Integrated Referral Management System (IRMS) · 2021. 1. 21. · 4. Navigating E-Referral system...

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6 Rejected/ Withdrawn CH/hospices referrals ---Slide 61- 69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


2. Medical Report



5. Therapist Report *if patient is known* ( PT/ OT/ ST )


7. Genogram

4. Navigating E-Referral system

* Mandatory

* Non-mandatory

Note: * Information required for Nursing Home Submission


2. Medical Report



5. Therapist Report *if patient is known* ( PT/ OT/ ST )

6. Genogram


4. Navigating E-Referral system Information required for

* Mandatory

* Non-mandatory

Note: * Information required for DRC / DDC / CEL Submission

www.aic.sg

http://www.aic.sg/

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

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

Select the organization,

application and role

18

Legacy CH system successfully launched

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

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.


29

Note: *Referral Source will key in SAP case no/ Patient NRIC to retrieve patient referral details.


30


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


32


S1111111A

* Remember to click on Save


Note: *After saving, different tabs would appear for different services


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


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


45

5.1 Create new Referral Svc App

46


Brief Social History would be mandatory for Hospice Referral

Note:

47


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


Note: *For Hospices referrals, Previous Functional Status is not necessary

Note: * Information required for Initial Hospice Submission

50


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



Note: * This is also considered as an appeal


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

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