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Integrated Referral Management System (IRMS) AIC E-Referral System
User Guide for Ward Nurse
Date Prepared : 2nd Apr 2013
Contents
1. What is IRMS and Notice --- Slide 3
2. High Level Workflow of Referrals --- Slide 4-5 3. How to Log-into IRMS --- Slide 12-14 4. Navigating of system ---Slide 22-24 5 Create a new referral
---Slide 25 – 54
6 Checking on Status of Referral --- Slide 59-60
6 Rejected/ Withdrawn CH/hospices referrals ---Slide 61- 69
7 Communication 7.1 How to send addendum --- Slide 70-77 7.2 How to send message --- Slide 77-78
8 Accepted Referral ( With /Without Admission details ) ---Slide 31 8. Managing AIC E-Referral account --- Slide 5-11
An integrated online e-referral system manage by AIC which covers:
(i) Day Rehabilitation / Dementia Daycare Services
(ii) Home Healthcare Services ( Home Medical/ Home Nursing / Home Therapy )
(iii) Nursing Home Services
(iv) SPICE ( Singapore Programme for Integrated Care for Elderly ) Services
(v) Social Day Care Services
(vi) Senior Home care Services ( Home Help )
- Meals on Wheels / Escort or Transport Services )
(vii) Senior Home care ( Ensuite )
- Laundry / House Keeping / Personal Hygiene / Medication Reminder Service
- Mind Stimulation Activities / Other personal care services
(viii) Community Hospital
(ix) Hospices
(x) Transitional Convalescent care
1.What is IRMS ? Integrated Referral Management System
Referral Sources AIC
Service Providers
Puts up referral Route referrals to appropriate
Service Providers after screening
Reply outcome
2. High-level workflow of referrals (DRC / DDC / HC / NH / CEL Services )
Addendum & Message &
Request for Info
Referral Sources Service Providers ( CHs / Hospices )
Puts up referral
Reply outcome
2. High-level workflow of referrals (Community Hospitals / Hospices )
Addendum & Message &
Request for Info
IRMS pages and User Access Matrix
Legend
√ Role can view and modify the report
Role can only view but cannot modify the report
X Role only knows that there is a Social report, but cannot view the details
Role Name
Biodata/ Medical Report + Dementia/Psy
Functional status
Therapist Reports
Social Report
Nursing Procedure Svc App/RAF
Access Rights
Doctor/APN √ √ √ X √
Medical Social Worker √ √ √
Ward Nurse/ Case Manager √ √ X √
PT/OT/ST √ √ √ X
6
1. Main Application (i.e. bio-data)
2. Medical Report
3. Functional Status
4. Nursing Procedure *if patient is known*
5. Therapist Report *if patient is known*
6. ( PT/ OT/ ST )
7. Genogram
8. Social reports *if patient is known*
4. Navigating E-Referral system
* Mandatory
* Non-mandatory
Note: * Information required for Initial Community Hospital / Hospice Submission
1. Main Application (i.e. bio-data)
2. Medical Report
3. Functional Status
4. Nursing Procedure *if patient is known*
5. Therapist Report *if patient is known* ( PT/ OT/ ST )
6. Social reports *if patient is known*
7. Genogram
4. Navigating E-Referral system
* Mandatory
* Non-mandatory
Note: * Information required for Nursing Home Submission
1. Main Application (i.e. bio-data)
2. Medical Report
3. Functional Status
4. Nursing Procedure *if patient is known*
5. Therapist Report *if patient is known* ( PT/ OT/ ST )
6. Genogram
7. Social reports *if patient is known*
4. Navigating E-Referral system Information required for
* Mandatory
* Non-mandatory
Note: * Information required for DRC / DDC / CEL Submission
How to log-in
• Select the patient record and go to Tools > IRMS or click on AIC icon.
12
Context Switch from SCM to IRMS – How to?
2. SCM Context Switching with AIC IRMS
AIC IRMS will be launched
2. User ID Authentication :
View CH / Hospice legacy system
15
Slide 16
View legacy system Task List
Note: Select the respective old task list to view either the CH tasklist
Example, the old CH task list, to view a referral click on the respective referral
Slide 17
Select the organization,
application and role
18
Legacy CH system successfully launched
Slide 19
View legacy system Task List
Note: Select the respective old task list to view either the Hospice tasklist To view a referral click on the respective referral
20
Slide 21
Legacy Hospice system successfully launched
4. Navigating E-Referral system Task List – Active ( Dashboard ) This will be the first page every time the user logs in.
Note: *Task List is a to-do List. *Any request for info , messages send by the Nursing Homes / AIC will be reflected on this page
Note: *Task List is a to-do List. *Any requests for info , messages send by the Nursing Homes / AIC will be reflected here. Cases reverted from AIC back to referring source will also be indicated here
Mandatory Tabs and ready for submission
Mandatory Tabs not ready for submission
Non-Mandatory Tabs ready for submission
Non-Mandatory Tabs not ready for submission
Green Flag Orange Flag Cracked page Page with a red tick
4. Navigating E-Referral system Task List – Draft ( Dashboard )
Note: * This overview shows which tabs (form) are completed and which requires work on. * One can then click on the incomplete application to complete before sending.
4. Navigating E-Referral system Referral List
Note: *Referral List is to view the e-referrals from your hospital (Active/ Draft/ History)
Click on the plus + sign to view the referral
Create new referral
Search Hospital/NRIC page
25
To ensure that the referral is not submitted prematurely, users filling up the respective sections will have to indicate that their section is “ready for submission
Upon clicking the READY button, the system would check through the form to ensure all required information has been filled up. If there are mandatory fields not filled up, the user would be prompted by red wordings on top of the page followed by asterisk on the following fields. E.g...
26
5.1 Create new Referral
5.1 Create new Referral Click on “ Create Referral
28
Note: *Referral Source will key in SAP case no/ Patient NRIC to retrieve patient referral details.
5.1 Create new Referral
29
Note: *Referral Source will key in SAP case no/ Patient NRIC to retrieve patient referral details.
5.1 Create new Referral
30
5.1 Create new Referral
Note: *If User chooses to enter NRIC, they will come to this screen
S1234567A
Note: *If there is an existing (Draft/Active) service for the patient in the system, ( including CH/Hospice) user will be prompted to view the application ( E.g. If TTSH and CGH create similar referrals for a patient, TTSH will not be able to submit the
draft after CGH has submitted. 31
5.1 Create new Referral
32
5.1 Create new Referral
S1111111A
* Remember to click on Save
5.1 Create new Referral
5.1 Create new Referral
Note: *After saving, different tabs would appear for different services
5.1 Create new Referral
36
5.1 Create new Referral Svc App - CH
Note: * Information required for Initial Community Hospital / Hospice Submission
St luke Hospital Renci Hospital St Andrew Hospital Ang Mo Kio Hospital Bright Vision Hospital
37
5.1 Create new Referral Svc App - Hospice
Note: * Information required for Initial Hospice Submission
38
5.1 Create new Referral Svc App – Nursing Home
Note: * Information required for Nursing Home Submission
39
5.1 Create new Referral Svc App – Non- Residential
Note: * Information required for DRC / DDC / CEL Submission
5.1 Create new Referral Svc App – Non- Residential
Note: * Information required for DRC / DDC / CEL Submission
Create new Referral Svc App – Non- Residential)
Create new Referral Svc App – Non- Residential)
Create new Referral Svc App – Non- Residential)
Note: *Health Info Tab is available only for Home Help & Home Nursing ( Wound Care only )
44
Wound CAre
5.1 Create new Referral Svc App – Non- Residential
45
5.1 Create new Referral Svc App
46
5.1 Create new Referral Svc App
Brief Social History would be mandatory for Hospice Referral
Note:
47
5.1 Create new Referral Svc App
Note: * Means Testing will only be available for “ Nursing home” applications
48
5.1 Create new Referral Functional Status
Note: *Non – Residential & Nursing Home Services
49
5.1 Create new Referral Functional Status
Note: *For Hospices referrals, Previous Functional Status is not necessary
Note: * Information required for Initial Hospice Submission
50
5.1 Create new Referral Functional Status
Note: *Community Hospital Referrals – previous status mandatory
4.4 Create a Referral Nursing Procedure Tab
4.4 Create a Referral Social Rpt Page
Note: *The Nurse will not have access to the Social Report page.
4.4 Submitting Application RAF Tab – Resident Assessment Form (only available for nursing home referrals)
4.5 Submitting Application Attachment Tab
Note: *User can attach files/ documents. Examples include wound chart/genograms/ x-ray reports.
Submission of referral
55
Submission of Referral
Note: *ANY profession may submit the referral once all the forms are “ready” and completed. But for Nursing home applications, only MSW can submit
Create a Referral When the referral is complete, the below message will remind the user to submit the application
57
6. After Submission
* Print Function
* Shortcut to Referral Segment Function
E-Log Transaction Log to check the follow up level and case status – accept w or w/o admission
Note: *user to follow up on the status/outcome of Day Rehab/Home Care / nursing home application
AIC Officer in charge of case
60
E-Log Transaction Log to check the follow up level and case status – accept w or w/o admission
Note: * For Community Hospital/Hospice Referrals, there will be NO assigned Officer in charge
4.5 After Submission Reverted cases
Note: *When AIC revert the case back to referring source, the therapist can make necessary changes Click on the “ Ready Flag” to unready the page to make the changes Please remember to submit the case once the changes are completed
Rejected / Withdrawned Cases Community Hospital / Hospice
62
How to resubmit a rejected/withdrawn CH/Hospice referral (Appeal)
Note: * Rejected/withdrawn cases will be reflected in the task list.
How to resubmit a rejected CH referral
65
How to resubmit a rejected CH referral
How to resubmit a rejected CH referral
How to resubmit a rejected CH referral
Note: * This is also considered as an appeal
How to resubmit a rejected CH referral
Note: * If a case was rejected by CH and RH team has decided not to pursue with CH application, RH must
Withdraw the case to ensure proper case closure in the system
How to change a CH provider When family decide to request for an alternative
CH/Hospice provider
How to change a CH provider
71
How to change a CH provider When family decide to request for an alternative
CH/Hospice provider
Request-Response Log Communications between
Agency For Integrated Care
Referring source
Service provider
72
Addendum vs Message
Addendum • Purpose
– to provide more information to service provider after an application has already been submitted.
• Official information/ documentation pertaining to patient’s status
• Forms part of patient’s formal application / records
Message • Purpose
– To facilitate discussion/ communication between stakeholders regarding the patient.
Request-Response Log Request-Response Log is a page recording of all communicated information between the referring source and service provider
73
6. Communication If AIC/service providers request for more info (Eg . Nursing Procedure
It will be reflected in the Task List
Click on the patient record from the task list will come to “Request-response Log”
• Click to compose reply
6. Communication If AIC/service providers sends a message,
It will also be reflected in the Task List
XXX Hospital
Click on the “Request / Response “ to compose a
message for reply
Click to initiate message / Addendum
Communication
How to send an addendum.
Communication
Note: *Addendum is an addition of clinical documents related to the patient after referral has been submitted. The main purpose is to provide more information to the service provider. *This subsequent action maybe due to changes in patient condition or upon request by AIC/nursing home.
Communication
Note: *After choosing the type of addendum, the user can choose whether he wanted to compose in a “free text” format or a “structure” format
Communication
How to write a message
80
Communication
How to write a message
Note: * To view the addendum / Request for info / message between the stakeholders, please click the “Show” button. * User can sort the different types of response by checking on the “type filter”. * User can also sort from oldest to the latest by using the “Sorting” button.
XXX Nursing Home
Communication To view the past correspondences between Referral Source and Provider
Click “show” to display correspondence
• Who can do the submission ?
• How to search for a referral?
• How to delete an application?
• What can I do if my patient requires a different type of service?
• How to reply to a Request for Info?
• How to withdraw a submitted application?
• If family request for an alternative CH/Hospice provider?
• What happens after CH accepts my application?
Common Questions & Answers
Note: * Use the Search Tool Bar to filter search for patient’s referral under Referral List
How to search for a Referral Searching referrals from Tool Bar
*Mouse over “ Action” to view the options available
How to search for a Referral Searching referrals from Advance Search list
How to delete a “DRAFT” application
Note: *If the patient no longer needs a services, the nurse can search for the case in referral list
How to copy a “DRAFT” application What can I do if my patient requires a diff type of service
Note: *The user can copy the referral from Residential service ( Nursing home ) to make Non-Residential services.( Day Rehab /Dementia , Homecare , CEL services and vice versa as well. *For Copy functions , only the medical reports ( <3 months) can be copied over *If there is a draft case in the system, copy function will be dis-allowed.
How to copy a “DRAFT” application
Additional Functions Withdraw and Call Back
* Withdraw Function * Call Back Function
Note: *Call Back Function can only be use if AIC staff has not accessed the case yet.
Service Providers Accepts the Referral
Communication Hospital /Hospices
89
What happens after CH/Hospice
accepts my application
Note: *For Hospice referrals( Home care/Day Care , “Accept” = “ Admit” For Hospice in-patient , workflow will follow CH workflow.
Admission Details
Use ONLY this print function for
print-out
Additional Functions
Forms – Change Request Form
User Guide – Teaching Slides
Referral Email Alert Different notification sample – Withdrawn / Pending
Referral Email Alert Different notification sample – Nursing Home Assigned / Status update
XXX Nursing Home
Referral Email Alert Different notification sample – New Message / Addendum
Referral Email Alert Different notification sample – Request For more info / Reply the Request
Modification of the Internet explorer settings to optimise IRMS browsing and access speed
Note: *Go to Tools > Internet Options > select delete (*Please uncheck item/s you do not wish to delete)
Note: *Select Check for newer versions of stored pages: Every time I visit the webpage
Modification of the Internet explorer settings to optimise IRMS browsing and access speed
Important!
*No sharing of passwords Compulsory to sign up and log in using your own log-in ID/ password
*Users should only access records of patients under their direct care As log-ins are tracked and audited, action will be taken for any breach of patient's confidentiality or misuse of information *De-activation of accounts For staff leaving the institution, it is the responsibility of user to de- activate their E-referral password account online or inform their supervisor/AIC to assist with the de-activation. Accounts left inactive for > 3 months will be deactivated Staff who wish to activate their account again can call up AIC helpline.
AIC’s E-referral systems’ helpdesk Contact;
You can call us @ 66036995 between
Mon – Fri ( 8.30am to 5.30 pm,
excl. public holidays )
or email us; [email protected]
3. Account Registration and Management For user without AIC user account
* This portion is for SGH / CGH users
Note: * Bold fields are mandatory fields. * If you already have an existing account, you will receive a prompt.
3. Account Registration and Management User profile
* Applicable for staff with NHG or Healthgrp Windows Logins ID
* For staff without NHG or Healthgrp Windows Login ID
Note: *If you are employed under Healthgrp( MOHH), tick “yes” and key in your “Healthgrp ID”, save *If you are employed under NHG group (TTSH/NUHS/AH/IMH,tick “yes” and key in your “ windows log in ID’ and save *Select No and User ID will be your NRIC. *Security Question is important for user authentication. Click Save after selection or entry.
3. User Credentials
Note: * All fields need to be filled up. Always remember to click on Save and Add Role. * You can decide whether you require referral alerts to your email. * If you have completed the application, click
3. Account Registration and Management Add Organization and Roles
3. Account Registration and Management Check Account Application Status
OR
3. Account Registration and Management Update Profile