MMyy HHeeaalltthh OOnnlliinnee IINNPPSS ... Health Online INPS Configuration Guide.pdfMy Health...

MMyy HHeeaalltthh OOnnlliinnee

IINNPPSS

CCoonnffiigguurraattiioonn

GGuuiiddee

Author: Linda Powles

Owner: NWIS

Client: MHOL

Document Ref:

Document Review Date:

This document is only valid on the date it was printed

Project Name: My Health Online 2 Document Title: INPS Configuration Guide V0.1

Training Document History

Document Location

This document is located in the MHOL folder on the network

I:\Training Team\MHOL

Revision History

Version Revision Date Summary of

Changes

Author

Draft V0.1

Linda Powles

Useful Contacts

Contact Name Contact Details

Primary Care Service Desk 08450 267 297

Learning & Professional Development

Department

Email:

Learning&[email protected]

mailto:Learning&[email protected]


Contents

About My Health Online ............................................................................................. 4

Getting Started ........................................................................................................... 5

Enable Online Services .............................................................................................. 5

Configuring Appointments .......................................................................................... 6

1. General Tab ............................................................................................... 7

2. Staff Tab .................................................................................................. 10

3. Clinics Tab ............................................................................................... 11

4. Sessions Tab ........................................................................................... 12

5. Email Tab ................................................................................................. 14

Making Appointment Slots Available ........................................................................ 16

Register a Patient for MHOL .................................................................................... 18

MHOL Patient Account Status........................................................................... 19

Removing Patient Access to MHOL ......................................................................... 20

Appendix – HTML Tags ............................................................................................ 21


ABOUT MY HEALTH ONLINE

My Health Online (MHOL) is a national project led by NHS Wales Informatics

Services (NWIS).The project is funded by the Welsh Assembly Government and is

aimed at improving patient care through better use of IT and Information.

MHOL is a bilingual NHS Wales website (www.Myhealthonline-inps.wales.nhs.uk)

where patients can undertake various health tasks securely via the internet. MHOL is

convenient for patients and encourages empowerment and self care. This will in turn

release potential savings in the GP practice. MHOL will be implemented in stages,

the first stage, will have online appointments, repeat prescriptions and change

of address functionality.

The long term vision of MHOL is a site where the patient can interact directly with

NHS Wales. This will release long term benefits and empower patients who wish to

take an active role in their health.

Patients can

• Find available appointment slots. • Book new appointments.

View appointments they have already booked. (both over the phone, in person and online)

• Cancel appointments. • Order Repeat Prescriptions • Cancel Repeat Prescriptions • Change Address Details

http://www.myhealthonline-inps.wales.nhs.uk/


GETTING STARTED

The software to enable MHOL will be installed on the Practice System via a DLM

(Down Line Manager) and will be accessible via the GPC machine.

Once setup is complete, you must ensure that the Tomcat program is running on the

GPC. Tomcat runs alongside the Mail Gateway on the GPC, with the application

open and minimised on the desktop. An icon should be visible in the Taskbar

Any interruption to the Tomcat services will affect the availability of the MHOL

Appointments.

For WES practices, the Tomcat program will be running continually from the Central

Bureau.

The following configuration processes will need to be carried out.

ENABLE ONLINE SERVICES

To activate the Online Services log on to Vision and go to

Management Tools > Control Panel > File Maintenance

The user may either click on the ‘Online’ icon in the visible toolbar or select ‘Online

Services Config’ from the Actions drop down menu.


The Vision Online Services (VOS) Configuration box will appear. Ensure there is a

tick in the ‘Enable Vision Online Services’.

This Configuration box will also allow the user to enter their own ‘Welcome’ message

that will be displayed in the MHOL screen when a patient successfully logs in to the

system. Practices may also wish to create a ‘Welcome’ message in Welsh.

Should a Practice wish to customise the ‘Welcome’ message further, the system

recognises HTML tags that can alter the format of the text. Examples are provided in

the Appendix.

A ‘Preview’ button is available to see how the Welcome message would appear on th

MHOL page.

CONFIGURING APPOINTMENTS

To configure the

Appointments the

Practice wish to

offer online, ensure

that there is a tick in

the ‘Appointments’

checkbox and click

on ‘Configuration’.


1. GENERAL TAB

The General Tab allows the Practice to setup the following three tools for Online

Appointments:

Appointments Message

Cancellation Reasons

Maximum Appointments Allowed

Appointments Message

This is a Practice specific message which is displayed on each Online Appointments

page; this message should also be added in Welsh

The following section will

cover each tab that is

shown at the top of the

VOS box.


Type in the text as required; to change to the Welsh version, use the drop down box.

You may press the ‘Preview’ button to view the text as it should appear.

The image above shows how the message is displayed for the patient.

Cancellation Reasons

When a patient wishes to cancel an appointment made using the MHOL website,

there is a requirement to provide a reason for this. All current cancellation reasons

existing in the Practice’s Vision system will be displayed in this section. Any that the

Practice thinks that are not necessary to display may be removed by removing the

tick from the checkbox. The list should also be provided in Welsh.


Maximum Appointments Allowed

The Practice will need to decide how many appointments a patient is permitted to

book using the MHOL service.

Consideration should be given to the fact that the system is aware of any

appointment booked for the patient, whether this is done via MHOL or other

conventional means of booking. For example, if a Practice decides that the limit

bookable online is 2, and the patient already has an appointment with a Practice

Nurse or clinic, then they will not be able to book an online appointment to see a GP.

In this scenario, setting a limit of 3 would allow the patient to book an appointment;

when all other existing appointments are attended, then that would allow the Patient

to book further appointments up to the Practice defined limit.

The VOS system will allow the Practice to set the Maximum Outstanding

Appointment Allowed from 0 to 99. Note: 0 will allow any number of appointments to

be booked.


2. STAFF TAB

In order for patients to be able to book appointments via MHOL, the Practice will

need to determine which staff members will be available for appointments.

Within the VOS Appointments Configuration screen, use the check boxes to select

the required staff.

All Staff - will list all active appointment book owners

Usual GP – includes only those GPs recorded as the ‘Usual GP in the

Patient’s registration.

Salaried GP – includes those GPs set as Salaried GPs in File Maintenance

Continue this process until all required Clinicians have been added.

Conversely, to remove a Clinician, highlight the name in the list and click on the

‘Remove’ button. A confirmation message box will appear.

Alternatively, the user may

click on the ‘Add’ button to

select each required

clinician/nurse in turn.

From the drop down list of

Practice staff, click on ‘OK’ to

add the required member to

the Staff list.


3. CLINICS TAB

Clinics are created in Vision Appointments and enable you to set up sessions and

book appointments without the appointment book being linked to a staff member e.g.

flu clinics. You can choose which clinics to display on the MHOL website.

Within the VOS Appointments Configuration screen, use the check boxes to select

either ‘All Clinics’ or by using the ‘Add’ button, individually select the Clinics from the

Continue with this process until all required Clinics have been added.

Conversely, to remove a Clinic, highlight the named Clinic in the list and click on the

‘Remove’ button.

Alternatively, the user may

click on the ‘Add’ button to

select each required clinic in

turn

From the drop down list of

Clinics, click on ‘OK’ to add

the required Clinic to the list.


4. SESSIONS TAB

The Sessions selection will rely on how the Appointment Books have been set up. It

is advisable to review the Appointment Books prior to selecting the sessions to

ensure that the required sessions have clearly identifiable naming conventions.

Note: If the Practice has one or more branch sites, and if MHOL is going to be

utilised at those sites, then the Session location should be reflected in the

Session Name.

To add a session from the list of available Sessions, highlight the session and click

on ‘Add’. On completion of the list, click ‘OK’.


Editing a Session Location

Using the drop down list, select the site that the Session needs to be listed against

and click on ‘OK’.

This process may be continued until each session has its appropriate location

appended.

Adding Branch Site Sessions

Where a Practice has one or more branch sites, the Sessions from those sites will

need to be added to the list already created for the Main Practice site.

In the section labelled ‘Notes Held at Site’, use the drop down list to display the

branch site required. Highlight a Session and click on ‘Add’.

In the event of a

Session Location

needing to be

changed, the user may

double click on it in the

list to open an editing

dialogue box.


When all session have been identified and selected, click on ‘OK’.

To remove a Session, the user will need to locate the Session in the list, highlight it

with the mouse and click on ‘Remove’. A confirmation message box will be

displayed – click ‘Yes’ to confirm removal.

5. EMAIL TAB

In order to use MHOL, patients are required to provide a valid email account, as

when a patient books or cancels an appointment made through the MHOL site, they

are notified by email.

The Email tab allows Practices to add some text to the body of the email that is sent

as confirmation of either an appointment having been made or when an appointment

is cancelled by the patient using MHOL. These messages should be added in Welsh

and English.

Adding Email Messages

.

By clicking on the ‘Email’

Tab in the VOS

configuration screen, the

Email Message editing

screen will be displayed.


Users may wish to view the text as it would appear on the MHOL site. Click on

‘Preview’ to do this.

Click on the red ‘Close’ button at the top right hand corner of the message box.

The MHOL configuration process is now complete. The Management Tools screen

may now be closed.

As with the Practice

‘Welcome’ message,

the system allows

users to customise

the text in the

‘Booked

Appointment

Message’ by using

HTML tags.

The same process will

apply for the

‘Cancelled

Appointment

Message’ text.


MAKING APPOINTMENT SLOTS AVAILABLE

When the Practice has configured the VOS to offer appointments on the MyHealth

Online website, the actual appointment slots will need to be selected. This will

require careful consideration on how the Practice manages and rolls forward its

appointment books.

Once the Practice has identified its Clinicians and their Sessions, the appointment

slots in those sessions may be allocated.

Important Note:

This does not mean that the Practice cannot select the slot following a patient

request for an appointment made over the telephone. If required, the user may click

in the appointment slot and over-type the text with the requesting Patient’s name.

To select a free

appointment slot for

availability on

MyHealth Online, right

click on the slot and

from the drop down

menu, select

‘Reserve for Web’.

The appointment slot will then display ‘Reserved for Web’.


The user may also wish to reserve a number of appointments on the same session

for the same clinician. By using the Ctrl key at the same time as clicking in the

appointment slots, a number of appointments may be ‘Reserved for Web’.

Reserve For Web – all Sessions

If required, the Practice has the option to reserve slots for ‘All sessions’

There are two options available when using this method of reserving slots:

1. Reserving slot for all future sessions of the same description even if the book

owner is different from the one currently selected.

2. Reserving the slot for all future sessions of the same description only if the

book owner is the same as the one currently selected.

To close the dialogue box – click on ‘Cancel’


REGISTER A PATIENT FOR MHOL

Note: For patient safety, it is imperative that the patient ID is verified to ensure the

correct patient is selected within the clinical system. It is also advised that only

patients over the age of 16 may be registered to use MyHealth Online.

The parents/guardians of young children may register their child(ren) in order to book

appointments but at the discretion of the Practice, this may cease when the child

reaches the age of maturity. Individuals may also apply to the Practice to act on

behalf of a registered patient; the relevant request forms should be provided by the

Practice and completed by the parent/guardian/carer.

On receipt of the completed request form, and checks carried out to ensure that the

application is a legitimate request for access, the Practice will need to enable the

service within the Patient’s Registration details.

The email address supplied will need to be entered in the ‘Confirmation email

address’ text box.

This is a critical step in the registration process; incorrect information will prevent the

Patient from using the application successfully.

When the email address is entered, click on ‘Create Online Account’.

A letter will then be generated by Microsoft Word that will provide log in details for

the MyHealth Online website. This letter will be generated in both English and

Welsh; you only need provide the Patient with the relevant copy. To print the English

copy, when selecting ‘Print’ ensure that you have selected to print page 1 of 2.

To print the Welsh copy, ensure that in the option to Print, that only page 2 is

selected.


The Registration letter may be handed, posted or emailed to the Patient.

In the event that the letter is mislaid or lost prior to registering the account, the letter

must be generated again by disabling the account and re-enabling it.

MHOL PATIENT ACCOUNT STATUS

From within the Patient registration screen, and in the ‘Online Services’ tab, it is

possible to see the status of the Patient’s account.

1. Created.

This status will be checked if the Patient request for access has been received

and the Registration letter has been generated.

2. Registered

This check box will be activated when a Patient has registered for the online

service, but has not activated the account as requested in the confirmation email

they receive on completing the registration process.

3. Active

When a Patient is actively using the service, the ‘Active’ radio button will be

checked.

4. Locked

If a patient has made 3 unsuccessful attempts to log into the MyHealth Online

website, the patient’s access is then blocked and they will not be able to access

the service until they contact the Practice to get the account re-enabled. To re-

activate the account the Practice will need to put a check in the ‘Active’ radio

button checkbox and click on ‘OK’.


REMOVING PATIENT ACCESS TO MHOL

There are a number of reasons why a Patient’s access to MHOL services may be

disabled or deactivated:

The patient may move to another General Practice

A patient may wish to opt out of the service.

The Patient has died

The online service has been abused or misused by the patient

It is important that any patient that has left the practice (which includes deceased

patients), are deactivated immediately. To remove access, please do the following:

In the patient’s registration screen, go to the Online Services tab.

Put a tick in the ‘Disable’ checkbox; you may wish to enter a reason for the action but

this is optional.

If for any reason the account needs to be re-activated, then the Practice will need to

remove the tick from the ‘Disable’ check box and put a tick in the ‘Active’ radio button

check box. There is no need for the patient to re-register.

APPENDIX – HTML TAGS

HTML (HyperText Markup Language) can be used to customise the text that the

Practice puts in its Welcome Message as well as the messages sent within the

Confirmation emails that a patient receives when they either book an appointment or

cancel an appointment via MHOL.

Important: Tags are used in pairs, one at the start of a sentence or word and

the other at the end of the sentence or word e.g.

 Indicates that the text in between the brackets should be BOLD 

 Indicates that the text in between the brackets should be in italics

This is a list of common codes.

Starting

Tag

Closing

Tag

Description

 Bold text

 Italic text

<h1> </h1> Headings – defined by size.

H1 is the Largest with H6 being smallest

 Paragraph

 Underlined

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