LTC Reviews

Overview

Setup

• Sending Invitations

Booking Appointments

Sending Reminders

The Tests

The Review

The Follow-Up

Exempting Patients



Invitations are sent using clinical reporting and are based on month of birth by default, diagnosis and no review read code in the last 4 months. 

  • 1st invite is set-up to be sent just before the month of their birthday
  • 2nd invite 2months after
  • 3rd invite a further 2 months after that. 

They are also split so that you can send them by post, email or SMS.




The 1st invitation should be sent by post as the letter gives more personalised information. The 2nd and 3rd invitations can be sent by email or SMS to save on overheads and will refer to the 1st invitation which will have all the personalised details on.


A single word document letter is used for all LTCs and will merge the appropriate LTC information and if tests are needed beforehand. If the patient has poor vision or a learning disability, they will have some information at the top of the letter to advise that they show the letter to someone who can assist with booking appointments.


Towards the end of the financial year you may wish to run the ‘Invites to send at the end of January’ and ‘Invites to send at the end of February’.


Choosing The Patients Recall Month

You can override a patient's default month of birth recall with another chosen month. To do this, just open the 'LTC Review' template and click on the 'Invitations' tab and then click in the top right to open the 'Choose LTC Review Month' template.



You can also do this in batch by going to Clinical Reporting > Ardens > LTC Review > Register of LTC Invite Months. For example if you wanted to change all the current January recalls to December, run the January report and then batch add the December month read code below followed by the confirmation code.


Month Chosen
January Jan 1993 hyacinth;yz01.
February Feb 1993 clematis;yz02.
March Mar 1993 daffodil;yz03.
April Apr 1993 wisteria;yz04.
May May 1993 petunias;yz05.
June Jun 1993 freesias;yz06.
July Jul 1993 dianthus;yz07.
August Aug 1993 foxglove;yz08.
September Sep 1993 begonias;yz09.
October Oct 1993 primrose;yz0A.
November Nov 1993 primulas;yz0B.
December Dec 1993 junipers;yz0C.


Confirmation Code Chronic long term disease management required;XaKdU


Care Home Residents + Housebound Patients

Care home residents (nursing and residential home) and housebound patients (long term only, not temporarily) are not included in the monthly invitation reports. This is because GP practices usually do these patients all at the same time of the year. It is important therefore to decide within your practice when you wish to do this. There are separate reports to assist you with can be found in clinical reporting below the main monthly LTC review invites.


Please ensure that your read codes and registers for these patients are kept up to date. To check this, please go to Clinical Reporting > Ardens > Registers. If you use a separate clinical report at your practice using residential institute codes for your care home patients instead of read codes, please ensure that they also have the appropriate read code on their record too. To find these patients, just create a new join report identifying patients in your institute code report who are not identified by the Ardens read code report. 


You can also create another report who are in the Ardens read code report and are not in your institute code report, to ensure that if someone has gone home, they are  have the appropriate read code added and are no longer incorrectly recorded as a care home patient.


Online Appointments

If you are not offering online appointments, please copy the invitation letter and then delete the line directing the patients to book their appointment online. The letters also have a standard NHS logo on, if you want your specific organisation logo please just copy & then add your logo instead.


Mailing Systems

These letters can also be sent using an online mailing system (e.g. DocMail, Webpost). If you would like further assistance on this or would like Ardens to send the invites on your behalf please contact us.


Sending the 1st Invitation in bulk

  • To Post:
    Clinical Reporting > Ardens > LTC Review > Select Month > Send 1st Invite: All
     Right Click > Actions > Print Integrated Word Letter
     Select letter type to ‘LTC Annual Review Invitation’
    Search for a letter called ‘LTC Review 1st Invitation’
    Then complete as you would normally
  • Then Add Batch Read Code:
    To record that this has been done
     Right Click > Actions > Add Read Code > ‘XabEf – Long term condition care planning invitation first letter’


Sending the 2nd Invitation in bulk

  • To Post:
    Select the appropriate report from above
    Right Click > Actions > Print Integrated Word Letter
    Select letter type to ‘LTC Annual Review Invitation’
    Search for a letter called ‘LTC Review 2nd Invitation’
    Then complete as you would normally
  • To Email or SMS:
    Select the appropriate report from above
    Right Click > Actions > Send Email or SMS
    Then copy and paste the text below
    Your long term condition review is now due. Please see the letter that was posted to you a couple of months ago for further details. Please  then make an appointment by going online to https://systmonline.tpp-uk.com or by telephoning the surgery. 
  • Then Add Batch Read Code:
    To record that this has been done
    Right Click > Actions > Add Read Code > ‘XabEh – Long term condition care planning invitation second letter’


Sending the 3rd Invitation in bulk

  • To Post:
    Select the appropriate report from above
    Right Click > Actions > Print Integrated Word Letter
    Select letter type to ‘LTC Annual Review Invitation’
    Search for a letter called ‘LTC Review 2nd Invitation’
    Then complete as you would normally
  • To Email or SMS:
    Select the appropriate report from above
    Right Click > Actions > Send Email or SMS
    Then copy and paste the text below in to the email or SMS
    Your long term condition review is now overdue. Please see the letter that was posted to you a couple of months ago for further details. Please then make an appointment by going online to https://systmonline.tpp-uk.com or by telephoning the surgery. 
  • Then Add Batch Read Code:
    To record that this has been done
    Right Click > Actions > Add Read Code > ‘XabEj – Long term condition care planning invitation third letter’




NEXT: Booking Appointments