PTS

Patient Zone Booking Service - User guide

South Central Ambulance Service NHS Foundation Trust

SUSSEX NON-EMERGENCY PATIENT

TRANSPORT SERVICE (NEPTS)

PATIENT ZONE BOOKING USER GUIDE

SUSSEX - Version 1, March 2017

1

2 Patient Zone Booking Service - User guide

BACKGROUND In order to provide a more efficient service to both hospital departments and GP practices, South Central Ambulance Service (SCAS) has an online booking system for Non-Emergency Patient Transport Services (PTS). The Patient Zone service identifies patients using their NHS number and date of birth which is a secure network and approved by the NHS Information Authority.

Patients wishing to request their own transport using the Patient Zone tools will need to have been registered for their first journey either by calling the Eligibility line (0300 123 9841), by their GP practice or Healthcare Provider. By using the Patient Zone it enables patients to book transport and receive an instant reference number. It also allows users to cancel and make amendments to transport booked. The system also incorporates a direct chat system accessible to all users.

Please send any Patient Zone system issues or enquiries to the following email address: nepts.online@scas.nhs.uk

SCAS Patient Zone Booking system

is available 24/7, 365 days a year.

Please note:

Hours of operation of contact

centre

Bariatric patients (who may require

an assessment before travel) need to be booked via the central booking service on: 0300 123 9841.

Patient Zone Booking Service - User guide 3

PATIENT ELIGIBILITY

The Clinical Commissioning Group (CCG) have a criteria for those who are eligible for Patient Transport Services. When your first journey is booked either by your GP, Healthcare provider or by calling the Eligibility line they or you will be asked a series of questions to determine your Eligibility.

Below are some examples of the type of question you will be asked:

» Does the patient own and drive their own vehicle?

» Can the patient use public transport or

have family who can transport them? » Does the patient’s mobility mean they

require more assistance than public transport can offer?

» Is the patient having treatment which

affects their ability to make their own way to/from hospital?

Only patients who meet the following eligibility criteria will be accepted on the SCAS Non- Emergency Patient Transport:

» Travelling by any other means would have a serious detrimental effect on the patient’s condition or recovery. (e.g. eye surgery, uncontrollable epilepsy)

» Do you have restricted mobility and are unable to self-mobilise (e.g. is unable to stand or walk more than a few steps, or is wheelchair bound)

» The patient requires support from a

qualified NEPTS crew during the journey and is a stretcher patient

» You are being transferred to another NHS

facility and/or require medical assistance during the journey (e.g. oxygen/ medical gases, medical equipment, cavity drains, intravenous support)

» Independent travel will be a risk to

themselves or others (e.g. learning or communication difficulties, psychiatric, physical, and psychological)

» Patients with clearly recognised disabilities

and not in receipt of Higher Level DLA or PIP who are genuinely unable to travel by private or public transport (e.g. severely visually impaired/blind)

» Patients receiving treatment for cancer

Patients who do not meet the criteria will be signposted to our directory of alternative Transport. The new eligibility criteria set by the commissioners may mean that some patients who previously were transported in the past may not now be accepted after 1 April 2017.

Patient Zone Booking Service - User guide 4

REQUIREMENTS

The program runs through Internet Explorer

Finally, you will need to enter the following address:

https://managemybooking.scas.nhs.uk/patientzone

Getting Started

When you go to the link, you will see the above logon screen.

Username and password

You will be able to log in using your NHS number and date of birth.

PTS Online Booking Service - User guide 5

LOGGED IN When you have successfully logged in you will see the following Home menu screen. If there have been any changes to the online system you will be notified by a message in the Welcome Message.

HOW TO MAKE A BOOKING

On the Home screen select My Journeys and then Create New Booking on the drop down menu and you will see the following screen (below).

Each patient on the system is saved and all journeys are attached to that record. The first page shows your journey history. Select Active journeys to display your previous journeys

Click on Close to exit the Journey History page. The main Booking screen will then be on display. Your master record where your personal details are displayed will show slightly greyed out, this is to prevent any changes. If you have moved house or registered with a new GP, you will need to call the Eligibility line to update our records.

You will need to have all the details for your appointment to hand including where your appointment will take place and the date and time

Any field with an is a mandatory field that will need to be completed before the journey can be saved

Patient Zone Booking Service - User guide 6

The Five Sections of the Booking

Screen

(I) Patient Details It is essential that we are provided with up to date and relevant information relating to the patient. If any of these details are incorrect please call the Eligibility Line to update our records

NHS Number This is a reference unique to you – without your NHS number you cannot make a booking.

Title Mr / Mrs / Miss / Ms / Master / Child

Forename First name

Surname Family name

DOB Your Date of Birth

Telephone Home telephone number of patient – to help us locate patients or to advise you of any problems.

Disability Any disability you may have e.g. communication problems or dementia

Practice Your GP Practice that you are currently registered with

Patient Zone Booking Service - User guide 7

(II) Date Details

Date This is the date of appointment you are able to book 14 days prior to the date of your appointment

Monday-Sunday Please type in appointment time in the relevant day boxes

(III) Journey Details

Category Please select type of category

Mobility Please select type of mobility

Relative Escort Maximum of 2 relative escorts; if any more you need to call our office

Medical Escort Maximum of 2 medical escorts; if any more you need to call our office

Escort Notes Please select a reason for the escort/s within the Escort Notes section. This has to be filled out to make a booking.

Equipment Any equipment that is allowed to go with patient, entirely at discretion of crew or driver. If no equipment is relevant, ‘NONE REQUIRED’ needs to be ticked.

Requirements Tick any boxes for any patient requirements *

Notes Click on symbol, this is for any notes for the journey e.g. Key code number

* Please note that it is mandatory you complete the Equipment and Requirements field. If you have booked a

‘travel in chair’ mobility, and the relevant information (e.g. travel in crew chair or travel in own chair) has to be

ticked.

Patient Zone Booking Service - User guide 8

(IV) Address from and address to

Address From

Click on Home Address that will appear if you are travelling from your home address. If it is a different pick-up address then click on Find Address and put in the postcode of the pick-up address and change the house number to the correct address

Address To Click on the top box and type the first couple of letters of the hospital required - this box should fill out the address automatically. Then select the department required.

PTS Online Booking Service - User guide 9

(V) Requestee

Some of the bottom section of the form should be filled out automatically, all you have to do is put your ‘TYPE’ which will be A Patient, and your name in the caller box.

* Please make a note of the reference number.

Now you are ready to save your booking.

Please click SUBMIT at the bottom you will see a progress bar to let you know the booking is being processed and after a short pause you should see the following screen:

Patient Zone Booking Service - User guide 10

HELP AND SUPPORT If you have any question then our Direct Chat will be able to assist you, click on Help then Direct Chat from the drop down menu.

Type in the subject of your enquiry and click on OK. The below chat window will then open, type your query into the bottom window and click send

* Please ensure to include your name and NHS Number in the text of your enquiry this is critical to allow the Support Assistant on the other end to be able to identify you

11 Patient Zone Booking Service - User guide

APPENDICES

Appendix I - Equipment

Please note, that sometimes it is not possible to carry patient’s own equipment. If the patient does require equipment to be carried, this should be completed at the booking stage. The crew will only be able to carry equipment if it can be secured safely but if you have included a frame on your booking every effort will be made to plan the journey to a vehicle which can accommodate the frame. There is a luggage limit of 10kg but where possible please request alternative ways of transporting luggage e.g. with family members.

Appendix II – pop-ups

If this screen does not appear you may need to change the settings on your computer which automatically block pop up screens. If your computer has been set up to prevent pop ups you will see the following box at the top of the screen:

When you click on this bar you will see the following menu:

Choose the second option: ‘Always Allow Pop-ups from this Site’

You should only need to perform this operation once, if the problem persists, please contact your IT department.

Changing your screen settings

PTS Online Services works best on a screen size which is 1024x768 pixels. If your screen size is wrong, the system will tell you when you log on and you will get this message screen:

If you would like to change your screen, minimise the window you are working in and right click on any area of the screen which will give you this menu

Select ‘Properties’ and you will see a box called ‘Display

Properties’. Move the slider under the words ‘Screen resolution’ until it shows 1024x768 your computer may then give you a time limit to change the settings, press yes and close the window.

Your computer will then show Cleric online to its best advantage.

MOBILITY GUIDE - ‘STANDARD’ JOURNEYS

The journey options on this page should be booked using the online system.

W

[Walker] Vehicle of any sort. Minimal assistance required.

TIC1

[Travel in chair with single crew]

1 Crew, Ambulance Care Assistant. No attendant required. Patient requires to travel in a wheelchair. Please state if patient is Travel in own chair or Requires

crew chair. For patients travelling in electric wheelchair please select Electric

wheelchair under Travel requirements.

* Patients who wish to travel in their own wheelchair

Patients can only travel in their own wheelchair if the make and model is compliant with International Organisation for Standardisation (ISO) 7176.

You will need this information at the time of booking. If you are unsure if your Wheelchair is ISO 7176 compliant, you will need to contact the manufacturer or your supplier.

If you are unable to confirm whether the wheelchair is ISO 7176 compliant, you will need to be transferred to a compliant SCAS NEPTS wheelchair (if possible) for their journey.

wheelchair under Travel requirements.

Vehicle Crew Type Description

TIC2

[Travel in Chair with double crew]

MOBILITY GUIDE - ‘COMPLEX’ JOURNEYS

We can also transport patients that have more complex requirements, such as the mobility restrictions in the table below. However,

these transport requests need to be booked by phoning the Contact Centre on 0300 123 9841. They cannot be booked using the online

system.

BP WC

[Bariatric Patient - wheelchair]

2 Crew, Ambulance Care Assistants. Bariatric patient travelling in bariatric wheelchair.

BP STR

[Bariatric patient - stretcher]

2 Crew, Ambulance Care Assistants. Bariatric patient travelling on bariatric stretcher.

MULTI CL

[Multi crew lift]

Multi crew lift at home address requiring more than 2 crew members. Will require a risk assessment.

ECC

[Enhanced clinical care]

Providing an enhanced level of service to cover all the needs of high dependency patients, such as those with complex medical needs or infectious/communicable diseases, where a higher level of crew skills will be needed. Please note this is for routine movements and not urgent, critical or time specific movements.

STR

[Stretcher] 2 Crew, Ambulance Care Assistants. Stretcher required.

Vehicle Crew Type Description

South Central Ambulance Service NHS Foundation Trust

Units 7 & 8 Talisman Business Centre

Talisman Road

Bicester OXON

OX26 6HR

www.scas.nhs.uk

Sussex - Version 1, March 2017