Knowledge base » Release Notes - epi-me » 2022/11/30 Release Notes for the Epi-me SJGHC Mental Health Release
2022/11/30 Release Notes for the Epi-me SJGHC Mental Health Release
External Referrer portal
Included in this release is a new external Referrer portal which allows referrers and their staff to manage referrals and send them directly to the hospital. Referrers register to use the portal using the create user button on the Referral portal login page (https://sjogreferral.eadmissions.org.au), in much the same way that patients register on the patient portal.
Once logged in referrers can see all referrals within their practice, create new referrals using new and existing patients within their practice and view the status of referrals in real time (see screenshot below). Referrers can view key information about all referrals within their clinic at a glance from the worklist. Referrer's can use the 'Manage additional users' tab in their practice to give other clinicians and administration staff access, such as practice managers. For referrals with a status of 'Declined/Cancelled By Hospital' the reason for declining the referral (entered by Caregivers at the hospital) displays to the referrer by hovering over the 'X' on the worklist. Referrers can use a number of helpful filters to find specific Referrals they have created.
Referral Worklist - Caregiver Portal
As well as being sent to the hospital from the External referrer portal, Mental Health referrals can be created from the internal Caregiver Referral worklist. This can be accessed from the Caregiver portal by Selecting the 'Forms' tab and then 'Referral Forms' will display the Referral Worklist for Caregivers.
Once on the worklist caregivers can create Mental health Referrals as well as see the list of referrals by facility and status on the worklist. The column on the far left displays to the caregiver if the referral has been submitted by an external referrer via the Referrer portal (E) or has been created internally by a Caregiver (I).
Mental Health Referrals
Creating Mental health referrals allows referrers and caregivers to submit the referral, set the expected date of admission as well as upload any documents including consents and medication lists. This is done securely and electronically. Internal referrals being created or reviewed on the Referral worklist allow Caregivers to enter Admitting Doctor details and record contact with the patient as well.
Once a referral is created it goes into a status of "New" on the referral worklist and can be reviewed and submitted by the Caregiver. Once submitted the Caregiver can use the followup forms icon in the 'Actions' column of the worklist (see below screenshot) to invite the patient to complete their admission as well as create the assessment.
Inviting Patients to complete their Mental Health Admission
Using the 'Invite' button Caregivers can review the patient's contact information is correct and then send an invite to the patient to complete their Mental health Admission to their email or via SMS message.
Using the link in their email or SMS message, patients are prompted to log in to the SJOG My Admission portal and enter their details for admission if they are new or existing users. No patient details are sent in the invite but the admission electronically links to the referral and later the assessment so that all of the details entered by the patient can be viewed by the Caregiver when completing the assessment. The questions on the form include the majority of the acute Patient Registration Form and Patient Health Questionnaire but further specific Mental health questions are asked on 3 additional pages as well as on the Mental Health Admission details page. If the patient fully completes or even partially completes their Admission, the Caregiver is able to copy those details into the assessment, or fill them in with the patient over the phone or in person.
Creating the Mental Health Assessment
Once the Mental health admission is complete, or if the Caregiver is completing the admission whilst in consultation with the patient the assessment can be created using the followup forms icon on the actions column in the worklist. When creating the assessment, Caregivers can add the Mental Health admission if it is completed or any previous admission the patient has completed (including acute). This will pre-populate the admission pages of the assessment form with the patient's previous responses, except for admission specific questions.
Once the assessment is created Caregivers can enter the patients details, the assessment questions and notes and perform the Mental Health screening as well as record the outcome of the assessment. Caregivers can verify if the patient's details are correct on the Mental Health Assessment Outcome page to signify that the patient can be sent an IFC through the portal. Once the assessment is submitted it is then sent to webPAS.
New Form Configurations on Mental health Forms to Show/Hide Questions
The following form configurations have been added to change questions on the Mental Health referral, admission and assessment:
MH_REFERRAL_INCLUDE_ROOM_TYPE - When set to False this hides the Room type question on the Mental Health Referral page.
MH_REFERAL_ALTERNATE_LABEL_FOR_DIAGNOSIS - Relabels the Diagnosis field as 'Reason For Enquiry'.
MH_SCREENING_ALTERNATE_LABEL_FOR_SUBSTANCE_ABUSE - Relabels the question on 'Substance Abuse' to 'Substance Use' on the Mental health Screening page (page 10 of the Mental Health Assessment)
Mental health Screening - Comments fields made Mandatory
The comments on the Mental health Screening page have been made mandatory so that any 'Y' yes response to any of the questions forces the Caregiver to enter a comment.
Mental Health Admission/Assessment
Episoft have changed the Mental health Admission/assessment order to put the Mental health question pages at the start of the form.
IFCs for Mental health Admissions
Episoft have enabled the IFC workflow for Mental Health admissions, currently this will only be sent to the patient when the PRF and PHQ is fully submitted but as part of a further imminent release Episoft will enable this functionality for a partially submitted admission (PRF submitted).
Outstanding Bugs: -The following are outstanding issues from UAT testing which will be fixed in a subsequent release
New Form Configuration to hide the additional Special Diet / cultural needs question on the Forms
On page 3 of the Mental health Admission and assessment forms there is currently an additional special diet / cultural needs question when this question is asked in the PRF. This will be removed
Minor Typo in Referral Status Dropdown List
There is a minor typo in the 'Admission Form Complete - Ready For Assessment' Status which will be fixed in the next imminent release.
Invite Patient to Complete Mental health Admission button
The Invite Patient to Complete Mental health Admission button still displays after an assessment is complete, this should be hidden once the assessment is submitted. This will be fixed in the next imminent release.
External Referrer Portal - Status list changes on Search
On the External Referrer Portal the list of Statuses changes when the search button is selected and displays incorrect options. This will be fixed in the next imminent release.
Mental health Admission - Pages not copying Forward
The Three Mental Health question pages do not copy forward to a subsequent admission. This will be fixed in the next imminent release.
Included in this release is a new external Referrer portal which allows referrers and their staff to manage referrals and send them directly to the hospital. Referrers register to use the portal using the create user button on the Referral portal login page (https://sjogreferral.eadmissions.org.au), in much the same way that patients register on the patient portal.
Once logged in referrers can see all referrals within their practice, create new referrals using new and existing patients within their practice and view the status of referrals in real time (see screenshot below). Referrers can view key information about all referrals within their clinic at a glance from the worklist. Referrer's can use the 'Manage additional users' tab in their practice to give other clinicians and administration staff access, such as practice managers. For referrals with a status of 'Declined/Cancelled By Hospital' the reason for declining the referral (entered by Caregivers at the hospital) displays to the referrer by hovering over the 'X' on the worklist. Referrers can use a number of helpful filters to find specific Referrals they have created.
Referral Worklist - Caregiver Portal
As well as being sent to the hospital from the External referrer portal, Mental Health referrals can be created from the internal Caregiver Referral worklist. This can be accessed from the Caregiver portal by Selecting the 'Forms' tab and then 'Referral Forms' will display the Referral Worklist for Caregivers.
Once on the worklist caregivers can create Mental health Referrals as well as see the list of referrals by facility and status on the worklist. The column on the far left displays to the caregiver if the referral has been submitted by an external referrer via the Referrer portal (E) or has been created internally by a Caregiver (I).
Mental Health Referrals
Creating Mental health referrals allows referrers and caregivers to submit the referral, set the expected date of admission as well as upload any documents including consents and medication lists. This is done securely and electronically. Internal referrals being created or reviewed on the Referral worklist allow Caregivers to enter Admitting Doctor details and record contact with the patient as well.
Once a referral is created it goes into a status of "New" on the referral worklist and can be reviewed and submitted by the Caregiver. Once submitted the Caregiver can use the followup forms icon in the 'Actions' column of the worklist (see below screenshot) to invite the patient to complete their admission as well as create the assessment.
Inviting Patients to complete their Mental Health Admission
Using the 'Invite' button Caregivers can review the patient's contact information is correct and then send an invite to the patient to complete their Mental health Admission to their email or via SMS message.
Using the link in their email or SMS message, patients are prompted to log in to the SJOG My Admission portal and enter their details for admission if they are new or existing users. No patient details are sent in the invite but the admission electronically links to the referral and later the assessment so that all of the details entered by the patient can be viewed by the Caregiver when completing the assessment. The questions on the form include the majority of the acute Patient Registration Form and Patient Health Questionnaire but further specific Mental health questions are asked on 3 additional pages as well as on the Mental Health Admission details page. If the patient fully completes or even partially completes their Admission, the Caregiver is able to copy those details into the assessment, or fill them in with the patient over the phone or in person.
Creating the Mental Health Assessment
Once the Mental health admission is complete, or if the Caregiver is completing the admission whilst in consultation with the patient the assessment can be created using the followup forms icon on the actions column in the worklist. When creating the assessment, Caregivers can add the Mental Health admission if it is completed or any previous admission the patient has completed (including acute). This will pre-populate the admission pages of the assessment form with the patient's previous responses, except for admission specific questions.
Once the assessment is created Caregivers can enter the patients details, the assessment questions and notes and perform the Mental Health screening as well as record the outcome of the assessment. Caregivers can verify if the patient's details are correct on the Mental Health Assessment Outcome page to signify that the patient can be sent an IFC through the portal. Once the assessment is submitted it is then sent to webPAS.
New Form Configurations on Mental health Forms to Show/Hide Questions
The following form configurations have been added to change questions on the Mental Health referral, admission and assessment:
MH_REFERRAL_INCLUDE_ROOM_TYPE - When set to False this hides the Room type question on the Mental Health Referral page.
MH_REFERAL_ALTERNATE_LABEL_FOR_DIAGNOSIS - Relabels the Diagnosis field as 'Reason For Enquiry'.
MH_SCREENING_ALTERNATE_LABEL_FOR_SUBSTANCE_ABUSE - Relabels the question on 'Substance Abuse' to 'Substance Use' on the Mental health Screening page (page 10 of the Mental Health Assessment)
Mental health Screening - Comments fields made Mandatory
The comments on the Mental health Screening page have been made mandatory so that any 'Y' yes response to any of the questions forces the Caregiver to enter a comment.
Mental Health Admission/Assessment
Episoft have changed the Mental health Admission/assessment order to put the Mental health question pages at the start of the form.
IFCs for Mental health Admissions
Episoft have enabled the IFC workflow for Mental Health admissions, currently this will only be sent to the patient when the PRF and PHQ is fully submitted but as part of a further imminent release Episoft will enable this functionality for a partially submitted admission (PRF submitted).
Outstanding Bugs: -The following are outstanding issues from UAT testing which will be fixed in a subsequent release
New Form Configuration to hide the additional Special Diet / cultural needs question on the Forms
On page 3 of the Mental health Admission and assessment forms there is currently an additional special diet / cultural needs question when this question is asked in the PRF. This will be removed
Minor Typo in Referral Status Dropdown List
There is a minor typo in the 'Admission Form Complete - Ready For Assessment' Status which will be fixed in the next imminent release.
Invite Patient to Complete Mental health Admission button
The Invite Patient to Complete Mental health Admission button still displays after an assessment is complete, this should be hidden once the assessment is submitted. This will be fixed in the next imminent release.
External Referrer Portal - Status list changes on Search
On the External Referrer Portal the list of Statuses changes when the search button is selected and displays incorrect options. This will be fixed in the next imminent release.
Mental health Admission - Pages not copying Forward
The Three Mental Health question pages do not copy forward to a subsequent admission. This will be fixed in the next imminent release.
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