LTC Reviews

Overview

• Setup

Sending Invitations

Booking Appointments

Sending Reminders

The Tests

The Review

The Follow-Up

Exempting Patients




The following video and instructions should help guide you through the required setup procedure.






Setup Step 1: Clinics


Depending upon your staff & skill mix, you need to decide if your LTC clinics are set up as one, two or three stop clinics.


It is assumed that the tests (e.g. blood tests) and the review are done in the same appointment. If they are not and have their blood tests before hand, please ensure the Important instructions below are followed.


For example, if a nurse does the blood tests and spirometry along with the hypertension and COPD review all in one appointment, this would be a ‘One Stop Clinic’. If however the HCA did blood tests and the hypertension review, whilst the nurse then did their spirometry and COPD review, this would be a ‘Two Stop Clinic’.


If this does not quite match your workflow, please contact us so that we can help.


Important!
Once decided, you must disable some alerts to ensure the correct appointments are made. Go to Setup > Data Output > Patient Status Alerts > Ardens LTC Clinic One/Two/Three Stop.  Then disable the alerts which do not match your clinics.


Need help? Please just contact us.

 

One Stop Clinic


General LTC Appointment

BP + Pulse:
HTN, AF

Cardiovascular:
CHD, CHF, PAD, CVA/TIA

Diabetes:  
DM1, DM2, Pre-Diabetes, Gestational Diabetes

Renal:    
CKD 1-5

Mental Health:
Bipolar, Dementia, Learning Disability, Psychosis

Respiratory:  
Asthma, COPD

Other:    
RA, Coeliac Disease, Severe Frailty, Post-Bariatric Surgery

Appointment Times

10 minutes
If hypertension only

20 minutes
If in 1-2 groups of conditions above (eg HTN + DM)

30 minutes
If in 3-4 groups of conditions above (eg HTN, DM + Asthma)

40 minutes
If in >5 groups of conditions above


   

Two Stop Clinic


General LTC Appointment

BP + Pulse:
HTN, AF

Cardiovascular:
CHD, CHF, PAD, CVA/TIA

Diabetes:  
DM1, DM2, Pre-Diabetes, Gestational Diabetes

Renal:    
CKD 1-5

Mental Health:
Bipolar, Dementia, Learning Disability, Psychosis

Other:    
RA, Coeliac Disease, Severe Frailty, Post-Bariatric Surgery

Appointment Times

10 minutes
If hypertension only

20 minutes
If in 1-2 groups of conditions above (eg HTN + DM)

30 minutes
If in >3 groups of conditions above (eg HTN, DM + RA)

Respiratory LTC Appointment

Respiratory:        
Asthma, COPD

Appointment Times

40 minutes
If in >5 groups of conditions above

20 minutes 
For all respiratory appointments


 

Three Stop Clinic


Cardiovascular LTC Appointment

BP + Pulse:
HTN, AF

Cardiovascular:
CHD, CHF, PAD, CVA/TIA

Diabetes:  
DM1, DM2, Pre-Diabetes, Gestational Diabetes

Renal:    
CKD 1-5

Appointment Times

10mins
If hypertension only

20mins
If in 1 or more groups of conditions above (eg HTN + DM)

General LTC Appointment

Mental Health:
Bipolar, Dementia, Learning Disability, Psychosis

Other:    
RA, Coeliac Disease, Severe Frailty, Post-Bariatric Surgery

Appointment Times

10 minutes
If in 1 group of conditions above (eg Bipolar)

20 minutes
If in >2 groups of conditions (eg Bipolar + RA)

Respiratory LTC Appointment

Respiratory:        
Asthma, COPD

Appointment Times

20 minutes 
For all respiratory appointments

         
 


Setup Step 2: Slot Types


This is for receptionists to book for patients AND for patients booking appointments online (if you wish). Go to Setup > Appointments > Slot Types > New Slot Type. Then add the Slot Types to your Rota template.  The slot names should match the clinic names in the step above;


One Stop Clinic Slot Names

– LTC: General Review – Online


Two Stop Clinic Slot Names

– LTC: General Review – Online

– LTC: Respiratory Review – Online


Three Stop Clinic Slot Names

– LTC: Cardiovascular Review – Online

– LTC: General Review – Online

– LTC: Respiratory Review – Online


Important! 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. Then use this letter when sending invitations out.



Then go to Setup > Users & Policy > Organisation Preferences > Online Services. Select Appointment Booking & ensure appropriate boxes are ticked & slot types added.



Setup Step 3:  Free Slot Search Pre-sets

This is to easily find the next available appointment for receptionists to book. Go to Setup > Appointments > Free Slot Search Configuration. Then create the appropriate free slot to find the slot type above and any blank slots


Setup Step 4: Read Code Checks


Xaagy  – Chronic disease management annual review completed
6618.   – Chronic disease – follow-up assessment
XabVB – Declined invitation to attend care planning appointment

 

The system is reliant on the first read code being added after the annual review to ensure that second or third invites are not sent out. It is then reliant on the second read code being added to remove the patient from the follow-up report. The third read code can be used if a patient declines the invitation and stops further invitations.


To ensure these read codes are not being used for anything else, please run the ‘Xaagy & 6618. & XabVB Check’ report before you send your first batch of invitations.


To find this report, go to Clinical Reporting > Ardens > LTC Review > m Setup > Xaagy & 6618. & XabVB Check. This will find any patients who have had these two read codes recorded in their notes in the last year. Then review these patient’s notes to see who and why the read code was added, so to prevent it being added again in the future. You will only need to do this as a one-off as part of the initial set-up.



NEXT: Sending Invitations