157

16.3.21 Title ........................................................................................................................... 160

16.4 Professionals ....................................................................................................................... 162

16.4.1 Expertise ........................................................................................................................ 162

16.4.2 Expertise MDS ................................................................................................................ 164

16.4.3 Local Authorities ............................................................................................................. 164

16.4.4 Organisations .................................................................................................................. 166

16.4.5 PCTs .............................................................................................................................. 168

16.4.6 Personnel ....................................................................................................................... 171

16.4.7 Roles .............................................................................................................................. 174

Roles MDS ................................................................................................................................... 176

16.5 Security .............................................................................................................................. 177

16.5.1 Permissions .................................................................................................................... 177

17 System ................................................................................................................................. 180

17.1 Admin Defaults ................................................................................................................... 180

17.2 User Sessions ..................................................................................................................... 181

17.3 Passwords .......................................................................................................................... 181

17.4 Security Defaults ................................................................................................................. 182

17.4.1 User Defaults .................................................................................................................. 182

17.4.2 Defaults and Ageing ........................................................................................................ 182

17.4.3 Requirements ................................................................................................................. 183

17.4.4 Lockout .......................................................................................................................... 183

17.5 Audit Trail ........................................................................................................................... 184

17.6 Delete Patient ..................................................................................................................... 185

17.7 Patient Numbers ................................................................................................................. 185

17.8 My Password ...................................................................................................................... 185

17.9 Patient Fix .......................................................................................................................... 186

17.10 Sync. Check ........................................................................................................................ 186

17.11 Spell Check ......................................................................................................................... 186

17.12 Patient Import .................................................................................................................... 187

17.13 About iCare......................................................................................................................... 187



3 Familiarisation with iCare

3.1 The iCare Interface

The exclamation icon identifies fields that are required for the current form to be saved. This icon will also flag up data entry errors.

Double click the field this is related to display further information regarding that field.

The magnifying glass icon opens the Search Mode or List Mode fill options.

The calendar icon opens the date select options:-

Day selection window

Select the month to expand to the month selection (see below).

Click on the ��arrows to move onto the previous or next month.

Double click on the day to insert and go back to patient form.

Month select window

Select the year to expand to the year selection (see below).

Click on the ��arrows to move onto the previous or next year.

Double click on the month to insert and go back to day selection (see above).

Year select window

Click on the ��arrows to move onto the previous or next year

Double click on the month to insert and go back to month selection (see above).

The down arrow in the Sub Navigation Bar lists below further options available

The up arrow in the Sub Navigation Bar collapses the options list below



3.2 Scroll Bars

If there are too many entries to be viewed in the screen scroll bars can be used to move down and across to locate more entries. E.g.

To move down/up one row or across a column select the � � � � arrows on the scroll bar respectively.

To jump across/down quickly hold the grey scroll bar and drag across/down.

3.3 Ordering Columns

Columns are not fixed within the form tables of iCare and can be moved to suit your individual preferences.

To move a column - (1) Click and hold on the column header (2) Drag the Header across to the new position (The Header will change to

Dark grey) (3) Release the mouse button (a dark line will indicate the new position)



3.4 Resizing Columns

Columns can be resized to suit your viewing needs by clicking and dragging the column header, the cursor will change to � indicating when you can drag the column width.

Text column resized to

3.5 Resizing Forms

Certain forms can be resized on height to display more information. These are indicated by an underline at the bottom of the form for example regarding Family Member Activities the form can be dragged down to

display more activities.

This will show more information regarding the Family member’s activities or keyworkers



3.6 Logging on and Navigating Around iCare

To access iCare either double click the iCare shortcut on you desktop or open your internet browser and type in the address of your iCare server in the URL address bar followed by /iCare or (it is advisable that this is

added to your favourites).

Once you have located your iCare web site you will be prompted for a username and password these are

case sensitive.

3.6.1 User Login

The current Version of iCare will also be displayed on the login screen.

For security reasons your iCare administrator can lock out user accounts when a user has incorrectly logged

into iCare a set number of times - if you receive a warning message indicating that you have been locked

out of iCare please consult an iCare administrator within your organisation.

Similarly if your iCare account has expired you will need to also consult with an iCare administrator.

** Note ** your logon is a signature of use on iCare - there is a detailed audit trail logging user

entry on the system. Do not divulge your iCare log on details to other users.

** Note ** Once you have finished using iCare please log out of the iCare Session - this will free

up your current user licensing access so other iCare users will be able to log-in.



3.6.2 Navigating around iCare

The Navigation around iCare is split up in 2 different ways - Navigation Bars and Hot Link Keys.

The Main Navigation Bar splits up the various different modules (relating to roles within your organisation)

Patients - Solely focuses on the recording and viewing of patient data.

Reports - Lists all the standard and user defined reports based on patient and professional data. Admin - Solely focuses on the maintenance of user defined Codes.

iPlanner - Links with the Staff.Care program to be used as a Patient Booking system. iGo - An additional module that allows data to be taken to laptops mainly for patient visits.

System - Focuses on the broader administration of iCare by iCare administrators.

Staff Rota - Staff Rota is an Add-on module which links to the Staff.Care Rostering program to iCare data.

Logout - Logs out your user login session freeing up your concurrent user licensing access.

Once you have clicked on a module the tasks available will be listed in the Sub Menu at the side of your

screen view.



3.6.3 Find Options - Adding and Searching for Codes

There are 2 ways to insert codes into a field. If the code is known to the user they can be typed in manually.

If the user would like to view the code options available these can be brought up by clicking on the icon next to the field.

You can find the code by selecting either or

** Note ** If you are bringing up a large list of codes it is easier to access codes from the Search

Mode. If the codes can be viewed on 1 screen then it would be easier to find codes using the List Mode.

Search Mode (using Allergies as an example)

(1) Define what you would like to search for:-

Select the downward arrow and then select the column you would like to search for from the drop down list below. For this example to find which Allergy Code

you would like to add you can either search by the Code or by

the Allergy Description.

(2) Define what kind of search you would like to undertake:-

Is = Will display all items that match your search words exactly

Starts with = Will display all items that start with your search words

Contains = Will display all items that have your search words anywhere within the item.

You can add up to 3 more searches by selecting the and drop down arrows

below.

Once the select options (above) have been selected then enter your search words in the box

(indicated by a in the example above).

Then click on the button or press the Enter key on your keyboard to list the results.

So for example:-

1 2



Entered into the search criteria theoretically could bring up (depending on pre-set codes)

To add the code � double click on the item, or click the OK button (if the code you would like to add is

highlighted in dark blue you can press the Enter key on your keyboard to populate).

3.6.4 List Mode (using Marital Status as an example)

This will list all your pre-defined Codes (you may need to use the scroll bar if you have too many to fit on one screen).

You can change the Mode into a Search Mode by selecting

the Search Mode at the top.

To change selection you can either double click an item with your mouse button or use your keyboard cursor keys �

� followed by the Enter Key.

3.6.5 Opening a New Window

To open more than one iCare database select the New Window button on the top left of the iCare window.

Opening a New iCare window does not affect the number of concurrent licenses being used.



Searching for Patients

There are 5 main tools that enable you to search for patients:-

These are displayed when the Patient button has been highlighted in the Main Toolbar.

3.6.6 Update

– This allows a user to search for a patient and make changes to the patient registration and on-going details.

Once you have clicked the Update button to find a patient you can load the patient’s details by inserting the

patient’s hospice number in the Code: field followed by the Enter Key.

If you do not know the Patient’s reference number you can open the patient find option by clicking the next to the code box or by selecting the Find button at the bottom of the window.

3.6.7 View

– This allows a user to search for a patient but does not permit changes to be made to a patient’s record.

Once you have clicked the View button to find a patient you can load the patient’s details straight away by

inserting the patient’s reference numbering the Code box followed by the Enter Key.

If you do not know the Patient’s reference number you can open the patient find option by clicking the next to the code box or by selecting the Find button at the bottom of the window.



3.6.8 Family

– This allows you to search a patient from search options related to their family members. An additional selection in family member is to register a new patient using the details of a Family Member.

As soon as the Family Button has been selected it will open the Find Family Member options (depending on

how your custom user settings have been created you will either load up in Search Mode or List Mode)

3.6.9 My Patients

– A list of your tagged patients are stored in this section, patients are listed alphabetically under their surname.

The My Patient list can be printed to create a quick list of your ‘tagged’ patients.

There are 2 print layout options :-

� Summary

Displays a list of patient names coinciding with the date and time of their last activity.



� Detail

Additional information on the Detail printout includes the patient contact details and provides Date of Death

information for deceased patients.

Use the Magnifying Glass by Activity: (or type in the known code) to pick a single activity to be listed or as

shown in the diagram use a % to have any codes that in this example start with DA but then could have any

other character afterwards in the code.

Use the Magnifying Glass in the Activity List: to filter by a pre-defined administrator list of activity codes. For example: AHC - All Home Care, this will then only display patients with the filtered activity :-

If you want to reset the filter back to show all tagged patients click the shown in the above example.



A single click on a patient’s name will display their contact details in the My Patients window a double click will open the patient’s record or you can click the Update or View buttons on the patients contact details.

If you would like to change the order of the listed patients click on a column header to order that

column A/Z, Z/A or chronologically by date.

The white arrow indicates that a column has been ordered is sorted A/Z is sorted Z/A

Patients are added to your My Patient window when the My Patient check box is ticked in the patients details

form (located at the bottom of the patient details window underneath the Comments section).

3.6.10 Recent Patients – Listed are patients that have been accessed by you in the last 14 days (subject to internal setup) the

layout screen is similar to the layout of the My Patients screen on the previous section.



The Recent Patients list can be printed to create a quick list of which patients you have accessed recently.

There are 2 print layout options :-

� Summary

Displays a list of patient names coinciding with the date and time of their last activity.

� Detail

Additional information on the Detail printout includes the patient contact details and provides Date of Death information for deceased patients.



Use the Magnifying Glass by Activity: (or type in the known code) to pick a single activity to be listed or as

shown in the diagram use a % to have any codes that in this example start with DA but then could have any

other character afterwards in the code.

Use the Magnifying Glass in the Activity List: to filter by a pre-defined administrator list of activity codes. For example: AHC - All Home Care, this will then only display patients with the filtered activity :-

If you want to reset the filter back to show all tagged patients click the shown in the above example.

A single click on a patient’s name will display their contact details in the My Patients window, a double click

will open the patient’s record, or you can click the Update or View buttons on the patients contact details.

If you would like to change the order of the listed patients click on a column header to order that column A/Z or Z/A.

The white arrow indicates that a column has been ordered is sorted A/Z is sorted Z/A.



4 iCare Messaging The iCare Messaging tool can send messages to users within a personnel list or to a single user. A message

can also be used to send self-reminders; messages sent will be flagged as unread and uncompleted until

opened and ticked completed from the respective Inbox and also from the sender’s My Sent Items.

The messaging options are available on the start-up screen of iCare and can be accessed at any time afterwards by clicking the Patients button on the Main Navigation bar

4.1 Creating a Message

In the My Inbox tab select the New Message button at the bottom of the window this will open the following:-

To (Personnel: Enter the professional that you would like to send the message (you can

include your own code to send reminders to yourself). To (Personnel List): Enter the personnel list that you would like to send the message to (you can

include your own code to send reminders to yourself).



Re Patient: Enter the patient’s referral number or pick from the find lists. This links a

patient to the message to allow the user who has received this message to open or view the patient’s note directly.

4.2 Opening a Message

In the My Inbox tab either double click on the message that you would like to open or select the message and then Open at the bottom of the screen.

Completed: If this has been actioned then you can tick the completed check box, this will stop the message being highlighted My Inbox.

Hide this Ticking this option will automatically hide the message from view in the My Patient screen.

Message

To File: This will load the message in notepad and can then be saved and printed.

View Patient: This will load up the patient’s record for viewing purposes only (new notes cannot be added,

updated or removed).

Update Patient: This will load up the patient’s record in edit mode to allow the user to make changes to the patient’s details.

To respond to a message select the received message and then click Reply at the bottom of the page.



This will allow you to write at the top of the message that had previously been sent. The sender’s name and

date the message had been sent will be generated automatically.

4.3 Checking Sent Messages

To check the messages that you have sent to other users/groups select the My Sent Items tab in the My iCare start- up screen

4.4 Filtering Active/Inactive Messages

To show specific messages in either the My Inbox or Sent Items screen there are a number of message filter

options:-

Received Date: Only show messages that fall within these date boundaries.

Patient: Only show messages regarding a specific patient.

Hide Completed Does not show messages that have been ticked as completed.

Messages



Auto-refresh Inbox If ticked this will update the messaging screen to show new messages sent and

(every minute) received.

Any existing filters that have been set To clear the existing set filters

are displayed at the top of the Inbox click the top right x on the

or Sent Items screen. Inbox or Sent Items screen



5 Patient Details

5.1 Accessing Patient Details

To add or view patient information select the patient button from the Main Navigation Bar. This is found at the top of your application window.

This will then open the Sub Navigation Bar on the left hand side of your screen.

Select this button to add a new patient to your system.

Select this button to make changes to existing patient’s data.

Selecting this button will allow the user to view patient details without being able to make changes to existing data.

Select this button to find a patient through a member of their family.

Will display patients that have been tagged to the user.

Displays patients that you have accessed over the last 14 days.



5.2 Registering a New Patient into iCare

To add a new patient select Patient from the Main Navigation Bar and then Select Register New from the Sub Navigation Bar.

Patient Record Blank Form

The Patient Record can be logically split up into the 8 shaded sections

[1] Patient Banner - Patient identification details (View Only & Locked at top of every Sub Tab)

[2] Patient Categories - The patient record is subdivided into 13 categories to store / display different

types of patient information.

[3] Patient - Inputs Patient Banner information

[4] Address, Phone Numbers, Other Contact - Contact details of the patient

[5] Comments - Any vital additional information regarding the patient

[6] Demographics - Background information relating to the patient’s demographic details

[7] Professionals & Organisations - Patient affiliations and treating personnel involved with the patient

[8] Front Page Smart Form - Customise key information to be attached on the patient’s front screen



5.3 Patient Banner

The Patient Banner is locked at the top of the patient form and will remain at the top of the form regardless of which further Patient Sub Tabs you are accessing.

When patient data has been entered and saved the patient banner will automatically update itself.

Collapse the level of detail you would like to display by using the arrow to collapse

Or extend the level of detail to display further contact information by using the arrow.

** Note ** As displayed in the above example the patient banner will be highlighted in light red if the patient has a deceased status. If the patient has been discharged from your organisation then

they will be highlighted in blue.

5.4 Entering Patient Details

- Patient -

Enter the Patient Information relating to the Patient Banner in this section.

Last Name: - If you are entering a new patient you are required to enter the patients surname before you

can proceed and save a patient to the database.

First Name – Include the patient’s full first name and not the preferred name of the patient. Preferred name of the patient should be added to the Preferred Name field below.



Initials - Add the initials of the patient (it is advisable to add just first and middle name initials and

not the surname initial as this field can be used in mail merged documents).

Title - Either type in the known code or select from the search button.

Gender - Enter in either M or F or T for this field.

Date of Birth - There are 2 ways to enter dates into iCare you can freely type the date --/--/---- or

click on the icon to bring up a selection menu.

** Note ** It is essential that these fields are filled in accurately as they will have a Significant bearing on mail merged documentation and external / internal reports.

- Address -

Enter the patients address per line with the patient’s Post Code entered in the last two field boxes (shaded in this

example)

** Note ** for in depth reporting on postcodes it is

important to split the postcode into the 2 parts.

Each line in the Address section can support up to 25 characters in length.

- Phone Numbers -

Each line has a maximum number of 15 characters in

length.

- Other Contact Details -

Enter email of patient in the other contact details section.

The Sat Nav field can be used to enter specific information on the location of the patient such as map reference or other patient co-ordinance information.

- Comments -

Add extra information that may be relevant to the organisation regarding the patient. Information added into

this field should not be entered that may be required to be reported on.



- Demographics -

The patient’s demographic information is split into 2 sections:-

The 1st section is used to pick the codes relating to the patient’s demographical information.

This is where information is gathered from for your internal and external demographic reports.

To add or search codes either type in the Code Manually or select the adjoining

button and follow the List / Search Mode Options.

The 2nd Section is used to define what the code stands for. Each Code has a default description created by an iCare system administrator.

The description can be changed to reflect detailed and specific patient

information. (This field has 15 characters)

So for example instead of logging DRUGS OTHER you could Insert a specific drug (see below).

** Warning ** Information that is manually typed into the description field should not be depended upon for reporting.

- Professionals -

Referrer: Enter the Source of the referral, if you know the entry Code you can type this in

manually, or click the icon.

- This field can be used to group related reports by source of referral.

Key Worker: Enter the main key worker of the patient in this field * other professionals that may treat the patient can be added in the Key Workers tab.



* this field could be used to record other types of treating professionals depending on what

your organisation’s needs are; for example it could be used to record patient consultant details.

To add the Key Worker, if you know the entry Code you can simply type this in,

otherwise click the icon.


GP: Enter the Patient’s GP in this field, if you know the entry Code you can simply type

this in, otherwise click the icon.


To view the related personnel or authority double click the entry inside fields marked . This will open the related popup windows with further contact information.

- Organisations -

PCT: Administrators can create a link between the patient’s GP and the associated PCT which

will automatically populate the PCT field when the Patient’s GP field has been filled in. This can also be entered in manually.

Hospital: Enter the patient’s current hospital details and number in the adjoining fields.

Local Authority: Enter the patient’s respective local authority and number in these adjoining fields.

The adjoining field boxes alongside the organisation represent the organisation number for the patient.



Add the NHS Number of the patient alongside the PCT: field

Add the Hospital Number of the patient alongside the Hospital field

Add the Local Authority Number in the adjoining Local Authority field

Patient Front Page Smart Forms - There is the option for custom built Smart Forms to be directly linked to

the patient to store pivotal information about this individual for example the DNR form or Advance Planning documentation could be created and stored here

More information on storing Smart Forms to the patient record can be found in our SMI User Guide

supplement.

5.5 Standard patient options (located at the bottom of the form)

* Save – iCare does not automatically save information on exit and requires you to click the Save button (CTRL & ALT & S)

* Restore – If changes have been made to an existing patient restore will revert back to the original data

(CTRL & ALT & R)

* Cancel – Selecting the cancel option will discard any data that has been entered and revert back to the

start-up screen without saving a patient (CTRL & ALT & L)

* Duplicates – Identify if the patient you are about to add has already been registered to your system

previously.

** Warning ** It is important to check before registering a new patient that the patient has not already been entered on the system – Duplicates on your system will create serious data

integrity issues. If there are duplicate patients on the system it is important to make the iCare main administrator aware of each case.

After entering the patient section:-

Select the Duplicates button and select Quick Search – this will check for existing patients with duplicate Names and dates of birth only. All matches will be listed along with patient’s further details. (Use Quick

Search after entering 1st line of Patient details as a quick guide)

Conducting a Thorough Search will check all patient details for matching records so users can accurately

determine if the patient has already been registered. (Use Thorough Search after completing the Patient’s Registration form and before clicking the Save button).



5.6 Patient Printing

This enables a user to print a chronological account of the patient’s data in between the set Date Range Parameters. The lists are categorised into 3 sections.

- Report Parameters -

(1) The printing options that you have chosen can be saved and re-used once the report has been run by

selecting the Save As... button in this section. This will open the following window:-

(2) Give the Template an appropriate name e.g. IPU Labels and TTO List (MW 24/05/2010) It is advisable to Initial and date the Template Names to ease report administration and user understanding.

(3) Choose whether you would like to make this report available for Me Only or to Everybody

(4) Save and close the Report Template

(5) To Bring up the saved Patient Printing options

- Date Range -

Enter in the appropriate date range that you would like to display patient details for, if left blank then all dates will be displayed.



- Patient -

Tick the relevant check box that you would like to print a list of patient details for, some fields give a further option to refine the print out to show items that have been grouped together in a list. If the adjoining select

box is left blank then all lists will be displayed.

- Medical List -

Tick the relevant check box that you would like to print a list of patient details for, some fields give a further

option to refine the print out to show items that have been grouped together in a list. If the adjoining select


- Family Member -

Tick the relevant check box that you would like to print a list of patient details for, some fields give a further option to refine the print out to show items that have been grouped together in a list. If the adjoining select


To printout a list of all the patient’s historical details click the Select All button.

5.7 ICD10 Diagnosis Searching For additional assistance when identifying diagnoses the ICD10 button opens a reference window with a

search box to help identify diagnoses and their relative ICD10 code.

For example if I wanted to identify various different ICD10 Codes relative to the brain:-

Select the ICD10 button � type in “brain” in the Search box and then click the Search link

Click on the Search hyperlink to list the possible results



5.8 Drug Info Medicine Research

This is an interactive drug referencing guide that will allow reference to drugs and their use. Patient’s medicine data can also be filled in from searched results.

Select the Drug Info Button to open the drug search options:-

Type the name of the drug you would like to display for example “Aspirin” and click Search

�

Choose the nature of the search (for this example the search is on drug names)

When your search type has been selected the list will update to show all drugs that have met your search

criteria. E.g.



Further reference information of the listed drugs are available by a single click on the drug name.

Click on items in a blue font to display further specific information.

** Note ** – Drug Info is an add on feature to iCare and not available as part of the standard iCare system;

if you would like further information regarding this feature please contact SMI on our main number 0115 9229241.



6 Patient Status Once a new patient’s details have been saved the Status form will automatically load.

The status is the relationship between the patient and your services at a given point in time. It is used to create a chronological list of the patient’s movements from referral stages to the point in which they require

no further care (these statuses are dependent on your individual operational procedures).

6.1 Status Form Layout An example of the status flow of a patient may be something similar to:-

6.2 Adding a Status

1) Select the Add button at the bottom of the form to open your Status Options

Service: - If you have multiple services created then pick the relevant Service for the patient otherwise leave set as the Default Service.

Status: - Either type in known Status Code or use the icon to bring up find options. Status Codes are created in the Admin � Patients � Status section by iCare Administrators within your organisation.

Location: - This relates to the current location of the patient. These codes have been user defined in Admin � Patients � Locations section by iCare Administrators within your organisation.



Start Date: - The start time of this particular status. When a new status is added the previous status will

automatically finish and be given an end date – this creates an uninterrupted time log

between each statuses. This is defaulted to the date of entry.

Start Time: - The start time of this particular status --:--:-- format or use the � arrows to move up

or down a value. This is defaulted to the time of entry

Text: - This is automatically populated with a standard description of the status code created initially when the status code had been added. This is a free text field and can be amended

to include specific information relating to a particular patients status. This can be up to 75

characters in length.

2) Check that you have entered the Status details correctly before clicking the Save button.

If you are adding a status before the current status of the patient then the following warning screen will display a before and after view of the change.

6.3 Updating a Patient’s Status To update a patient’s status:-

1) Open the patient’s status form by selecting the status tab



2) Select the status that you would like to amend and click on the Update button at the top of the form, or

double click the entry.

3) If you are updating a status before the current status then a warning menu will state the following:-

To continue and make the amendment click Yes

** Note ** Remember if you are changing the Status Code to 1st remove the description field

because the description once entered is not linked to the code.

Once you have saved the changes the before and after window will prompt a display re-enforcing what you

have amended.

Click OK to accept the modifications.



6.4 Deleting a Status

1) Open the patient’s status form by selecting the status tab

2) Click on the Status that you would like to Delete followed by the Delete button

3) A warning message will appear confirming the deletion.

This is not reversible so double check before Deleting Status Information.



6.5 Status - Smart Form Entry Smart Forms can be attached to Status codes (pre-set by administrators) and when a related Status code is

added / updated the Smart form will automatically be loaded up. For example a discharge checklist has been

designed as a Smart Form and attached to all the discharge codes, when a discharge code has been added to the Status: box the Add status screen shows:-

By selecting the Smart Form button directly you can open the Smart Form. If the Smart Form has been created as either a Mandatory Form or as an Auto Save form then it will automatically load if you select

Save & Close.

Mandatory Smart Forms -

If a Smart form is Mandatory then it will be required to be opened and WILL be saved to the patient record

in order for the Status Code to be attached to the patient.

You can tell if a Smart form is Mandatory because there are no additional save options on the top left hand side of the form (see comparison with Auto Save and Non-Auto Save Smart Forms overleaf).



Auto-Save Smart Forms -

Auto-Save Smart Forms will be automatically pre-selected to save on exit.

If the form is not appropriate at this time then you can remove the auto-save tick and the blank Smart Form will not be saved as an actual blank form to the patient record.

Non-Saved Smart Forms

As opposed to Auto-Saved Smart Forms there is no pre-selected tick in the save box of the form and can be ticked to be saved in an ‘as and when needed’ situation.



6.6 Viewing Smart Forms within patient Status Any Statuses with a Smart Form attached to them will be identified in the status table under the Smart

Forms column:-

To view a single Smart Form click the appropriate Status line:-

This will activate the Smart Form Button above, which can be selected to open the desired Smart Form in a Read Only view.

If you select [��] Hide Options on PDF, the Smart Form will only display the answer selected opened in PDF

(Create PDF has been chosen).



To quickly navigate through all Status Smart Forms select the Smart Forms Carousel button:-

To move to the previous or the following Smart Form within this series, click on the blue background as shown above.

To navigate through a batch of Smart Forms within this series click on the � or �on the scrollbar or if you have a mouse with a wheel you can scroll the mouse wheel up or down to move forwards or back through

the list of Smart Forms. Show Date/Time: � Created - Displays the Date and Time from the system generated Time Stamp the

day the entry was written into the system.

� Related - Displays the user-defined Date and Time of the Status Addition.

� Updated - Displays the date the Smart Form had been opened and updated.



7 Patient Activities To Open Patient Activities click the Activities tab at the top of the patient form.

This is a log of the activities undertaken by the patient with a breakdown of the following items:-

7.1 Creating a New Activity

1) Click on the Add button

This opens the following data input form:-

2) Fill out the data input form (additional information on fields below):-

Service: If you have different services setup in iCare select the relative option from the drop down arrow,

otherwise leave set as the Default Service.

Activity: Enter the Activity codes undertaken by either typing the known Code manually or by clicking the

magnifying glass . These codes have been user defined in Admin � Patient � Activities by an

iCare administrator.

Person: The individual responsible for the Activity. These codes have been user defined in Admin � Professionals � Professionals by an iCare administrator.

Date/Time: The date and time the activity took place is automatically populated with the entry date and time – this can be amended manually or by using the date picker or up and down time

arrows.



Length: The time taken for the activity. It is possible for iCare administrators to set default durations for

each different activity (where applicable).

Text: When an activity code has been created it will be given a standard description in the text section, the text section can be amended to record any additional information regarding the

individual circumstances of the activity – note that the text section should not be used to record

information that is required to be reported on. The text section can hold up to 75 characters.

Notes: If more detail regarding the activity is required then an additional notes (text only) section can be created to record this information. Information recorded in the Notes section will also be

included in the Patients Historical Journal.

To add a Note select the button – a memo pad will open and you can either

type a note manually or highlight text you would like copied in (from a file or email) Hold Ctrl & Press C once � go to the iCare memo window � Click inside the window at where

you would like to insert the text � Hold Ctrl & Press V once to paste in your text.

You have 2 options on how you would like to save the note

If � Save as Read-only is ticked when you click OK a prompt will appear indicating this cannot

be altered after it is finalised. This will then be displayed as Read Only and the Note cannot be

amended. If � Save as Read-only has not been selected when you Click OK the note will be displayed as

On-going and can be amended in future.

Smart Forms: These are specialist data capture forms that can be user defined to record information

specific to your requirements. There are also Standard Smart Forms to collate requirements for external reporting such as the MDS report.

To Attach a Smart Form to a patient activity the Smart Form must be linked to the

appropriate activity by an iCare administrator.

To add a Smart Form to a patient’s activity:-

1) Select the Add Button at the top of the patient form and select the relative Activity Code.

2) The number of Smart Forms linked to this activity will be displayed in the bottom left hand side of the form.

3) Either Select the Smart Form button or click the Save Buttons to open the Smart Form/s



Any other Smart Forms linked to the Activity will be listed as tabs shown in the example above.

Smart Forms and Questions that MUST be filled in before a User can proceed and save the Smart Form are indicated with an exclamation mark.

Hover over the green question mark for a brief help note on the section headers or help notes on questions.

4) Fill in all the relevant questions on the Smart Form/s and then click OK

5) Click Save/Save & Close to return to the patients Activity form with Smart Form

options saved or Cancel -> No to return without changes updated.



7.2 Amending Patient Activities

Open the Activities tab on the patient’s main form

1) Click on the activity that you would like to amend.

2) Select the Update button (indicated above).

It is important to remember that you must click on Save afterwards to update any amendments as changes

do not automatically update on exit.

7.3 Deleting a Patient Activity

Open the patient’s activities form by clicking the Activities tab at the top of the patient record

1) Click on the activity from the list that you would like to delete 2) Select the Delete button (indicated above).

3) Double check that this is the activity that you wish to delete and then press the Delete Button 4) A warning message will appear confirming whether you would like to delete this activity.

** Note ** this is not reversible and the activity cannot be brought back.



7.4 Viewing Tools for Activities At the top of the Activities form there are 4 additional buttons to assist you in viewing additional information

stored in activities.

Instead of using the scroll bar to search through all the activities for a patient, you can set filters that will show only activities that meet your criteria.

Activity: Type or pick using the magnifying

glass the specific activity that you would like to display.

Use wildcards to broaden the results to show

more than 1 activity.

Use the % key to replace the code characters

you would like to search for.

For example if all the medical visits started with the codes MV (for both medical 1st visits [MV1] and medical follow ups [MVF]) if you searched by MV% and both MV1 and MVF would be displayed.

If the Activity search field was left blank then all activities would be displayed.

Activity List: A pre-set list can be created grouping together linked activities. For example if research needed

to be carried out on Medical Visits and Medical Telephone Consultations only and not on any other Medical

Activities, an iCare administrator could set a list in the Admin settings grouping with just these 2 sets of Codes added then the filter option for the Activity List for those 2 items can be used.

Date From: fields set the date range that you would like to search for, either type dates in manually or a

/ Date To: use the date picker. If left blank would search on all date ranges.

Who: Filter the activities to display only the activities that were undertaken by a specific member

of staff or equivalent individual. If left blank would search on all individuals.

People List: Can search activities of staff groups or other equivalent individuals. For example activities could be split by inpatient teams or Macmillan Nurses that have been grouped by locations.

These can be created in the Admin settings by an iCare administrator.



Type: Searches for activities that are linked together in a group. These are user defined by an iCare Administrator in Admin � Patients � Activities

Show Last: You can determine how many results you would like to show in this field this is defaulted to show the last 100 but can be modified to show a larger or smaller number of entries.

These can all be combined to allow the user to pinpoint the exact activities they would like to research. For example I could look for all physiotherapy activities over the month of January conducted by Anna Bollick

our resident physiotherapist.

Once you have conducted the filter the display will change to show your new filtered options. The filter

options that you have set will be highlighted in blue on the top right hand side e.g.

To remove the filter and show all activities click the close x button.

** Note ** if you cannot see all the activities for the patient check that no existing filters have been set.

If patient activities have additional notes attached they will be displayed with either On-going or Read-only

in the Notes column.

To view these additional notes select the Notes button

This will prompt a message stating how many Activity notes have been created for the patient:-

� View Selected – this will only show the activity that has currently

been selected (highlighted in dark blue) change with mouse click or cursor keys �

� View All – will collate all the activity notes that are currently

displayed onto a single window

** Note ** Use the filter in conjunction to the view activities button to show just the event notes that you need to view.



Any Smart Forms that have been attached to an activity will be indicated as Yes in the Smart Forms Column. To view the data added to a Smart Form select the activity and then click on the Smart Form button

indicated at the top of this form.

To gather all activity Smart Forms together by chronological order select the smart Forms Carousel Button

To move to the previous or the following Smart Form within this series, click on the blue background as

shown above.

To navigate through a batch of Smart Forms within this series click on the � or �on the scrollbar or if you have a mouse with a wheel you can scroll the mouse wheel up or down to move forwards or back through

the list of Smart Forms.

Show Date/Time: � Created - Displays the Date and Time from the system generated Time Stamp the

day the entry was written into the system.

� Related - Displays the user-defined Date and Time of the Status Addition.

� Updated - Displays the date the Smart Form had been opened and updated.



8 Patient Diagnosis To open the patient diagnosis section, select the Diagnosis tab at the top of the patient’s front screen:-

This allows a history of diagnoses entries to be recorded for the patient. The diagnoses are categorised under the different indicators:-

Primary, Secondary, Histology, Other and Prognosis Only

8.1 Adding to a Patient Diagnosis

Select the Diagnosis tab at the top of the patient front screen and select the Add button below

This opens the following data capture form:-



Indicator: The indicator of what type of diagnosis you would like to enter. Defaulted to Primary –click

the drop down arrow and select either Secondary, Histology, Other or Prognosis Only.

Diagnosis: Either type in the known Code manually or pick from the magnifying glass find option. Theses entries have been created in Admin � Medical � Diagnosis by an iCare

Administrator.

Date: Either type in manually --/--/-- format or use the date picker tool

Confirmed: This can be used to indicate the validity of the diagnosis or the validity of the date of

diagnosis or the validity of the date of diagnosis. This is to be decided in-house and standardised.

Text: A description relating to the diagnosis Code will automatically be inserted in the comment

box below. More additional information can be typed into the narrative box if required. As

this is a free text entry field it should not be used to record data that subsequently needs to be reported on.

8.2 Amending Diagnosis Details

Select the Diagnosis tab at the top of the patient front screen, select the diagnosis that you would like to amend the details to and select the Update button below.

Once you have updated the necessary information click Save before exiting out of the patient screen.

8.3 Deleting Diagnosis details Select the Diagnosis tab at the top of the patient front screen, select the Diagnosis entry that you would like

to delete, and select the Delete button below



This will then open the Diagnosis Entry click the Delete button to remove. A warning message will appear

confirming whether you would like to delete the entry ** Note ** this is not reversible and the details

cannot be recovered.

** Note ** As with Status codes and Activity codes Smart Forms can be linked to the Diagnosis Tab or to individual diagnosis codes (Refer back to Section 6.5 Smart Form Entry Pages 38-41)



9 Patient Family (Details) To open this section select the Family tab at the top of the patients front screen

The Family section is split into 2 parts the top section records the family members and displays their details. The top section also contains the Genogram details (see next chapter 10 Patient Family (Genogram)

The bottom section is used to show activities and key workers relating to the patient. (To activate this section click the Show Activities & Key workers button)

9.1 Adding a New Family member

Select the Family tab at the top of the patient front screen and select the Add button below

Fill out the Patient’s family details (information on the fields is listed on the next page)



Order: This is the hierarchical link between family member and patient. This designates the order

family members/key workers should be contacted by your organisation. Either type in the Order Code manually or pick from the magnifying glass find option. These entries have been created in Admin � Family � Order by an iCare Administrator

Relationship: The relationship of the family member to the patient. Codes for these entries have been created in Definitions. Either type in the Relationship Code manually or pick from the magnifying glass find option. These entries have been created in Admin � Family �

Relationship by an iCare Administrator

Description: Once the Relationship of the Family Member/Carer has been entered an automatic description will be entered to further define the relationship code. This can be manually

amended.

Surname/ A surname must be entered to allow the form to be saved. It is important for further

First name: mail merged documents for these fields to be entered and to be entered accurately.

Initials: The initials used for correspondence.

Title: Insert a title using the drop down list to be used in correspondence with the family

member.

Address: It is important to add accurate information in these fields to allow accurate send outs of letters to patient family members. If the family member has the same address as the patient

then click the Use Patient Address button to automatically populate Address and Contact

details.

Use Patient Select this button to automatically populate the family members address with the Address: patient’s address ** Note ** if a patient moves to a different address the family member’s

address will not automatically update.

Date of Birth: There are 2 ways to enter dates into iCare you can freely type the date --/--/---- or



click on the

Age: Automatically filled when inserted patients date of birth

Gender: Enter M or F to record Gender

Marital Status: Either type in manually the Marital Status Code or use the magnifying glass to pick from the options available – The adjoining description box will automatically be filled in with a

standard description; this can be amended to note specific detail relating to the family member. These Codes have been created in the Admin � Demographics � Marital by an

iCare Administrator.

Ethnicity: Either type in manually the Ethnicity Code or use the magnifying glass to pick from the

options available – The adjoining description box will automatically be filled in with a

standard description, this can be amended to note specific details relating to the family member. These Codes have been created in the Admin � Demographics � Ethnicity by an


Religion: Either type in manually the Religion Code or use the magnifying glass to pick from the

options available – The adjoining description box will automatically be filled in with a

standard description, this can be amended to note specific detail relating to the family member. These Codes have been created in the Admin � Demographics � Religion by an


Contact: Tick to identify if patient’s family member is to be contacted by your organisation

E-Mail: The contact’s email address

Comments: This field is reserved for any additional information that you would like to include on the family members form. Because this field is a manual entry field it should not be used as a

field that can be subsequently reported on.

Click Save & Close once the information has been inserted.

9.2 Amending Family Member Details

Select the Family tab at the top of the patient front screen, select the family member that you would like to

amend the details and select the Update button below (or double click family member).

After amending the record click Save to remain in the window so a user can type a batch of entries quickly. Save & Close will exit out of the window and return to the family list.



9.3 Deleting a Family Member

Select the Family tab at the top of the patient front screen, select the family member that you would like to delete and select the Delete button below

This will open the family members details click the Delete button.

A warning message will appear confirming whether you would like to delete the family ** Note ** this is not

reversible and the family details cannot be recovered.

9.4 Additional Family Features As mentioned in the introduction of the Patient Family the bottom section will allow activities and key

workers to be assigned to the family member.

To add, update and delete Activities to a family member:-

1) Select the family member (highlighted in blue) that you would like to add an activity to.

2) Click on the button at the top of this form

3) This activates the section below 4) Select the Activities Tab

5) This will then open a data input form similar to the patient activities. Creating, Updating and Deleting

family Activities is the same as for patient activities.

To add, update and delete Key Workers to a family member:-

1) Select the family member (highlighted in blue) that you would like to add a key worker to.

2) Click on the button at the top of this form

3) This activates the section below 4) Select the Key Workers Tab

5) This will then open a data input form similar to the patient Key Workers. Creating, Updating and Deleting family key Workers is the same as for patient Key Workers.

Remember to click the Save button to keep any changes to the family members section.

** Note ** As with Status codes and Activity codes Smart Forms can be linked to the Family Members Tab

or to individuals (Refer back to Section 6.5 Smart Form Entry Pages 38-41).



10 Genogram

10.1 Getting Started

To add a genogram to the patient, select the Family tab at the top of the patient’s front screen.

Then select the Genogram button on the top of the family member’s window.



10.2 The Genogram Window

The left hand side of this window will explain how to draw the genogram, you can close the Genogram Help

by selecting:-

To re-open the Genogram Help at any time click the Help button on the Genogram main options.



10.3 Adding an Object

To add the various people to the Drawing Canvas select the Add… button

This will prompt for which type of person you would like to add, whether it is the patient or a family/friend

other of the patient.

To add a family member that has not already been created in the patient’s family member

details section click on the Radio button. Pick a Type from the drop down list and complete the rest of the information for the Family Member.

If the setting has been ticked then the family member will not automatically be

updated to the patient record. If the tick is removed then as well as adding the new family member to the genogram the family member is also added to the family details section.



When a selection has been made the new people will snap to the top left of the drawing canvas.

Family/ Friends are denoted with a blue gender symbol whereas the patient is identified with a red gender

symbol:-

[Father of the patient]

[Patient]

You can repeat the above stages to add more people to the drawing canvas.

10.4 Resizing, Positioning and Linking Objects It is important once people have been inserted to know the various ways in which you can manipulate the

layout of the genogram.

10.4.1 Resizing

To resize the family/patient click and drag the handles outwards as shown in the example below.

10.4.2 Positioning



People when added will automatically be positioned at the top left of the drawing canvas. To manually

position these click and drag the central handle to the desired location (if the person does not have any

outside handles then you will need to click onto them first).

10.4.3 Selecting Multiple Objects

Multiple objects can be selected so they can either be moved or deleted as a group. To select more than 1 object click and drag the mouse button so it captures the chosen items.



This will select all captured people and you can re-position these by clicking and dragging the central handle

to the new location.

10.5 Linking People with Relationship Lines

To add a relationship line from one person to another, click and hold the mouse button on the first person

(must have a cursor showing) drag the mouse to the next person that you would like to be linked together.

As soon as the cursor is dragged towards the other person an arrow will expand in the direction you drag to

Once you have dragged across to the other person the arrow can be placed on the North, South, East or

West handles.



When you have dragged the arrow on the appropriate handle as soon as you let go of the mouse button a

window will appear asking whether the line is used to signify emotional relationships or family relationships

or whether the line is a plain line.

For this example Jeffrey and Liz Evans have been added as a married couple.



10.6 Resizing Relationship Lines Click on the line to show the line handles.

Click and drag the central handle down/up to the required position.

10.7 To Move Relationship Line (outwards/inwards)

Click on a person in the relationship and drag outwards/inwards depending on the distance required



10.8 To Change Relationship Type Double click the line that you would like to change.

This will then allow you to change selection



10.9 Removing Objects (People/Lines)

To delete either people or lines simply click on the object that you would like to delete and press the delete button on your keyboard or click on the Delete button on the genogram main options.

10.10 Adding Emotional Relational Lines To create an emotional relationship between 2 people the process is the same as creating relational lines. It

is advisable however to start the cursor in a different place when dragging to another person to ease the

clarity of the genogram.

And similarly drag the line to a handle not in use (see below).

Select the appropriate emotional line.



10.11 Adding Family Member to a Relationship

Click on the Add button on the genogram main options toolbar

Select the person type (for this example the Patient has been added)

If necessary reposition the person to where you would like them on the genogram

To add the new person to an existing relationship click and drag one of the handles of the new person

added to the relationship line.



If you would like to change the placement, click and drag in the centre of the person to the new position you

would like them to go.

This will automatically realign the link to the relationship line



10.12 Changing the Person Type / Adding Additional Notes

To add further details for to define a person’s type double click on the person. For this example Tiddles has not been added as a pet type and needs to be changed.

Double click on the person

This will open the family member details screen

Click on the genogram tab (see above)

** Note **

In the genogram window further notes could be added to the people/pets for additional information or to define very complicated relationships.

This section allows you to update the person type and will also allow you to add genogram notes to the

person.

Click on the drop down arrow by the side of Type:

Select the new object Type



** Note **

If the Show on Genogram Only button is ticked then the change of type will only be reflected on the

genogram diagram and would not change the other family details section of the patient record.



11 Patient Key Workers To open Patient Key Workers click the Key Workers Tab (see below)

** Note ** The Key Workers Tab also extends to Institutions and other Authorities that may have a professional involvement with the patient.

Info: Click the icon to have a pop-up window with contact details of the Key Worker / Authority:

Type: This is the type of affiliation the Authority/Key Worker belongs to. Defined by the following

categories Person, PCT, Institution or Local Authority

Code: The Key Worker/authority or other organisation Code

Start Date: The date from which the professional/carer started with the patient; this is in the

DD/MM/YYY format and is auto filled with the date of entry

End Date: This is the date at which the key worker finished their involvement with the patient.

Unique ID: This can be used to record specific reference numbers or reference names. This is a free

type field and can be adapted to what data you would like to collect. This can be a maximum of 15 characters

Details: This is automatically filled in by the professional and other authority/organisation’s

description



11.1 Adding a Key Worker / Key Authority

Select the Add button at the top of the form and fill in the data detailed above.

Once entered click OK and Save the Key Worker

** Note ** Information stored in the Key Workers tab is used to record information relating to

workload reports. Detailed workload reports for current and past care can be obtained if Start and

End dates are inputted.

11.2 Amending Patient Key Worker / Key Authority Details Select the Key Workers tab from the patient’s main form and then click on the entry that you would like to update (this will then be highlighted in blue) � click the Update button

Alternatively a quick way to update an item would be to double click the key worker row.

Click the Save button for any changes to be kept



11.3 Deleting a Patient Key Worker/Key Authority

Select the Key Workers tab from the patient’s main form and then click on the entry that you would like to delete (this will then be highlighted in blue) and click the Delete button

This opens the Key Worker’s information for this patient � press the Delete button to remove the entry. A

warning message will appear confirming whether you would like to delete the Key Worker

** Note ** this is not reversible and the Key Worker details cannot be recovered.

** Note ** Smart Forms can be attached to all Key Workers within the patient record (Refer back to Section 6.5 Smart Form Entry Pages 38-41)



12 Patient Medical To open the medical section, select the Medical tab at the top of the patient’s front screen

This opens up the medical main form which is split into 4 different Medical Categories:-

The 4 different categories to record information in the Medical section of iCare are:-

Symptoms: Provides notes, and outcome recording facility based on user defined symptoms. The notes can be grouped together into a single continuous file to show a quick log of the symptom

history and chart options to show symptom trends.

Drugs: Details of any medicines that a patient may be taking, recorded with dosage, frequency and

route. A facility can also be accessed here that shows all current or discontinued medicines taken by the patient.

Treatments: User defined treatments which include frequency of treatment and outcome recording

facilities.

Other Medical: Any other kind of medical incident that may occur with a patient can be recorded here.

12.1 The Medical Toolbar The medical toolbar (see below) is active for all the additional tabbed categories listed above.

This includes the standard icons that are common throughout iCare – Add, Update, Delete and Notes.

Discontinued: Shows items that have been given an outcome and have now been discontinued from the current record.

Current: Shows items that are still on-going and current to the patient i.e. have not been given an

outcome



History: Provides the option to monitor all episodes or a particular episode for a record over a period

of time. Once selected the History pop-up will show the following:-

Enter the Start and End Date either manually or with date pick icon Choose whether to view just this current episode or all episodes

Click OK to view all records within the dates specified

Graph: Graphically represents your records in chart format by history and level.

Export: Sends a history of the changing values of the current or discontinued medical item into an excel spreadsheet (see example below)

12.2 Adding Symptom Information To open this section select the Medical tab at the top of the patient's front screen, Symptoms is the default selection � click the Add button indicated to add a new Symptom.




Person: The person recording the symptom for the patient (Auto Filled with logged on User Id)

either type in the known Code manually or pick from the magnifying glass find option. These entries have been created in Admin � Professionals � Professionals by an iCare

Administrator.

Enter the date of the assessment in the adjoining date and time selections

Symptom: These are the User defined codes to identify the symptoms. Either type in the known Code manually or pick from the magnifying glass find option. These entries have been created in Admin � Medical � Symptoms by an iCare Administrator.

Score: User established scores for the symptom. Can be used for severity of condition or stage in a process. Either type in the known Code manually or pick from the magnifying glass find option. These entries have been created in Admin � Medical � Levels by an iCare

Administrator.

Text: Displays a standard description automatically created from the symptom code. More information can be added to this field if required.

Outcome: Not used at symptom entry stage, only used when updating symptom details (see next section Symptom Update Tools)

Additional Options that are available when updating Medical items are:-

Notes: Similar to the note function in activities this allows more description being applied to the symptom. This is not a closed file and can be opened and updated.

Import: A text file can be loaded into the Notes section by selecting Load and then locating a

previously created text file.

Once you have added the necessary information click Save before exiting out of the patient screen.



12.3 Symptom Update Tools

Symptom update tools provide a way of recording additional notes and outcomes to manage the patient’s symptom history.

Open the medical tab the Symptom tab will automatically be showing � select the Symptom that you wish

to update and then click the Update button or double click the symptom to load.

This will open the same data input form as the add symptom form on the previous page but now the following update tools are available:-

Skip/Next - This allows the User to switch between the patients various different symptoms and enable

to quickly update a batch of Symptoms.

Outcome - The Outcome button prompts for a code based on the patient condition following symptom

assessment i.e. Bad reaction ceased or discharged. It will then discontinue the selected symptom and the record will now be stored in the Discontinued section.

As soon as the Outcome button is selected it will activate the Outcome: field (highlighted in

yellow) either enter the known Outcome code or select the magnifying glass to find the code from either text search or list options.

After symptoms have been updated click the Save & Close button.

** Note ** As with Status codes and Activity codes Smart Forms can be linked to the Symptoms Tab or to individual symptoms codes (Refer back to Section 6.5 Smart Form Entry Pages 38-41).



12.4 Adding Medicines to a Patient Record To open this section select the Medical tab at the top of the patient's front screen � select the Drugs Tab �

click the Add button indicated to add a new Medicine.


Person: The person recording the medicine for the patient (Auto Filled with logged on User Id)

Either type in the known Code manually or pick from the magnifying glass find option. These entries have been created in Admin � Professionals � Professionals by an iCare

Administrator


Drug: These are the user-defined to identify medicines and possible alternative medicines. Either type in the known Code manually or pick from the magnifying glass find option. These entries have been created in Admin � Medical � Medicines by an iCare Administrator.



If the Drug Info module has been installed then you will be prompted whether to import drugs from your

Drug Administrator list or from the Drug Info interactive browser.

Text: Displays a standard description automatically created from the symptom code. More

information can be added to this field if required.

Dosage: Manually enter the dosage in this field.

Frequency: These are the user defined codes to identify the frequency the medicines should be taken or

applied. Either type in the known Code manually or pick from the magnifying glass find option. These entries have been created in Admin � Medical � Frequency by an iCare

Administrator.

Route: These are the user-defined codes to identify the frequency medicines should be taken or

applied. Either type in the known Code manually or pick from the magnifying glass find option. These entries have been created in Admin � Medical � Route by an iCare

Administrator

Length: Enter the period that the medicine should be taken/applied for. Either enter the figure manually or use the � arrows.

Reason: Enter a brief note as to the purpose of the Medicine.

Outcome: Not used at medicine entry stage, only used when updating medicine details (See next

section Medicine Update Tools)

Once you have added the necessary information click Save before exiting out of the Drugs form.

12.5 Drug Update Tools

Medicine update tools provide a way of recording additional notes and outcomes to manage the patient’s medicine history.

Open the medical tab � Select Drug � select the Medicine that you wish to update and then click the

Update button or double click the Medicine to load.

This will open the same data input form as the add Drugs form but now the following update tools are

available:-

Next - This allows the User to switch between the patients various different Medicines and enable the user to quickly update a batch of Drugs.



Outcome - The Outcome button prompts for a code based on the patient condition following the drug

i.e. Bad reaction ceased or discharged. It will then discontinue the selected symptom and

the record will now be stored in the Discontinued section.

As soon as the Outcome button is selected it will activate the Outcome: field (highlighted in yellow) either enter the known Outcome code or select the magnifying glass to find the code from either

text search or list options.

After Medicines have been updated click the Save button.

** Note ** As with Status codes and Activity codes Smart Forms can be linked to the Symptoms Tab or to

individual symptoms codes (Refer back to Section 6.5 Smart Form Entry Pages 38-41).

12.6 Adding Treatments To open this section select the Medical tab at the top of the patient's front screen � select the Treatments

Tab � click the Add button indicated to add a new Treatment.




Person: The person recording the Treatments for the patient (Auto Filled with logged on User Id)

Either type in the known Code manually or pick from the magnifying glass find option. These entries have been created in Admin � Professionals � Professionals by an iCare

Administrator

Enter the date of the assessment in the adjoining date and time selections.

Treatment: These are the User defined codes to identify the Treatment path. Either type in the known Code manually or pick from the magnifying glass find option. These entries have been created in Admin � Medical � Treatments by an iCare Administrator.

Frequency: This is the frequency the treatment should be undertaken. Codes for these entries have been created in Admin � Medical � Frequency by an iCare Administrator

Text: This will be automatically filled in based on a standard description when the Treatment code has been entered. You can add more information to the end of the description if required.

After a Treatment has been added click the Save button.

12.7 Treatment Update tools

Treatment update tools provide a way of recording additional notes and outcomes to manage the patient’s treatment history.

Open the medical tab � Select Treatments � select the Treatment that you wish to update and then click

the Update button or double click the Treatment to load.

This will open the same data input form as the add Treatment form on the previous page but now the

following update tools are available:-

Next - This allows the User to switch between the patients various different Treatments and enable

to quickly update a batch of Treatments.

Outcome - The Outcome button prompts for a code based on the patient condition following Treatment assessment i.e. Bad reaction ceased or discharged. It will then discontinue the selected

Treatment and the record will now be stored in the Discontinued section.



As soon as the Outcome button is selected it will activate the Outcome: field (highlighted in yellow) either

enter the known Outcome code or select the magnifying glass to find the code from either text search or list options.

After Treatments have been updated click the Save button.

** Note ** As with Status codes and Activity codes Smart Forms can be linked to the Symptoms Tab or to individual symptoms codes (Refer back to Section 6.5 Smart Form Entry Pages 38-41).

12.8 Adding other Medical Information

** Note ** This is an additional form that can be used to log any other medical information you require. There is no definitive way of using this form it is completely user defined and use will vary across

organisations. To open this section select the Medical tab at the top of the patient's front screen � select the Other

Medical Tab � click the Add button indicated to add Other Medical Information.


Person: The person recording the other clinical record for the patient (Auto Filled with logged on

User Id) Either type in the known Code manually or pick from the magnifying glass find option. These entries have been created in Admin � Professionals � Professionals by an

iCare Administrator


Code: These are the user-defined codes to identify other clinical information you would like to record. Either type in the known Code manually or pick from the magnifying glass find option. These entries have been created in Admin � Medical � Other Clinical Information

by an iCare Administrator.

Value: You can attribute a value for further report analysis in the section above.

Text: Further description of the Medical Entry can be added in this field



12.9 Other Medical Tools

Other Medical update tools provide a way of recording additional notes and outcomes to manage the patient’s Other Medical history.

Open the medical tab � Select Other Medical � select the Other Medical record that you wish to update

and then click the Update button or double click the Other Medical record to load.

This will open the same data input form as the add Other Medical form on the previous page but now the following update tools are available:-

Next - This allows the User to switch between the patients various different Other Medical records

and enable the user to quickly update a batch of Other Medical records.

Outcome - The Outcome button prompts for a code based on the patient condition following the

medicine i.e. Bad reaction ceased or discharged. It will then discontinue the selected symptom and the record will now be stored in the Discontinued section.

As soon as the Outcome button is selected it will activate the Outcome: field (highlighted in yellow) either enter the known Outcome code or select the magnifying glass to find the code

from either text search or list options.

After Other Medical records have been updated click the Save button.

** Note ** As with Status codes and Activity codes Smart Forms can be linked to the Symptoms Tab or to

individual symptoms codes (Refer back to Section 6.5 Smart Form Entry Pages 38-41).



13 Extras This sub tab is used to collate further patient information specific to the needs of your organisation. These

can often vary and usually incorporate information needed by funding departments and further medical

details.

To open the Extras Sub Tab select the Patient Extras Tab on the main form.

Once opened the previously stored Extra information regarding the patient will be displayed. E.g.

13.1 Adding Extra Details

Select the Add button indicated on the above example to bring up the Extra entry window.



The Add Extra window is split into 2 Levels:

Top Level: - Select the question that you are referring to by selecting the appropriate code in the Top

Level Section. Either type this in manually or click on the magnifying glass to search for the

code.

2nd Level: - Once the top level code has been selected the 2nd level will allow you to choose the relative list of answers.

Date: - This is automatically set to the date of entry; this can be amended manually or can be done by clicking the calendar icon.

Text: - A description of the 2nd Level Selection is created automatically when the 2nd Level Code

has been entered, this can be manually amended accordingly.

Once all the information has been entered Click the Save button to remain in the Add Extra screen or click

Save and Close to exit back to the Extra’s Sub Tab.

13.2 Updating Extra Details

Open the Patients Extra Sub Tab from the patient’s main form -> Select the Extra row that you would like to amend the details of and then select the Update button. In the example below Home Guard is to be changed

to R.A.F.



This will open the following Update Extra screen.

To update the details from HG - “Home Guard” to RAF - “R.A.F”: Remove the existing Text description entry

before amending the 2nd Level Code “HG” and inserting the “RAF” code, in this way the Text: will

automatically update and not remain on “Home Guard”.

Once all the information has been entered Click the Save button to remain in the Add Extra screen or click Save and Close to exit back to the Extra’s Sub Tab.

13.3 Deleting Extra Details

To delete an Extra item added to the patient: In the Extra’s Sub Tab select the row that you would like to

delete and then select the Delete button. In this example the Living arrangements of the patient will be removed.

This will open the following window

Once you have selected the Delete button a warning message will confirm whether you would like to remove this entry ** Note ** Once this has been done the entry cannot be retrievable.

** Note ** As with Status codes and Activity codes Smart Forms can be linked to the Parent Extra code (Refer back to Section 6.5 Smart Form Entry Pages 38-41).



13.4 Patient Equipment

To open the patient Equipment form click the Equipment sub tab at the top of the patient’s front screen.

** Note ** this is used to record equipment used by patients and should not be used as a stock control

system.

Once selected it will display a chronological list of equipment use:

13.5 Allocating Equipment to a Patient

Select the Add button at the top of the Equipment form – this will open a data capture form:-

Equipment: Equipment code identifies the item used by the patient. Either type in the known Equipment

Code manually or pick from the magnifying glass. These codes have been created in Admin � Patient � Equipment by an iCare Administrator.

Reference: This is user defined and could reflect serial numbers or any relevant information that needs to be referenced with the equipment.



Quantity: Use this to record the number of items that a patient has used.

Issue Date: Date patient was issued the equipment. Date automatically defaulted to date of entry.

Return Date: Date the equipment was returned.

Narrative: Additional comments can be added in this field

Once you have entered the necessary information click the Save before exiting out of the patient screen.

13.6 Updating Equipment to a Patient

To update equipment details once you are in the Patient’s Equipment Sub Tab select the entry that you would like to amend and click the Update button.

Once the necessary changes have been made to the equipment details click Save to keep these

amendments.

** Note ** If changes need to be made on the code it is advised to remove the Text description 1st then

when the new code has been inserted the Text field will update automatically.

13.7 Deleting Allocated Equipment

Select the Equipment tab at the top of the patient front screen, select the Equipment entry that you would like to delete, and select the Delete button below



This will open the Delete Equipment window click the Delete button to remove the entry:

A warning message will appear confirming whether you would like to delete the entry.

** Note ** this is not reversible and the details cannot be recovered.

** Note ** As with Status codes and Activity codes Smart Forms can be linked to the Equipment Tab or to individual equipment codes (Refer back to Section 6.5 Smart Form Entry Pages 38-41).



Patient Attachments

Attachments are files, such as letters, images and spreadsheets that are stored against a patient. For example, it may be convenient to store scanned correspondence, x-rays or standard letters that have been

sent and received. Any type of file can be stored. When used in conjunction with the iCare Helper, mail merges can be used to quickly import a patient’s data into a letter.

The patient Attachments section can be accessed by clicking the Attachments tab () in a patient record:

…to Add a new attachment to a patient, click the Add button ( ) and refer to section 13.8.

13.8 Adding an Attachment

Like a new entry in Activities or Status, specify the Attachment type in the Type field (optionally using the Find function) and the date it should be recorded on. Additional details can be recorded in the Text field and

further annotations can be written by clicking Notes.

The Upload button ( ) allows a file to be uploaded and stored, regardless of whether an existing Template

exists for the chosen Attachment Type.

If the Attachment Type selected has a template stored against it, click the Template button ( ) to open it.

If you are using the iCare Helper, the Attachment will be automatically opened in your preferred application

and changes automatically saved back into iCare when the file is closed.

Users without the iCare Helper will need to manually Open or Save the file and then use the Upload button to save a modified version of the file back into iCare - though this isn’t necessary if the file has not been

changed.

For confidential information, click Restrict Access ( ) to control access to the file by iCare users. Two

passwords can be specified to control access for Viewing the file and Modifying the file ( ).

Click Save & Close to save the attachment. Remember to close the file if it is open before continuing to

ensure all changes have been saved.



13.9 Updating, Deleting and Viewing Attachments

With an existing Attachment highlighted you can:

• Modify the attachment and how it is recorded using the Update button ( ).

• Permanently delete the attachment ( ).

• View the attachment and associated information read-only using the View button ( ).

13.10 About Mail Merges If may be desirable for certain types of file, such as letters addressed to patients, to automatically include

certain patient information like their name and address. When the iCare Helper is used, this data is

automatically made available from a file called patdet.csv in the nominated iCare Helper working

directory (set to C:\iCARE by default) as soon as the patient’s record is opened. This file can be used as

the basis for a mail merge in the user’s preferred application.

For more information about creating mail merges, refer to the documentation provided with the software

you intend to use.

** Note ** As with Status codes and Activity codes Smart Forms can be linked to the Attachments Tab or to individual Attachment codes (Refer back to Section 6.5 Smart Form Entry Pages 38-41).



14 Patient Dashboard The patient’s dashboard is split into 3 categories:-

14.1 Patient Journal

The patient dashboard contains a journal setting; this is a chronological list of the patient’s entries with the user who made the entry listed alongside.

If multiple services have been set up in iCare the journal can group all the services together so interactions between the different services can be displayed. Or the drop down arrow can identify a particular service.

The type of entry is defaulted to show all types of data entry - split the journal to focus on particular types of entry by selecting the drop down arrow.

** Note ** as with most tables within iCare you can select the column header to arrange in alphabetical

order a/z (x2 click for z/a)

Although this is not a systems audit (conducted elsewhere by core system administrators it is a good insight

into what has happened to the patient.



14.2 Sub-file Dashboard The sub-file dashboard has been designed to collate the patient information that has been added across the

following patient tabs:-

* Activities * Diagnoses * Drugs * Equipment * Extras * Family Members

* Diagnoses * Key Workers * Other Medical * Symptoms * Treatments

To choose which items you would like to bring in; select the button at the bottom left of the dashboard window and tick the tabs you would like to view.

Although you can choose as many sub-files as you like to be included in your

dashboard, using too many can make it difficult to read.

The Dashboard view

Opens the Smart Form that has been linked to the entry

Opens a graph relating to the history of the entry

Opens the Note associated with that entry

Hyperlinks Click on the category header to move to that category Sub Tab

** Note ** the patient dashboard is a viewing tool only it has not been designed to insert data into the

patient tab directly.



15 Reports More information about iCare reports can be found in the separate iCare Reporting Logic manual, available

on request.

To access reports select the Reports button on the Main Navigation Bar

** Note ** Reports are viewed in PDF format and therefore they can be printed or saved from the Adobe Reader program. Reports can also be exported into Excel for further analysis.

15.1 Reports Outline (See Separate Reports Help manual for full guidance)

Patient – Activities

• Provides a list of activities identified from patient’s CURRENT status.

Patient – Activities Advanced

• Provides a list of activities identified from patient’s CURRENT STATUS with an option to apply 2

filters.

Patient – Activities by Date

• Provides a list of activities identified from patient’s CURRENT STATUS that have been conducted by

a staff member listed chronologically.

Patient – Bed State

• Displays the current occupancy of the Ward/Bedded Unit detailing which patients are in which

specific bed location.

Patient – Bed State Notes

• Displays the current occupancy of the Ward/Bedded Unit, detailing which patients are in which bed

including an area to write specific hand written notes e.g. dietary requirements.



Patient – Bed State Plan

• Displays the current occupancy of the Ward/Bedded Unit, detailing which patients are in which bed

with further information reporting the patients that are on a planned admission status or currently parked at a waiting status.

Patient – Current Status

• Generates a list of all patients that are currently on a specified status list.

Smart Forms – Simple

• Counts all Smart Form entries/selections from a defined Smart Form list (multiple Smart Forms).

Smart Forms – Simple

• Counts all Smart Form entries/selections from a single Smart Form (individual Smart Form).

Smart Forms – Aggregations

• Analyses the average breakdowns of selected smart form entries that have been designed to record

numerical data e.g. PHQ9 depression scores. Accumulative charts can be created from this report.

Breakdowns can be via – Min, Max, Mean and Median

Smart Forms – Distributions

• Displays the variations chosen from selected Smart Form fields/entries and charts the distribution of

answers in the style of a pie chart.

Patient Counts – Birthdays

• Lists all patients on a specified current status that will have a birthday within a date range.

Patient Counts – Date of Death

• Lists all patients who died within a date range. The report can be designed to display either: patient

details, family details or key workers (from the key worker tab NOT from key worker on the patient

front page).

Patient Counts – Extras

• Pinpoints the patients that have had specific data added to their record via the Extras tab.

Patient Counts – Head Count Day

• This report identifies all the patients that were on a specified status as of midnight on a particular

date.

Patient Counts – Head Count Month

• The standard report options display a daily breakdown of who was in a specified status list over a

monthly period. As well as total number of patients the report is also split by one of the following

patient demographics:-

[Gender - Age - Allergy - Employment - Ethnicity - Marital - Religion]

Patient Counts – New Patients

• This report identifies patients that have moved for the first ever time from a status (belonging to a

specified status list) to another status (belonging to a second specified status list).

Patient Counts – Patient Flow

• This report lists patients that have been admitted to a designated service (via a status list consisting

of all the statuses that define an episode of care) the second section will list patients that have been discharged (both internally and externally) from that episode of care (via moving onto a status that

is NOT on the status list which signifies that episode of care) the last section totals the number of deceased patients for that period (ANY patient that subsequently moves into a status identified in

the Death Status List.



Professional – Work Flow

• Identifies from the patient’s keyworker tab a caseload report for each keyworker and records which

patients were Admitted, Discharged or had Died within the date parameters of the report.

Professional – Workload • Identifies from the patient’s keyworker tab the patients that have been on the caseload/involved

with a staff member between a date range (to identify patients currently on a staff member’s

caseload use the date of today for both start and end dates for this report).

Professional – Workload on Date

• This report is used to identify the patients that had been on the caseload of a staff member

(allocated to the patient’s keyworker tab) on a single date in the past.

Demographic – Allergy, Employment, Ethnicity, Marital and Religion

• These reports list which demographic selection has been made for each patient and is determined

from the CURRENT status of the patient.

Family – Activities

• This report lists the activities that have been carried out for family members / carers within a date

range. Only activities that have been added via

- Family Members tab -� Show activities and keyworkers -� Activities will be displayed in the report.

Family – Activities by Date

• This report lists chronological the activities for each staff member performed on a family member /

carer. Only activities that have been added via - Family Members tab -� Show activities and keyworkers -� Activities will be displayed in the report.

Family – Workload

• This report lists the caseload of keyworkers dealing with the family member / carer within a date

range. Only activities that have been added via - Family Members tab -� Show activities and keyworkers -� Keyworkers will be displayed in the report.

Medical – Diagnosis

• This report lists the diagnosis breakdown of patients on a specified current status; the report can be

designed to show details on a combination of:

Primary diagnosis, Secondary diagnosis, Prognosis, Histology or Other (user defined) indicator.

Medical – Drugs

• This report chronologically lists the changes in dosages and of medication for a patient, the report

also displays information on when the drug was discontinued following an outcome.

Medical – Other Medical

• The Other Medical report lists all the user defined medical entries that have been added to the

patient with a chronological list of changes in their values e.g. Patient Dependency score changed

from 8 on the 19th Mar to 15 on the 27th Mar.

Medical – Symptoms

• This report lists chronologically the symptoms that have been added to each patient and will show

the + or – difference from the previous score and will display when a symptom has been discontinued following an outcome code.

Medical – Treatments

• This report lists chronologically the treatments that have been added to each patient and will show

the changes in frequency of treatments from previous. This report will also display when a treatment

has been discontinued following an outcome code.



Custom Reports – Build

• This is used to create and amend Episode, Flow and Head Count custom reports once setup initially

in this location. The actual report is run from the Episode, Flow and Head Count sections below.

Custom Reports – Episode

• Once setup in the Build section this report identifies the length of stay each patient has been in for a

specified episode (setting of care). The report can be switched between completed or on-going

(patient has not moved out of the episode, the finishing date being the date of the report).

Custom Reports – Flow

• Once setup in the Build section this report identifies patients that have moved from a status (belonging to the FROM status list) to another status (belonging to the TO status list) as the NEXT change of the status.

Custom Reports – Head Count

• Once setup in the Build section this report identifies the days between each status change within an

episode of care.

Custom Reports – SQL Query

• Allows for user defined bespoke reports. This requires at least a basic understanding of SQL.

** Note ** SMI do not support user created SQL queries.

iPlanner – Please refer to our separate iPlanner guide for report guidance

MDS – UK & Ireland

• Once these have been setup within the program (refer to MDS Help guide) the MDS template can be

run of as a single report for all service selections 1-6.

Lists

• Allows reports to find results based on more than one code selection, Lists are used to group these

codes together. Lists are also fundamental when filtering patient notes and identifying the

distribution lists for internal messaging.



16 Admin

The admin module is where user defined codes are created and maintained. They are split into 7 sub menu

categories.

� Demographics - * Allergy * Employment * Ethnicity * Ethnicity MDS

* Marital * Post Code * Religion

� Family - * Order

* Relationship

� Medical - * Class * Diagnosis * Drugs * Frequency

* Other Medical * Outcomes * Routes * Schedule * Score * Symptoms * Treatment

� Patient - * Activities * Attachments * Equipment * Extras

* Locations * Locations MDS * Smart Forms * Smart Form Links

* Status * Title

� Professionals - * Expertise * Expertise MDS * Local Authorities

* Organisations * PCTs * Personnel

* Roles * Roles MDS

� Services - * Services * Activities * Personnel * Statuses

� Security - * Permissions



16.1 Demographics

16.1.1 Allergy

This is the Allergy of either the patient or a family member.

� �

(Main Toolbar) (Sub Menu) (Drop down list)

Examples will be varied but could include:-

Adding Codes

To add a code to allergies select the New button on the bottom of the screen, this activates the bottom section of your screen and will allow you to create a new code.

� Code: This is used to identify the allergy. A user can then type this into a form manually or pick

item from the find options. � Description: When a code has been entered a generic description of what the code means is identified

in the description field - 60 characters in length. � Date Valid

From: Codes can be created by an administrator and organised to be activated on a certain date.

If left blank codes will be activated with immediate effect. The purpose of this field is to orchestrate changes in coding.

� Date Valid

From: Redundant Codes can be de-activated on a certain date by administrators in this field. If

left blank the code will be active indefinitely. The purpose of this field is to make sure that redundant codes are not used after a certain date.

Once you have created the new code click Save to keep the changes.



Modifying Codes

Admin � Demographics � Allergy

Select the code that you would like to update by either double clicking on the row you would like updated or select with the mouse button and select Update.

As soon as your amendments have been made click Save

Deleting Codes

To erase an existing allergy code:- Admin � Demographics � Allergy

Select the code that you would like to delete by either double clicking on the row you would like to delete or select with the mouse button and then select the Delete button.

A warning message will pop up confirming whether or not you would like to delete this entry.

** Note ** If the code has already been attributed to a record in iCare then it

cannot be removed.

A error message will flag up at the top of your screen to indicate

that the code has already been linked into a record.

Merging Codes

As noted in the section above a code cannot be deleted if it has been referenced to a record in iCare. It is possible to merge a redundant code into a different code.

Step (1)

- Select the code that you would like to be merged into another code (by either selecting update or double clicking on the code).

Step (2)

- Select the Merge button at the bottom of your screen.

A Merge screen will appear with the following information (for this example CA - Cats will merged into the A

- Animals Code).

Step (3)

- In the With references to: insert the code that you would like to merge the code into - either type in the code (i.e. A) or use the magnifying glass find options to select.

A Message will pop up confirming the following:-



Step (4) Select OK to carry out the merge

** Note ** If a code has been merged into another code it cannot be restored back to

the original.

16.1.2 Employment

Depending on your internal requirements for data entry you may need to collate records on the employment sector of the patient.

� �



Adding Codes

To add a code to the employment code list select the New button on the bottom of the screen, this activates

the bottom section of your screen and will allow you to create a new code.

� Code: This is used to identify the employment. A user can then type this into a form manually or

pick item from the find options. This can be up to 2 characters in length. � Description: When a code has been entered a generic description of what the code means is identified





If left blank codes will be activated with immediate effect. The purpose of this field is to

orchestrate changes in coding. � Date Valid




Modifying Codes Admin � Demographics � Employment

Select the code that you would like to update by either double clicking on the row you would like updated or

select with the mouse button and select Update.

As soon as your amendments have been made click Save.

Deleting Codes

To erase an existing religion code:-

Admin � Demographics � Employment

Select the code that you would like to delete by either double clicking on the row you would like to delete or

select with the mouse button and then select the Delete button.



cannot be removed.



Merging Codes


Step (1) - Select the code that you would like to be merged into another code (by either selecting update or double

clicking on the code).

Step (2)


A merge screen will appear with the following information (for this example EX - Retired will be merged into

the RE - Retired).



Step (3) - In the With references to: insert the code that you would like to merge the code into - either type in the

code (i.e. CA) or use the magnifying glass find options to select.


Step (4)

Select OK to carry out the merge

** Note ** If a code has been merged into another code it cannot be restored back to the original.

16.1.3 Ethnicity This is the Ethnicity of either the patient or a family member.

� �


Examples can include:-



Adding Codes

To add a code to the ethnicity list select the New button on the bottom of the screen, this activates the bottom section of your screen and will allow you to create a new code.

� Code: This is used to identify the marital status. A user can then type this into a form manually

or pick item from the find options - 2 characters in length.

� Description: When a code has been entered a generic description of what the code means is identified

in the description field - 60 characters in length. � Ethnicity

MDS Code: For MDS Reports to identify the correct patient’s ethnicities this must be linked in to the

set External Codes. Description (user defined) External Code

� Date Valid

From: Codes can be created by an administrator and organised to be activated on a certain date. If left blank codes will be activated with immediate effect. The purpose of this field is to

orchestrate changes in coding.



� Date Valid




Modifying Codes

Admin � Demographics � Ethnicity




Deleting Codes

To erase an existing ethnicity code:-

Admin � Demographics � Ethnicity





cannot be removed.



Merging Codes

As noted in the section above a code cannot be deleted if it has been referenced to a record in iCare. It is

possible to Merge a redundant code into a different code.

Step (1)


Step (2)


A merge screen will appear with the following information (for this example U - Unknown will be merged into the NS - Not Stated Code).




code (i.e. NS) or use the magnifying glass find options to select.


Step (4)



the original.

16.1.4 Ethnicity MDS

These are translator codes to identify the standard NHS Ethnicity Codes. This provides a link to your in house Ethnicity codes and the MDS Report.

** Note ** Do not Add, Amend or Delete any codes in this section. Codes would only

need to be amended if the standard ethnicity list had been updated.

16.1.5 Marital

This is the marital status for both the patient or the family member.

� �





Adding Codes

To add a code to the marital status list select the New button on the bottom of the screen, this activates the

bottom section of your screen and will allow you to create a new code.


or pick item from the find options - 1 character in length.


in the description field - 60 characters in length. � External Code: This is not a mandatory field and will only be required if there is a standard NHS or other

External identifier for example the NHS standard structure of ethnicities. - 1 character in length.

� Date Valid




left blank the code will be active indefinitely. The purpose of this field is to make sure

that redundant codes are not used after a certain date.




Modifying Codes

Admin � Demographics � Marital




Deleting Codes

To erase an existing marital status code:-

Admin � Demographics � Marital




** Note ** If the code has already been attributed to a record in iCare then it cannot be removed.

A error message will flag up at the top of your screen to indicate that the code has already been linked into a record.

Merging Codes


possible to merge a redundant code into a different code.



Step (2) - Select the Merge button at the bottom of your screen.

A Merge screen will appear with the following information (for this example P - Partner will be merged into

the C - Co-Habiting).


code (i.e. C) or use the magnifying glass find options to select.




Step (4) Select OK to instigate the merge


the original.

16.1.6 Post Codes

These are commonly entered for either organisations or professional bodies. They can also be entered for patients and later used to link areas for demographic searches.

� �


Information linked into the Post Code fields are:-

� LA Code - Local Authority link maximum of up to 4 characters.

� Elect Ward - Enter the electoral ward maximum of up to 2 characters.

� DHA Code - Enter optional District Health Authority Code, maximum of up to 4 characters

� Nat Grid Ref - Enter the grid reference of the location maximum of up to 10 characters.

16.1.7 Religion This is the Religion of either the patient or a family member.

� �



Adding Codes



To add a code to the religion code list select the New button on the bottom of the screen, this activates the

bottom section of your screen and will allow you to create a new code.


or pick item from the find options - 2 characters in length. � Description: When a code has been entered a generic description of what the code means is identified

in the description field - 60 characters in length.

� Date Valid



� Date Valid

From: Redundant Codes can be de-activated on a certain date by administrators in this field. If left blank the code will be active indefinitely. The purpose of this field is to make sure



Modifying Codes Admin � Demographics � Religion



Deleting Codes


Admin � Demographics � Religion






Merging Codes





Step (1)


Step (2)


A Merge screen will appear with the following information (for this example RC - Catholic will be merged into the CA - Catholic).

Step (3)

- In the With references to: insert the code that you would like to merge the code into - either type in the code (i.e. CA) or use the magnifying glass find options to select.




the original.



16.2 Family

16.2.1 Order

This is the hierarchical link between the patient and the patient’s family (or carer/friend) member.

� �


Examples may include:-

Adding Codes

To add a hierarchy a code to the occupation code list select the New button on the bottom of the screen, this activates the bottom section of your screen and will allow you to create a new code.

� Code: This is used to identify the order. A user can then type this into a form manually or pick

item from the find options - 2 characters in length.











Modifying Codes

Admin � Family � Order

Select the hierarchical code that you would like to update by either double clicking on the row you would like

updated or select with the mouse button and select Update.


Deleting Codes

To erase an existing family order code:-

Admin � Family � Order





cannot be removed.



Merging Codes






A Merge screen will appear with the following information (for this example 03 - FAMILY OTHER will be merged into the FO - Family Other).

Step (3)

- In the With references to: insert the code that you would like to merge the code into - either type in the code (i.e. FO) or use the magnifying glass find options to select.




Step (4)



16.2.2 Relationship

This is the relation the family member is to the patient.

� �


Examples may include:-

Adding Codes

To add a code to relationship select the New button on the bottom of the screen, this activates the bottom

section of your screen and will allow you to create a new code.

� Code: This is used to identify the relationship. A user can then type this into a form manually or

pick item from the find options - 2 characters in length. � Description: When a code has been entered a generic description of what the code means is identified










Modifying Codes

Admin � Family � Relationship




Deleting Codes

To erase an existing relationship code:-

Admin � Family � Relationship






Merging Codes


Step (1)


Step (2)


A merge screen will appear with the following information (for this example HU - Hubby will merged into the H - Husband).




code (i.e. H) or use the magnifying glass find options to select.


Step (4)





16.3 Medical

16.3.1 Class

This is used to classify medicines into categories.

� �

(Main Toolbar) (Sidebar) (Drop down list)


Adding Codes

To add a code to Class select the New button on the bottom of the screen, this activates the bottom section

of your screen and will allow you to create a new code.

� Code: This is used to identify the class. A user can then type this into a form manually or pick

item from the find options - Up to 2 characters in length.


in the description field - Up to 60 characters in length. � Date Valid







Modifying Codes

Admin � Medical � Class





Deleting Codes

To erase an existing Class code:- Admin � Medical � Class





cannot be removed.



Merging Codes





A merge screen will appear with the following information (for this example 05 - needs to be merged into a

04 - very dangerous code).

Step (3)

- In the With references to: insert the code that you would like to merge the code into - either type in the

code (i.e. 04) or use the magnifying glass find options to select.




Step (4)



16.3.2 Diagnosis Allows you to create and classify diagnoses.

� �



Adding Codes

To add a new medical code select the New button on the bottom of the screen, this activates the bottom


� Code: This is used to identify the diagnosis. A user can then type this into a form manually or

pick item from the find options - Up to 6 characters in length. � Description: When a code has been entered a generic description of what the code means is identified

in the description field - 60 characters in length. � Indicator: The type of diagnosis Enter for D - Diagnosis, T - Prognosis, H - Histology and

O - for Other � Date Valid



orchestrate changes in coding.

� Date Valid







Modifying Codes Admin � Medical � Diagnosis




Deleting Codes

To erase an existing diagnosis code:-

Admin � Medical � Diagnoses





cannot be removed.



Merging Codes


Step (1)

- Select the code that you would like to be merged into another code (by either selecting update or double


Step (2)


A Merge screen will appear with the following information (for this example LPCCR - Cancer of the Lip will be

merged into the ICD10 equivalent C00 - Lip).



Step (3)

- In the With references to: insert the code that you would like to merge the code into - either type in the code (i.e. C00) or use the magnifying glass find options to select.


Step (4)



16.3.3 Drugs

� �


Examples will be varied an example of some medicines could include:-



Adding Codes

To add a Drug select the New button on the bottom of the screen, this activates the bottom section of your screen and will allow you to create a new code.

� Code: This is used to identify the drug. A user can then type this into a form manually or pick

item from the find options - Up to 10 characters in length. � Description: When a code has been entered a generic description of what the code means is identified

in the description field - Up to 60 characters in length. � Description

Alternative: A further definition can be attributed to the drug this could be a simplified summary of the

description - Up to 60 characters in length.

� Purpose: The drug purpose can be up to 25 characters in length.

� Date Valid







Modifying Codes

Admin � Medical � Drug






Deleting Codes

To erase an existing religion code:- Admin � Demographics � Drug





cannot be removed.



Merging Codes





Step (2)


A Merge screen will appear with the following information (for this example CIPROCAP - will merged into

CIPROXIN)


code (i.e. A) or use the magnifying glass find options to select.






the original.

16.3.4 Frequency

� �


The frequency codes identify the time allocations when treatments/medicines and other clinical interactions should be taken or take place.

Standard examples could be:-

Adding Codes

To add a code to frequency select the New button on the bottom of the screen, this activates the bottom




� Code: This is used to identify the frequency. A user can then type this into a form manually or

pick item from the find options - Up to 4 characters in length.


in the description field - Up to 60 characters in length.

� Type: There are 4 indicators to define what type of frequency pattern the medicine / treatment

for the patient.

1 - Regular Taken at regular intervals

2 - PRN As required (with indication, interval and max daily dose stated

3 - Stat Given Once Only

4 - Continuous On-going medication as directed

� Date Valid






Modifying Codes Admin � Medical � Frequency




Deleting Codes

To erase an existing frequency code:- Admin � Medical � Frequency





cannot be removed.

An error message will flag up at the top of your screen to indicate




Merging Codes


Step (1)



Step (2)


A Merge screen will appear with the following information (for this example 24HM - DAILY MORNING will be

replaced with the code MANE - Daily Each Morning).






the original.

16.3.5 Other Medical Set up your user defined Other Clinical recording codes in this admin setting.

� �

(Main Toolbar) (Sidebar) (Drop down list)

Use will vary by your organisational requirements but possible examples could be:-



Adding Codes

To add a code to Other Medical select the New button on the bottom of the screen, this activates the bottom section of your screen and will allow you to create a new code.

� Code: This is used to identify the Other Medical item. A user can then type this into a form

manually or pick item from the find options - Up to 4 characters in length.



� Audit Type: This can be used to record a variety of information based on the type of Other Clinical

record you would like to research - for example it could be used to manually record numerical data.

� Date Valid







Modifying Codes Admin � Medical � Other Medical



Deleting Codes

To erase an existing religion code:- Admin � Medical � Other Medical









Merging Codes



Step (1)



A Merge screen will appear with the following information (for this example PRE - Pressure Sores will be merged to the code PRSO - Pressure Sores).


code (i.e. PRSO) or use the magnifying glass find options to select.


Step (4)



the original.



16.3.6 Outcomes

� �


The outcome codes determine whether any medical interactions with the patient should be discontinued and

be removed from the current list.

Examples of possible Outcomes could be:-

Adding Codes

To add a code to outcomes select the New button on the bottom of the screen, this activates the bottom


� Code: This is used to identify the outcome. A user can then type this into a form manually or









Modifying Codes Admin � Medical � Outcomes






Deleting Codes

To erase an existing outcome code:-

Admin � Medical � Outcomes




An error message will flag up at the top of your screen to indicate that the code has already been linked into a record.

Merging Codes



Step (1)


Step (2)


A Merge screen will appear with the following information (for this example LS - LIMITED SUCCESS will be merged into a Code MS - Minimal Success).


code (i.e. MS) or use the magnifying glass find options to select.




Step (4)



16.3.7 Routes

� �


Used to determine how the medicine/drug should be taken / applied this will be required when adding medicine/drugs to the patient.

Possible examples could include:-

Adding Codes

To add a code to routes select the New button on the bottom of the screen, this activates the bottom


� Code: This is used to identify the route. A user can then type this into a form manually or pick












Modifying Codes Admin � Medical � Route




Deleting Codes

To erase an existing route code:-

Admin � Medical � Route





cannot be removed.



Merging Codes




Step (2)


A Merge screen will appear with the following information (for this example IJ - Injections will be merged

into the IN - INJECTIONS code).




code (i.e. IN) or use the magnifying glass find options to select.




the original.

16.3.8 Schedule

� �


The schedule settings identify when treatments/medicines and other clinical interactions should be taken or

take place.

There could be a multitude number of these set out at regular intervals depending on detailed T.T.O lists that you would like to be set up a brief example of these could be:-



Adding Codes

To add a schedule select the New button on the bottom of the screen, this activates the bottom section of your screen and will allow you to create a new schedule.

� Description: Schedules are not code specific and are determined by the linked Frequency Code. A

patients T.T.O list can then be generated automatically when the frequency of a medicine has been determined. Can be up to 60 characters in length.

� Time: Set the time that you would like to appear on the patient’s record and subsequent T.T.O

lists - format should be 24hr ##:## � Drugs

Frequency Code: This is used to group all the requisite times together so the times do not need to be added separately, therefore once a frequency code has been inserted all the Times that have

that linked code will be displayed in T.T.O lists and on further clinical reports. � Date Valid






Modifying Codes

Admin � Medical � Schedule

Select the schedule that you would like to update by either double clicking on the row you would like

updated or select with the mouse button and select Update.


Deleting Codes

To erase an existing schedule code:-

Admin � Medical � Schedule

Select the schedule that you would like to delete by either double clicking on the row you would like to delete or select with the mouse button and then select the Delete button.







Merging Codes

Schedule entries are not code specific therefore there are no merging requirements.

16.3.9 Score These are the measurement scales used as a rating system for symptoms.

� �



Adding Codes

To add a score select the New button on the bottom of the screen, this activates the bottom section of your

screen and will allow you to create a new code.

� Type: This is used to identify which measurement scale you would like to group the score to. A

user can then type this into a form manually or pick item from the find options

- Up to 4 characters in length. � Description: Used to explain what this score relates to - up to 60 characters in length.



� Date Valid






Once you have created the new score click Save to keep the changes.

Modifying Codes Admin � Medical � Score

Select the score that you would like to update by either double clicking on the row you would like updated or



Deleting Codes

To erase an existing Score:-

Admin � Medical � Score

Select the score that you would like to delete by either double clicking on the row you would like to delete or




cannot be removed.



Merging Codes

Score entries are not code specific therefore there are no merging requirements.



16.3.10 Symptoms

This is a log off all the different symptoms a patient could suffer from.

� �



Adding Codes

To add a code as a symptom select the New button on the bottom of the screen, this activates the bottom


� Code: This is used to identify the symptom. A user can then type this into a form manually or




� Type: This the link between the symptom and which measuring scale from Levels it uses.

� Date Valid



� Date Valid




Modifying Codes

Admin � Medical � Symptoms






Deleting Codes

To erase an existing symptom code:- Admin � Medical � Symptoms





cannot be removed.



Merging Codes


Step (1)



Step (2)


A Merge screen will appear with the following information (for this example Sic - Sickness will be merged

into the VOM - Vomiting Code).

Step (3)





Step (4)



the original.

16.3.11 Treatments

This is used to identify treatment paths of the patient

� �



Adding Codes

To add a code to treatments select the New button on the bottom of the screen, this activates the bottom


� Code: This is used to identify the treatment. A user can then type this into a form manually or












Modifying Codes

Admin � Medical � Treatments




Deleting Codes

To erase an existing treatment code:-

Admin � Medical � Treatment






Merging Codes



Step (1)


Step (2)




A Merge screen will appear with the following information (for this example MAS - MATTRESS SPENCO will

merged into the MTS - Mattress SPENCO).


code (i.e. MTS) or use the magnifying glass find options to select.




the original. Patient

16.3.12 Activities

� �


Create the codes that will determine the activities and telephone activity between your organisation and the patient / family member in this admin setting.

Examples will vary depending on what services you offer to the patient a few examples could be:-



Adding Codes

To add a code to activities select the New button on the bottom of the screen, this activates the bottom


� Code: This is used to identify the activity. A user can then type this into a form manually or pick




� Type: This groups activities together by a single character key and can be used when filtering

Patient and Family activities.

� Default Time: Activities with a standard start and end time can have a duration period set up in this

admin setting i.e. if you have 30 minutes per physiotherapy session a default setting of 30

can be attributed to the event. � Date Valid





� Smart Forms: One or more Smart Forms can be attached to an activity. These are listed in the Related

Smart Forms Box Follow the Add or Remove steps when Creating and updating this list.




Modifying Codes Admin � Patient � Activities




Deleting Codes

To erase an existing religion code:- Admin � Patient � Activities





cannot be removed.



Merging Codes




Step (2)


A Merge screen will appear with the following information (for this example MWFRST - Medical Ward 1st Visit will be merged into the MW1 - MEDICAL WARD 1ST VISIT).

Step (3)




code (i.e. MW1) or use the magnifying glass find options to select.


Step (4)



the original.

16.3.13 Attachments

� �


Identify the type of documentation you would like to add to a patient’s record in this admin setting. This

includes identifying the location to any linked in template files.


Adding Codes

To add a code to attachments select the New button on the bottom of the screen, this activates the bottom




� Code: This is used to identify the attached document. A user can then type this into a form

manually or pick item from the find options - Up to 3 characters in length.



� Template: Select the Upload button to identify the location of the template you would like to link in

to the attachment code (Templates should be stored in a central location). � Date Valid







Modifying Codes

Admin � Patients � Attachments



Deleting Codes

To erase an existing attachment code:-

Admin � Patients � Attachments








Merging Codes


Step (1)



Step (2)


A Merge screen will appear with the following information (for this example NL - NURSE LETTER will merged

into the MNL - MacMillan Nurse Letter).

Step (3)

- In the With references to: insert the code that you would like to merge the code into - either type in the code (i.e. MNL) or use the magnifying glass find options to select.


Step (4)



the original.

16.3.14 Equipment

Identify the Equipment used by your patients.

� �





Adding Codes

To add a code to equipment select the New button on the bottom of the screen, this activates the bottom section of your screen and will allow you to create a new code.

� Code: This is used to identify the equipment. A user can then type this into a form manually or

pick item from the find options - Up to 6 characters in length. � Description: When a code has been entered a generic description of what the code means is identified

in the description field - Up to 60 characters in length. � Quantity On

Hand: Use this to keep a record of the total numbers of equipment stocked.

� Value: Cost of the individual equipment.

� Date Valid



� Date Valid




Modifying Codes Admin � Patient � Equipment





Deleting Codes

To erase an existing equipment code:-

Admin � Patient � Equipment





Merging Codes



Step (1)



A Merge screen will appear with the following information (for this example NB1234 - NECK BRACE 7 1234

merged into the NBRC - NECK BRACE).

Step (3)


code (i.e. NBRC) or use the magnifying glass find options to select.




Step (4)



the original.

16.3.15 Extras

� �

These are user defined questions with listed alternative answers so your organisation can record any data

bespoke to your needs.

These could vary from “History of illness in the family” to “do they play a musical Instrument?”

Some examples could be:-

Adding Codes

To add a code to extras select the New button on the bottom of the screen, this activates the bottom section


� Code: This is used to identify the Extras code. A user can then type this into a form manually or

pick item from the find options Up to 4 characters in length. � Description: When a code has been entered a generic description of what the code means is identified




� External

Code: This is not a mandatory field and will only be required if there is a standard NHS or other

External identifier for example there is an NHS standard structure of ethnicities. - 1 character in length.

� Parent

Grouping Sub Groups (the group of listed answers) Must be linked to a Parent Group

Code: (the question) by this field. Leave this field blank to make an entry a parent group

e.g. The question I would like to ask is “I need to identify the patients who served in the

armed forces and the related sector of the armed forces they were in?”

Set the parent group as follows:-

Code: A

Description: Armed Forces External Code: Leave Blank

Parent Grouping Code: Leave Blank

Set the sub groups as follows (not a fully comprehensive list):-

Codes: NVY

Desc: Served in the Navy Parent Grouping Code: A

Codes: ARM

Desc: Served in the Army Parent Grouping Code: A

Codes: RAF

Desc: Served in the Royal Air Force Parent Grouping Code: A

** Note ** When defining the description of a sub group it is important to include a clear definition of the parent group (the question). This is because the admin screen

and the report printouts will only show the sub group (the answer) and if you have just one word answers that have been duplicated for other questions (Yes / No)

answers you will not be able to identify what this is relating to.

� Date Valid



� Date Valid




Modifying Codes

Admin � Patients � Extras





Deleting Codes

To erase an existing religion code:- Admin � Patients � Extras





cannot be removed.



Merging Codes



Step (1)



A Merge screen will appear with the following information (for this example C- CORNEA HARV will merged

into the CD - CORNEA DONATIONS Code).






Step (4)



16.3.16 Locations

� �


This is used to detail the physical location of the patient and can be general residence such as HRH Hull

Royal Hospital or for example a specific bed such as Ward 3 Bed 2

Examples will be varied depending on each Hospice/Hospital/Organisation you are attached with.

Adding Codes

To add a code to locations select the New button on the bottom of the screen, this activates the bottom


� Code: This is used to identify the location. A user can then type this into a form manually or pick

item from the find options - Up to 6 characters in length. � Description: When a code has been entered a generic description of what the code means is identified

in the description field - Up to 60 characters in length. � Section

Reference: This is used to link locations within a branch. It is required for the census report to include

or exclude locations within a group (items with the same section reference are grouped

together)



� Location

External Code: For MDS Reports to identify the correct patient’s location your location codes must be

matched to these set External Codes:-

� Date Valid



� Date Valid




Modifying Codes

Admin � Patient � Locations



Deleting Codes


Admin � Patient � Locations





cannot be removed.





Merging Codes


Step (1)



Step (2)


A Merge screen will appear with the following information (for this example HOME - AT HOME will be

merged with PHME - Patients Home Code).






the original.

16.3.17 Location MDS

** Note ** These codes are linked to the MDS Reporting program to translate codes

from iCare into the MDS Program DO NOT AMEND UNLESS INSTRUCTED BY SMI SUPPORT.



16.3.18 Smart Forms

Multiple Smart Forms can be attached to an activity; these will be tabbed at the top of the default Smart

Form



When additional guidance has been assigned to a line a green question mark will be flagged at the start of the line, a user can then hover over this question mark to receive additional help.

Entry fields can be defined to force data to be entered for that line these are indicated by an exclamation at the start of the question.

TYPE:

All the available data capture methods are set up in the example on the previous page - an explanation of all

of these options are defined below.

Header:

As shown in the diagram it is used to split up different sections of a Smart Form or to be used as a main heading.

Patient Banner:

Displays information regarding the identification of the patient (can add zone 1 see the example or zone 2

which lists patient address, allergies and current status).

Date/Time:

You can stipulate whether you would like to record both the date and time or either date or time separately.

Multiple Values ~ Radio Buttons ~ Horizontal:

As shown in the example on the previous page this provides a list of options horizontally across the page

(can only pick 1 option).

To add the option choices enter as a new line to the Value box e.g.

Numeric:

Use this field to record numerical information. You can define the numeric range that can be added to a field

by setting the Min and Max values.

Checkbox:

A single checkbox can be added for Yes/No, True/False data capture.

Multiple Values ~ Checkboxes: (Not Horizontal)

If you need to choose more than one item in the list this would need to be set up as the multiple value

checkbox option.

To add the options add as new line to the Value box e.g.

Text:



This is used to represent additional free text notes. Enter the Min and Max number of characters to be

allowed or leave blank not to force a character limit. The amount of lines available for note taking can also

be determined.

Multiple Values ~ Radio Buttons: (Not Horizontal)

This allows the user to select one item from a list the same as for number 4 but displayed vertically on the

page.

Multiple Values ~ Drop Box:

Listed options are identified in a drop down section.

To add the options to the drop down list add as a new line in the Value box

e.g.

To automatically add the most common selections in the form prefix with a * as shown in the Funding for Armed Forces example the No option will automatically be chosen and a user can click the drop down arrow

and change if necessary.

To Attach Smart Form to an Activity

Admin (Main Navigation Bar) � Patient (Side Level Bar) � Activities

Double Click the Activity from the Activities List that you wish to link in to a Smart Form (you may need to

use the scroll bar to find the Activity). Or Create a new Activity depending on your requirements.

To attach a Smart Form ‘Service Questionnaire’ to the patient activity ‘OF2FD Face to Face Contact Day Care’

Locate the Activity and either double click or select the Activity and then click Update. This will then allow you to make additions to the Activity i.e.:-



Once you have located the relevant Activity select the Add… button in the activated window.

A separate and more detailed manual on Smart Forms in available, on request, from SMI.

16.3.19 Smart Form Links (see Smart Form Help Manual for full guidance)

� �

This section identifies how where user defined Smart Forms are going to be tagged within the patient record, Patient Front Page, Series Tab or other Category Tab on the patient record.

16.3.20 Status

� �


This is the relationship between the patient and the services they are either waiting for or receiving and

provides a systematic log detailing the processes they have undertaken.

Patient’s statuses are the backbone to many of the user reports and MDS reports.

The patient can go through many statuses all of which will vary depending on your operational

circumstances. Usually the patients are referred before going active (On books)

A very basic guide to a status progression could be:-

Referred for

Operation

Referred by

GP

Waiting for

Operation

Active Operation

Type the Smart Form Code in

the box - so OF2FD will load in the Service Questionnaire Form

Select the Magnifying Glass to use the Find options to Search

for the Smart Form



Adding Codes

To add a code to locations select the New button on the bottom of the screen, this activates the bottom section of your screen and will allow you to create a new code.

� Code: This is used to identify the status. A user can then type this into a form manually or pick



in the description field - Up to 60 characters in length. � External

Code: This is used to identify patients in the inpatient unit for census reports and discharge and death statuses for internal reporting, MDS Patients and flagging patients for discontinued

medical treatments.

The External Code I - Inpatient

X - Discharge

Z - Death � Location

External Code: For MDS Reports to identify the correct patient’s location your location codes must be

matched to these set External Codes:-

� Date Valid




that redundant codes are not used after a certain date. � Spell: This is relative to inpatient statuses and will add the value inserted to create a unique

identifier.




Modifying Codes

Admin � Patient � Status



Deleting Codes

To erase an existing religion code:- Admin � Patient � Status




cannot be removed.



Merging Codes



Step (1)



A Merge screen will appear with the following information (for this example 1C - REFERRED BY SN

COMMUNITY will be merged with 1O - Referred by Other).

Step (3)





Step (4)



16.3.21 Title

This is the title of either the professional, patient or family member.

� �


The Standard examples include:-

Adding Codes

To add a new title select the New button on the bottom of the screen, this activates the bottom section of

your screen and will allow you to create a new code.

� Code: This is used to identify the title of the individual. A user can then pick the title from a drop

list - Up to 10 characters in length.



� Date Valid







Modifying Codes Admin � Patient � Title




Deleting Codes


Admin � Demographics � Title





cannot be removed.





16.4 Professionals

16.4.1 Expertise

� �

This defines an area of specialism for the professional for example a consultant can be attributed to back problems as their expertise.

Adding Codes

To add a new expertise select the New button on the bottom of the screen, this activates the bottom section of your screen and will allow you to create a new code.

� Code: Enter a 6 character code identifier.

� Description: Further define the Expertise code. This will automatically create a generic description of

what the code means in the description field - Up to 60 characters in length. � Expertise

MDS Code: Choose the corresponding MDS description of the expertise from the pick list.

� Date Valid

From: Codes can be created by an administrator and organised to be activated on a certain date. If

left blank codes will be activated with immediate effect. The purpose of this field is to


From: Redundant Codes can be de-activated on a certain date by administrators in this field. If left

blank the code will be active indefinitely. The purpose of this field is to make sure that redundant codes are not used after a certain date.


Modifying Codes

Admin � Professionals � Expertise





Deleting Codes

To erase an existing expertise code:- Admin � Professionals � Expertise





cannot be removed.



Merging Codes



Step (1)



A Merge screen will appear with the following information (for this example OCCTHR - OCCUPATIONAL

THERAPIST will be merged with the different code OT - OCCUPATIONAL THERAPIST).

Step (3)

- In the With references to: insert the code that you would like to merge the code into - either type in the code (i.e. OT) or use the magnifying glass find options to select.




Step (4)



16.4.2 Expertise MDS

** Note ** These codes are linked to the MDS Reporting program to translate codes

from iCare into the MDS Program DO NOT AMEND UNLESS INSTRUCTED BY SMI

SUPPORT.

16.4.3 Local Authorities

� �

Register the details of corresponding Local Authority in this section. Information entered in the contact

details can be easily accessible on the patient details screen.

Adding Codes

To add a code to local authorities select the New button on the bottom of the screen, this activates the

bottom section of your screen and will allow you to create a new code. � Code: This is used to identify the local authority. A user can then type this into a form manually

or pick item from the find options - Up to 4 characters in length.

� Description: Add a further definition of the code this will automatically generate a description once a

code has been selected - Up to 25 characters in length

Add the relative contact details in the following (where applicable)

� Address Lines 1 - 5 � Contract Number � Phone Day � Phone Night

� Post Code Out � Post Code In

� Narrative

Line 1&2: Add any other useful information regarding in the Narrative sections - this is a free-type section and should not be used to record information that needs to be reported on.

� External Code: This field can be used for further external reporting as a translator field to identify what

type of Local Authority this is regarding.

� Role Code: This assigns the organisation to a category of healthcare; enabling organisations to be

grouped together for report analysis - the Role Code is also linked to the MDS reporting

program so breakdowns can be made for individual team activities.

� Date Valid





� Date Valid

To: Redundant Codes can be de-activated on a certain date by administrators in this field. If



Modifying Codes Admin � Professionals � Local Authorities




Deleting Codes

To erase an existing religion code:- Admin � Professionals � Local Authorities





cannot be removed.



Merging Codes




Step (2)


A Merge screen will appear with the following information (for this example 0001 - WAYBRIDGE DIST C will

be merged into the WBDC - WAYBRIDGE DISTRICT COUNCI).



Step (3)






16.4.4 Organisations

� �

These are any other organisations/institutions that may be involved with the patient’s care. I.e. Nursing

homes, Hospitals and other Hospices.

Information entered in the contact details can be easily accessible on the patient details screen.

Adding Codes

To add a code to organisations select the New button on the bottom of the screen, this activates the bottom

section of your screen and will allow you to create a new code. � Code: This is used to identify the organisation. A user can then type this into a form manually or


� Description: Add a further definition of the code this will automatically generate a description once a

code has been selected - Up to 25 characters in length


� Address Lines 1 - 5 � Contract Number � Phone Day � Phone Night

� Post Code Out � Post Code In

� Narrative


� External Code: This field can be used for further external reporting as a translator field to identify what

type of organisation this is regarding.



� Role Code: This assigns the organisation to a category of healthcare; enabling organisations to be

grouped together for report analysis - the Role Code is also linked to the MDS reporting

program so breakdowns can be made for individual team activities.

� Date Valid



� Date Valid




Modifying Codes Admin � Professionals � Organisations




Deleting Codes

To erase an existing religion code:- Admin � Professionals � Organisations





cannot be removed.



Merging Codes




Step (2)


A Merge screen will appear with the following information (for this example 0001 - LOWSHIRE CO HOSP will be merged into the LCH - LOWSHIRE COUNTY HOSPITAL).




code (i.e. LCH) or use the magnifying glass find options to select.


Step (4)



the original.

16.4.5 PCTs

� �


Identify the PCTs that the patient has affiliations to (these can be identified automatically when the patient’s GP has been added if PCT and GP Links have been set up).

Adding Codes

To add a code to PCTs select the New button on the bottom of the screen, this activates the bottom section of your screen and will allow you to create a new code.

� Code: This is used to identify the PCT. A user can then type this into a form manually or pick


� Description: When a code has been entered a generic description of which PCT the code relates to is

identified in the description field automatically when the code has been added - Up to 60

characters in length.




� Phone Day � Phone Night � Address Lines 1 - 5 � Post Code Out

� Post Code In

� Narrative


� GP Link: This must correspond with the Code entered in the personnel PCT Link field. With both

these links in place a user can enter the patient’s GP to their details and the PCT will automatically be generated on their record.

� External Code: This field can be used for further external reporting as a translator field for external

reporting.

� Role Code: This assigns the PCT to a category of healthcare; enabling organisations to be grouped

together for report analysis - the Role Code is also linked to the MDS reporting program so

breakdowns can be made for individual team activities.

� Date Valid



� Date Valid




Modifying Codes Admin � Professionals � PCTs




Deleting Codes

To erase an existing religion code:- Admin � Professionals � PCTs





cannot be removed.





Merging Codes


Step (1)




A Merge screen will appear with the following information (for this example 0001 - WALLOP TRUST will be merged into the QWQW - QUICK WALLOP TRUST).


code (i.e. QWQW) or use the magnifying glass find options to select.




the original.



16.4.6 Personnel

� �


Set up your new users and any professionals that may be linked to either a patient or a family member.

Adding Codes

To add a code to individual professionals select the New button on the bottom of the screen, this activates

the bottom section of your screen and will allow you to create a new code.

Contact Details

� Code: This is used to identify the professional. A user can then type this into a form manually or


� Surname: Add your professional’s surname. - Up to 25 characters in length

� First Name: Add your professional’s first name. - Up to 15 characters in length

� Initial: Add initials that may be used in mail merge correspondence with the professional.


� Phone Day � Phone Night � Phone Fax � Phone Mobile � Email

� Address Lines 1 - 5 � Post Code Out � Post Code In

� Comments: Add any other useful information regarding in the comments section - the comments

section is a free-type section and should not be used to record information that needs to

be reported on � National

Number: Enter the professionals National Number - Up to 8 characters in length

If the professional has any Fundholder information enter the following:-

� Fundholder Code - up to 6 characters

� Fundholder Number - Up to 5 characters

� Contract

Code: Add the patient Contract Code - Up to 6 characters � PCT Link: This must correspond with the Code entered in the PCT GP Link field (see the previous

section). With both these links in place a user can enter the patient’s GP to their details and the PCT will automatically be generated on their record.

Security � Rights: Determines which patient this professional has access to. Available options are:-

* None * Own Patients * All Patients � Permissions

Code: These are the access levels for the whole of the iCare system and determine which categories the Users can view, create, modify and delete on your system. The Groups

available are determined in the System options on the Main Toolbar see page [] for

detailed instructions.



Professional Type

� Role Code: This assigns the professional to a category of healthcare; enabling staff members to be

grouped together by class of healthcare profession for report analysis - the Role Code is

also linked to the MDS reporting program so breakdowns can be made for individual team activities.

� Expertise

Code: Further attribute a specific specialism to the health care professional from the pick list setting up expertise codes have been defined in the Expertise Section on page 162.

� Date Valid



� Date Valid

To: Redundant Codes can be de-activated on a certain date by administrators in this field. If left blank the code will be active indefinitely. The purpose of this field is to make sure



Modifying Codes Admin � Professionals � Personnel




Deleting Codes

To erase an existing religion code:- Admin � Professionals � Personnel





cannot be removed.



Merging Codes




Step (2)




A Merge screen will appear with the following information (for this example P002 ERNEST STEIN- will be merged into the EIN - ERNEST STEIN).

Step (3)

- In the With references to: insert the code that you would like to merge the code into - either type in the code (i.e. EIN) or use the magnifying glass find options to select.


Step (4)





16.4.7 Roles

� �


This is used to classify different categories of health care professionals or other organisations are affiliated

to. This identification is linked into the following Roles MDS section to enable the report to identify from the

activities undertaken the health care team involved.

Adding Codes

To add a code to Roles select the New button on the bottom of the screen, this activates the bottom section


� Code: This is used to identify the Role. A user can then type this into a form manually or pick

item from the find options- Up to 2 characters in length.



� Role MDS: This links in directly with the clearly defined MDS health care team member list and is

used to translate your Role Codes to the corresponding MDS ones.

The Standard MDS categories are:-



� Date Valid







Modifying Codes

Admin � Professionals � Roles



Deleting Codes

To erase an existing Role code:-

Admin � Professionals � Roles






Merging Codes



Step (1)





A Merge screen will appear with the following information (for this example SP - SPECL PAL TEAM will be

merged into RR - RAPID RESPONSE TEAM).

Step (3)

- In the With references to: insert the code that you would like to merge the code into - either type in the code (i.e. RR) or use the magnifying glass find options to select.


Step (4)



the original.

Roles MDS

** Note ** These codes are linked to the MDS Reporting program to translate codes from iCare into the MDS Program DO NOT AMEND UNLESS INSTRUCTED BY SMI

SUPPORT.

Services

** To view information regarding setting up and using multiple services with your system please see the SMI separate Multiple Service Manual **



16.5 Security 16.5.1 Permissions

� �


Allocate security groups that determines what types of users within your organisation can have access to

within the system.

Adding New Security Groups

Select New at the bottom of the window this will activate the bottom section of the screen.

Group Details

� Code: Identify the Code access permissions, it is advised to logically group security access

numerically from lowest to highest depending on the permissions. - Up to 10 characters.

� Description: Further define the code in this field; once a security code has been entered the generic

description will be automatically generated - Up to 60 characters. � Date Valid






Permissions

The permissions section is split into 5 different access options depending on the level of authority the user

has within iCare.

Admin - Define if this security level will allow users to View, Add, Update or Delete the actual internal codes within your pick list options.

Patient - Define if this security level will allow users to View, Add, Update or Delete the patient data

on the patient’s record.

Reports - Define if this security level will allow users to View, Add, Update or Delete patient reports.



System - Define if this security level will allow users to View, Add, Update or Delete internal system

settings regarding password control, search defaults, audit trails and deleting patients.

Selection Options

Tick the Column Headers to quickly select all Items to that type of Access.

Select the Full button on the right hand side to allocate View, Add, Update and Delete for each Item.

To remove all existing types of Access select the None button on the right hand side.

Once you have define the access permissions select Save to add the new Security Group.

Modifying Codes

Admin � Professionals � Security




Deleting Codes

To erase an existing Role code:-

Admin � Professionals � Security






Merging Codes


Step (1)


clicking on the code). Step (2)



- Select the Merge button at the bottom of your screen. A Merge screen will appear with the following

information (for this example 0 - AAADD will be merged into 9 - NO ACCESS).

Step (3)

- In the With references to: insert the code that you would like to merge the code into - either type in the code (i.e. 9) or use the magnifying glass find options to select.


Step (4)



the original.



17 System The system section of iCare identifies key internal settings and maintenance options within iCare. Apart from

the New Window and My Password options access to this should be limited to system administrators or

super users.

17.1 Admin Defaults

This section defines which pick-lists items open as a List (show all items) or by Search (user types search criteria).

To change to a different find type (Using diagnosis as an example).

(1) Double click the Find Type

(2) Select the other Find Type option

** Note ** It is advisable that items with many code entries (such as for Diagnosis, Personnel Family

Member and Patients) should be defaulted to Search options.



17.2 User Sessions

This section details the login and logout activity of users within the organisation. The sessions can be split into Current Sessions or by Recent Sessions.

Taking a look at the Recent Sessions displays historical data on the following Login and Logout Activity.

17.3 Passwords This section defines the following password state of each user.

Administrators of the system can double click a user to make changes to individual user passwords. Once

selected the following section is activated.



17.4 Security Defaults

Password security is split into the following Sections

User Defaults Defaults and Aging Requirements

Lockout

17.4.1 User Defaults

These are the standard password options when adding a new professional into iCare.

Default Account Disabled - If selected all new professionals added to the system do not automatically

have an enabled account. Default Password Never

Expires - If selected all new professionals added to the system do not have an expiry

date on password

Default User Cannot Change - If selected all new professionals added to the system cannot change the assigned password.

Default User Must Change - If selected all new professionals added to the system must change the password.

17.4.2 Defaults and Ageing

New User Password - On initial logon to the system the user must add their professional code followed by the password stated in this field.

Expiry After - Defines the expiry date on the current password

Password Age - Defines how long the previous Password cannot be used until



17.4.3 Requirements

Identify the characters and character length users can adopt for their password in this section.

17.4.4 Lockout

Determine after how many unsuccessful login attempts will lock the users account and when automatically

these are reset for the lockout section respectively.



17.5 Audit Trail

This section provides comprehensive detail on the information added, updated or deleted by each iCare User.

(1) Define the date parameters for the audit search.

(2) Enter the User (professional) Code that you would like to perform the Audit on.

(3) Decide whether you would like to include or exclude activity in the System Tab. (4) Identify which category e.g. changes made only to patient’s status.

- If you are auditing a Record type that is related to a set of codes then you could run an audit on the single code you are looking for e.g. ZI (Died Inpatient) for a status audit.

(5) Identify what type of activity the user was conducting on the system, whether they Added, Updated or Deleted Coding.

(6) To run the Audit click the Find Button. This will display the audit results (see above diagram for an

example)

Once the audit has been run to further identify what exact change had occurred double click on the entry, this will activate the Related Record Display in the second half of the screen.



17.6 Delete Patient

To Delete a Patient identify the patient from the Patient Code or select from the pick-list tool. Once the

patient has been displayed click the Delete button at the bottom of the screen.

A message will pop-up confirming whether you would like to delete this patient from the system, Select OK

to confirm the deletion.

** Note ** Once a patient has been deleted from the system the record cannot be restored.

17.7 Patient Numbers

This section allows the system administrator to determine what the patient code is for the next registered

patient – If your patient numbers start with 99 e.g. 99000011 and these need to be adjusted to 20120001 then please consult our additional quick-guide.

17.8 My Password

This section allows users to amend current password details; other historical password details are also displayed.

Passwords entered need to adhere to the security settings defined in the Security Defaults section see

page 182.



17.9 Patient Fix

This section lists if there have been irregularities within the patient coding synchronisation – for a breakdown of these please request our additional help guide.

17.10 Sync. Check

This is used to double check the connectivity between iCare and your Staff.Care rostering system and is only required for organisations using the iPlanner feature.

17.11 Spell Check

Administrators can monitor and make changes to iCare’s custom dictionary from this section. Use the Find text box to search / amend existing words in the dictionary.

When a word is selected it can either be updated or deleted.

To create new word, select the Add Button to be prompted the following options.



17.12 Patient Import

This allows a batch of patients to be loaded into the system from a .csv template file.

17.13 About iCare

This section identifies version control within your system and also will display licensing information.

To view the latest version of iCare click on the Check for Update button. This provide details of the most

recent iCare release:

To re-license iCare for your organisation click on the Enter New License button. You will then be requested to call SMI and enter an activation key quoted to you.

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