TMITS

TailorMade Info Technology Solutions Ltd

Tel/Fax: +44 (0)1359 242146 ~ Email: Solutions@tailormadeit.co.uk


Smart Clinic

Introduction | Purchase Information | Update Details

User Guides

Smart Clinic is ready to go as soon as you open it!

We hope that you'll find Smart Clinic very intuitive and therefore won't need to much help, but just in case we have provided the following guide...

Designed for Microsoft Windows® Software. Subject to our EULA

Smart Clinic Version 5 will only work with Vision 3 DLM485 or above.

Support is NOT managed by Vision and must be directed to us via email solutions@tailormadeit.co.uk

Table of Contents

Installation

Simply download Smart Clinic and follow the self extracting screen prompts. It doesn't matter if you're on a managed server or manage your own server, the installation is the same and needs no IT support team.

There are no installation files, once downloaded and unzipped it's ready to go!

Smart Clinic - Modes

Smart Clinic now has two modes for data entry;

Patient Mode

This is the traditional screen that is used in conjunction with a patient record open in Consultation Manager

List Mode

This is new to v5 and is designed to be used without a patient record open; working from either a Vision Patient Group or Vision Appointment List.

List mode enables a very quick method of data entry when working from a pre-defined list of immunisations that may have already been administered.

Stock Control

As soon as you open Smart Clinic for the very first time you will see a list of immunisations displayed in the left window. When selecting an immunisation in this list that currently has no stock you should immediately see the Add Stock button. Alternatively, you may use the Stock menu to manage the stock for each selected immunisation.

Add Stock

Add Stock

This will display the stock screen. Choose which Practice Location the stock is being held and select a vaccine name from the Vision drug dictionary by clicking the Lookup button.

Enter batch number, expiry date and batch stock amount. You may also set a minimum stock level amount which will warn you when this level has been reached by turning the total count red.

Click Update button when finished.

Stock Information

Additional Settings
Edit / Delete Stock
  1. Select an immunisation to display all the batch cards
  2. Select the actual batch card you would like to edit or delete
  3. Click the Stock button shown on the batch card
  4. A question message will appear asking what action you would like to take...

Manage Stock

Exclude expired/no stock

Expired stock or batches with no stock count will automatically hide the relevant batch card(s). Uncheck this checkbox to see expired batch cards displayed in red.

Any expired batches with remaining stock levels will be reflected in the total counts being displayed when this option is unchecked. Expired stock is also location specific.

Expired Stock

Stock Counts

Stock Count

Stock counts (as well as batch cards) are location specific. Therefore your location stock count may differ from total stock count. Changing each location will display the stock (batch cards) and the number of vaccines stored at each location.

Program Settings

Changes to the following areas are practice wide. Program Settings can be accessed from the Open menu when in Patient mode or via the cog wheel icon in List Mode.

Claim Codes - Management Screen

If in Wales you may select "Use Welsh Claim Codes", which will automatically add all the standard immunisation claim code throughout the majority of Wales.

Where claim codes are specific to a regional area these may be added manually.

Adding a Claim Code
  1. Select an immunisation from the list
  2. If in Patient mode - Click the List menu and select Claim Codes
    • If in List mode - Click the cog wheel icon to access Program Settings and select Claim Codes
  3. Click Add button
  4. Enter Claim code and Description that will be displayed when selected on the front screen
  5. Select the appropriate Reason. This will be automatically selected if the immunisation meets the age range criteria
  6. Age range is option, but if entered it will automatically select this claim if the patients age meets this criteria
Edit / Delete Claim Code
  1. Select an immunisation from the list
  2. If in Patient mode - Click the List menu and select Claim Codes
    • If in List mode - Click the cog wheel icon to access Program Settings and select Claim Codes
  3. Select claim code shown in the list
  4. Click Edit or Delete button
Special Risk Reasons

When selecting Special Risk as a reason for an immunisation you may either type out the reason(s) or select from a preset list of conditions.

This preset list maybe amended by each practice.

Patient Mode
  1. Click the List menu and select Special Risk Reasons
  2. Use either the Add, Edit or Delete buttons to amend the list
List Mode
  1. Click the cog wheel icon to access Program Settings and select Special Risk Reasons
  2. Use either the Add, Edit or Delete buttons to amend the list
Immunisation Rules

This section should be used with caution and is initially setup to use the Vision immunisation rules on how each immunisation is entered. Although you may amend these settings in Smart Clinic to suit your practice methods of data entry, you may still find that the Vision screen prompts may still appear when adding the data to the patient record.

Vision immunisation rules are taken from the Department of Health Green book for Immunisation against infectious disease, but where changes have taken place that effect these current rules you can apply these changes immediately, until such time as they are changed within Vision.

Caution: Any changes to Vision immunisation rules or the Green Book will be changed by us in a software update. Therefore any changes you may have made for an immunisation will be overwritten, so that Smart Clinic abides by the same rules as Vision and the Department of Health.

Changes to this screen are audited

These rules are a guide to default settings when selecting an immunisation and may therefore not be the final result of what has been entered into the patient record as the user may change these defaults before data entry.

The immunisation rules allow a practice to change:

Contraindications & Allergies

This section should be used with caution. It will simply display a warning screen in Smart Clinic if a matching Read code exists within a patient record.

Changes to this screen are audited

Each immunisation is shown with its Read code and an editable list of codes along side it.

If you wish to amend the list of Read codes, note that each Read code entered is divided by a comma

About Patient Mode

Patient mode is designed to add immunisation data with a patient record open in Vision. If no patient record is open, an exclamation message will be displayed asking you to start a patient consultation.

Data Entry in Patient Mode

The requirements for entering immunisations in Patient mode are:

  1. Select and immunisation from the list
  2. Select the correct batch details card
  3. Check the Immunisation form and make any necessary changes
  4. Click either Save or Save & Close - Both will record immunisation details immediately into the patient record
    • Smart Clinic will remain open after saving the data to the patient record using Save
    • Smart Clinic will hide after saving the data to the patient record using Save & Close

Note: The recorded immunisation details should be immediately visible in the open patient record.

Show / Hide Smart Clinic

Hide Smart Imm ClinicSmart Clinic can be manually hidden out side the main screen area using the House icon next to the Save & Close button. If clicked it will create a small Clinic tab on the right middle side of the screen, which is always shown on top of all open screens.Show Smart Clinic

Should you then need Smart Clinic, you would simply click on this "Clinic" tab to show Smart Clinic

NOTE: Minimising Smart Clinic will not display the "Clinic" tab, as it will be visible in the task bar area (as shown below) and you will need to restore it from here.

Restore from taskbar

Manage the Immunisation Lists

The immunisation list has 4 customisable filter options, which provides a quick way to see just:

Immunisation Quick Filters 

Filter List IconClick the Filter icon to display the Immunisation Selection screen

This will allow you to define each of the filters.

Amend Imm Filters

It is also possible to assign a hotkey to an immunisation, which will automatically jump to this immunisation rather than having to use a mouse. You may set up to 9 immunisation hotkeys.

Add Other Clinical Terms

Add Other TermsAdding Other Clinical terms is immunisation specific and provides a method of entering additional data about the selected immunisation, such as allergies, refused, DNA's etc...

Add other clinical terms

If this icon is not displayed, there are no additional clinical terms for this particular immunisation.

Select an clinical code from the drop down list and click the Add Read button to record the data in the patent record

The clinical terms shown in each list are system settings and cannot be customised, but we would be more than happy to add these for you if you email us the Read Code and assigned immunisation(s).

Immunisation Form

The immunisation form is displayed under the batch detail cards and allows you to change any of the immunisation settings.

Immunisation Form

Certain patients will be subject to Smart Clinic Immunisation Rules and will automatically display relevant due date, reason, site and method.

This will also read the patient record and automatically change the stage according to what has already been entered in the patient record. Therefore if stage 1 has already been entered for the patient, you will see stage 2 automatically selected in Smart Clinic. You can quickly verify this by looking in the patient record or click H\O Immunisations from the List menu, which displays all the patients immunisations, grouped by age. This may also be printed.

Consent

Consent options are part of the immunisation form and may be changed accordingly, where applicable it will be entered with the immunisation:

Reason

Selecting Traveller or Special Risk will display additional fields:

Free Text

There is always a free text field displayed for adding ad-hoc information about an immunisation.

Free Text

There is also a icon beside the free text field that stores an unlimited amount of messages, which may be added to the free text field rather than having to keep typing out repetitive information.

Adding Stored Text
  1. Click the Free text icon to open the stored text screen
  2. Select a line of text
  3. Select either the Append or Replace option
  4. Click Add To Imm button

You may also select multiple lines of text (while holding the Ctrl key) to string them all together.

Replace Text

This will replace any text currently in the main screen free text field.

Append Text

Here you have a few options to either add your selected text to the beginning (Prefix) or end (Suffix) of any current text that may already be in the main free text edit field. There is also an option to add the selected text at the current cursor position in the main screen edit field.

Store Additional Text
  1. Click the Free text icon to open the stored text screen
  2. Click Edit Text button
  3. An editor will open and you simply amend this text accordingly.

Note: Each line in the text editor provides a selectable line option in the list box.

There is no audit trail for free text amendments, which are available throughout the practice.

Add Script

Batch details has an option to set the default for adding an acute script when an immunisation is selected. This may be changed by clicking the script icon on the form to either add a script or not.

Add Script

If the dosage instruction field is displayed a script will be issued. This dosage instruction will be added to the issued script

NOTE: Due to the complexities of prescriber warnings and decision support, Smart Clinic will only display a script; making all the necessary changes set up within the selected batch card. Thereafter, it will be down to the user to proceed through any other messages displayed by Vision when prescribing. This may include having to select an appropriate prescriber.

There are some options when issuing a script which are stored in each batch card.

Out of Practice or OHP

If either Out of Practice, In another Practice or Source unknown is selected, it will display the Out of Practice screen

This is also displayed if an OHP (Other Healthcare Provider/Professional) immunisation is selected

Batch and script details are optional.

Out of Practice

Claim Codes

If an immunisation has a claim code assigned this will display the claim code field. If the claim code includes an age range it will automatically select this claim code if the selected patient is within the claim age range and change the assigned reason for the claim, i.e. Routine, Special Risk, Traveller, Epidemic

Claim codes may be managed via Program Settings or from the List menu.

Adding a Claim Code
  1. Select an immunisation from the list
  2. Click the List menu and select Claim Codes
  3. Click Add button
  4. Enter Claim code and Description that will be displayed when selected on the front screen
  5. Select the appropriate Reason. This will be automatically selected if the immunisation meets the age range criteria
  6. Age range is option, but if entered it will automatically select this claim if the patients age meets this criteria
Edit / Delete Claim Code
  1. Select an immunisation from the list
  2. Click the List menu and select Claim Codes
  3. Select claim code shown in the list
  4. Click Edit or Delete button
Free Text Batch

This option provides a quick ad-hoc method of entering immunisation data with no stock control. All fields are optional

About List Mode

List mode allows you to enter immunisation data without having a patient record open. You can work from a list of patients using either appointments or patient groups or use the patient search to select a patient in Smart Clinic.

To enable List mode click the Open menu and select ether Appointments or Patient Groups.

Appointments

AppointmentsWhen selecting Appointments you may define which appointment list you would like displayed, by using the options available in the left screen area.

  1. Select a Date and Book Owner for the appointments to be listed
  2. You may then apply additional filters to define the amount of appointments listed
    • Select a specific session assigned to the book owner on that day
    • Select a slot type from the selected session
    • Select a status: Booked, Arrived, In Consultation, Seen, Not Seen, or DNA

All sessions, slot types and statues are displayed if none are defined, unless there only happens to be one of each, in which case it will display these in each drop down list.

Any changes to a drop down list can be immediately refreshed by clicking Apply Filters

Selecting a patient within the list will display the patient demographic details on the top banner of Smart Clinic, so that you know which patient record you are about to enter data into.

When the patient name is displayed in the top banner section, Smart Clinic will also check this patients medical record and illuminate the allergies icon if any drug or non-drug allergies are present or if they have been prescribed any antibacterial medication in the last 10 days and the status of all current immunisations, which may be viewed using the "Show previous immunisations" icon or printed.

Some appointment cards in the list may display a phone icon above the appointment time, which you may click to show patient contact details.

Contact Details

The different appointment status icons are the same as in the new Vision appointments app

Appointment Status

Patient Groups

This mode allows you to select an Patient Group currently displayed within Vision, which will then list all the patients within your selected group within Smart Clinic.

Close / Open Patient

When in List mode and with a patient displayed on the Smart Clinic top banner, the drop down list will allow you to Close the currently selected patient in Smart Clinic or Open the patient medical record in Consultation Manager.

Note: Opening a patients medical record in Vision is dependent on smart card rights or Vision security settings depending on your country.

Close or Open Patient record

Patient Search

With no patient is selected in List mode you may search for a patient in Smart Clinic, by clicking the Search Patient option.

Patient Search

This provides two methods for finding patients in Vision, using either Smart Search or Individual Search Fields. When searching; if only one match is found it will immediately select this patient, only if more than one match is found will a list be displayed.

Search Examples

Search Examples

Data Entry in List Mode

Adding Immunisation data in List mode is slightly different than in Patient mode.

You will need to select a patient from either the Appointments or Patient Group list or have selected a patient in Smart Clinic via the patient search option.

In either case the selected patient will be displayed in the Smart Clinic top banner

Adding Immunisation data is a two step process when using List mode;

  1. Clicking Save will store all the immunisation data for the selected patient and the button will display how many immunisations are currently in the list ready to be saved to Vision.
    Save Stored Data
  2. When you are ready to enter the data or you would like to view the stored data, click Save to Vision.
    This will ask you if you "Would like to View or Delete the saved immunisation data"
    • Click YES to view stored immunisation data, which will allow you to remove items from the list
      Saved Immunisations
    • Click NO to save all the stored immunisation data to the patient record in Vision
Allergy Alert

Allergy Alert

The allergies icon is only displayed in List mode for a selected patient, and has two states:

When the illuminated Known Allergies icon is displayed, clicking on this icon will display a tabulated list of all drug allergies and/or non-drug allergies.

Allergy Screen

Antibacterial Medication

Antibacterial medication alert

The antibacterial icon is only displayed in List mode for a selected patient

If any antibacterial medication has been issued in the last 10 days the icon will be displayed. When displayed, clicking on this icon will list all the antibacterial medication and highlight those given in the last 10 days in red.

Antibacterial medication

Consultation Type

All consultations recorded into a patient record use the default type "Clinic", unless changed in Smart Clinic.

If changed you may also set this as your default choice for all future uses.

Trouble Shooting

License details and support information are shown in the Help menu

Please review the Updates pages before submitting and questions for support.

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