Whiteboard Quick Reference Guide
The patient data section of the patient registration screen is automatically populated by the original search criteria entered:
The Quick Address Search function is used to help you search for a patient’s full address.
In the Address Search field (shown above) either type in the patients post code or their house number* and road name* then press F10 or the post code/address button.
If a list is returned, choose the appropriate address and double click or click and the select button.
This will populate the address fields automatically based on which address you have chosen.
*Subject to having the necessary premise level address search database otherwise only the postcode can be used to search with.
Next of Kin Data
Complete the details and move between the fields using tab or manually selecting the field.
If the patients next of kin live at the same address clicking on the button will automatically copy the address details from the patient information listed in the field above.
Search for GP details by typing either the doctors name or practice name in the relevant field (as shown above) and pressing the F4 button to search.
Note - Yellow fields are mandatory.
Inactive GP message has been added if a user has retrieved existing patient detail containing an in-active GP. The message will be displayed when the user tries to update the record, prompting reception to enquire about GP.
Complete the Episode data such as much as possible note that yellow fields are mandatory.
Entering RTC info from the drop-down list will make an RTC info button available at the bottom so more detail can be recorded for reference later. This also includes the copy address button.
Clicking on the temp address button allows you to record a temporary address for the patient.
The Assault info button allows for the capture of assault data at this stage. It is optional to use this at this current stage. If the user select this, they will get the following screen displayed. Most of the data elements are dropdown selections populated by the relevant code types.
Upon completion of all relevant registration information the user can choose to admit the patient, by clicking the Update button which will then return them to the patient search screen. The patient will now be shown on the interface ‘whiteboard’ in the relevant location section with an admission time. Or if the user selects exit or previous this will again return them to the search screen but will void all the patient information that was just entered.
Patient Alerts Register
The Patient Alert Register can be accessed from the PF Menu screen.
Selecting this function provides the user with two options: Not known and Known.
Selecting not known will display a list showing all patients within the alert register.
To update a record, select it by clicking on it and then click the Edit button.
To add to the register, click on Create.
A blank form will appear as below that you can complete with relevant information. To save the information click on Update.
As the episode data is being recorded an alert button will appear, see the patient registration screen example below.
To view details of the alert, click on the Alert button.
This will display the details of the alert.
Before you can proceed past the alert you must either confirm or reject the alert message.
To answer this click the relevant radio button.
If you don’t acknowledge the alert you will be unable to admit the patient. When you click Update to finalise the patient registration process the following error message will appear.
Clicking OK will take you back to the alert register details screen as above for you to confirm or reject.
Selecting known will display the following patient selection screen. On this screen enter either the attendance number or the PAS number.
Once the entered value has been validated the following screen will be displayed enabling the user to confirm they have the correct patient and enter the alert details.
If the wrong patient has been selected, click on the New Search button to return to the patient selection screen. Otherwise click on the New Alert button to enter the alert details.
The Enquiry button allows you to access information concerning previous patient episodes of care.
Clicking on the Enquiry button allows you to specify the search criteria.
Once the relevant search data has been input click on the Next button. A patient list will appear and all patients that match your search criteria will be listed. Click on the correct patient to select them and click Next again. This will bring back a list of patient episode information.
Clicking on Next again will open a new screen with the full episode details.
From here you can view the patient episode and patient clinical information.
If the patient had a clinic appointment booked there will be a button at the bottom of this screen that will provide that information.
To display associated documents i.e., scanned CAS cards click on the Docs button.
To scan in additional documents, select the scan button.
If this episode was linked to an RTC, any recorded RTC information will be displayed via an RTC info button which will be on the right.
Locate your patient from either mode 1 or mode 2 from the interface ‘whiteboard’ screen, and select them by double clicking on the patient name.
This will open the patient information view, which details the information provided upon registration e.g. patient demographics and presented complaint, select triage or you can right click the patient on the ‘whiteboard’ and select triage\assessment.
This will then prompt you for your user code to get access to the triage/assessment screen.
Select the condition which best describes the patients presented complaint.
This screen also allows you to select the triage category, to also make additional observations e.g. temperature or pulse, and to record the amount of pain the patient is currently suffering. Click on the relevant number on the Pain Ladder to record this. It is also now possible to click on more than an element in one priority and more than one element in any priority by holding down the Ctrl key.
Once you have set the triage category and recorded the pain levels on the Pain Ladder you can enter observations by selecting the Observations tab.
Use the Clinical Coding tab to record additional details such as known allergies, immunisations, drugs, known sufferer and mechanism of injury and the relevant list will be displayed. Select the relevant options.
Use the Alcohol Audit tab to record the patient’s alcohol details, note that the audit can be set as mandatory.
The Drawing View tab gives access to any of the drawings saved against the patient which can be added from the drawing button on the triage screen.
Selecting Finish will provide the user with the following dialogue box asking them if they want to print any of the CAS cards, labels, patient documents or wristbands and where these should be printed. Complete the fields as appropriate then select OK.
You will then be returned to your original view.
Printing Additional Emergency Documents
You can print emergency documentation, such as an updated CAS card or labels at any time.
To print these, you will need to double click the relevant patient so the patient information screen appears.
Select the ED documents from the buttons at the bottom of the page (this function can also be carried out by right clicking the patient from the whiteboard).
This will take you to the printing options screen as per below, however this will also ask for a reason as to why you need to re-print the documents, which must be completed.
Assigning yourself to a Patient
From the whiteboard view, select a patient and assign them to yourself by right clicking on them and select the option called Clinician Assign or if this is for a nurse you can use Nurse Assign.
You will be prompted to input your personnel code and click OK to complete the task.
To handover a patient to another clinician, right click on the patient and select Assign Clinician again. The handover button will not be greyed out if this already has a clinician assigned. From here select the Handover button.
You will then get the following screen, you will need to enter the relevant clinicians or nurses code then press OK to complete the handover.
Marking the Arrival of a speciality Clinician
Right click your patient from the whiteboard and then select the Speciality/Bed Request option and enter your personnel code.
Select the relevant speciality from the list and then check the Arrival box.
Then select the Arrival Clinician from the drop-down list, this can also be carried out for bed requests.
Double click on the relevant patient from the whiteboard to get to the patient information screen and then select the Radiology Request option from the Task menu in the bottom right corner.
Alternatively, you can also get to this from right clicking the patient on the whiteboard and selecting Radiology Request.
Upon selecting this you will be prompted for your clinician ID to confirm; you will then need to check the patient details are correct. From here you can enter the request details and then click OK to complete the request.
Check Print Preview to ensure the order details are correct and visible and then confirm by pressing Print.
Double click on the relevant patient from the whiteboard to get to the patient information screen, and then select the Pathology Request option from the Task menu in the bottom right corner.
Alternatively, you can also get to this from right clicking the patient on the whiteboard and selecting Pathology Request.
Upon selecting this you will be prompted for your clinician ID to confirm. You will then need to check the patient details are correct. From here you can enter the request details and then click OK to complete the request.
Ensure all the details have been entered correctly and much like the Radiology Request, ensure all the details are correct and visible on the Print Preview screen before pressing Print.
Decision to Admit
The decision to admit should be carried out as soon as the decision to admit is made.
Double click the patient on the whiteboard to view the patient information screen from here select the Decision to Admit option from the Task menu.
This will cause the Decision to Admit window to appear. The date and time will automatically populate to the current date and time, but this can be edited manually if required (for example if the decision was made a few minutes prior to being updated on the system).
Select a likely Admission\Transfer destination and then OK to complete the decision to admit process.
Double click the relevant patient on the whiteboard to make the patient information screen appear, then press the Clinical Info button to get to the Clinician Information screen.
From here you can enter investigations, treatments and drugs from the list provided.
To enter diagnostic codes:
- Select an item from the Level 1 column.
- Double click an item from the Level 2 column to select a diagnosis.
- For level 3 codes double click an item from the Level 3 column to add the diagnosis.
- Repeat this for as many diagnosis as you require.
To delete a diagnosis, click on the added diagnosis you want to remove and then right click – Remove.
Alternatively, you can enter an abbreviated description within the ICD search field and press the F4 button to search from the results list.
Click the OK button to finish and return to the whiteboard note the GP notes is a mandatory field so some information will need to be entered here.
Double click the patient from the whiteboard to invoke the Patient Information screen. Press the Discharge button. Alternatively, you can right click the patient on the whiteboard and select Discharge.
From the list provided select the most appropriate discharge reason and then press Next. On the next screen ensure all the details are correct and then select Update/Discharge to discharge the patient. This should give you a message back confirming the patient has been discharged. You can also check that the patient has correctly discharged by viewing the Discharge List on the whiteboard.
Note that the system will not let you discharge the patient if clinical details are missing, you will need to amend these prior to discharging through the Amend option.
To book a new appointment go into the discharge list from the whiteboard, right click the discharged patient you want to book a clinic for and select Clinic Booking.
Choose the appropriate clinic from the drop-down list, the available clinic dates will appear in a calendar form. Click on a day to book the appointment.
After selecting a date for the appointment, you can specify a time slot available. When a time has been assigned you can confirm the booking or go back to change the date/time. The patient will now appear within the Clinic area.
Press the Clinics button from the whiteboard screen and select the date and relevant clinic using the drop-down boxes. This will generate a list of booked appointments, based on the search options.
To arrive a patient, right click the patient and select Patient Arrival.
After setting these and pressing OK, the patient will appear in the relevant location on the whiteboard.
From the PatientFirst Menu, select Clinic Booking.
Press the Enquiry button to search for specific clinic details, such as lists of patients on certain days.
Select the relevant clinic and date from the drop-down list.
Selecting Display will show all appointments that match the specified search criteria.
This will retrieve appointment details for the patient ED number that was used for the search.
To cancel the appointment, click the Cancel Clinic Appointment button. To amend the clinic appointment simply select an alternative date.
Setting up Observation Tasks
To set up repetitive tasks for a patient double click the patient on the whiteboard, then click the Observations button on the bottom of the patient details screen.
Selecting the Observations button will display the observations screen.
Selecting the Task Schedule button from the bottom left will open the task selection and setup window.
From the task schedule list you can choose the repetitive tasks you want scheduled/unscheduled. You must also specify the intervals (minutes) for most tasks.
Once you are finished making changes press the Update button. The tasks should now be shown in the bottom left box underneath the task schedule button, along with their due date. If these become overdue, a warning will be displayed next to the patient on the whiteboard screen.
To enter observations for a patient, double click the patient from the whiteboard. Click the Observations button at the bottom of the patient details screen.
The Enter Obs button displays the following screen. Adjust the sliders and fill out the text boxes accordingly.
Note: shaded fields are mandatory.
Once you have entered observations and clicked Update, you are returned to the main Obs screen for the patient. From here you can exit.
The Patient Expects option allows for the recording/amendment of pre-planned arrivals. When selected, the Patient Expects screen will be presented. This displays current patients expected today, with the option to view expected arrivals for future dates, or view all or create a new record.
The Patient Expects function is different from Patient Registration in as much that the data recorded is purely for identification purposes for when the patient arrives.
Patient Expects records can also be automatically produced if a patient is transferred to another hospital. This requires transfer disposal codes, which are disposal of T and TL and have a PATH value of the site where the patient is expected.
Patient Expects can be accessed from the whiteboard Pat Exp button.
The first Patient Expects screen defaults to today’s date and displays any patients currently pre-booked. Patients with a status of ‘A’ have arrived and have been registered, those with a status of ‘D’ have not arrived and are flagged accordingly.
Selecting the New button will display the Add New Patient panel. Complete the new patient details.
Note: yellow shaded fields are mandatory.
Select the appropriate arrival action from the provided options. When complete, press the Add button to add the patient to the expects list.
Once added to the expects list, the receptionist should then be able to continue with the patient registration process as normal.