Staff guide

PatientView gives online access to patients’ live renal results and other information (more info). This page is a short guide for Staff Users.

Using the system

FlorasFace_thumbWe have produced a series of short how-to videos.  A shortcut to these is rixg.org/rpv.  You may have to watch these on your own device if you are in an NHS Trust, sorry. More information in writing below. Some additional info is provided in the Unit Admin Guide.

Types of staff users

There are two levels of local staff users in PatientView. A regular Staff User can view records of patients in their unit who have requested access to PatientView, add manually entered data, and use the messaging system if it is set up for them.

A local Unit Admin can in addition (more info in the Unit Admin Guide):

  • Add patients
  • Add new staff Admins or Users
  • Reset passwords and edit logins
  • Post news items
  • Extract statistics
  • Edit contact details and other info shown about their unit in the system
  • Track the usage of any account

Security and confidentiality

  • Members of staff should not access data on patients they do not have responsibility for.  A detailed audit is kept of who has accessed each record. Unit admins can access this (see Logs in the Unit Admin Guide)
  • Staff logins must not be shared. Patients may choose to share their login but staff must not do this.
  • Keeping logins secure (not written down; passwords that are difficult to guess) is essential.  If you think your password may have become known to someone, change it.

When you log in: the Dashboard

You will land on the Dashboard page which has a graph of patient numbers and logins, and some tabs under the PatientView badge: Home, News, and Patients.

Screenshot 2016-09-07 18.30.30

View a patient record

The Patients tab brings up your first few patients. Use any of the Search boxes at the top to find an individual. If your login gives you access to more than one Unit or Group, the Filter drop-down will also be useful.

screenshot-2016-09-07-18-39-51View just shows you basic demographic info. By clicking on the arrow to the right of that, you can View Patient to see their record, or send them a secure message (read more about secure messaging before you do that). The Test patient illustrated is a member of multiple groups, not just a single unit.  Important: when you click View Patient, you see the patient’s record exactly as they see it. See the notice at the head of the page. If you were to enter anything, it would be as if the patient is entering it – messages, for example. Go Back to Admin Area (top left) to do anything from your own account.

screenshot-2016-09-07-18-47-02

When a patient is having trouble logging in

Patients and staff can reset their own password by clicking on ‘forgotten password?’ after a failed login. This requires them to remember their username, and have the right email recorded in the system. Otherwise they need to contact a Unit Admin, who can do it for them. More about this in the Unit Admin guide.

Note that after many unsuccessful login attempts a users account will be locked. Either a Unit Admin can unlock it, or the patient can re-set their password as in the paragraph above.

When data is missing or incomplete

Data is usually sent automatically at least twice a day from local unit systems. So the first question is, is the info in the local unit system? If not it can’t be sent on to PatientView. Contact your electronic records person to investigate that.

How to correct an error

PatientView mostly shows data that it is sent from local IT systems, and that data cannot be corrected on the PatientView server, it must be changed locally. Static information such as demographic data are overwritten each time data is sent, so changed telephone numbers etc should be overwritten promptly. For timed data, on each transmission the last 10 items under each heading are usually sent. If there is correction of an error on your local renal IT system within this time window, the value will automatically be corrected on PatientView, because data with the same date and time (e.g. a urea value from 10.10.07 at 1123h) will overwrite previous values for the same variable at that date and time. This mechanism will occasionally fail to correct errors:

  • Very old errors will fail to be corrected automatically even if corrected on your local system. You will need to intervene manually. This is explained further in the Unit Admin Guide.
  • If the error was in the date or time of the item (e.g. a blood pressure was recorded for the wrong month or year), and showed a time when no data was actually collected, this will not be corrected automatically, although you could alter the data to “000” or similar by altering it in your local system. This is explained further in the Unit Admin Guide.

What are patient-entered diagnoses?

From September 2016 it is possible to activate ‘Enter a diagnosis’ in any Unit. This gives each patient the ability to pick diagnoses from a list of over 1,000. When they do that, information links are provided. How to do this as a patient

When transplant data is missing or wrong

Transplant status comes from NHS Blood and Transplant based on matching of NHS numbers to patients registered in PatientView. NHS number is now consistently recorded in Transplant records, but occasionally matches fail because of multiple identifiers (e.g. from Scotland as well as England) or mistakes. So an absent record may be just not matched. However errors in data shown are likely to be genuine mismatches of what you (or the patient) thought was recorded on the Transplant database. Either way, the solution is to check the NHS-BT record first – often it is Transplant Coordinators who can do this, but this varies locally. If you find that there is a mismatch between information held on the national transplant database and what is shown in PatientView, let us know. There is information on this in the ‘explain this’ link next to Transplant Status.

Note that a patient whose renal transplant has failed and who has returned to dialysis will be correctly listed as ‘transplanted’ until they are made active or suspended on the list again, or their record is removed from the list.

PatientView amalgamates data from multiple sources

You will often see data from other centres in PatientView. It integrates data from multiple sources using NHS number or equivalent national unique identifier, e.g. CHI in Scotland.

How to add patients to Rare Disease Groups

PatientView2 includes a useful system for recording and managing patient cohorts for clinical or research purposes.  We have more information on this for those interested.  For renal patients it is also integrated with the Renal Rare Disease Registry (Radar).  The process is described at rarerenal.org.

Email a patient safely

In many regions the NHS frowns on the use of email communication with patients, sometimes (and beyond requirements of law) even when the content is not sensitive. Secure messaging in PV2 (below) gets round this.  However if patients choose to email (or SMS) you, and you want to reply directly:

  1. only send data to an email address that is confirmed in their PatientView record, or call them first to make sure it’s them.
  2. try not to include any personal info (about their diagnosis. etc) – or at least none that they haven’t already mentioned.
  3. ideally ask them to confirm in their reply that they are OK with using email, “as the NHS does not recommend using email for sending sensitive data”.

How to send and exchange secure messages with patients

It is possible to send and receive secure messages within PatientView.  The recipient gets an email telling them that there is a message, they must log in to read it and reply.  Guide to messaging in PV2.

 

Comments are closed