askmyGP allows you to copy patient request summaries, including attachments and codes, back to the clinical system at the push of a button (currently available for EMIS and TPP). At the point of completing a request, the 'copy' button will be replaced with a 'copy to record system' option, to automatically write back the entire consultation to the clinical system, providing the following prerequisites have been met.
- The askmyGP team must first enable your practice for integrations, if this has not yet been done, you can request this via the 'help' button in the practice portal
- Once this is done, each user must enter their 'Medical Record System User ID' into the allotted field within your askmyGP staff profile. This is the username that you use to login to the clinical record system (e.g 'd.oshea'). If you usually just login with your smart card, you can find your username in your user profile within the clinical system
- The clinical system must also be ready to receive data via our API, the steps to take for each system can be found here: EMIS steps and TPP steps
Patient record considerations:
- The patient must have an NHS/CHI number in their askmyGP record in order to correctly match them against their clinical record. If they don't have one, you can use the spine lookup in the 'edit patient' screen to match them on the spine and automatically populate their NHS number (or manually copy and paste the CHI number across from the clinical system for Scottish practices)
- The demographic details held in the askmyGP record, namely 'Surname, DOB, NHS Number and Gender' must exactly match the details held in their clinical record to successfully match, and the patient must be registered at your GP practice.
- If these conditions are not met, you will still be able to copy information manually
Write back steps
In order to 'write back' a request, you would manage the request to the point of completion (or transfer/await reply) and providing the above prerequisites are met, you will see the screen below:
1. The copy screen will allow you to view any Codes which may be attached to the request and will be written back when the request is copied. From here you can also add additional codes should you wish to do so, or remove any that you do not wish to write back to the patient's clinical record. See our article on coding HERE for more information.
2. You can view a list of all Attachments associated with the request here, all attachments will be included by default, but you can uncheck the box beneath any attachments that you do not wish to write back into the clinical record.
3. Clicking the 'Copy to record system' button will finalise the request completion and initiate the write back to the clinical system.
If the request successfully writes back to the clinical system, the request thread will update as below to reflect this:
Note: In addition to the request being written back at the point of completion, requests which are being set to 'await reply' can also be written back. When setting a request to wait, you will also be prompted to 'copy to record system' to capture the request history so far within the patient's clinical record.
- Unable to write back/can only copy to clipboard: If a patient does not have an NHS/CHI number recorded, you will see the following message when completing their request:
From here you can follow the instructions to edit the patient details to add the CHI Number, or perform a spine lookup to populate the NHS number, or simply choose to manually 'Copy' the request history across to the clinical system in the first instance.
- Filing failed: If the write back was unsuccessful and filing to the patient record failed, you will be notified in the top-right hand corner of the screen as below:
You can click the 'Go to thread' text to be taken directly to the request in question. The request thread will have updated to provide specific details regarding what caused the failure, to allow you to investigate further to resolve the issue:
- Reviewing filing issues: In addition to being notified by the alert in the corner of the screen, all requests which failed to writeback will be stored in the section of the system, which can be found under 'Settings'. This screen will appear as below:
From here you can review failed filings, choosing to filter by all filings, or only those pertaining to you, using the toggle at the top, as well as having the option to click the refresh button to update the list (1). Below that, you will see the failed filings listed (2) and can select one to attempt to correct any issues preventing the write back from completing successfully.
- Resolving filing issues: Once you have selected a request on the screen above, it will appear over in the right-hand pane and at the very bottom of the request thread you will be able to see the reason for the failure. Examples might be that askmyGP was unable to match the patient correctly on the clinical system, or codes included in the write back could not be correctly mapped in the clinical system.
Once you have taken the steps to correct the issue (whether that be updating the patient demographics so that they match, or correcting/updating any codes that you are wishing to write back), you can click the 'copy' button to attempt write back again:
This will then return the 'Copy' screen again and from here you will have three different options:
1. Copy to Clipboard - If you have tried and are unable to resolve the issue which is preventing the request from writing back correctly, you can simply choose to 'Copy to clipboard' and manually paste it into the patient record instead
2. Clear filing status - For any request filing issues that you were unable to resolve, after choosing to manually copy it to clipboard (1) you can use this option to remove the request from the 'Filing issues' list.
3. Copy to record system - If you were able to resolve the issue which was preventing the request from filing, you can choose 'Copy to record system' and the request should now successfully write back to the clinical record and the request will automatically be removed from the 'Filing issues' list.