LTC REVIEWS
Initial Setup
TABLE OF CONTENTS
Introduction
This page will take you through the steps you might wish to consider doing before you start using the LTC process.
Consider Creating Slot Types
If you wish to create LTC specific Slot Types at your Practice for your LTC Processes, go to Setup > Appointments > Slot Types > New Slot Type.
These Slot Types can be designed to help receptionists to book appointments for patients AND for patients booking appointments online (if you wish).
If you do create any new Slot Types remember to add them to the applicable Rota Templates.
If you wish to make these slot types bookable online for patients, you can also do the following: Go to Setup > Users & Policy > Organisation Preferences > Online Services. Select Appointment Booking & ensure appropriate boxes are ticked & slot types added. Of course, not everyone may wish to do this so this is entirely up to individual practices whether they want to give their patients this option.
Consider creating Free Slot Search Pre-sets
These are designed to make it easier for your Reception and Admin staff to find the next available appointments to book.
Go to Setup > Appointments > Free Slot Search Configuration to create your Practices free slot searches. Click New to create the appropriate free slot by either using the staff filter, Rota Type filter or Slot Type filter. Minimum durations and search date parameters can be set under the Date & Time section.
For more information on creating free slot pre-sets, please see the below video guide:
Consider Copying & Amending the LTC Invite Letter
We have built a number of letter templates that practices can use to bulk invite any patient who has a preferred contact method of 'Letter'. (For more information on this process click here). Some practices may wish to amend and tailor these letters to be more bespoke for them. For example, they may wish to change the text of the letter or add their own surgery logo in the header.
To review and copy the Ardens Invitation letters go to Set Up > Referrals and Letters > Word Letter Templates. In the Ardens folder on the left hand side select Invitations.
We have created individual invitation letters for 1st, 2nd and 3rd invitations covering each of the invitation options as seen in the above screenshot.
If you wish to copy a letter to make your own version, right click on the applicable letter and choose copy. This will then allow you to create your surgery own copy allowing you add any letter head or remove details of online appointment bookings if required.
Please Note: Creating your own copy of an Ardens letters will mean that any changes made on the current Ardens version in the future will not update on your copied version.
Code Checks
The following codes are integral to the Ardens LTC Recall process:
Chronic disease initial assessment (170557005 or 6617.)
- Added to the patient after their initial assessment to remove them from the Invite searches and add them to the Follow up Review searches
Chronic disease management annual review completed' (888461000000107 or Xaagy)
- Added to the patient after all annual reviews completed to remove them from the Follow up Review searches
Declined invitation to attend care planning appointment (1092841000000109 or XabVB)
- Will remove them from the Invite searches if added to a patient record
If any of these codes have been historically added to a patient record before adopting the Ardens LTC Recall Process, there is a chance they may be missed from the invite searches. Therefore we have created a report to check if any patients have these codes in their notes so practices can deal with them as appropriate before any invites are sent out. This only needs to be run once before adopting the Ardens LTC Recall process.
For QOF & Best Practice, go to Arden's Ltd > LTC Reviews | QOF and Best Practice > Setup
For QOF Only, go to Arden's Ltd > LTC Reviews | QOF only > Setup
Then run the '170557005 & 888461000000107 & 1092841000000109 Check' report to see if any patients have been picked up.