Engage Consult Encompass LT Installation and Setup Guide

Engage Consult & Encompass LT Installation and Set-up Guide (Systm. One) Engage Consult. Limited En. Compass – Installation and Set-up Guide (Systm. One) ©Engage Health Systems June. LT 2019 engagehealth. uk

‘Effective’ e-Consultation principles • Remote – responsive web app supporting a range of devices • Asynchronous – supports 24 x 7 access with in-hours GP response • Structured – information provided by patient is well presented • Workflow – ensuring timely and flexible ‘team’ response • Integration – attachment of encounter to clinical systems • Scalable & adaptable – Primary Care, Oo. H, Outpatients page 2 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Engage Consult as a system Engage Consult Patient / carer online access page 3 Tailor for individual practice use Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) My. WA - Engage Consult control centre The heart of the system Tailor for individual practice use Engage Consult - En. Compass LT GP / Staff workflow engagehealth. uk

Contents • Slide 5: 1. Setting up My Wiggly Amps (My. Wa) • Slide 9: 2. Setting up En. Compass LT • Slide 27: 3. Setting up Engage Consult • Slide 39: 4. Downloading and running the Engage Client (“Vixie”) • Slide 41: 5. Setting up Systm. One to link with Encompass LT • Slide 45: 6. Confirming En. Compass LT link to your Systm. One • Slide 57: 7. Workflow and attaching information to patient record • Slide 65: 8. Interacting with Engage Consult Account Holders and using secure, 2 -way messaging • Slide 73: 9. Configuring the Patient Portal View • Slide 76: 10. Troubleshooting and Support page 4 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

1. Setting up “My Wiggly-Amps” “My Wiggly Amps” (or My. Wa for short) is the web-based control module for the whole system. This is you configure the messages you want your patients to see when they use Engage Consult, and which members of staff are available to respond to consultation requests via Engage Consult. It’s also where you set up your individual users and groups for Encompass LT – the workflow module for Engage Consult. We have already licensed your usage of Engage Consult and Encompass LT so you can simply complete the sign-up process and then login to your version of My. Wa at: https: //my. wiggly-amps. com/ Please save this URL to your browser favourites page 5 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Click “Sign up” page 6 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Complete details, agree to the terms and click Submit. An email will be sent to you to complete registration and password setting. page 7 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

The registration process is completed once you have set-up and confirmed your password. This link will be sent to you via the email you supplied in the registration form. PLEASE save your password for future use! page 8 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

2. Setting up En. Compass LT Now we have set up the practice in My. Wa, we’ll first set up Encompass LT, the workflow element of Engage Consult. Let's go back to the My. Wa homepage https: //my. wiggly-amps. com/ We’ll use the EHS demo surgery “Blue Surgery” to show this. page 9 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Go to Encompass LT page 10 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Click on Groups page 11 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Create a Group called Incoming Requests page 12 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Now click on Groups again page 13 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Create convenient ‘Group’ names that can take messages e. g. Reception/administration, pharmacy, GPs, Nurses etc. Groups can be added to and should reflect how the Practice operates. N. B. Individuals (colleagues) are each able to ‘cover’ for Groups as well as each other. page 14 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

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IMPORTANT! Individuals do not actually “belong” to any given Groups are general inboxes set up for functional units within the practice such as GPs, Practice Nurses, Receptionists etc. Individuals can choose to cover these groups – that is, monitor and respond to messages that are posted to the group, if they have clicked the cover function. page 16 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Now click on Staff page 17 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Add in your email and click “User Can Accept Messages” then add in the name you want to display to users on the screen. page 18 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

A sensible precaution! page 19 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Here’s the email… you click on link page 20 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Fill in the form, click Submit page 21 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Another email is now sent to set up and confirm password page 22 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Verification and password set up email page 23 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Password and password verification page 24 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

OK, you are up and running, you can now log out! NB WE DO NOT USE CHROME/INTERNET EXPLORER TO USE ECOMPASS LT. We will be using the Engage Client (also known as “Vixie”). page 25 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Repeat the process to invite other members of staff to become registered users of En. Compass LT. However they should only do it when they have time to register as the password must be set up and confirmed within 48 HOURS of receiving the invitation to register from the system administrator. PLEASE ASKE THEM TO FOLLOW THE EMAIL PRMPTS AND NOT SIMPLY CLICK “SIGN-UP” on the Engage Client (“Vixie”) login screen. page 26 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

3. Setting up Engage Consult Let’s return to the My. WA homepage: https: //my. wiggly-amps. com/ page 27 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Click on Engage Consult and choose settings page 28 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Select En. Compass LT, select the Group or Individual you wish to be the default landing point in the practice for all requests from the drop-down list and click on Save Delivery Method. You can also elect to send notifications via email that Engage Consults requests have arrived in En. Compass LT. page 29 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Configure your own messages, remember to click save message after each change. We will help you with these and you won’t need them until you are ready to go live with real patients. Save each field after each change. page 30 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

For now, set a long response time window so you can test out of usual surgery hours. Before you go live, set the start and finish times for the Engage Consult (call-back) Times’ in which the patient can contact you and in which you commit to get back to the patient on the Same Day with an appropriate response. Open before surgery starts and close before surgery ends to ensure good flow. Save the times when finished. N. B. Times can be changed on the fly for training days, bank holidays etc. Save each field after each change. N. B. you can choose if you want to accept Medical assistance requests outside of the same day response window. page 31 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

You can choose, if you wish, to add in the staff, gender and role details that you want to show to patients as being available to take Engage Consults. You can simply limit this to Admin Team, Duty Doctor and Duty Nurse, OR none at all, if you so wish. Save each field after each change. page 32 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Do you want scale and instrument outputs to be displayed in the patient view? (Default is NO) Allow users to login and register for an EC Account? (default is YES) page 33 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) Allow patients to indicate a good call-back time (default is YES) engagehealth. uk

Decide where you want the ideas, Concerns and Expectation (ICE) questions to be placed in the consultation flow – can choose different ICE position options depending on consultation type: New Problem, Existing Condition or Get back in touch. page 34 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Write the content of your Ideas, Concerns and Expectation (ICE) questions you – can write different text depending on consultation type: New Problem, Existing Condition or Get back in touch. The default setting is 3 questions, but you ca choose 1 or 2 – or add as many additional questions as you like. page 35 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Choose an age restriction for a USER (a parent/carer can still use the system for their child/child in their care: • No restriction • 12 and over • 13 and over • 14 and over • 15 and over • 16 and over • 17 and over • 18 and over Many practices choose 16 and over but it is an individual practice call. page 36 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Now select Engage Connect menu option and choose “Links”. Choose the portal non-embedded link to share with your colleagues for testing with dummy patients. Make sure you save this to your favourites as Engage Consult Patient Portal (or similar) for future reference. page 37 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Now you have set up user and groups in En. Compass LT and configured Engage Consult for pre-fulldeployment testing, it’s time to download the modified browser, the Engage Client (also known as “Vixie”) so that you can run En. Compass LT in the mode necessary to link securely with your Systm. One. page 38 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

4. Downloading and running Vixie The Engage Client – Vixie - is EHS’s proprietary browser that runs in MS Windows providing integration with most GP clinical systems, including Systm. One, Systm. One and Vision. Encompass LT is our cloud-based workflow application for Engage Consult that runs within Vixie. Download Vixie at: https: //download. wiggly-amps. com/vixie. exe Following download, DO NOT RUN VIXIE!, simply move Vixie to a SHARED folder that everyone who will be using the system will have access to. You may wish to create a sub-folder, Engage Consult and copy it to that location. page 39 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Navigate to the shared folder you have created for the Engage Client (“Vixie”) and simply right-click on the Vixie icon and choose “Create shortcut”. Copy the shortcut to the desktop – for every user of Encompass LT page 40 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

5. Setting up Systm. One to link with Encompass LT FIRST: simply open your Systm. One. THEN: Start the Engage Client (“Vixie”) from your desktop shortcut. page 41 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

1. On the ‘Connect to’ tab select the System option, ‘Systm. One’ 2. Now enter your Systm. One site code and click OK 3. Close down and then RESTART Vixie page 42 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Click “Approve”. page 43 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Engage Client (“Vixie”) is now liked to Systm. One. Log-in to the Engage Client to continue. Click “OK”. page 44 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

6. Confirming En. Compass LT link to your Systm. One page 45 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Click on Engage Client (“Vixie”) shortcut and Login. DO NOT use “Sign Up Here”. page 46 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Go to view messages page 47 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

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Click “View” on a message page 49 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

2. Engage Client is linking with your Systm. One database. There’s only 1 patient who shares the patient-entered data. 1. Patient not yet matched in the clinical system. page 50 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) 3. If you are happy this is likely to be correct patient, click here. engagehealth. uk

2. RCGP and NHS Digital say the patient should still be verified; what are the options? 1. Patient now matched. This means they are linked to the patient record in the clinical system and we can open the record from here. page 51 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Choose the verification option that works best for your Practice. Admin staff can always simply link the patient and the person calling back (either a clinician or an admin staff member) can always double check the identity (as they always should!). page 52 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Patient now matched and identity verified. page 53 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Clicking here will open the patient record in your Systm. One. page 54 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

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7. Workflow and attaching information to patient record. page 56 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

1. Type a note and click “Add and assign to” 2. Select (e. g. ) Practice Nurses page 57 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

It’s now in their workflow. page 58 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Nurse drafts a note about the call and clicks “Add”. page 59 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Clicks on blue Action button and selects “Send to clinical”. page 60 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

1. Can choose to add in some detail. 2. Click “Send PDF to Clinical” page 61 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

1. Now attached to Patient Record Journal. 2. Click “Open patient record in clinical system”. page 62 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Report now attached. Double click to retrieve and view. page 63 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

8. Interacting with Engage Consult Account Holders and using secure, 2 -way messaging page 64 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Joan has contacted surgery again, but this time she has created an account and asked to use secure, online 2 -way messaging. page 65 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

This time when we verify her identity we are left in NO DOUBT we must be VERY SURE. Once an account holder has been verified, they will not go through this process again when the Practice receives a request for help in the future. The Practice could simply call her or perhaps use the message function - to ask questions based on patient record info that only the patient would know, to verify their identity. page 66 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

2. Type in response and click “Send to patient”. 1. Click “Acknowledge this message”. page 67 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

1. NB the read receipt. 2. Acknowledge. 3. The reply; responses are automatically added to the original consultation request. NB: Patient CANNOT instigate further messages unless the practice sends a further message first. page 68 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Sending to Clinical: all messages (both ways) and the initial consultation request are aggregated into one document which is then attached to the patient record. page 69 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

NB: an episode cannot be completed (taken out of the workflow) UNLESS all messages are acknowledged FIRST> page 70 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Ticking “Show completed” allows completed episodes to be viewed (they are shaded to distinguish). page 71 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

9. Configuring the Patient Portal View page 72 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Engage Connect setting allows you to prioritise positions of links in the patient portal view by licking on the up and down arrows. Links can be removed from the portal view by simply unticking the tick by the word “portal” in the blue box. Clicking “Edit” Allows you to customise a link – add in new link, change the title and subtitle, the icon and the button colour. Changes are saved by clicking “Save Engage Connect Services” in the blue banner at the bottom. New buttons can be added by simply clicking the green “Add New Button” banner at the bottom. Only click “Save Engage Connect Services” when you are happy with your changes. page 73 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Engage Consult is now ready for thorough testing with your staff. Once you are all happy that you know how best to use the system, you can then “go live” with patients. In-depth advice on launching the service may be found in the user guide, too. If you have had any problems with the installation and set-up please consult the troubleshooting and support information on the final slide. page 74 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

10. Troubleshooting and support If you have had any problems with the installation and set-up of any element of Engage Consult, please contact the Support Desk: Support desk helpline: 01263 834648 (08: 00 -17: 00) Send message at: https: //engagehealth. uk/support/ For advice concerning the use of Engage Consult and En. Compass LT, daily Monday to Friday (07: 30 -19: 30): David Ripper: david. ripper@engagehealth. uk – 07943 713718 Chris Hanney: chris. hanney@engagehealth. uk – 07939 201324 page 75 Engage Consult En. Compass LT – Installation and Set-up Guide (Systm. One) engagehealth. uk

Sales Support t 01263 888 330 t 01263 834 648 e sales@engagehealth. uk Engage Consult En. Compass LT – Installation and Set-up e. Guide (Systm. One) support@engagehealth. uk