March 2017
Issue 3
LiveWire
In this Edition:
Items you need to know right now:



Electronic Referral Service

Information Governance
GP Referral Pro Formas – avoid
using the Turning Point form!

GP Pro Forma Referral

DXS
EPSr2 & GP2GP Utilisation
Updates

EMIS Web User Group

EMIS Web Resource Publisher

EPSr2

GP2GP Utilisation Update
Electronic Referral Service
2WW Directly Bookable Services
Following on from previous announcements about developing directly
bookable services (DBS) for 2WW to exclude cancer, the following
specialties are now live:

Breast cancer and symptomatic breast problems - Monday 6th
March 2017

Dermatology – Monday 13th March 2017

Endocrine – Monday 20th March 2017
Dates are awaited for the remaining specialties to move onto ERS directly bookable. In the
meantime 2WW referrals to these specialties should be emailed in the normal way.
Although the gold standard is for the patient to leave the GP Practice with a 2WW appointment
booked (booked either directly by the GP or by an administrator – which could be done on the
phone to the patient), this is not always possible and some patients will leave with a letter to book
their own appointment (either directly themselves through the eRS website or using the national
telephone line (TAL)). If the patient doesn’t find any available slots for appointments the terminology
used is not ‘Defer to Provider’ but ‘Forward to Clinic’ on the website. It may be easier in this
circumstance for the patient to use the TAL as the helpful operators can lead the patient through the
process.
It is important that patients are aware that this is to exclude cancer and that they need to make the
appointment in a timely fashion. If the booking is left to the patient, it is important that GP Practices
monitor and check the work lists on the eRS system to make sure an appointment has been booked
so that the patient can be followed up if necessary.
A full set of training documents around this are available in the eRS document folder on:
http://occg.oxnet.nhs.uk/GeneralPractice/Docs/eRS%20Teaching%20Documents/
if you would like any individual practice training, please contact Lynne Colley at the CSU Tel: 07747
455955 (email: [email protected]),
If you have any ERS problems with the OUHT services you can also contact:
Lesley Pinfold – Operational Service
Manager &ERS Lead
Oxford University Hospitals NHS
Foundation Trust
01865 572556
 [email protected])
Ben Clark - ERS Directory Services Manager,
Oxford University Hospitals NHS Foundation
Trust
01865 743350
 [email protected])
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Information Governance
Sending email securely
Please remember to take care when sending patient confidential data
(PCD) to ensure it is sent securely and that the recipient has a right to
receive it!
NHS.net is a secure email and information sent from NHS.net to NHS.net
is secure. Please follow the checklist below before emailing PCD to any
external parties:

Make sure it is acceptable to send personal information by email (note: PCD should not be
sent to the CCG except for IFR, CHC and safeguarding purposes)

Confirm the accuracy of the email addresses

Check that everyone on the copy list has a genuine ‘need to know’

When referring to patients or service users use the minimum identifiable data

If sending patient data to an unsecure email, encrypt the email following nhs.net procedures
(https://s3-eu-west-1.amazonaws.com/comms-mat/TrainingMaterials/Guidance/encryptionguide.pdf).

Obtain “Informed Consent” as the legal basis to send PCD to a patient’s unsecure personal
email account (e.g. Hotmail/Yahoo/Gmail) explaining to the patient that whilst your practice
take steps to ensure information is sent securely you accept no liability for the security of
their accounts or risk of interception by family members

Include a “disclaimer” within the email affirming that your Practice accepts no liability for
any breach of confidentiality that results from sending emails to unsecure environments
unless there has been a clear error by the GP Practice (e.g. sent to wrong email address)

For a list of secure domains and further guidance sending information securely using
NHSmail please see: http://support.nhs.net/policyandguidance
Lindsay Blamires – GP IG Manager (Berkshire, Buckinghamshire & Oxfordshire)
NHS South, Central & West Commissioning Support Unit
07741 006028
 [email protected]
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GP Referral Pro Formas
News and release notification March 2017
Turning Point Addictions referral form
A couple of practices have let us know that Turning Point has sent its own Turning Point –Addictions
electronic referral form in .rtf format to GP practice managers, asking them to send it to all GPs ‘so they
use this correct form’.
The form sent out from Turning Point will not auto populate with patient data and differs considerably
from our own pro forma - Addictions Service (Turning Point) Referral - which was developed in liaison with
Turning Point and has recently been upgraded to v2.6 to include additional test results (at the request of
doctors working at Turning Point, but not included in their own form!).
We have contacted Turning Point asking them to desist from distributing their own forms and to let the GP
Pro Formas Team know if they require any changes to our pro forma.
Using the pro formas available from OCCG intranet Pro Forma Library, as described above, is always the
preferred option to achieve efficient and accurate referrals. Please let us know if you receive any other
rogue forms directly from service providers.
Zip folders containing full sets of referral pro formas can be found in the OCCG Proforma Library here or via
the link in the banner at the top of pages in the General Practice > Clinical Guidelines section of OCCG
intranet.
EMIS Web Resource Publisher
Please let us know when you get notice of Resource Publisher activation. Once it is installed, the
management of pro formas will differ from the current methods and we can advise how to approach
importing and maintaining them.
EMIS practices – importing pro formas
The zip folder OCCG EMIS pro formas (with a suffix showing the date it was updated) contains all of the
EMIS referral pro formas currently in use. It can be imported in one step from within EMIS Web.
Also in the Pro Forma Library, there is a document called ‘How to update your OCCG EMIS Web Document
Templates’.
By following the instructions to import the single zip folder, and removing all old templates which have
been replaced, you will quickly acquire a set of approved and up-to-date pro formas.
Vision Practices – importing pro formas
Release of these pro formas is not always concurrent with the EMIS forms as they require further
processing.
The zip folder OCCG INPS pro formas (with a suffix showing the date it was updated) contains all of the
InPS pro formas currently in use.
Some of the pro formas have been upgraded to include SmartTags, which reduces the need to enter data
by hand. They can be identified by a suffix of ‘s’.
The individual templates are no longer available in their previous locations on the intranet.
February 2017 pro forma updates
Pro forma name
Version
2WW Suspected Colorectal Cancer
v6
2WW Suspected Gynaecological Cancer excluding Ovarian
v5
2WW Suspected Haematological Cancer
v5
New, or reason
for update
 Revisions to
formatting,
layout and
content
agreed with
services
following last
year’s NICE
guidelines
update
 Revisions to
formatting,
layout and
content
agreed with
services
following last
year’s NICE
guidelines
update
 Revisions to
formatting,
layout and
content
agreed with
services
following last
year’s NICE
guidelines
update
2WW Suspected Head and Neck Cancer
v5

2WW Lung Cancer
v5

2WW Suspected Malignant Melanoma or Squamous Cell Carcinoma
v5


2WW Suspected Ovarian Cancer or Benign Ovarian Cyst
v5

Revisions to
formatting,
layout and
content
agreed with
services
following last
year’s NICE
guidelines
update
Revisions to
formatting,
layout and
content
agreed with
services
following last
year’s NICE
guidelines
update
Revisions to
formatting
and layout
agreed with
services
following last
year’s NICE
guidelines
update
NB. This pro
forma has
been
renamed. Pl
ease ensure
you
deactivate
the pro
forma for
2WW
Suspected
Skin Cancer
Revisions to
formatting,
layout and
content
agreed with
services
following last
year’s NICE
guidelines
update
2WW Suspected Sarcoma or Bone Tumour
v5

2WW Suspected Thyroid Cancer
v1

2WW Suspected Upper GI Cancer and Hepato-Biliary Cancers
v6

2WW Suspected Urological Cancer (Prostate)
v7

Revisions to
formatting,
layout and
content
agreed with
services
following last
year’s NICE
guidelines
update
This is a new
pro forma.
Formerly
suspected
thyroid
cancer was
included in
the 2WW
Suspected
Head and
Neck Cancer
referral pro
forma.
Revisions to
formatting,
layout and
content
agreed with
services
following last
year’s NICE
guidelines
update
Revisions to
formatting,
layout and
content
agreed with
services
following last
year’s NICE
guidelines
update
Mental Health Outpatients GP Report
v1


Part of an
initiative to
bring about
better
physical
health checks
for those
with severe
mental
health needs.
It is not a
Referral
Form, but
extracts data
from
individual
patient
records in
support of
care shared
with Mental
Health
services, who
will request
the data.
Single Point of Access Referral Information
v1



This is not a
pro forma for
referral to a
particular
service.
It is a
‘placeholder’,
a single page
document
detailing
services
which GPs
can refer to
via the Single
Point of
Access
Service
(SPA).
It will ensure
access to
helpful
information
enabling the
referral when
a keyword
search is
initiated in
GP clinical
systems.
Please write to us at [email protected] if you have any queries or comments about the referral
pro formas.
Jane Thurlow
Project Support Officer, Digital Transformation Team
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DXS
Removal of the OCCG local content from DXS
Attention: All DXS users
Purpose: Action
All local OCCG content will be removed from DXS on the evening of 31st
Mar 17. In conjunction with GPs the OCCG are considering the best
option for providing both local and national clinical guidance and pro
formas as a replacement for DXS. Various options are under
consideration and more information will be provided as soon as
possible. In the meantime all information can be accessed via the OCCG
Intranet and national guidance remains on DXS, ensuring a seamless
transition.
To ensure that local content has been removed, all users in each practice will need to complete the
steps below:
1. Launch DXS by clicking on the ‘Home’ button on the floating tool bar in EMIS
2. Click the ‘Update’ button
3. Allow DXS to run the update. This will complete the process and ensure that DXS local
content is no longer available.
If you have any issues with this
Alternatively contact:
process, please call:
The DXS support desk
01252 719 800, option 1
Sally Gifford, Decision Support Project Manager
07584 273946
 [email protected]
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Oxfordshire Practices EMIS Web User Group Meeting
(EWUG)
During April and May the CSU IT Training and Support Team will be hosting free EMIS user groups meetings
for the Oxfordshire practices. This will be an opportunity for practices to hear the latest EMIS updates, ask
any system related questions and share knowledge/best practice amongst the group. Please see below
details of the user group meeting to be held in the North:
11th April
Chipping Norton Health Centre
Further dates and venues for South, South West and City Centre localities will be announced soon.
Please contact [email protected] to book a place. Priority for the above date will be given to the
North Oxford practices in the first instance.
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EMIS Web Resource Publisher
EMIS Resource Publisher is a free update to the EMIS licence that
will replace Template Manager. When it is rolled out, you will see
changes to the EMIS button menu under Configuration. Template
Manager will be replaced by Resource Publisher.
OCCG approved resources such as document templates and data entry tools will be shared
straight into EMIS.
A controlled rollout of EMIS Resource Publisher is already taking place across Oxfordshire, but
it is not yet on general release.
You should be notified via your RSS feed on your EMIS Home Page when an activation date for
your practice is imminent. The message will appear similar to the image below.
In addition to this message, we will endeavour to keep you informed about future
developments.
Please could you notify us on [email protected] as soon as you get notice of an
upcoming Resource Publisher activation and tell us the best person to contact? This will allow
us to support you when it goes live and immediately afterwards if you need it.
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Electronic Prescription Service (EPSr2)
Update and recent utilisation figures – February
86% of Oxfordshire practices are now using EPS, with two having come
on board this month. Utilisation figures for February are well above the
national average and are available via the links below:



EPS utilisation figures
EPS Repeat prescriptions
EPS repeat dispensing
If you would like help with using EPS, or more information about repeat dispensing, please contact:
Lynne Colley – Senior IM&T Project Manager
NHS South, Central & West Commissioning Support Unit
07747 455955
 [email protected]
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GP2GP
Update and recent utilisation figures – February
A really positive picture this month with 56 practices achieving top score
(78%). National statistics show that currently a third of eligible new
patients joining practices don’t get their electronic health record
successfully requested and integrated, so we are doing really well in
Oxfordshire.
You can access the utilisation figures HERE.
An updated key activities guide is attached HERE. It also covers reducing the printing burden for
leaving patients, which applies to practices with GP2GP Version 2.2a and b.
If you would like any further information or help please contact:
Lynne Colley – Senior IM&T Project Manager
NHS South, Central & West Commissioning Support Unit
07747 455955
 [email protected]
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Wire is produced by the Digital Transformation Service team at South, Central and West CSU
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