The Radiology
Information
System
The Radiology
Information
Solution
81900373
Reception
The CRIS application is a Patient based information system, and it is therefore possible to register
patients and attendance details via any MODE. RECEPTION MODE is however recommended for
users who are exclusively responsible for registering patients and generating labels prior to their
examination as CRIS will automatically display or highlight the most appropriate screens and buttons.
PATIENT SEARCHING/REGISTERING
Before registering an attendance, you should establish if the patient's details already exist on the RIS or
PAS system, or whether it will be necessary to register the Patient on PAS (if applicable) prior to
registering a new attendance.
As a result, wherever possible you should aim to enter as much information as is available, although it is
possible to search using any relevant Patient no. (CRIS, Hospital, NHS, CHI, Event E-), or by entering a
combination of Surname, Forename, Sex or Date of Birth using any of the following formats:
16041976
160476
16/04/1976
16/04/76
16/4/76
16 4 76
16 4 1976
Having completed all information, press [Enter] on the last field (SEX) of Patient Demographics to initiate
the patient search.
Depending on what information has been entered, the combined CRIS patient search provides patient
matches based on the following:
- Closest Surname, Forename, DOB combinations
- Transposed Surname Forename (i.e. John Smith, instead Smith John)
- Soundex – Phonetic matching
- PAS - Patient from the HIS, PMI, PAS (Displayed in Green)
-Duplicate CHI/NHS numbers
Results are then ranked according to the closest possible match. CRIS Radiology records are displayed
in Blue, Unlinked PAS records in Green, and Duplicate Radiology records in Grey.
Please note: Occasionally you will also see blue C(RIS) Patient records highlighted in Yellow which indicate that a PAS record has been
linked to a C(RIS) record, and the demographic details have been amended via CRIS but not via PAS (i.e. there is a discrepancy between
the two system which should be correct via PAS).
It is also possible to re-order each column by clicking on any appropriate heading to order it numerically
or alphanumerically, or by clicking the [All Surname], [All Forename] function buttons.
EXISTING PATIENTS (DISPLAYED IN BLUE) - These patients will already have an existing record on
RIS. If there is already a hospital number associated with the record,, you should highlight their record
using the mouse, or by using [Tab or Down/Up Arrow] on the keyboard, and click the [Select] function
button, or press [Enter] on the keyboard to load their record. It is also possible to highlight a patient
record and double-click it to load.
PAS/HIS INTERFACE – If an interface exists to the Trust PAS/HIS (Hospital Information Systems) a
Match Patient screen may appear upon selecting the patient. This contains a list of patients with similar
demographic details that are already registered on PAS (displayed in green).
If none of the patient’s details match the patient you have loaded, click on [DON’T MATCH] However,
depending on local working practise you may need to consider registering your patient on your local PAS
in order to acquire a hospital number for your site
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If the patient details from PAS/HIS are more up-to-date click on [UPDATE]
If all patient details from PAS/HIS match the CRIS details click on [MATCH]
If the CRIS details are correct and the PAS/HIS details are incorrect press [F5] to clear the screen. It will
then be necessary to update the PAS System with the correct patient demographics. Once PAS has
been updated, reload your patient on CRIS using [F9] and click [Match] as all details should now match.
Please note: CRIS > PAS Linking is explained in more detail via
RIS_CRIB288_Linking_Patients_CRIS_PAS.doc. Alternatively if you do not have a PAS/HIS interface or
bi-directional PAS/HIS interface you should register and update patient demographics via CRIS.
Bi-Directional / Two Way Demographic Interfaces are rare. However in the event that your Trust or Site
does indeed have the ability to update PAS from RIS you should follow all of the above steps except in
the scenario where the CRIS details are correct and the PAS/HIS details are wrong. If this is the case
you should click [Match] to ensure that PAS is updated to match the CRIS demographic details and
proceed to update the CRIS record as normal. This will then update the PAS demographics, but will only
work if you have a bi-directional / Two Way Demographic interface.
Having loaded the patient record, the Events screen will appear and display the patient's complete
attendance history including All Requests (Pink Text) Examinations (Blue Text), any Outstanding
Appointments (Green text), Waiting List Entries, Orders (Red text) and DNA's/Cancellations (Grey
text).
New
An improved patient banner has been added to the system showing complete patient information at the
click of a button. Once the patient record has been loaded, the banner will cover the search fields at the
top of the screen. Users can expand the displayed information by double clicking contact information or
patient alarms; this will then load the ‘Patient Details screen to provide additional information.
In order to enter a NEW ATTENDANCE you should click on the [New Event] function button or press
[Esc] on the keyboard > > > Proceed to the next section titled 'Registering a New Attendance'.
Please Note: In the event that you have selected the wrong patient record, simply click on the Search
Tab or use [Alt - Arrow] to navigate back to the search screen in order to choose an alternative patient
record.
NEW PATIENTS – ***PLEASE NOTE THIS IS ONLY APPLICABLE TO SITES WHO DO NOT HAVE A
PAS INTERFACE OTHERWISE ALL REGISTRATIONS MUST TAKE PLACE VIA PAS***
If no appropriate matches are displayed, or you already know the patient has never been registered on
RIS click on the [New Patient] function button, or press [Esc] to begin entering their full details onto CRIS
via the Patient Details screen.
Complete all relevant demographic details as follows before proceeding to register an attendance
Field Name
Surname
Forename
DOB
Ethnic Origin
Sex
Title
Telephone
Postcode
Last Updated: DC 01/09/2009
Required Information
Complete as appropriate, or press [Enter] to the next field if pre-entered.
Enter the patient's postcode in two parts, pressing the [Space-bar] in between.
The system will attempt to automatically enter the patient's address from the
Post Code. Please Note: If the postcode is not known this field can be left blank.
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The Radiology
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The Radiology
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81900373
Address
If the address has been automatically entered, simply insert the house name or
number. If not automatically entered, enter the address in the lines provided.
Hospital No
CHI No
NHS Number
If known, enter this information to facilitate future searches.
Practice
GP
Current Ward
Current Referrer
Patient’s Status
Share Sensitive
Data Consent
Share Sensitive
Data Comment
Restricted Access
Home Address
Next Of Kin Address
If known, enter the code for the patients own GP, otherwise press the prompt
key [F4] to search. The system allows you to search for a GP practice by GP
Surname and / or Practice by entering only the first few characters, or full
name/practice to display a list of all possible matches to select from. To select a
practice and GP, highlight the required GP followed by their relevant practice
and click [OK]
This information is linked to the Practice Field and will be automatically entered
once the practice and GP is selected.
This information is linked to the Event Details and will be automatically entered
once the event is attended.
This information is linked to the Event Details and will be automatically entered
once the event is attended.
In order to register that the patient’s demographic details have been verified with
the patient, click on the [Checked] button in the Change Status To field. This will
change the U to a C in the Patient’s Status box and change the button to read
[Checked]. Alternatively, if you would like to ensure that the patients
demographic details are checked during their next visit - click on the
[Unchecked] button, this will change the C in the patient’s status field to a U
[Unchecked] and will display a “Patient not checked” message whenever the
record is re-loaded. Please note: If your site does not use this facility, the field will be blank.
This field is only applicable to the Security release and will be used to indicate
whether the patient is happy to share their data on the NHS Spine. Please note: If the
PAS is connected to the spine, this setting will be inherited from PAS if it has been previously set.
This field is only applicable to the Security release and will be used to provide
any associated supporting comments / information in the event that a patient
‘dissents’ (i.e. refuses consent) or in the event that their ‘dissent’ is subsequently
overridden.
In order to restrict access to the patient’s address details and to all reports, click
on the box next to the Restricted Access field and [Save Patient].
Patient Address fields, Post Code and address lines 1-4
Details containing patient’s next of kin information.
Having entered all appropriate information, press [Enter] to, or click on the [New Event] function button.
REGISTERING A NEW ATTENDANCE
1. Once a patient has been entered, you may REGISTER AN ATTENDANCE as follows:
Registering an attendance
FOR INTERNAL REQUESTS press [Enter] and move to the ‘Referring Location’
Referral Source
field.
FOR GP REQUESTS press [F4] as this prompt list will default to the ‘Select GP
and Practice’ tab as this is most common.
FOR EXTERNAL REFERRALS FROM HOSPITALS OUTSIDE YOUR TRUST
but within your SHA, press [F4] and choose ‘Select Hospital in Trust / SHA’.
Select either [Trust] or [SHA] from the ‘Search Within’ option before entering the
required details via ‘Source Name / Address’ and pressing [Enter] to action the
search.
FOR EXTERNAL REFERRALS FROM HOSPITALS OUTSIDE OF YOUR SHA,
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Referring Location
press [F4] and choose the ‘Select Referral Source’ tab. Amend the SHA by typing
the code directly, or using the [F4] prompt to display a list of available codes. You
should then enter the required details via ‘Source Name / Address’ and press
[Enter] to action the search.
Select a relevant ward/department (referring location) by typing the code directly,
or using the [F4] prompt to display a list of available codes.
Please Note: Having completed this field, Request Category and Patient Type and on-call will be completed
automatically, although you can amend these fields as necessary by clicking on them and selecting/entering an
alternative option.
Referrer
Specialty
Lead Clinician
Mobility
A & E No
Intend Clinician
Request Category
Patient Type
On Call
Copy To Location
Copy To
Request Made By
Pregnancy Possible
Select a relevant Consultant or GP by typing the code directly, or using the [F4]
prompt to display a list of available codes.
Please Note: If the patients Local GP field has been completed, the relevant
referrer code will be completed automatically for all GP referrals.
This field should default to the specialty of the referrer selected. However, if the
referrer’s specialty is different to the default, press [F4 then F3] and select from
the list displayed.
This field can be used to enter an alternative clinician who has overall
responsibility for the requested examination, as required.
Complete if known, although can be used to generate portering lists.
Complete only if applicable (Please Note: This field can be displayed or omitted
from the screen as required).
Used to specify the intended (reporting) clinician for reporting worklists. If this field
is not completed the Event will be marked as ‘Unallocated’.
This field displays the request category of the Event, e.g. NHS or Private request.
Press [F4] prompt to display a list of available codes.
This field displays the patient type of the Event, e.g. B- Out Patient. Press [F4]
prompt to display a list of available codes.
This field display whether the Event has been performed out of hours. Press [F4]
prompt to display a list of available codes.
This field displays where the second copy of a report is to be sent to. Using this
field and [Copy To] will allow you to specify a location (and to whom) the second
report will go to. If both fields are completed CRIS will automatically print a
second copy of the report with the address of the selected location. Press [F4]
prompt to display a list of locations.
This field displays the referrer the second copy of the report is to be sent to. [F4]
prompt to display a list referrers.
This field is also located on the right-hand side of the screen and is designed to
enable you to record how the request was received into the department if required
- by typing directly or using the [F4] prompt to display a list of available codes.
This field is also located on the right-hand side of the screen and can be used to
record if the patient has been asked if she may be pregnant for medicolegal/IR(ME)R purposes if required.
Having completed the patient’s referral details, you can proceed to ENTER EXAMINATION DETAILS by
pressing [Enter]. The system can store an unlimited amount of examinations for each attendance
entered into a scrolling box.
To enter an examination simply type in the examination code (if known), or use [F4] to access the search
options:
Searching for an Examination via F4
Exam List
Provides a complete list of all codes and description. To navigate through this list
use the scrollbars, arrow-down, page-down or type as much as you know to
perform an alphabetical search.
To use, click on the relevant area of the body, to filter the exam list by exams
Body Map
appropriate to that part of the anatomy. Please Note: To clear the filter and return to
the complete exam list, click anywhere in the black area surrounding the body map.
Modality Search
To use, click on the appropriate modality to filter the exam list accordingly. Please
Note: To clear the filter and return to the complete exam list, click on [Blank
Modality].
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The Radiology
Information
System
The Radiology
Information
Solution
81900373
To use press [F4] again or click on the ‘Filter’ field and type a keyword (i.e. chest)
and press [Enter]. Please Note: To clear the filter, remove the keyword and press [Enter]
When you have found the examination you require, highlight it via the exam list and either double-click or
press [Enter] to select.
Keyword
Patient Body Surface Area
Height
Enter Patients Height in centimetres. Please note: If you prefer working in feet and inches, enter
patients height in feet space inches and the system will convert it to centimetres
Weight
Enter Patients Weight in Kilograms. Please note: If you prefer working in Stones enter the number of
stones space pounds to convert to Kilograms
BSA(m2)
Body Surface Area is automatically calculated when Height and weight are entered.
You can also choose to enter the patient’s clinical history or record and event specific comment such as
‘Female Radiographer Required’ by clicking on the relevant text box. If the request has come through
via Electronic Ordering, the patient’s clinical history will automatically be entered in the Clinical History
field. If appropriate, you should also use the ‘Practitioner’ field to record which departmental clinician
has actually authorised or justified the request for the examination(s) in accordance with IR(ME)R
regulations otherwise if already vetted electronically these details will already be displayed for reference.
When you have entered all required information, you should either press [Enter] through the remaining
fields and on the [Attend] function button, or click on it using the mouse.
Please Note: Because it is possible to perform different functions within each screen, you should
disregard any fields or function buttons, which are not applicable to the task you are undertaking. You
should also be aware if you are not using RECEPTION MODE, the [Attend] function button might not be
defaulted automatically.
SAVING, TRACKING AND PRINTING LABELS
Having recorded all relevant information regarding the attendance, labels can be produced via the final
Attend Event screen, which also incorporates film tracking and request card digitisation functions.
In most cases, it will not be necessary to modify the patients Film/Bag details, as the event is normally
placed into the patient’s main bag automatically. However, if the patient is attending for the first time, the
main bag is unavailable, or another type of bag is required such as ‘NO FILMS’ to indicate PACS or No
Hard Copy you should do the following prior to generating labels:
NEW PATIENTS – If a patient is attending for the first time, you should click on an appropriate volume
type (Radiology, No films – CR etc.) in the [Create new volume box] to generate a new packet/bag in
which the attendance will be placed.
EXISTING PATIENTS – CRIS will automatically assign the event to the patient’s main bag, therefore it
will normally only be necessary to verify that the examination is being placed in the correct bag/packet or
select an alternative bag/packet. However, if the patient’s MAIN BAG IS NOT AVAILABLE and you
would like to CREATE A TEMPORARY OR NEW PACKET, you should follow the same procedure as if
for new patients (see above).
MOVING PACKETS – To track films at the same time as registering an attendance ensure that the
attendance is destined for an appropriate bag/packet as above, and click on [Move to] field in the [Move
Films] box, enter a code for where the packet is to be tracked/moved, or choose one via the [F4] prompt
and press [Enter].
The default label selection is ‘Attendance Label’, therefore having verified that the appropriate Film
bag/packet is highlighted, or having created a temp bag/packet and tracked as appropriate, simply press
[Enter] to, or click on the [Attend] function button to finish registering the attendance and print labels.
The CRIS system automatically determines whether the patient is attending for the first time and
generates either a full set of labels or attendance labels accordingly, although the default label option
can be overridden in favour of an alternative label format or no labels at all.
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REQUEST CARD
If you have the facilities to scan requests card onto the CRIS system, you
DIGITISATION
should place the request card in the scanner and click on the Scan Request Card
prior to clicking on [Attend].
ADDITIONAL FUNCTIONS
If the patient has attended for their examination(s) but it has been necessary to
ABANDON all procedures (i.e. In the event the patient had not followed required
preparation, or is uncooperative) it is possible to mark the attendance as [Not
Performed]. To do this load the required patient, select the appropriate
ATTENDANCE and click [Change] followed by [Save] via Event Details. You
Marking an Event as
should then click [Not Performed] and confirm your intention to mark the
[Not Performed] – i.e. attendance as ‘Not Performed’ via the resulting warning message.
Abandoned.
Please note: By choosing ‘OK’ this event will be marked as Not Performed. This
may result in this event NOT being reported. It is also possible to record a free
text comment explaining the appropriate circumstances via the ‘Status
Comment’. You should also be aware that marking a record as ‘Not Performed’
does not send a message to PAS/OCS or PACS interfaces.
If the patients' request card has been placed on hold/pending prior to their
Attending a Request, arrival, or to attend a patient for a pre-existing appointment - Load the required
Appointment or
patient, select their existing REQUEST, APPOINTMENT or WAITING LIST
Waiting event.
event via the 'Events' Screen, and choose [Change] followed by [Attend] to
proceed to complete the transaction and [Print Labels].
Load the relevant patient record and navigate to the Patient Details Tab/Screen,
Changing Patient
make any required amendments and click on the [Save Patient] Function button,
Details
followed by [F5] to clear the screen. Please Note: If you have a PAS interface, patient changes
should be made on PAS not RIS .
Load the relevant patient record and navigate to the Patient Details Tab/Screen.
Adding a patient
Choose the [Add] function button adjacent to the Alarms box and select an
Alarm
appropriate Alarm code, enter any additional text as required, and click [OK]
followed by [Save Patient].
Load the relevant patient record and navigate to the Patient Details Tab/Screen.
Deleting a patient
Click on the [Delete] function key and follow any pop-up prompts. Please Note: This
function may not be available to all users.
Recording ‘Date of
Death’
Load the relevant patient record and navigate to the Patient Details Tab/Screen.
Enter the relevant date in DOD field and click on the [Save Patient] Function
button, followed by [F5] to clear the screen. Please Note: Date of Death is automatically issued
from PAS.
View Demographic
History
It is also possible to view all changes to a patient’s demographic details, by
navigating to the Patient Details Tab/Screen, and clicking on the [History]
function key. Please Note: Whenever a patients Surname is changed, their previous name is displayed
adjacent to the Surname field in Patient Details for future reference.
Change the date and
time of an existing
attendance
Backlog attendances
Change, Add or
Delete an
examination
Load the relevant patient record and navigate to the Events Tab/Screen.
Change the date and time of the event and click on the [Attend] function button
to print changed labels if required.
Choose [Backlog Mode] from the 'Tools' menu, enter the required date and
press [Enter] to set backlog mode. Enter all outstanding attendances as normal,
and click on the [Cancel Backlog Mode] function button.
Load the relevant patient record, highlight the required attendance via the
Events screen and press [Enter] to or click on the [Change] function button.
Change, or delete any existing examinations codes, or press [Enter] to insert a
new examination before clicking on the [Attend] function button to print a set of
changed labels.
Rescan a Request
Card
or, enter a Request
Card retrospectively.
To rescan a request card or enter a request card against an attendance
retrospectively - Click the [Request Card] function button via the Events screen,
and click [Scan] then [Save].
Undoing an Event
In order to change an event from attended back to an order, appointment,
waiting list or request, load the relevant patient record and select the required
attendance/event. Click on the [Change] function button and click on the [Undo
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The Radiology
Information
System
The Radiology
Information
Solution
81900373
Printer Set-up:
Changing/Redirecting
Attend] button. You will then be asked if you would like to undo this attendance.
Click on [Yes]. The event will then be restored to its previous status.
To set-up, change/redirect a printer (i.e. Label/Letter/Reports or Stats) go to the
TOOLS menu and choose PRINTERS SET-UP. Having done this click field next
to the appropriate printer and press [F4] to choose from a list of existing printers.
Then having made your choice – click the [Save as Default] function button to
save these new settings. Please note: CRIS printer’s set-up relates to the current PC, not current
user. Additionally, if you wish to re-direct to an alternative location this will only work if the printer is a network
printer.
Print Extra labels
Delete an Attendance
Print Report/Letter
Cancel an
Appointment
Load the relevant patient record and navigate to the Events Tab/Screen. Select
the required attendance/event, [Right Click] and choose an appropriate option
from the function menu. Please Note: You can also use the right-click menu via the Reports Viewer.
It is possible to view the various statuses of a request. Load the patient and
navigate to the Events Tab/Screen. Click on the Status History Tab.
Status History
Please Note: History/Comment & Status History TAB – whichever tab you had
selected when last using the screen, will remain displayed on subsequent loads.
Attendance History Icons (Displayed against attendances/events)
Scanned
Indicates that a document has been scanned against the event, i.e. request card
The injected icon appears once a Nuclear Medicine administration (i.e. Isotope)
Injected
has been allocated, and disappears once the event is Post Processed.
Indicates the attendance has been processed (Room, Radiographer, Film, Dosage etc)
and has ‘Hard Copy’ films contained in a ‘Radiology Packet’
Post Processed
Also indicates that the attendance has been post processed but has ‘No Hard
Copy’ due to being assigned to a ‘No Films’ (PACS) packet.
Dictated Reports
If CRIS digital dictation is installed, this icon indicates that the radiologist has
dictated a report, which is now waiting to be typed by the secretary.
This icon indicates that the radiologist has dictated a report via an external
source which is now waiting to be typed by the secretary.
Provisional
Report
Verified Report
Addendum
Suspended
Unchecked
Locked
Vetting Not
Required
Vetting Accepted
Vetting on Hold
Vetting Referred
Justified
View Reports
Last Updated: DC 01/09/2009
Indicates that a report has been produced, but not yet authorised.
Indicates that an authorised report exists for the attendance.
Indicates that a report has been produced, and authorised but has been
subsequently changed and is now awaiting re-authorisation.
Indicates that the report has been temporarily placed ‘on hold’ by the
Radiologist.
Indicates that the report has been passed for checking by a 2nd Consultant.
Indicates a report which is currently ‘locked’ for viewing, reporting or editing.
Indicates that the event does not require vetting, via the new vetting module.
Indicates that the event has been vetting and accepted via the vetting module.
Indicates that the event has been placed on hold pending further information.
Indicates that the event has been passed over to another clinician for vetting.
Indicates that the event has been Justified please note that if the event has been
vetted the icon will show behind the appropriate vetting icon.
To review any reports held against the patient record, press [F12] or click the
relevant menu-bar icon to display the CRIS Report viewer. It is also possible to
view other patients' reports by entering their CRIS number and pressing [Enter].
The report viewer can be closed by pressing [F12] again, or clicking the [X] on
the window. It is now also possible to tick ‘Auto close viewer’ so that the report
viewer will close automatically upon clearing the screen.
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Document Control
Title
Author
File Ref.
RIS_CRIB267_02.09.10e_Reception_v1.0
David Costin
CRIB267
Date Created
01/09/2009
Approval Sign-off
Owner
Role
Method of approval
Date
Approver
Role
Method of approval
Date
Change History
Issue
Date
1.0
01/09/2009
1.2
01/03/2011
Author / Editor
David Costin
David Costin
Review Date
09/03/2011
Last Updated: DC 01/09/2009
Details of Change
First Issue
Amendments to show new patient banner
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