Specialty admin guide

A PatientView Specialty admin can do everything that a Unit admin can (in any unit), PLUS things listed on this page:

Set up a new unit in PatientView

A unit is a centre that issues and administers logins for a group of patients and staff, and answers queries from patients, about data from that centre. Messaging (when activated) operates inside units.   It is easy for a Specialty Admin to add one technically, but there are two important prerequisites.

  1. The Unit must have permission from their local Caldicott Guardian.  If there is permission to do this for another specialty locally that should be simple.  The process is described in Setting up PatientView in a new unit.
  2. The technical processes to send information on patients who request the process must be in place.  More in Setting up PatientView in a new unit.

When these are in place,  a Specialty Admin can:

  • Go to Groups, and click on the Create New button.
  • Code should be from an agreed list for your specialty – it is essential that units send the same code with data files.
  • Name – make sure the geographical location is prominent; e.g. London – King’s College Hospital; Epsom – St Helier.
  • Short name will show in preference in many locations – e.g. ‘Kings’ for London – King’s College Hospital; ‘Norwich’ instead of Jack Pryor Unit, Norfolk and Norwich.
  • Group type – choose Unit.  Other options available to some users: ‘Disease group’ is a way of collecting cohorts across multiple units. ‘Specialty’ – add a new Specialty.
  • Admin contact details are essential; you must add at least one. They can change these later.
  • Under Staff, create a Unit Admin. Under Features, make them the Default Messaging Contact.  Add any other features that they should have (more info in the Unit Admin Guide)
  • Remaining details should be added by the first local admin (created by you above)

Diagnosis codes

Units or other trusted data senders will list a primary diagnosis (and in the future, also coded secondary diagnosis), expressed as a code. Specialties therefore need to agree the set of codes they will use, and associate info links with each. PV can accommodate any coding system as long as there is no duplication between one specialty and another.

In the long term it is desirable that we should use a single coding system. SNOWMED favoured, but for now you can use READ.ICD.10, or a bespoke system of convenience, or a combination.

  • Renal Medicine uses 2 or 4 digit numbers, from EDTA coding system no prefix (91, 2176, etc.).
  • Diabetes uses numbers with the prefix dm
  • IBD uses numbers with the prefix (tbc)

The specialty has flexibility and indeed responsibility for developing and implementing disgnostic coding and their info links, within terms of their partnership agreement.

Treatment codes

Similar to diagnosis codes. Current specialties are using PV-specific codes to describe these e.g. Renal is using HD, P, TP, GEN* (* = default). A code to use as the default should be specified.

Static links

Are shown at the foot of the info links for all users in a Specialty, Unit, or Disease Group (cohort).  They are set up in the same way as diagnosis and treatment code links (see next heading), but via Groups – edit, where you will find you can add links.

Setting and editing info links associated with each of these

Each info link can be associated with a number of information sources. We suggest that these should include some relatively simple intermediate, and consider some with professional-level detail. There may not be many options for rare topics.  Editors on behalf of each specialty should follow our principles for selecting info links, and make sure they are periodically reviewed and kept up to date.

  • Under Codes, you can find and edit a code, or Create New.
    • You can also copy an existing code, and edit the associated links.  If you click on Copy, it will appear in the list as previouscode_new. Change this to the code identity you want to use.
    • Codes come in two types (Diagnosis, Treatment) and you must also identify the code list you are using (e.g. READ, SNOMED, EDTA)
    • Code Description is the text shown to the patient to explain the diagnosis/ treatment.
    • Click Save
  • Now for each info link you want to add:
    • URL is the full url of the link you want to attach (include http://)
    • Description is the text you would like to appear as the link.  e.g. Nephrotic syndrome (edren.org) – quite detailed  Make sure your description explains the level (e.g. short intro; detailed account for professionals)
    • Click Add.  Order allows you to determine which link shows first, second etc.

Group (static) links

Each Specialty, or Unit, or Disease Group can set links that appear at the foot of the ‘My Conditions’ page for every user.  e.g. for Renal there are links to good info providers, a renal glossary.  For Units you can insert links to local resources including Trust websites. These are edited under Groups – find your unit or specialty there, the links options are in the Group editing dialogue.

News items: adding and editing

In addition to creating news items that can be shown to users within individual units, Specialty admins can create items to show to

  • All Unit Admins
  • All patients
  • Anyone visiting the site, not logged in

Details of how to edit are shown in the Unit Admin Guide.

Results display

Specialty admins can alter the order that results appear and in which panels.  This alters the way that all patients are shown these results.  In the ‘Table’ view however, patients control which results they see and in which order (show that on YouTube).

To change the position of results, click on the ‘Results Headings’ tab, then click on Edit for any of the tests shown.  You can’t alter the links and details around each test (contact a Global Admin if you wan to do that; these are the same for patients in all specialties) but you can alter their position. Under Specialty Specific Order, for each test you’ll see shown

  • Which panel the result is shown in (starting with 1, the panel the patients sees when they first click on Results)
  • Its order in that panel (starting top left to right, then down to the next row etc).  On a small screen such as a mobile phone all are shown stacked vertically.
  • If you accidentally give two results the same coordinates, goodness knows what will happen.  It is best to map out your plan in advance or it quickly gets confusing.

You can omit tests from the listing – simply leave both fields blank.  They will then not be visible to patients using PatientView in your specialty.  If they are registered under another specialty they may be able to see it there.  In general, it is best to allow most tests to be seen, even if you end up putting them at the bottom of Panel 9.  If you don’t, patients are highly likely to ask how to find it later.  Many have other diseases even if they aren’t registered with PatientView for that specialty.

Many more questions are answered in the Unit Admin Guide.  A specialty admin can do all those things too.

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