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Medgate UK Limited Cohort Version 10

Management Referral Plus Managers Guide

Medgate UK Limited Information Governance: PUBLIC Document

Cohort Version 10 Management Referral Plus – Managers Guide

Medgate UK Limited Eleven Brindleyplace 2 Brunswick Square, Brindleyplace Birmingham. B1 2LP

Table of content:

1. Introduction ...................................................................................................................................................

2. Management Referral Process .......................................................................................................................

3. Logging On ......................................................................................................................................................

4. Dashboard View .............................................................................................................................................

5. Creating a New referral .................................................................................................................................



Date of Issue: 10/06/2016 Making a New Mangement Referral - Managers Guide_1 0

This document remains the property of Medgate UK Limited.

3) Electronic Response is issued to the Manager / Originator & status updates on

Dashboard View.

1. Introduction

This document is to be used as a guide for the referring managers and details the functions available

within the application.

It will allow the manager to create a new referral, track the progress and receive the response from the

Occupational Health Team.

Please Note: This guide covers ALL functionality of the system, and this is managed by the Occupational

Health Team. Please discuss the availability of some of the functions as they may not be set as available.

2. Management Referral Process

1) Manager / Originator - Creates their

own User Profile at the initial stage and completes the Management Referral Online.

2) Occupational Health - Receives the

Referral into Cohort and processes the Consultation and completes the report electronically





3. Logging On

In order to access the module, you will be provided with a URL from the Occupational Health Team and

this will take you to web based application:

You will also be given a Username and Password. Enter these details now and gain access.

Please note: The password may comprise case sensitive characters and therefore please enter the detail

exactly as specified by your OH team.

Click on LOG ON to access the application.

As the password is set up by the OH team, the very first time you log on you will be required to set up

your own password for security reasons. Please enter in a new password, and confirm this directly below.

Click OK once complete.





Please Note: Your new password will need to consist of various characters / length etc and failure to

comply with these rules will present you with a guide:





4. Dashboard View

The main landing page will be displayed as a dashboard view where you will be able to:

Review any ongoing or existing online management referrals

Search the database (subject to housekeeping settings)

Create a new management referral

Produce Reports of historic referral quantities by referral type.

Contact the OH Department via E Mail

Set new users (subject to permissions)

The information that is immediately available to view in relation to the referrals is listed below. The

following information is listed in the columns on the dashboard.

Dashboard Header Labels

First Name Employer

Last Name Post Title

Date of Birth Priority

Status Created Date

Dashboard Status Created By

The Status and Dashboard Status will change throughout the process depending actions performed

from within the Occupational Health Department. For example should an appointment be booked

or the attendance status changed, this is immediately updated and referenced by the status

changing on the manager’s dashboard view. The status values are listed below with the identified

workflow action that will create the status:





Online Management Referral Status

Appointments Attendance Updated When the appointment attendance has been

changed in Cohort

Appointment Made The first offered appointment has been created.

Closed and Returned to Originator with

Decision

When the referral has been discharged by

Occupational Health

Closed by Administrator When the referral has been completed removed

from the dashboard view. N.B. This would be used

in when the referral process had not been

completed and the referral need to be removed

from the workflow.

Matched to Patient When the Referral has been matched to a record in

Occupational Health.

The referral details will be green up until this stage.

Outcome Status Changed This will update if the clinical outcome decision has

been altered.

Records Close Not Applicable

Response in Progress When a response (Medical Report) has been

returned to the Manager from Occupational

Health.

Saved to Cohort – Allocated When the referral has be received successfully into

Cohort and assigned to a specific member of the

Occupational Health team.

Saved to Cohort – No *Allocation When the referral has be received successfully into

Cohort and has NOT been assigned to a specific

member of the Occupational Health team.

Saved / Not Sent The manager has part completed/completed the

referral but has not submitted the referral into the

Occupational Health Department.

Sent to OCC Health The manager has submitted the referral into

Occupational Health.

N.B Once the referral has been submitted into the

department it cannot be retrieved.

Unsaved The referral process has been started but the

information on the referral report has not been

saved/Part completed.





5. Creating a New Referral

In order to add a new referral, click ADD in the dashboard view.

You will then be required to complete various key fields for the referral, and some will be mandatory

fields which will be depicted with a * alongside. You will be required to complete as much

information as possible in order to assist the Occupational Health team to deal with the case

appropriately.

Complete the Registration Details for the person you are referring to Occupational Health. Nb Give

the referred persons FULL first name not abbreviated or nick name





When you scroll down the screen you will then see additional information required in order to

create the referral, and the next section is about the employment record for the individual.

There are additional fields that may assist the Occupational Health Team deal with the referral

appropriately. These are the Date Commenced in that role, and length of service.

The final section to complete on this record is all in relation to the referral itself, and must be

selected in order to complete the referral. These fields are:

Questionnaire – This is the form that you will need to complete giving details of the referral

itself. There may be one or many to choose from, depending on how this has been set by

the Occupational Health Team.

HR User – This would allow you to select a HR User / HR Team that may require to see the

report from OH once complete. If the HR User / HR Team is not available, this will need to

be set by an Administrator of the system, or by contacting the OH Team.

Managers Name – Please enter your name as a reference for the OH Team.

Priority – This is set as High, Normal or Low depending on your urgency. Please note

however, this will not be a guide to the OH Team as they will triage the case accordingly.

Referred from – This will give OH Team information on the purpose of the referral nb please

leave blank if you are unsure – the OH team can update this field.

Reason – This is the reason for the referral and will assist the OH Team to deal with the case

accordingly.

Once this first screen is complete, including all mandatory fields, click on Save.





You will notice a message informing you that the referral has been saved, and this will then allow

you to proceed to the referral form by clicking Next.

Complete the form as accurately as possible, and note that there are set mandatory fields depicted

with a * alongside each required field. An example of this form is shown below, however please

note, the form you will need to complete may differ and will have been set by your OH Team.

You will also notice that there are navigation keys at the bottom of the screen to move back a screen, or next

to continue, however it is worth noting that you will have to complete ALL mandatory fields before you can

click on Next.





Should you complete the form incorrectly, or miss any mandatory fields, when you click on Next it will

present you with a message directing you to the error. Nb do not leave any spaces when completing

telephone numbers

The next section allows you to upload any supporting documentation that you would like to share with the

OH Team.





Click on Add File to browse to the electronic record.

Click Open to select the document, which you will then see in the application list.





If you have selected an incorrect document, you can remove this from the list by clicking on the

delete option on the right.

Once the correct documents are in the list, then it is essential that you click on START UPLOAD.

Failure to do this will not upload the documents on the list.





Once you have carried out the upload you will see the documentation listed below.

You can view these documents by using the download key, and can also delete the documents if you

have added incorrectly.

Click Next to continue.

The final section of the referral is the declaration screen, where you will need to carefully read and

acknowledge the declaration by typing the words ‘I AGREE’ in the box available.

Failure to type this will not allow submission of the referral.





The referral is now complete, however you may continue to navigate back through the screen as

necessary to check the detail thoroughly.

You have the option to print a copy of this referral if required by clicking on the Print option.

The print facility will be available to you at any time throughout the process and will allow you to

print the following items:

Referral Questionnaire

Comments

List of Attached Documents

Declaration

Responses (when available from the OH Team)

Select as appropriate and click on OK.

Once you have thoroughly checked the referral and want to submit, click on the Submit icon which

will then send this referral to the OH Team.

Please note: Once the referral has been submitted you will NOT be able to make any changes. Please

ensure all detail is correct prior to clicking on this option.





Acknowledgement of the referral will be made visible on the screen.

By navigating to the dashboard by clicking on the dashboard icon, you will not be able to track the

progress of the referral.





You will notice that the status will now assist in seeing where the referral is at any time.





Document Information

Medgate UK Limited

Information Governance Information

(ISO27001 document)

Version: 1.0

Date of version: 10/06/2016

Created by: Dominic Rees

Approved by: Ian Faulkner

Classification and confidentiality Level: Public Document

Classification date 10/06/216

Document History

Date Version Author(s)

Reason for issue

10/06/2016 0.1 Dominic Rees Draft for Review by Medgate UK IG

10/06/2016 1.0 Dominic Rees Final





Copyright Statement

© Medgate UK Limited 2016

The information contained herein is the property of Medgate UK Limited and may not be copied, used or disclosed in whole or in part except with the prior written permission of Medgate UK

Limited.