“Working Smarter not Harder”

 

Introduction

The world of CHIS can be very repetitive and very time consuming.  A lot of time is spent routinely notifying other parties of specific events such as births and Immunisations, or preparing complex reports.

Scopetrack have devised a portfolio of desktop productivity solutions that can potentially reduce many hours or even days of work to just a few minutes, and all at the push of a few buttons.

Secure email is increasingly the communication medium of choice and a recurring theme of our solutions is to take an extracted list from your CHIS system and automatically generate the required email notifications.  They can be sent automatically or created as draft emails ready for spot-checking and sending.

The emails can either embed information in their body text, or have tailored attachments in Word, Excel, or PDF which are also automatically created and attached.

Some organisations use a shared system, for example SystmOne or RiO, and these naturally allow CHIS and clinical teams to collaborate more effectively.  However many CHIS teams have a contractual obligation to explicitly ‘notify’ other parties – which isn’t quite the same as making clinical information available for other parties to find.

Listed below are some tried and tested examples of solutions that Scopetrack have already devised and successfully deployed working with some of the largest CHIS Departments in the UK.

 

Immunisations Failsafe Tool

This solution compares the Immunisations Record of every child against the National Routine Child Immunisations Programme that applies specifically to that child.  Any Immunisations that are due or overdue are identified and flagged.

A report in List format is then generated and automatically emailed to each GP Practice alerting them to the apparent missing Immunisation and requesting an update.

The solution is very versatile and highly configurable.  It is aware of all of the relevant periodic changes to the National Immunisations Programme.  It is also capable of spotting and fixing wrongly coded vaccinations and can even spot and fix multi-antigen Vaccines wrongly recorded as ‘Singles’.  You can also automatically accept ‘6-in-1’ vaccines in substitution for ‘5-in-1’.

A by-product of the process is a rich set of statistical data that enables CHIS (and other parties) to identify and target problem areas.

The solution is very fast and can process up to 100 children per second!

Obviously, this is a great tool for building good working relationships with your GP Practices, improving ‘Cover’ performance …. and most importantly, safeguarding the health and wellbeing of the children for which you are responsible.

 

Immunisations Reporting Tool

This solution extracts the full Immunisations history for your selected cohort of children and enables the rapid creation of clear and simple customisable reports.

The application is underpinned by a sophisticated data-quality check and can easily be configured to highlight Immunisations that have apparently been given at an inappropriate age or to children who shouldn’t have been offered them.

The ‘Deep Search’ report can also identify Immunisations recorded in the wrong order of doses and duplicated dose codes.

The tool has been carefully designed so that any team member will find it simple and intuitive to use.

 

Birth notifications

This solution imports Births data and generates an email notification to the relevant Health Visitor.

It can also automatically generate a secondary ‘courtesy’ notification to a different CHIS Team, for example where the client is registered with a cross-boundary GP Practice.

If your Health Visitors have an FNP (Family Nurse Partnership) Service then relevant births are automatically highlighted and the target email address is changed automatically.

Similarly, you can monitor for ‘HepB’ babies and highlight them for appropriate action, or send appropriate notifications.

The solution can have different templates for Live Births and Still Births to support the onward handling of sensitive information.

 

Newborn Bloodspot Notifications

This solution imports Newborn Bloodspot Results and generates notification emails to the relevant Health Visitors and/or GP Practices.  It can also generate mail-merged Normal Results letters to Parents.

Those emails can be one-per-client or one email containing all clients for that day or week.

The emails can be ‘plain text’ or highly formatted and where relevant contain an attached list.

The results can be constrained to only Normal results if required.

 

Immunisations to GP

Many CHIS departments, School Nurses and Immunisations Teams have a requirement to notify GP Practices of Immunisations given in Schools and Community clinics …. and often with very tight deadlines!

This solution imports daily ‘Immunisations’ data and generates an email notification to each of the relevant GP Practices.

Those emails can be one-per-client or more commonly one email containing all clients for that day.  You can even let each GP Practice choose their preferred format.

The emails can be ‘plain text’ or highly formatted and where relevant contain an attached list.

 

Ages & Stages

We have created a sophisticated bespoke reporting tool that compares ‘Ages & Stages’ data against the specific target thresholds for each child at their precise age at the time of test.  This yields valuable statistical data supporting the provision of Health Visiting services and analysis by Public Health England.

 

Antenatal

If your CHIS Department acts as an intermediary between Maternity Hospitals and the Health Visiting Service then we have solutions to automatically generate lists and emails to the relevant Health Visitors notifying them of viable pregnancies post 20-week scan.

 

School Transfers

This solution only applies to larger community Trusts having multiple Health Visiting Teams and/or multiple School Nurse Teams.

If you are able to obtain School Admissions data from your Local Education Authority then we have solutions to help you and your School Nursing colleagues with the often sizable task of coordinating summer admissions to primary school and transfers to secondary school.

For Primary school admissions we can automatically generate emails to Health Visitors with a tailored list attached advising them which School Nurse to send each clinical record to. For School Nurses, we can create similar emails with a list of their inbound pupils and assigned Health Visitor.

For Secondary school transfers we can automatically generate emails with tailored lists to each school nurse team advising them of their inbound/outbound pupils and which schools they are transferring from and to.

 

Maps

We can generate interactive maps to help you visualise the locations of HV Team Bases, Schools, GP Practices, Local Authority Boundaries etc.  We can also provide tools to ‘find the nearest’ of above to a specified postcode.

Maps can be enhanced with colour-coded markers in different styles where required.

 

Cover Reporting

Most CHIS Teams need to upload quarterly ‘Immunisations Cover Statistics’ and most CHIS Systems have an integral report to meet this statutory reporting requirement.

However, these uploads must present statistics by GP Practice and the task of applying official ODS Practice codes and, more specifically, aggregating the stats for branch surgeries into one consolidated figure can be fiddly and time-consuming.

This solution can take a standard report from your system and translate it into the required set of upload files whilst simultaneously performing branch surgery aggregation.  As a by-product, it can also produce an easy-to-read colour-coded version of the ranked stats which can be shared with local Commissioners and/or used for the purpose of chasing missing Immunisations.

Although the official submissions are quarterly, this process is very fast and can be used much more frequently for interim performance monitoring.

 

Reminder Emails

We can help you to take any extract or report from your system and process it in an automated way.  For example, you may have a need to chase missing Antenatal results, missing Immunisations or missing Pre-School Health Reviews.  You can potentially create and send dozens or even hundreds of follow-up emails to the right teams at the right time.

 

Data Manipulation/Translation

If you regularly use a data extract that contains too much information or isn’t quite in the order or format you would like it to be then we can provide a bespoke tool to import the data in its original form and export it in the format you would like …. all at the touch of a button.  We can also devise tools to assist with Data Cleansing and Data Migration.

 

Other …?

Hopefully the above list has inspired you to think about the tasks that consume a lot of your time and ways of working smarter not harder.

If you have any CHIS related technical challenge not mentioned above then please don’t hesitate to contact us for an informal chat.  We’re here to help.

Please feel free to extend this offer to your colleagues in other departments.

 

Free Trials and Demo’s

If you are interested in any of the above solutions then please do get in touch.

In many cases there will be zero development costs and we can offer a demo and maybe a FREE TRIAL with no obligation whatsoever.