Engage Consult & Encompass LT · Engage Consult EnCompass LT –Installation and Set-up Guide (Emis Web) engagehealth.uk • Remote–responsive web app supporting a range of devices

engagehealth.ukEngage Consult EnCompass LT – Installation and Set-up Guide (Emis Web)©Engage Health Systems Limited June 2019

Installation and Set-up Guide (Emis Web)

Engage Consult & Encompass LT

engagehealth.ukEngage Consult EnCompass LT – Installation and Set-up Guide (Emis Web)

• Remote – responsive web app supporting a range of devices

• Asynchronous – supports 24x7 access with in-hours GP response

• Structured – information provided by patient is well presented

• Workflow – ensuring timely and flexible ‘team’ response

• Integration – attachment of encounter to clinical systems

• Scalable & adaptable – Primary Care, OoH, Outpatients

‘Effective’ e-Consultation principles

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Engage Consult as a system

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Engage Consult

Patient / carer online access

MyWA - Engage Consult control centre

The heart of the system

Engage Consult -EnCompass LT

GP / Staff workflow

Tailor for individual practice

use

Tailor for individual practice

use


• Slide 5: 1. Setting up My Wiggly Amps (MyWa)

• Slide 9: 2. Setting up EnCompass LT

• Slide 27: 3. Setting up Engage Consult

• Slide 39: 4. Downloading and running the Engage Client (“Vixie”)

• Slide 41: 5. Setting up SystmOne to link with Encompass LT

• Slide 45: 6. Confirming EnCompass LT link to your SystmOne

• Slide 57: 7. Workflow and attaching information to patient record

• Slide 65: 8. Interacting with Engage Consult Account Holders and using secure, 2-way messaging

• Slide 73: 9. Configuring the Patient Portal View

• Slide 76: 10. Troubleshooting and Support

Contents

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1. Setting up“My Wiggly-Amps”

“My Wiggly Amps” (or MyWa for short) is the web-based control module for the whole system. This is you configure the messages you want your patients to see when they use Engage Consult, and which members of staff are available to respond to consultation requests via Engage Consult.

It’s also where you set up your individual users and groups for Encompass LT – the workflow module for Engage Consult.

We have already licensed your usage of Engage Consult and Encompass LT so you can simply complete the sign-up process and then login to your version of MyWa at: https://my.wiggly-amps.com/

Please save this URL to your browser favourites

engagehealth.ukEngage Consult EnCompass LT – Installation and Set-up Guide (Emis Web)page 5

https://my.wiggly-amps.com/


Click “Sign up”

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Complete details, agree to the terms and click Submit. An email will be sent to you to complete registration and password setting.

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The registration process is completed once you have set-up and confirmed your password. This link will be sent to you via the email you supplied in the registration form.

PLEASE save your password for future use!


2. Setting up EnCompass LT

Now we have set up the practice in MyWa, we’ll first set up Encompass LT, the workflow element of Engage Consult.

Let's go back to the MyWa homepage https://my.wiggly-amps.com/

We’ll use the EHS demo surgery “Blue Surgery” to show this.




Go to Encompass LT


Click on Groups


Create a Group called Incoming Requests


Now click on Groups again


Create convenient ‘Group’ names that can take messages e.g. Reception/administration,

pharmacy, GPs, Nurses etc.

Groups can be added to and should reflect how the Practice operates. N.B. Individuals (colleagues) are

each able to ‘cover’ for Groups as well as each other.



IMPORTANT! Individuals do not actually “belong” to any given Group.

Groups are general inboxes set up for functional units within the practice such as GPs, Practice Nurses, Receptionists etc. Individuals can choose to cover these groups – that is, monitor and respond to messages that are posted to the group, if they have clicked the cover function.


Now click on Staff


Add in your email and click “User Can Accept Messages” then add in the name you want to display

to users on the screen.


A sensible precaution!

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Here’s the email… you click on link

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Fill in the form, click Submit

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Another email is now sent to set up and confirm password

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Verification and password set up email

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Password and password verification

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OK, you are up and running, you can now log out!

NB WE DO NOT USE CHROME/INTERNET EXPLORER TO USE ECOMPASS LT. We will be using the Engage Client (also known as “Vixie”).

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Repeat the process to invite other members of staff to become registered users of EnCompass LT.

However they should only do it when they have time to register as the password must be set up and confirmed within 48 HOURS of receiving the invitation to register from the system administrator.

PLEASE ASKE THEM TO FOLLOW THE EMAIL PRMPTS AND NOT SIMPLY CLICK “SIGN-UP” on the Engage Client (“Vixie”) login screen.


3. Setting up Engage Consult

Let’s return to the

MyWA homepage:





Click on Engage Consult and choose settings


Select EnCompass LT, select the Group or Individual you wish to be the default landing point in the

practice for all requests from the drop-down list and click on Save Delivery Method.

You can also elect to send notifications via email that Engage Consults requests have arrived in

EnCompass LT.


Configure your own messages, remember to click save message after each change.

We will help you with these and you won’t need them until you are ready to go live with real patients. Save each field after each change.

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For now, set a long response time window so you can test out of usual surgery hours. Before you go live, set the start and finish times for the Engage Consult (call-back) Times’ in which the patient can contact you and in which you commit to get back to the patient on the Same Day with an appropriate response. Open before surgery starts and close before surgery ends to ensure good flow. Save the times when finished.

N.B. Times can be changed on the fly for training days, bank holidays etc.

Save each field after each change.

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N.B. you can choose if you want to accept Medical assistance requests outside of the same

day response window.


You can choose, if you wish, to add in the staff, gender and role details that you want to show to patients as being available to take Engage Consults.

You can simply limit this to Admin Team, Duty Doctor and Duty Nurse, OR none at all, if you so wish. Save each field after each change.

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Do you want scale and instrument outputs to be

displayed in the patient view? (Default is NO)

Allow patients to indicate a good call-back time

(default is YES)

Allow users to login and register for an EC

Account? (default is YES)


Decide where you want the ideas, Concerns and Expectation (ICE) questions to be placed in the consultation flow – can choose different ICE position options depending on consultation type: New Problem, Existing Condition or Get back in touch.

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Write the content of your Ideas, Concerns and Expectation (ICE) questions you – can write different text depending on consultation type: New Problem, Existing Condition or Get back in touch. The default setting is 3 questions, but you ca choose 1 or 2 – or add as many additional questions as you like.

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Choose an age restriction for a USER (a parent/carer can still use the system for their child/child in their care:

• No restriction

• 12 and over

• 13 and over

• 14 and over

• 15 and over

• 16 and over

• 17 and over

• 18 and over

Many practices choose 16 and over but it is an individual practice call.

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Choose the portal non-embedded link to share with your colleagues for testing with

dummy patients. Make sure you save this to your favourites as Engage Consult Patient

Portal (or similar) for future reference.

Now select Engage Connect menu option and

choose “Links”.


Now you have set up user and groups in EnCompass LT and configured Engage Consult for pre-full-deployment testing, it’s time to download the modified browser, the Engage Client (also known as “Vixie”) so that you can run EnCompass LT in the mode necessary to link securely with your SystmOne.


4. Downloading and running Vixie

The Engage Client – Vixie - is EHS’s proprietary browser that runs in MS Windows providing integration with most GP clinical systems, including SystmOne, SystmOne and Vision. Encompass LT is our cloud-based workflow application for Engage Consult that runs within Vixie. Download Vixie at: https://download.wiggly-amps.com/vixie/vixie.exe

Following download, DO NOT RUN VIXIE!, simply move Vixie to a SHARED folder that everyone who will be using the system will have access to. You may wish to create a sub-folder, Engage Consult and copy it to that location.


https://download.wiggly-amps.com/vixie/vixie.exe


Navigate to the shared folder you have created for the Engage Client (“Vixie”) and simply right-click on the Vixie icon and choose “Create shortcut”.

Copy the shortcut to the desktop – for every user of Encompass LT


5. Setting up Emis Web to link with Encompass LT

Open your Emis Web – using login credentials that provide administrator access rights. Please make sure that you have ONLY 1 EmisWeb process open when you do this.



Click on the Emis globe, choose System Tools and

then Emas Manager.


Now select Partner API


Highlight Encompass and then click Activate Application.


Click Edit Users then make sure all your users are ticked and click OK. If they are not, when you add a tick by their name, you will be asked to enter and confirm a password.

It needs to contain at least 8 characters including 1 capital letter and 1 number. Engageconsult1 works well!


Click Login Access and then make sure all users have Auto Login and Allow Login ticked, if not, add ticks and click OK.


The Emis Web user logged-in to the desktop instance of Emis MUST have been added to the rosta of users of EnCompass LT via this process (slides 42 to 46).

Now start Vixie from your desktop shortcut

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1. On the ‘Connect to’ tab select the System

option, ‘Emis Web’

2. Now enter your Emis Web site code and click OK

3. Close down and then RESTART Vixie


Any registered user can complete the partner API acceptance process using their Emis Web username and the password.

It DOES NOT need to be the person logged into Emis Web.

This is a one-time only process.

Once completed, ANY registered user of EnCompass LT who has been added to the rosta of partner API users in Emis will be able to use the service with no further actions.

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5. Confirming EnCompass LT link to your Emis Web



Click Vixie shortcut and Login

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Go to view messages

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Click “View” on a message

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1. Patient not yet matched in the clinical system.

2. Engage Client is linking with your Emis Web

database. There’s only 1 patient who shares the patient-entered data.

3. If you are happy this is likely to be correct

patient, click here.


1. Patient now matched. This means they are linked to the

patient record in the clinical system and we can open the record from here.

2. RCGP and NHS Digital say the patient should still be

verified; what are the options?


Choose the verification option that works best for your Practice.

Admin staff can always simply link the patient and the person calling back (either a clinician or an admin staff member) can always double check the identity (as they always should!).

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Patient now matched and identity verified.

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Clicking here will open the patient record in

your Emis Web.


7. Workflow and attaching information to patient record.




1. Type a note and click “Add and assign to”

2. Select (e.g.) Practice Nurses


It’s now in their workflow.

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Nurse drafts a note about the call and clicks “Add”.

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Clicks on blue Action button and selects “Send to clinical”.


1. Can choose to add in some detail.

2. Click “Send PDF to Clinical”


1. Now attached to Patient Record Journal.

2. Click “Open patient record in clinical system”.


Report now attached. Double click to retrieve

and view.


8. Interacting with Engage Consult Account Holders and using secure, 2-way messaging



Joan has contacted surgery again, but this time she has created an account and asked to use secure, online 2-way messaging.

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This time when we verify her identity we are left in NO DOUBT we must be VERY SURE. Once an account holder has been verified, they will not go through this process again when the Practice receives a request for help in the future.

The Practice could simply call her or perhaps use the message function - to ask questions based on patient record info that only the patient would know, to verify their identity.

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2. Type in response and click “Send to patient”.

1. Click “Acknowledge this message”.


1. NB the read receipt.

2. Acknowledge.

3. The reply; responses are automatically added to the original consultation

request. NB: Patient CANNOT instigate further messages unless the practice

sends a further message first.


Sending to Clinical: all messages (both ways) and the initial consultation request are aggregated into one document which is then attached to the patient record.

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NB: an episode cannot be completed (taken out of the

workflow) UNLESS all messages are acknowledged FIRST>


Ticking “Show completed” allows completed episodes to be viewed (they are shaded to

distinguish).


9. Configuring the Patient Portal View



Engage Connect setting allows you to prioritise positions of links in the patient portal view by licking on the up and down arrows. Links can be removed from the portal view by simply unticking the tick by the word “portal” in the blue box.

Clicking “Edit” Allows you to customise a link – add in new link, change the title and subtitle, the icon and the button colour.

Changes are saved by clicking “Save Engage Connect Services” in the blue banner at the bottom.

New buttons can be added by simply clicking the green “Add New Button” banner at the bottom.

Only click “Save Engage Connect Services” when you are happy with your changes.

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Engage Consult is now ready for thorough testing with your staff.

Once you are all happy that you know how best to use the system, you can then “go live” with patients. In-depth advice on launching the service may be found in the user guide, too.

If you have had any problems with the installation and set-up please consult the troubleshooting and support information on the final slide.


10. Troubleshooting and supportIf you have had any problems with the installation and set-up of any element of Engage Consult, please contact the Support Desk:

Call: 01263 834648 (08:00-17:00)

Email: [email protected]

Watch: https://engagehealth.uk/educational-hub/videos/

Read: https://engagehealth.uk/educational-hub/instruction-docs/


https://engagehealth.uk/educational-hub/videos/

https://engagehealth.uk/educational-hub/instruction-docs/


Sales t 01263 888 330e [email protected]

Support t 01263 834 648e [email protected] engagehealth.uk

Documents

Engage Consult & Encompass LT · Engage Consult EnCompass LT –Installation and Set-up Guide (Emis Web) engagehealth.uk • Remote–responsive web app supporting a range of devices