Enterprise Guide to Navigation and Patient Records

Transcript of Video:

Hi guys its Harry from i-Clarity here and this video is a guide to i-clarity Enterprise for dispensers. If you have already watched the front of House or Optometrist guides you can skip ahead to the time stamp on screen for new information.

We begin on the login screen, login is done with just a password which identifies who the user is.

When we enter into i-clarity we are met with a home screen, this home screen can be customised with your practice logo and can be accessed at any time when you are not wanting to display patient information on screen.

From this point we can go to one of two directions, down to the bottom left or up to the top right.

The top right are back office modules, user options and other non-specific patient modules, anything that doesn’t relate to a specific patient.

The bottom left is then the patient search, which upon finding a patient will allow us access patient specific modules.

Within the patient search box you can search for the patients name, the patient ID, date of birth, postcode and global ID. You have an “advanced search” option at the top of the patient search box, which allows you to search for more specific details to find a patient, and a “family search” option which will search for patients with the same address as the record you have open

Clicking on a patient in the search will load up their record, all information is listed on one screen as opposed to over multiple tabs, Lets start by looking at the main body of the record. within this record you have the patient details from left to right.

 We have the patients information, contact information, NHS details (if relevant), the patients address, miscellaneous information and their last appointments and when they are next due.

Within the miscellaneous information you will find the GP look up, along with your own hosted list of GPs. You have the ability to look up GP practices that may not be part of your current selection. To do so click the button to the left of the GP drop down list.

This loads up a new page, from here you can search the i-clarity community database with up to three keywords at the top, for example this could be the name of the town, street or practice name. You can also search any of the other countries or locations listed in the drop down to the right.

After searching for the keywords you’ll be presented with a list of matching GP practices that contain the information you have searched for. Clicking on one of these GP practices will then display a list of registered GPs at that practice. If you wish to select a specific GP at this practice, you can press the tick icon to populate the general practitioner/doctor information.

Once you’re happy with your selection you can press save GP and select.  The patients GP details are now filled in.

Similarly this process is also available for colleges.

Also available on the patients record is the ability to assign analysis codes, analysis codes are flags for patients that can be tailored to the practices needs in maintenance, examples of analysis codes used by practices include Deaf patients, wheelchair users and diabetic patients. To assign one of these analysis codes simply click the box and in the window that follows double click the available codes you would like to have on the patients record, similarly to remove, double click the selected analysis codes to remove them.

Below this bulk of information you have the actions bar. This actions bar will show information that may be pertinent to the patient’s current visit.

Working from left to right we can see the patients outstanding balance; This will only display if the patient does have an outstanding balance. Clicking on this will take you directly to the patients sales screen to pay it off.

Next you will see the status of any of the patients orders and their relevant status, Clicking on this will take you directly to the order. This will only display if the patient has any orders

Along from this we are told of relevant appointments. If the patient has no appointment booked it will tell us the last appointment and if the patient does it will tell us their future appointment. Clicking on these will take you to that appointment within the diary. The arrow next to this will show previous and all upcoming appointments allowing you to jump to any of these within the diary.

Then there are order notes that are relevant to the patients active order.

Next is patient documents, this tells you how many documents the patient has saved to their file and clicking on this will take you directly to the document centre in which the files can be viewed.

To the right you have the patient actions and facts, patient actions are assigned tasks that need to be completed for the patient and any assigned actions for this patient will be viewable here, only if the patient has any outstanding actions will this be visible.

Patient facts are used for storing information about a patient that is unlikely to change that you may not want overtly viewable on the patient record as it can be hidden or is potentially too niche or specific for an analysis code.

To the left of this actions bar you have the “show no patient button” this will take you back to the homepage with no patient details showing as discussed previously, and next to this are the navigational buttons that will scroll to the first, previous, next and last patient based on the patient ID.

Above the patients record you will see the patients name. This is the patient record menu. Clicking this will give a dropdown of actionable options that can be accessed anywhere throughout i-clarity while on this patient record.

From here we can…

Access the patients recall communication

See previous notes and activities for them

View the different histories for them, that being the visit history, spectacle history, audit history and document history

Assign the patient a note; these tend to be for recording information like a conversation that may have taken place with the patient so that it is documented somewhere.

Assign an action; this will be if a team member needs to action something for the patient, clicking this we can then set who it is for (If you don’t want it to be for anyone specific you can leave it as N/A and all team members will see it) and also when we want that action to appear as an action.

Here we can also set patient facts, so it we are in another module and would like to set the patient a fact we do not need to navigate back to this screen to do so.

This dropdown is also where we can access documentation and communication.

Clicking send and create documents Templates will load up the list of potential patient templates.

For letter communication you have the option for each document to decide what is going to happen with that document when you press generate.

“Save to px folder” when this is ticked a copy of the generated document will save against the patients personal folder

“Open” this will open the word document for you to make changes before you print, you can then navigate to print within word itself

“Print” this automatically sends the document to the printer if you know that you are not wanting to make any amendments to the template, rather than having to navigate through word to print it.

At the top of this window you can also select which prescription or Contact lens prescription you want to generate on the document should the patient require an older prescription

Moving back to our dropdown menu now we also have the ability to create an ad hoc email or sms, this will load up with a blank version of each of these communication methods to allow you to free type your message to the patient.

Next we have the Document centre that allows you to view saved documents without having to open them in programmes external to i-clarity

Select and store documents; this allows you to store documents from the PC directly to the patients folder

View the patient’s folder should you wish to see the documents and view documents in their associated programme.

scan directly should your scanner be linked with i-clarity

Finally we can also print our patient slip, this will print out a slip to the thermal line printer with the patient details,  including their prescription

And you also the direct debit calculator allowing you to calculate a patients monthly spend based on their CLs prescribed to them.

Below our actions bar at the bottom we have the patient specific modules, all of these modules will directly affect the patients record.