Service Definer
Build Reference Guide
Table of Contents
1.
About This Guide .......................................................................................................................... 3
2.
Introduction to Choose and Book ............................................................................................... 5
3.
Directory of Services .................................................................................................................... 6
Directory of Services Build Tool ................................................................................................. 6
4.
Building the Directory of Services .............................................................................................. 8
Directly Bookable Service .......................................................................................................... 8
Indirectly Bookable Service ...................................................................................................... 27
5.
Workgroups ................................................................................................................................. 30
Create a Workgroup ................................................................................................................. 30
6.
Run Enquiries.............................................................................................................................. 35
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1. About This Guide
Welcome to the Choose and Book Build Reference Guide. This guide provides step-by-step
instructions on how to perform tasks for the service definer role using the Choose and Book
electronic booking software.
The build reference guide is designed to support the Choose and Book Online Reference
Tool, which you can access at nww.chooseandbook.nhs.uk/training whenever you wish to
practise your skills.
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The Online Reference Tool contains three main areas:
Choose and Book Training
Simulations and assessments
Click Simulations and assessments from the Online Reference Tool home page.
This section provides a guided training session by role, including task based simulations of the actual
application and a performance-based assessment, so you can check your knowledge and skill level.
Role explanations and simulations
Click Role explanations and simulations from the Online Reference Tool home page.
This section allows you to go directly to your Choose and Book role and practise the required tasks in
a safe environment.
Diagram of roles and process
Click Diagram of the roles and processes from the Online Reference Tool home page.
This section provides a workflow diagram by role and allows you to go directly to that work process.
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2. Introduction to Choose and Book
How do you get into the Choose and Book system?
You will log into your personal computer using a smartcard and PIN. Once authenticated,
you will be able to launch a web browser and navigate to Choose and Book directly (either
through typing the web address or by clicking the Choose and Book icon on your desktop).
Launching the Choose and Book application will take you to your homepage and will give
you access to the full range of electronic booking functionality for your role.
How system access is allocated
Role based access control identifies which functions within Choose and Book you can
access, based on who you are and the organisation you work for. For example, you will not
be able to commission services or define booking guidance if you don’t have role access to
perform those tasks.
To Open and Close Choose and Book
1. Double-click the electronic booking icon on your desktop or launch Choose and Book
from your booking-compliant system.
Choose and Book displays your home page, which contains your worklists. The
instructions for the rest of the tasks in this guide begin from your homepage.
2. To close Choose and Book, click
in the upper-right hand corner of the window.
Note: Clicking Log Out does not close the application. To close your application, click
the X in the upper-right corner.
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3. Directory of Services
The role of the Service Definer is to enter the information that populates the Choose and
Book Directory of Services. This information includes details about the service including the
name of the service, how the service is categorised (specialty, clinic type and so on), who
runs the service and any supporting information to help referrers identify whether a particular
service is appropriate to the patient’s need.
Choose and Book utilises the data entered by the Service Definers and the data that is
obtained from the Spine Directory Services and selected by the Service Definer. You can
define a new service as well as modify or inactivate a service depending on your role and
organisation. Service Definers will be able to create and modify services only within their own
organisation.
Directory of Services Build Tool
The Directory of Services tool allows the Service Definer to build a variety of services in the
Choose and Book system. You can build directly bookable services as well as indirectly
bookable services. You can designate a service as an assessment service or a GPSI
(general practitioner with special interest) in addition to other appointment types. The
information that service definers enter in the Directory of Services Builder tool is divided into
the categories listed below. For each service in your trust, you will enter the pertinent
information for these categories as agreed at Local Health Community or SHA level under
commissioning rules.

Service Details

Clinic Types

Contact Information

Service Personnel

Commissioning

Service-Specific Booking Guidance

Instructions
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
Slot Management

Referral Letter Details
The categories above are defined in later sections of this guide.
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4. Building the Directory of Services
Information about trusts and sites that belong to each trust are pre-populated. This is based
on NACS (formally OCS) data. All other data is the responsibility of Service Definers to
populate. In the Directory of Services tool, you define services at the organisation level.
Directly Bookable Service
Service Details
In Service Details, you identify the name of the service, the specialty, professional type and
other information. To create a new service and add information to Service Details for that
service, follow the steps below.
1. Click
.
*
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Note: If a service name has an asterisk next to it, as Bayswater Service does in the picture
above, that service is not currently published in the Directory of Services.
2. To display Service Details, click
.
3. The Service ID is a system-generated ID that is displayed by default in the Service ID
box.
4. Enter the service name in the box.
5. Enter a description in the Service Comments box. This is to be used internally by the
Service Definer to add notes and is not displayed externally.
6. Select a site from the Service Organisation list. The list of valid sites is based on your
organisation (acute trust) affiliation as per NACS (formally OCS) data.
7. Select a specialty from the Specialty list.
8. Select the appointment type from the Appointment Type list.
9. Select the type from the Service Provider Organisation Type list.
10. Select the service professional type from the Professional Type list.
11. Select Yes or No from the Advice Request Processing Available list, if you want the
service to accept or not accept requests for the advice and guidance.
12. Directly Bookable select Yes or No.
Note: Once the service is published as directly bookable, Yes is dithered and can be
changed to No.
13. In the Service Effective Date Range boxes, enter a date range or click
to select the
date from the calendar. The end date is not required. If an end date is not entered, it is
inferred the service will continue until further notice.
14. Click the Publisher Indicator tick box if you want the service to be viewed by referrers as
well as in the Directory of Service search. An asterisk is displayed next to the service
name when the Publisher Indicator is not selected. If the box has not been selected, the
service will not appear to referrers or in the Directory of Services search.
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Clinic Type
Here you define the clinic types that are offered in a service. To enter the clinic types,
complete the following steps:
1. To display Clinic types, click
.
*
2. Select an item from the Available box.
3. Click the Move arrow (
) to move one item to the Selected box
Note: You can select an item from the Available box, and click Select All to move all of the
clinic types to the Selected box. To remove a clinic type from the Selected box,
select an item and click the Remove arrow (
). To remove all of the clinic types from
the Selected box, select a clinic type and click Select All.
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Contact Information
The Contact Information section, within the Directory of Services, is where you record the
contact information for a service. To enter the contact information, complete the following
steps:
1. To display Contact Information, click
.
2. You can enter the name in the Service Contact Name box. The Organisation
Address is displayed by default from the Service Provider Organisation. The address
details are based on the site and are pre-populated. You can, therefore, review but
not update the following information in the Contact Address section: Address,
County, Postcode, Town and Country.
3. In the Service Contact Information section, enter the following information:

Enter telephone number in the Contact Telephone Number box.

Enter the text number in the Text Telephone Number box. (Optional)

Enter the fax number in the Fax Number box. (Optional)

Enter the e-mail in the E-mail address box. (Optional)
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4. If the service is indirectly bookable, an additional contact fields are displayed.
Service Personnel
Users and workgroups will previously have been set up by local registration authorities. The
Service Personnel section is where you select which staff members will be providing the
service. This includes clinical and admin staff. In many cases, you will select one or more
workgroups when defining service personnel.
To enter the service personnel, complete the following steps:
1. To display Service Personnel, click
.
*
2. Select the gender for the service from the Staff Mix list. You can select All Male, All
Female, or Male and Female.
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3. To search for the workgroups, enter the workgroup name in the box and click the
Ellipsis button
. This brings up a separate window.
4. The available list of workgroups for your Trust only will be displayed. Select the
workgroup providing the service from the Provider Group Search and click
.
Select other workgroups as needed
5. Click the red
to remove the selected workgroup.
6. Click
to disregard the action of adding workgroups.
7. Click
to add the workgroup(s) to the service.
8. To add clinicians to the service, click
.
9. Select the clinician as “Allocated” or “Named”
Note: An “allocated” clinician will allow the clinician to filter their homepage for their own
appointments and Advice and Guidance. However, during the booking process, user cannot
use an allocated clinician’s name as a Named Clinician filter when searching for services.
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A clinician designated as “named” can filter their homepage plus users can use the clinician’s
name as a Named Clinician filter during the booking process. This will allow the user to book
appointments into slots specific to the named clinician.
A clinician designated as “named” will also be “allocated”.
10. Select the appropriate clinician(s) as either “Allocated” or Named”.
11. Click
.
Commissioning
This section allows Service Definers to see which PCTs have commissioned the service.
*
The following data is displayed for the Service Definers’ view only:

Effective date range for the contract

Quota amount for the contract

Tariff amount for the contract
If no contracts exist, the module is blank for that section.
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Service Specific Booking Guidance
Users access Service Specific Booking Guidance by clicking the service name. To enter the
service-specific booking guidance, complete the following steps:
Conditions Treated
1. To display Service Specific Booking Guidance, click
next to Service Selection
Booking Guidance.
2. Click
to open Conditions Treated.
3. Enter the conditions treated specific to the service in the Conditions Treated box. The
information you enter in this box is what CHOOSE AND BOOK displays to the
referrer when he or she is viewing Service Specific Booking Guidance. Users access
Service Specific Booking Guidance by clicking in the service name.
4. To add a Web link in the Conditions Treated box, click Add Web Link. The Add Web
Link dialogue box is displayed.
5. Enter the name you want to be displayed to the users in the Display Name box for the
URL.
6. Enter the Web address in the Web Address box.
7. If you want to enter keywords so the users can perform a free-text search and identify
the services in the Directory of Services, either when making a booking or browsing
the DoS, click Maintain Key Words. In the Maintain Key Words dialogue box, you can
add additional keywords (up to 20 keywords) as well as modify and delete keywords.
Please note that a keyword is any number of words up to 255 characters
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Procedures Performed
1. Click
to open Procedures Performed.
2. Enter the procedures performed specific to the service in the box.
3. To add a Web link in the Procedures Performed box, click Add Web Link. The Add
Web Link dialogue box is displayed.
4. Enter the name you want to be displayed to the users in the Display Name box for the
URL.
5. Enter the Web Address in the Web Address box.
6. If you want to enter keywords so the users can perform a free-text search and identify
the services in the Directory of Services enquiry, click Maintain Key Words. In the
Maintain Key Words dialogue box, you can add additional keywords (up to 20
keywords) as well as modify and delete keywords.
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Exclusions
1. Click
to open Exclusions.
2. Enter the exclusions specific to the service in the box.
3. To add a Web link in the Exclusions box, click Add Web Link. The Add Web Link
dialogue box is displayed.
4. Enter the name you want to be displayed to the users in the Display Name box for the
URL.
5. Enter the Web Address in the Web Address box.
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Required Investigations
1. Click
to open Required Investigations.
2. Enter the required investigations specific to the service in the box.
3. To add a Web link in the Required Investigations box, click Add Web Link. The Add
Web Link dialogue box is displayed.
4. Enter the name you want to be displayed to the users in the Display Name box for the
URL.
5. Enter the Web Address in the Web Address box.
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Administrative Requirements
1. Click
to open Administrative Requirements.
2. Enter the administrative requirements specific to the service in the box.
3. To add a Web link in the Administrative Requirements box, click Add Web Link. The
Add Web Link dialogue box is displayed.
4. Enter the name you want to be displayed to the users in the Display Name box for the
URL.
5. Enter the Web Address in the Web Address box.
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Service Notes
1. Click
to open Service Notes.
2. Enter the service notes specific to the service in the box.
3. To add a Web link in the Service Notes box, click Add Web Link. The Add Web Link
dialogue box is displayed.
4. Enter the name you want to be displayed to the users in the Display Name box for the
URL.
5. Enter the Web Address in the Web Address box.
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Alternative Services
1. Click
to open Alternative Services.
2. Enter the alternative services specific to the service in the box.
3. To add a Web link in the Alternative Services box, click Add Web Link. The Add Web
Link dialogue box is displayed.
4. Enter the name you want to be displayed to the users in the Display Name box.
5. Enter the Web Address in the Web Address box.
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Instructions
To enter the instructions, complete the following steps:
1. Click
to open Instructions.
2. Enter the free-text instructions to be displayed on the Appointment Summary screen
and printed on the Appointment Confirmation for the patient.
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Slot Management
Choose and Book maintains a cache of available appointment slots. During the booking
process, the application queries the Choose and Book directory of slots to locate available
appointment times for the current service.
In Slot Management, you manage the frequency that Choose and Book polls the resource
system to update its cache of available appointments. To maintain your slot management
preferences, complete the following steps:
Note: If the service has been defined as Indirectly Bookable, Slot Management will be
shaded and not available.
1. Click
to open Slot Management.
2. Enter the number of days in the Polling Range From Current Date End Day box. This
determines the number of days into the future that the Choose and Book system
requests appointment slots.
Note: The system starts the polling range with the current date, and 180 days is the default
used by the system.
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3. In Polling Frequency, you can select the Daily or Weekly option.
4. You can enter the frequency that you want polling to occur.
5. You can select the days that you want polling to occur.
6. Click the Provider System Organisation ellipsis button (
) to search for the
provider address. This will display a box where you will be able to search for your
PAS system, which will have been registered previously as part of Electronic Booking
Compliance.
Note: There may be instances in which a primary care service is supported by an
appointment scheduling system that is supplied by another organisation. This function allows
users to search for and select the organisation, at any level in the SDS.
7. Enter the organisation name and click
.
8. From the returned list, select the appropriate organisation.
7. Click
.
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Referral Letter Details
In Referral Letter Details you can define the referral letter lead time and freeze time. Lead
time is the number of days ahead of the appointment time that the referral letter must be
submitted by a referrer. Freeze time is the number of days ahead of the appointment after
which no further changes to the referral letter will be accepted. After that time, the referral is
“frozen”.
To enter the referral letter details, complete the following steps:
1. Click
to open Referral Letter Details.
*
2. Select Yes or No in the Referral Letter Required on the Appointment box.
3. Select the required lead time in days from the Lead Time box. An entry of 0 is
acceptable.
4. Select the number of days in the Freeze Referral Letter box. An entry of 0 is acceptable.
Note: The referral letter freeze time may only be set when the lead time has also been set.
In addition, when the lead time is set, it is inferred that the freeze time is 0 days
unless specified.
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5. Click the tick boxes if you want to exclude Saturday or Sunday when computing lead time
and freezing the referral letter in the work list.
6. Click
.
Assessment Referral
The referral letter options will differ when the appointment type for the service is either
Assessment Service and GPSI.
The Utilise Referrals for Assessment Worklist tick box is active and defaults as selected. This
indicator displays only for appointment types of Assessment Service and GPSI. All accepted
referrals for this service will load into the Referrals for Assessment worklist unless the
indicator is not selected, the user must use the Patient Enquiry to onward refer the
appointment.
NOTE: The Referral Letter Required on Appointment is dithered indicating the option can not
be changed.
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Indirectly Bookable Service
When creating a indirectly bookable service, the service categories options are the same as
directly bookable with the following exceptions.
Service Details
1. Select the Appointment Type.
2. Select No as the Directly Bookable.
NOTE: When directly bookable is set to No, the category Contact Information indicates as a
Required Field Incomplete. Also the category Slot Management is shaded indicating it is not
an available category.
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Contact Information
1. To display Contact Information, click
.
2. Complete the mandatory yellow fields.
NOTE: The recommended format for the hours of operation include the days and times the
service is available.
Because the service is marked as indirectly bookable, a Booking Details section has
automatically been added to the Service Specific Booking Guidance.
Booking Details
1. To display Booking Details, click
Service Specific Booking Guidance.
2. Enter additional information about the service in the free-text box.
3. Click
.
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NOTE: Telephone and hours of operation information populates from the Contact Information
category.
Referral Letter Details
The service must indicate if a referral letter is required to on appointment.
1. Click
to open Referral Letter.
2. Select Yes or No in the Referral Letter Required on the Appointment box.
As a indirectly bookable service the Lead Time is defaulted to 7 days and can not be altered.
The Freeze Referral Letter is not a valid option setting along with Excluding Saturday and
Excluding Sunday are ticked and can not be changed.
Publish the Service
To make the service available in the Directory of Service the tick box must be check.
1. Click
to open Service Details.
2. Click the Publish tick box
to active the service.
If the service is designated as Directly Bookable, once the service is published, the Directly
Bookable option can not be changed. The option becomes unavailable.
Publishing a service as Indirectly Bookable, the option remains available in case the service
does become directly bookable.
3. Click
.
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5. Workgroups
Service Definers can create workgroups that can be selected in the Service Personnel
section in the Directory of Services as well as add users who can be selected as named and
allocated clinicians. Service Definers will also have the ability to inactivate workgroups.
Create a Workgroup
1. Click Workgroups
A list of Service Provider Organisation (SPO) that is associated to the Service Definer will be
displayed.
.
2. Click Add New Workgroup
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A message is displayed alerting the Service Definer; When you create a workgroup using
this tool, it is available immediately to associate to services. There may be a one-day delay,
however, before users can view UBRN’s that are associated to their service.
3. In the Workgroup Name box, enter the workgroup name.
The NACS Organisation Code (NHSIdCode) and underscore is prefixed to the workgroup
name.
4. Click
.
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5. In the Surname field enter name of the person you wish to add.
Note: A minimum of two letters is required to perform a name search.
6. Click
.
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The returned list will include; User Name, Business Function and UUID .
A user with multiple business functions will be identified as View Multiple.
7. Click View Multiple to reveal the business functions.
8. Click View Multiple of the reveal window to close.
9. Click the row to highlight the person to be added to the workgroup.
10. Click
.
Note: Only one user maybe selected to be added to the workgroup per search.
11. Repeat the search process to add additional users to the workgroup.
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12. Click
.
Message is displayed; Workgroup Successfully Saved.
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6. Run Enquiries
Enquiries allow you to retrieve information from Choose and Book in the form of a
simple report that displays on the Choose and Book web page. The information is
current as of the point at which the enquiry is selected; therefore, successive viewing
of the enquiry may display different data. Printing of enquiries can be accomplished
with the print function within the web browser.
The Enquiries that users can view depend on their role. A Service Definer can view
the following enquiries:

Service Directory
o An enquiry to show the service provider’s currently published Services.
To Run a Service Directory Enquiry
1. Click
2. Click
.
and select Service Directory.
3. If you wish to select a Specialty, you may do so (optional).
4. You may also wish to filter the results by commissioning PCT. To search for the name of
a commissioning PCT, click the Ellipsis button.
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5. Click
.
Amendment History:
Version
V1C
V1D
V1E
V2
Date
21.04.04
05.05.04
12.05.04
28.07.04
V2.1
06.12.04
Amendment History
Mo Gray edits and transfer to NPfIT template
KFennick / NFox Updates
Final version of interim training document
Updated format and changed from interim
training material to permanent build reference
guide
Updated with Enquiry information.
This document requires the following approvals.
Name
Signature
Title
Date of Issue
Version
Document Location
This document is only valid on the day it was printed. Please contact the Document Controller for
location details or printing problems.
This is a controlled document.
On receipt of a new version, please destroy all previous versions (unless a specified earlier version is
in use throughout the project).
Choose and Book Quick Reference Guide – Service Definer Build
Programme
Sub-Prog/Project
NPFIT
Prog. Director
Sub Prog/Proj Mgr
Author
Version Date
B Ammons
06 Dec 2004
National
Prog
DOCUMENT NUMBER
Prog
Doc
Org
/Proj
Type
Seq
NPFIT
EBS
0008
Version No
Status
PMG
DEL
2.1
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