HMS 6.5.5 Installation and User Guide · Web viewThe content in this document represents the...

ACT eReferral Guide October 2009

Copyright 2011 HealthLink Limited of 16


© HealthLink 2011. All rights reserved. No reproduction, transmission, transcription, storage in a retrieval system, or translation into any language or by any means, electronic, mechanical, optical, chemical, manual, or otherwise, any part of this document without express written permission of HealthLink Limited.HealthLink, the HealthLink logo, are trademarks of HealthLink Limited in New Zealand. All other brand names are trademarks or registered trademarks of their respective companies.The content in this document represents the current view of HealthLink as of the date of publication. Because HealthLink responds continually to changing market conditions, this document should not be interpreted as a commitment on the part of HealthLink. HealthLink cannot guarantee the accuracy of any information presented after the date of publication.Information in this document is subject to change without notice. For the latest documentation, visit our Web site at http://www.healthlink.net/resources/Liability Notice: Every effort has been made to ensure that the information in this document, supplied by HealthLink Limited, is accurate and complete. However, as use and interpretation of this document is beyond the control of HealthLink Limited, no liability, either direct or consequential, can be entertained by HealthLink Limited, its agents, or its suppliers.



Table of Contents

1 Introduction........................................................................41.1 HealthLink Service and Support.......................................................4

2 Before you begin..................................................................42.1 System Requirements for Medical Director......................................42.2 System Requirements for HealthLink...............................................4

3 How does HealthLink messaging work?.................................5

4 Outpatient Referral Process..................................................64.1 Cancelling Referrals.........................................................................64.2 Urgent Referrals...............................................................................6

5 Setting up the Medical Director Address book.......................7

6 Importing the ACT eReferral Template..................................8

7 Creating a New Referral.......................................................97.1 Investigation Selection...................................................................107.2 User defined fields.........................................................................117.3 Sending your Referral....................................................................11

8 How do I know that my referral has been sent and received?15



1 Introduction

1.1 HealthLink Service and Support

The HealthLink Help Desk is always just a phone call away, whenever you need help with any issues or questions you may encounter. Please refer to the contact number printed on the back of this guide when contacting the HealthLink Help Desk. HealthLink is supporting ACT Health and participating sites in the transition to electronic referrals into the Ambulatory Care Department.

2 Before you begin

2.1 System Requirements for Medical DirectorYou require Medical Director 3.11 or above to utilize this feature. Your HealthLink representative will assist you in ensuring that Medical Director is configured correctly to send and receive HL7 referral messages.

2.2 System Requirements for HealthLink

Your HealthLink representative will assist you in ensuring that HealthLink is configured correctly to send and receive HL7 referral messages.



3 How does HealthLink messaging work?

Your practice has been allocated an EDI Account (known as HealthLink Box in Medical Director), located within HealthLinks' Messaging Exchange. This account holds all your outgoing and incoming messages that are collected on a regular basis.

All message transfer happens through HealthLinks’ secure network over an internet connection at your surgery.

In addition to this standard message exchange referral messages are now handled via the MDExchange (MDx) server. Your practice will have a MDx server which then sends messages to HealthLink.



4 Outpatient Referral Process

The patient referral arrives in the Outpatient Department and Admin staff check their database for Referrals to be Registered.Each referral is reviewed to ensure that all relevant data fields are completed. If any critical information is missing they will RETURN it to the GP in the form of a status message.

If all information is present the referral will be processed and a TRIAGE category will be assigned depending on the clinical priority and severity of the patient referred. (Timeframe 1-3 days).

According to the Triage category the referral will be booked and a status message with the Triage Category date and time of the booking, Specialist, speciality, etc. Will be sent to the GP. (Timeframe 1-2 days from Triage)

Please note: From the date that the referral arrives to the date a booking is processed should be achieved within a 7 day timeframe.

4.1 Cancelling Referrals

In order to cancel a patient referral please contact the outpatient department.

4.2 Urgent Referrals

If this referral is URGENT please send via MDx /HealthLink and also phone the relevant outpatient department.



5 Setting up the Medical Director Address book

Each specialist that you wish to send referrals to needs to have an address book entry.

An address book entry for The Canberra Hospital e-referrals needs to be created. This is copied from an Online MDX address book and will be done for you during implementation.

Open a blank patient letter (F8)Click on File>Select MDx ExchangeIn the “Send via MD Exchange” pop up select the “To:”fieldIn the Select MDExchange Recipient enter the facility id “actheref” (please note that the facility id must be accurate, in order to bring up the correct details)

Click on search. A list of Health Providers/Clinics with this facility id will be displayedSelect one Health Provider/Clinic from the list to use as a template Save to the local address book.



6 Importing the ACT eReferral Template

From the main menu screen Select Tools > Letter writerWhen in the letter writing screen select File > Modify templateWithin the User defined tab > Select Blank template > Click OpenThe screen will open up to a blank word document

Select File > Import > Select the template you wish to uploadOnce you have completed your template Click > File > Save as template > Enter Template name > Save



7 Creating a New Referral

Select your patient (F2) and click okPress (F8) to create a New Letter Select file > New (Ctrl+N)In the User defined box select ACT Referral > Click OK



Enter the name of the Specialist you are referring toMatching address book entries will be displayed in the pane below, alternatively in the “Category field” select the Providers specialty from the drop down list. Click OK to select the correct specialist for this referral.

7.1 Investigation Selection

To insert additional diagnostic information tick the tests required and click OK.



7.2 User defined fields

To complete your referral you must enter information in the fields displayed. This will automatically update your referral.This information is used to triage your patient and make an appropriate booking.Review your referral, any changes can be updated directly into the template.

7.3 Sending your Referral

To send your referral Click on File > Send via MDExchange or select the MDx Button on your toolbar



Click on the To button

Search for ACT eref and the address will auto complete and offer the address book entry for The Canberra Hospital e-referralsHighlight the recipient and click To-> and OK.



Your ACT referral must be sent as “Plain Text”Click Send



8 How do I know that my referral has been sent and received?

It is important if you are sending referrals or any other types of messages, to check that they are actually being received by the recipient.

Once you have sent a message, the recipient’s system will inform you, by way of an acknowledgment.

Within the patient file click on the “MDExchange” tab

The status of the referral sent will be updated as follows

Status Message ProgressAwaiting transmission

The message is sent to the practice server

Sent Referral is sent from your practice server to the MDx server

Transferred to HealthLink

Referral is sent from MDx to HealthLink

Accepted ACT Health has successfully received your referralFailed transferring to HealthLink

Connection between MDx and HealthLink. Contact HCN or HealthLink for further assistance

Rejected by HealthLink

Incorrect EDI address/ Message failed HealthLink validation. Contact HealthLink for further assistance



AustraliaPhone toll free: 1800 125 036

7.00am – 7.00pm Monday-Friday (AEST)Australian Fax Toll Free - 1800 151 146

Email: [email protected]

If there is a communication problemMake it our problem

www.healthlink.net

ACT eReferral HealthLink project supportNikki Breslin

Email: [email protected]: 0401 383 544


mailto:[email protected]

http://www.healthlink.net/

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