Vision 3 Check List

Certain elements of the checks below may not apply to those that don't have the specified service.

Text shown in fuchsia are for LAN sites only (i.e. those that manage their own server within the practice)

This list is simply a memory jogger, not a detailed explanation of what needs to be carried out

Always Check

Every Morning

• Backup was successful on Server (Check Log File, no Vision files should be skipped)
• Re-Index has run overnight (Check .txt file on either GPC or Server desktop)
• GPC/ebXML Mail Gateway last transmission time (or click Run now) was within 24 hours
• GPC/ebXML Mail Gateway & Tomcat programs should be left running throughout the day for spine services to work i.e. CAB, ETP, OOH etc…
• Business Continuity or Pocket Vision has run overnight (if applicable)

Last thing every evening

• Everybody is logged out of Vision > Login > Show users (if this is not done, the backup, re-index, drug and software updates will not run)
• GPC/ebXML Mail Gateway is open (for drug and software updates)
• Backup tape has been changed (taken off site for security)

Daily Checks

Mail Administrator - Messaging section (if applicable otherwise view Mail Manager)

• Pathology Results to Allocate (Unknown GP)
• Dark Red results (Unknown Patients) then File All results for that patient
• Swap mode – Check Action List

Mail Manager – Messaging section

• Check Incoming – OOH, Discharge Summary’s, Pathology, GP2GP etc…
  • Patients have been Assigned (Sort by Patient column)
  • Messages have been Filed (i.e. Green folders - Sort by Status column)
  • Unallocated Mail folder  - All results have as been allocated to a Clinician
  • All yesterdays results have been read by a clinician (Sort by the Date and Read columns)
  • All read results have been actioned (Sort by Read and Action/Subject column)
  • All outstanding actions have been completed
• Check Outgoing – CAB, PDS, GP2GP etc… for processing errors (® mouse click Reprocess message. Please make sure your smart card is inserted before performing these actions)

Registration Links / Transaction Management - Messaging section

Refer to the registration links page for further help

• Print off Deductions requested by TP Report (before processing in-coming transactions)
• Process all In-coming Transactions
• Error File (resolve all messages manually in registration module)

Weekly Checks

Registration Links / Transaction Management - Messaging section

Refer to the registration links page for further help

• Check Unacknowledged Acceptances (over 2 weeks old)

Appointments - Home section

• Books > Extend Books (unless appointments built manually)
• Check clip note is empty (Select All, double click to check appt date, bin past appointments)

Mail Manager – Messaging section

• Run Archive (File menu, select ...all messages to which I have rights)

Registration - Home section

Refer to the patient registration page for further help

• Run Incomplete Patient Records report (Report menu)
  • Registration Status = Active
  • Incomplete Registration Links (option)
  • Detailed (option)
• Run Incomplete Patient Records report  for Referred patents if used (Report menu)
  • Incomplete Patients (option)
  • Registration Status = Referred
  • Detailed (option)
• Deal with all Deductions requested by TP (Send Notes - Other tab > Enter Date Sent)
  • Run check list from Action menu > Medical records not sent to TP
• Run check list from Action menu:
  • Monitor - Medical records not received by TP
    • if they have been received clear the medical record flag from the Security menu
  • Monitor and Respond to FP69 Prior notification
• Medical records sent by TP
  • Open patient record and remove tick upon receipt of notes - Other tab > Records sent by TP
  • Enter Read code into patient record for QOF Clinical Summary audit 9314 or 9125

GP Communicator - Messaging section

• Attention folder is empty (otherwise resolve or help line. Note that this does NOT include the Pending folder)
• Find and check all Pathology interchange numbers run in sequence (this confirms that all results sent by the lab have been received)
  • View menu and select Archive folders
  • FIND button
  • By Date range option > select a date period
  • Choose either MEDRPT or PATHL from the Type drop down list
  • Find button
  • The lower right hand corner lists the number of messages received. Sort the interchange column (by clicking on the column header) and take away the top interchange number from the messages received and it should equal (bar one) the lowest interchange number.)

Fortnightly Checks

DocMan – Scanning (DocMan Admin)

• Delete all completed workflows
• Sign into Admin account, check and delete messages

Backup

• Run cleaning tape in backup tape device
• Record each cleaning run as the tape only lasts 26 runs (approximately)

Monthly Checks

Appointments - Home section

• Check back up file on designated workstation (i.e. C:\Appt_bak.txt)

Clinical Audit - Reporting section

• Check for latest audit updates at http://www.inps4.co.uk/clinical-audits/downloads/
• Delete old audits
•  Download and install new audits
• Check yellow reminders (Activate or Inactivate)
• Generate Monthly Audit searches (unless automated)
• Generate Reminders (unless automated)

Guidelines - Home section > Consultation manager

• Check for the latest guideline updates at http://www.inps4.co.uk/my_vision/guidelines/
• Delete old guidelines from system (Guideline menu > Select Guideline)
•  Download and import new guidelines and add to local guideline index

Latest DLM’s - Home Section > Help menu > About Vision

• Check sequence number against website http://www.inps4.co.uk/my_vision/downloads/dlm/index.html
• Download and review the next DLM user guide

Registration Links / Transaction Management - Messaging section

Refer to the registration links page for further help

These reports should ideally be empty or at least show only records within the last week:

• Check/Print report - Records required by TP (Enter date in registration > Other tab)
• Check/Print report - Records sent by TP (Remove tick in registration > Other tab)

Drug Dictionary - Utilities section

• File menu > Therapy update… (process DLM drug updates)
• File menu > Therapy Replace… (List discontinued drugs and select alternative)

Patient Groups

• Remove Obsolete System Groups ( Group Applications menu)

Quarterly Checks

Registration Links - Messaging section

Refer to the registration links page for further help

• Process Archive – Security menu > Quarterly Archive > Select Date > HA

Appointments - Home section

• Maintenance > Support > Compact Data
  • Everybody must be out of Vision, and more importantly nobody must sign in to Vision while process is running
• Maintenance > Support > Verify Data

DocMan – Scanning (DocMan Admin)

• Check for software updates on Server only

Anti-virus software

• Check server is up to date. ® mouse on Icon in notification area and choose About
• Check all local workstation computers are up to date

Spyware / Adware software

• Check all local workstations are up to date - ® mouse on Icon in notification area and choose About

General Documentation

• Check website http://www.inps4.co.uk/my_vision/downloads/general/index.html

Six Monthly

Searches & Reports - Reports section

• Delete old searches (i.e. checking the last run date)

Patient Groups - Reports section

• Delete old user generated groups leaving only the last 3 months worth of groups.

Disk Space

• Server hard disk space (My Computer > View menu > Details)
• GPC/ebXML machine has sufficient hard disk space (My Computer > View menu > Details)
• Check that the P:\Groupmem*.* files are no larger than 2gb, if it is please report to Helpline.

DocMan – Scanning (DocMan Admin)

• Synchronise Read codes

Yearly

Backup

• Each 1st April you must keep the QOF backup tape
• Purchase a new set of backup tapes (10 Box set)
• Purchase a new cleaning tape for backup device
• INPS Tape Verification Service - Be confident about the quality of your system back-ups

Registration Links - Messaging section

• Database Reconciliation – Confirm with HA

Timed Processes – Server/GPC/ebXML

• Ensure that the times of the overnight processes do not clash, i.e. GPC Processes, DLM Update, Re-index, Daily Audit Runs, Pocket Vision, DocMan and Backup.