Integrated Referral Management System (IRMS) AIC E-Referral System

User Guide for Service Providers

1 Date Prepared : 2nd Apr 2013

Contents 1. What is IRMS and Notice 2. High Level Workflow of Referrals --- Slide 5 How to Log-into IRMS --- Slide 12-13 4. Accessing Referral in the IRMS system

--- Slide 14-15

5.1 Creating outcome for a referral s for Community Hospitals --- Slide 30 – 40 5.2 Creating outcome for a referral s for Hospices ( Home Care / Day Care / In-patient ) --- Slide 41 – 54 5.3 Creating outcome for a referral s for Nursing Homes --- Slide 55 – 68 5.4 Creating outcome for a referral s for Day Rehab/Home care --- Slide 69 – 75

6. Communication

--- Slide 36 - 39 6.1 How to send “ request for info”

--- Slide 37 6.2 How to send message

--- Slide 38 6.4 How to reply to “message”

--- Slide 39

Checking on status of referral

--- Slide 40

Printing --- Slide 36 Copy / Withdraw / Call back function

--- Slide 41-42 Creation of EMT Different Email notification alert for change of status --- Slide 47-50

CH

Launch 2 April 2013 As of today

DRC/DDC/HC

HH/SDC

NH

Full Suite IRMS

Hospice

These are the different type of services that can be raised in IRMS 4

1.What is IRMS ? Integrated Referral Management System

An integrated online e-referral system manage by AIC which covers:

(i) Day Rehabilitation / Dementia Daycare Services

(ii) Home Healthcare Services ( Home Medical/ Home Nursing / Home Therapy )

(iii) Nursing Home Services

(iv) SPICE ( Singapore Programme for Integrated Care for Elderly ) Services

(v) Social Day Care Services

(vi) Senior Home care Services ( Home Help )

- Meals on Wheels / Escort or Transport Services )

(vii) Senior Home care ( Ensuite )

- Laundry / House Keeping / Personal Hygiene / Medication Reminder Service

- Mind Stimulation Activities / Other personal care services

(viii) Community Hospital

(ix) Hospices

(x) Transitional Convalescent care

1.What is IRMS ? Integrated Referral Management System

Referral Sources AIC

Route referrals to appropriate Service Providers after screening

Reply outcome

2. High-level workflow of referrals (DRC / DDC / HC / NH / CEL Services )

Addendum & Message &

Request for Info

Service Providers

Referral Sources Service Providers ( CHs / Hospices )

Receives referral

Request for more information from referring source

ie.: PT/OT/MSW reports

Referring sources reply wrt information request

Reply outcome

2. High-level workflow of referrals (Community Hospitals / Hospices )

IRMS pages and User Access Matrix

Legend

√ Role can view and modify the report

Role can only view but cannot modify the report

Role only knows that there is a Social report, but cannot view the details

Role Name

Biodata/ Medical Report + Dementia/Psy

Functional status

Therapist Reports

Social Report

Nursing Procedure Svc App/RAF

Access Rights Service Provider Coordinator √ √ √ √ √ √

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www.aic.sg

How to log-in

11

12

*New Case just assigned to SP

4. Access a Referral ( New cases assigned from AIC will be reflected in the Task List )

Accessing Legacy System via IRMS

13

Slide 14

View legacy system Task List

Note: Select the respective old task list to view either the CH tasklist Example, the old CH task list To view a referral click on the respective referral

Slide 15

Select the organization, application and role

Slide 16

Legacy system successfully launched

Slide 17

View legacy system Task List

Note: Select the respective old task list to view either the Hospice tasklist To view a referral click on the respective referral

Slide 18

Select the organization, application and role

Slide 19

Legacy system successfully launched

Task List / Referral List

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Navigating E-Referral system Task List

Navigating E-Referral system Referral List

Note: *Referral List is to view the e-referrals from your community hospital (Active/ History) History cases – Closed cases ( Admitted /Rejected cases )

Click on the plus + sign to view the referral

Accessing Referral Referral Detail

* Print Function

* Shortcut to Referral Segment Function

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Accessing Referral Referral Detail

* Contact Person

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Accessing Referral Family Genogram

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Accessing Referral Attachments

Creating outcome for referral

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Another link to request for info

* Select the appropriate outcome

* Remember to click on “Submit”

Note: *Community Hospita l / Hospices

5. SP Outcome Tab

*AIC Officer In-Charge

*AIC Officer in Charge

5. SP Outcome Tab

Note: *Non Residential Services Provider / Nursing Home Service providers

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Navigating E-Referral system Task List

Note: *After every submission of outcome, you will be brought back to Task list page

Creating outcome for a referral for Community Hospitals

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5. SP Outcome Tab Community Hospitals

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5. SP Outcome Tab Community Hospitals

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5. SP Outcome Tab Community Hospitals

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5. SP Outcome Tab Community Hospitals

36 Note: *Schedule allows selection of current day (including current time and onwards). After submission, if there is a change in date, the CH can log-in to submit again.

5. SP Outcome Tab Community Hospitals

37

5. SP Outcome Tab Community Hospitals

38

Note: *Normal Circumstances, RH would print out and attached to discharge summary on admission date.

If CH changes date, this page would reflect a second admission detail

5. SP Outcome Tab Community Hospitals

39 Note: *After “accept without admission detail” , admit outcome would appear

5. SP Outcome Tab Community Hospitals

40

Note: *CHs can reject an application at any time. (Regardless if case is accepted with or without details) But if the CH accidentally reject the case, it will be close on their end. RH need not acknowledged. Please take note, no Req for info can be send after case is closed

5. SP Outcome Tab Community Hospitals

41

5. SP Outcome Tab Community Hospitals

Creating outcome for a referral for

Hospices (Home Care / Day care / Inpatient )

42

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5. SP Outcome Tab Hospices – Home Care / Day Care

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5. SP Outcome Tab Hospices – Home Care / Day Care

45

Note: *For HOME CARE & DAY CARE , accept = admit. Case will be closed.

5. SP Outcome Tab Hospices – Home Care / Day Care

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Note: *Hospices can reject an application at any time. Regardless if case is accepted with or without details But if the CH accidentally reject the case, it will be close on their end. RH need not acknowledged.

5. SP Outcome Tab Hospices – Home Care / Day Care

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5. SP Outcome Tab Hospices – Home Care / Day Care

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5. SP Outcome Tab Hospices – In- patient

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5. SP Outcome Tab Hospices – In- patient

50

5. SP Outcome Tab Hospices – In- patient

51

Note: *For acceptance, user needs to keyed in information

5. SP Outcome Tab Hospices – In- patient

52 Note: *Schedule allows selection of current day (including current time and onwards). After submission, if there is a change in date, the CH can log-in to submit again.

5. SP Outcome Tab Hospices – In- patient

53

5. SP Outcome Tab Hospices – In- patient

54

5. SP Outcome Tab Hospices – In- patient

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5. SP Outcome Tab Hospices – In- patient

Creating outcome for a referral for Nursing Home

56

5. SP Outcome Tab

Note: *Non Residential Services Provider / Nursing Home Service providers

Note: * Select “Pending by SP” to acknowledge on the referral case. * Mandatory to indicate the appropriate reason. User can choose more than one. * Some of the outcomes will have sub – outcomes * User can also key in additional comments under “Remark Column”

5. SP Outcome Tab (Nursing Home Referral)

Note: * Select “Accept” to denote acceptance to the referral case before admission.

5. SP Outcome Tab (Nursing Home Referral)

Note: * “Choose “ Scheduled Date of Admission” and submit

5. SP Outcome Tab (Nursing Home Referral)

5. SP Outcome Tab (Nursing Home Referral)

Note: * “Withdraw” can be done at any stage of the referral by Service Provider, AIC or Referral Source.

5. SP Outcome Tab (Nursing Home Referral)

Note: * “Reject” a case so that AIC can assign the referral to another Service Provider. * Mandatory to indicate the appropriate reason. * Once SP reject, depending on AIC to acknowlege, AIC can choose to assign to the same SP or to a different SP, should they choose another SP, the first SP will not see the case particulars again.

5. SP Outcome Tab (Nursing Home Referral)

XXXXXXX XXXXXXX

Note: * “IDP

5. SP Outcome Tab (Nursing Home Referral - IDP)

5. SP Outcome Tab (Nursing Home Referral - IDP)

5. SP Outcome Tab (Nursing Home Referral - IDP)

Note: * For Cases admitted to IDP, it will be considered close in the system User can only search for such cases in the Referral list under “History”

5. SP Outcome Tab (Nursing Home Referral – Discharge from IDP

5. SP Outcome Tab (Nursing Home Referral – Discharge from IDP

5. SP Outcome Tab (Nursing Home Referral – Discharge from IDP

Creating outcome for a referral for Day Rehab / Home care

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5. SP Outcome Tab (Day Rehab / Home care )

5. SP Outcome Tab (Day Rehab / Home care )

5. SP Outcome Tab (Day Rehab / Home care )

5. SP Outcome Tab (Day Rehab / Home care )

5. SP Outcome Tab (Day Rehab / Home care )

5. SP Outcome Tab (Day Rehab / Home care )

Request-Response Log

Communication between RS/SP

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Addendum vs Message

Req for Info • Purpose

– to ask for more information from RH after an application has already been submitted to service provider

• Official information/ documentation pertaining to patient’s status

• Forms part of patient’s formal application / records

Message • Purpose

– To facilitate discussion/ communication between Service Provider & RH regarding the addendum

• NOT to be used for transmitting official patient information

• NOT to be use for answering Service Provider ’s Request for more Information

Request-Response Log Request-Response Log is a page recording of all communicated information between the referring source and service provider ( CH / Hospice )

78

Click to initiate message / Req for Info

Communication

How to Req for Info

Communication

Note: *Addendum is an addition of clinical documents related to the patient after referral has been submitted. The main purpose is to provide more information to the service provider. *This subsequent action maybe due to changes in patient condition or upon request by AIC/nursing home.

81

Communication

How to Req for Info

82

Communication

How to Req for Info

Communication

How to write a message

Note: * To view the addendum / Request for info / message between the stakeholders, please click the “Show” button. * User can sort the different types of response by checking on the “type filter”. * User can also sort from oldest to the latest by using the “Sorting” button.

Click “show” to display correspondence

XXX Nursing Home

Communication To view the past correspondences between Referral Source and Provider

Referral Email Alert Different notification sample – Withdrawn / Pending

Referral Email Alert

Modification of the Internet explorer settings to optimise IRMS browsing and access speed

Note: *Go to Tools > Internet Options > select delete (*Please uncheck item/s you do not wish to delete)

Note: *Select Check for newer versions of stored pages: Every time I visit the webpage

Modification of the Internet explorer settings to optimise IRMS browsing and access speed

Important!

*No sharing of passwords Compulsory to sign up and log in using your own log-in ID/ password

*Users should only access records of patients under their direct care As log-ins are tracked and audited, action will be taken for any breach of patient's confidentiality or misuse of information *De-activation of accounts For staff leaving the institution, it is the responsibility of user to de- activate their E-referral password account online or inform their supervisor/AIC to assist with the de-activation. Accounts left inactive for > 3 months will be deactivated Staff who wish to activate their account again can call up AIC helpline.

3. Account Registration and Management For new users without AIC user account

* This portion is for SGH / CGH users

Note: * All the Bold fields are mandatory fields. * If you already have an existing account, you will receive a prompt.

3. Account Registration and Management User profile

* Applicable for staff with NHG or Healthgrp Windows Logins ID

* For staff without NHG or Healthgrp Windows Login ID

Note: *If you are employed under Healthgrp( MOHH), tick “yes” and key in your “Healthgrp ID”, save *If you are employed under NHG group (TTSH/NUHS/AH/IMH,tick “yes” and key in your “ windows log in ID’ and save *Select No and User ID will be your NRIC. *Security Question is important for user authentication. Click Save after selection or entry.

3. User Credentials

Note: * All fields need to be filled up. Always remember to click on Save and Add Role. * You can decide whether you require referral alerts to your email. * If you have completed the application, click

3. Account Registration and Management Add Organization and Roles

3. Account Registration and Management Check Account Application Status

OR

3. Account Registration and Management Update Profile

AIC E-referral Systems Helpdesk

You can call us @ 66036995 between

Mon – Fri ( 8.30am to 5.30 pm,

excl. public holidays )

or email us; enquiries@aic.sg

THANK YOU

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