iGPR
Intelligent GP Reporting
for EMIS Web
User Documentation
iG
Table of Contents
1.
What is iGPR?
3
2.
Loading up iGPR
4
3.
Receiving and Accepting Reports
7
4.
Redacting Medical Record Information
13
5. Redacting Attachments
17
6.
Sending Reports Electronically
24
7.Archive
25
8. 26
Payment Settings
2
What is iGPR?
iGPR connects GPs and authorised third-parties for the requesting, creation and delivery of
patient medical reports securely and electronically.
Requesting Third-Party
iGPR Data Centre
GP Surgery
iGPR produces both full medical reports (sometimes referred to as ‘Copy Notes’, Subject
Access Requests or SARS) and GPRs (sometimes referred to as PMAs or General Practice
Reports) electronically.
This revolutionary development sees the end of a laborious paper-based legacy process.
iGPR has been designed for speed, ease of use and accuracy.
The interface can be made accessible to staff at all levels within the General Practice ensuring
anyone familiar with the process of producing Insurance Reports can quickly become proficient
in the use of the software.
3
Launching iGPR
1. Sign-in to EMIS Web.
Login with your EMIS Smart Card, or username and password and click on
the ‘Sign in’ button.
EMIS Web will take a few seconds to launch.
2. iGPR can be found in the system tray.
iGPR minimises to the system tray on start-up to check for new reports in the background,
enabling you to keep working and only be notified when a request has been received.
4
Launching iGPR Cont...
When a new report is received, you will be prompted with a message in the top of your screen
which will look something like this:
3. If iGPR is not in the system tray, launch iGPR from the desktop or start menu.
If you can’t find the icon for iGPR in the system tray, launch iGPR
manually.
If this icon is not on the desktop, you should be able to locate
iGPR in the Start menu.
Double click the desktop icon, or select iGPR
from the Start Menu to launch.
4. To start creating reports, go to the system tray and locate the iGPR icon.
Your system tray will contain many
different icons depending on how
many programs are running on your
computer.
The icon for iGPR is a grid of dark
grey boxes with a blue box in the
centre.
Double click this icon
to go to the reporting
inbox.
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Launching iGPR Cont...
5. The reporting inbox of iGPR will load up.
You are now ready to start creating reports with iGPR.
6
Receiving & Accepting Reports
As discussed in the previous section, with iGPR running in the background you will be prompted
whenever your practice receives a new report request:
When this happens, you can simply click this message to go straight to the inbox.
1. Report status.
Report requests will be listed in your inbox as shown:
Each request in your inbox will have a status. To the right of each name, you will see either
‘Delivered’ or ‘Accepted’, and then below that you will see either ‘Found’ or ‘Not Found’.
Before we can do anything with a report we must verify that the patient is registered with our
practice and, if they are, accept their consent form.
A status of ‘DELIVERED’ simply means that we haven’t done anything with this report yet and it is
awaiting attention.
A status of ‘Not Found’ means that there is a discrepancy with the data in the request. iGPR has
been unable to match this data to a patient in the system and, therefore, our only option is to reject
the request.
A status of ‘ACCEPTED’ shows that we have reviewed and accepted the patient’s consent
form.
7
Receiving & Accepting Reports
2. Rejecting Requests.
Click once on the request to select it and then click on the red ‘Reject’
button, found at the bottom of the iGPR inbox.
You will be prompted to enter a reason for why you are rejecting the request.
You can select a generic reason from the left and provide more detail by entering free text on the
right.
After entering a reason, click on the ‘Confirm’ button to reject the
request.
The request is removed from the inbox and sent back to the requester with your rejection details
attached.
8
Receiving & Accepting Reports
3. Accepting Requests.
Here’s a request for a patient registered at our practice.
The status shows ‘Found’, which means that the details on the request match those in the clinical
system.
Click the grey ‘Consent’ button found in the bottom right corner of the
iGPR inbox.
You will be shown the following:
Consent forms are currently sent out in the post
so please refer to the paper copy to confirm.
iGPR will remind you of this when viewing
consent (as shown).
It is planned in later releases that consent
forms will also contain the patient’s signature
electronically, therefore removing the need for
paper consent.
To accept the patient’s
consent, click the green
‘Accept Consent’ button at
the bottom.
If you need to reject the consent, you can do
this with the red ‘Reject Consent’ button, and
you can provide information as in step 2 above.
You can view all previously rejected
requests in the Archive (detailed on
page 23).
9
Receiving & Accepting Reports
With the consent accepted, the request can now be opened.
Click the new green ‘Open’ button located in the bottom right corner of
the iGPR inbox.
If, at your practice, reports get passed onto somebody else at this point, you can assign the
request to another staff member using the ‘Assign’ button (see page 11).
When opening reports, the software will check to see if the patient is currently active. In the case
where the patient may have been deducted or deceased, you may not want to create a report for
them.
If you are presented with a message like the one above, then the patient is not currently active in
the practice’s clinical system. The message is for information only and it’s up to you as the user
whether you wish to continue creating a report for them.
10
Assigning Requests
Requests received in your iGPR inbox can be assigned to a staff member. To do this, you must
first select a request in your inbox.
Click once on the request to select it and then click on the ‘Assign’
button, found at the bottom of the iGPR inbox.
A dialog will appear prompting you to
select a user. All users in EMIS will be
listed here.
Select a user from the
drop-down list.
When selected, press
the green ‘Confirm’
button.
With the request highlighted, you can
now see that it has been assigned to
your selected user.
You can re-assign a request as many times as needed. To do so, simply follow these steps
again.
11
Filter Requests by User
The iGPR inbox can be filtered by user. If requests are assigned to specific staff members, you
can filter the inbox to show requests assigned only to that user.
To assign a new filter to the inbox, click the
‘Inbox View’ button at the bottom left corner of
the iGPR Inbox screen.
A dialog will appear prompting you
to select a user. This list of users will
reflect what is stored in EMIS.
Select a user from the
drop-down list.
When selected, press
the green ‘Confirm’
button.
The inbox will display all requests according to any filters you have added.
If you want to remove these filters, follow these steps again but select ‘All’ from the drop-down
list. This will revert the display to show all requests in one list.
12
Redacting a Medical Record
1. Opening requests.
From the iGPR inbox screen, move to the buttons on the bottom right hand corner of the window.
Providing the patient’s consent form has been accepted you will see a green ‘Open Request’
button.
Click the ‘Open’ button and iGPR will build a report for this patient.
You should now see the patient’s medical history summarised as below:
Depending on the content of a patient’s medical history, you should see various coloured
highlights.
These are called redactions, which have been picked up by iGPR automatically, and will be
removed from the final report.
We’ll discuss each type of redaction below.
13
Redacting a Medical Record
Redactions in red:
Redactions in red are restricted codes. These contain information that requesting third-parties do
not want to see.
Redactions in orange:
Orange redactions contain potentially sensitive information. This information may be inappropriate
to pass on to a requesting party in a report.
Redactions in yellow:
These are references to third-parties such as some family members. Insurers have requested that
they do not need to see information relating to third-parties and as such these are removed.
It is worth taking a closer look at the entries containing these redactions, as they may contain
information that does not pertain to the patient. These redactions can be removed if appropriate.
Redactions in green:
Green redactions are redactions that have been added manually by a user and also by searching
for phrases in your practice’s ‘redaction dictionary’. If you find entries in your medical records that
you wish to redact on a regular basis, you can add these to a dictionary which iGPR will use to
redact all further report requests.
These redactions can be removed if needed.
14
Redacting a Medical Record
2. Making new redactions.
Let’s consider the following medical record entry:
While the phrase uncle has been redacted, it may be better to redact the entire second half of the
sentence.
Click once on an entry to bring up the redaction window.
To make new redactions to a record, use the mouse to highlight an area
you want to redact. Hold the CTRL key to make additional highlights.
To remove redactions, right-click a highlight to and select
‘Remove word’.
15
Redacting a Medical Record
Depending on the content, it may be more appropriate to redact the entire entry.
To do this, check the ‘Redact entire
entry’ checkbox.
You can also add words to your practice’s dictionary. Any future occurrences of added words will
be redacted automatically, so please be sure to use this feature with care.
Use the mouse to highlight and select ‘Add
selected to dictionary’.
When you are happy
with your redaction,
press the green
‘Confirm’ button.
You’ll then see that your redaction has been made as a new green coloured redaction.
16
Redacting Attachments
1. Open the record’s attachments.
You’ll find the record’s attachments by moving over to the top left corner
of the window and selecting the ‘attachments’ tab.
Click the ‘Attachments’ tab on the left of the iGPR
window.
You can switch back and forth between tabs to review or amend
redactions.
All attachments in the record will be populated in a list:
You can move between attachments in the list by clicking once on them. The viewing pane to the
right will be updated as you do.
17
Redacting Attachments
2. The attachments toolbar.
Move between redactions in the list.
Expand view of current attachment to fill window.
Zoom in and out of the current attachment.
Move through pages of current attachment.
Search current attachment and automatically redact.
Search all attachments and automatically redact.
Create a new manual redaction.
Clear redactions on current attachment.
Confirm manual redactions.
Redact entire page (further options to redact entire attachment).
Add attachments stored externally.
18
Redacting Attachments
3. Automatically redact attachments.
Attachments can be scanned for a specific list of family relationships and the practice dictionary
discussed earlier. However, these redactions will be specific words or phrases and will require a bit
of attention to see if the context in which they are found will require further redaction.
Click the ‘Auto’
button on the right
side of the window.
The system may take a few seconds
whilst it converts the attachment into
something it can scan.
The system has found the entries grandmother and daughter. These words will be removed in the
final report.
However, it might be more appropriate to manually redact a section of the sentence for clarity,
which we’ll do in step 3 of this section.
There is also an ‘Auto Redact All’ function
which will do the same scan as above, but for
all attachments.
After clicking this button there will be a slight
delay while the system searches through the
list, so be advised that for patients with a large
list of attachments that this may take several
minutes.
19
Redacting Attachments
4. Manually redacting attachments.
To make manual redactions, click the ‘Manual’ button from the redaction
toolbar on the right of the window.
After clicking this button, your
cursor will change to a paintbrush
icon.
You can then draw over the
attachment to redact the parts you
need.
Be sure to press the ‘Confirm’ button on the toolbar when you are finished
to finalise these redactions.
20
Redacting Attachments
5. Removing pages and removing entire attachments.
On occasion it may be better to redact a page of an attachment or, in some cases, an entire
attachment.
iGPR gives users the ability to do this.
Click once on the ‘Remove Page’
button on the attachments toolbar
on the right of the window.
You will be presented with the following dialog box.
If you wish to
remove the entire
attachment, check
the ‘Remove
entire attachment’
checkbox here.
When redacting pages, or whole attachments, a reason must be provided so that the requesting
third party knows why (without being explicit) something has been removed.
You must select a generic reason at the top and can provide free text information underneath.
Click the green ‘Yes’ button to remove either the current page or whole
attachment.
The viewing pane
now shows that the
page / attachment has been
redacted and gives the
reasons you provided.
21
Saving Reports
You may wish to save a report in iGPR to complete later, or perhaps you may have completed the
report but require another member of staff to ‘sign it off’ before sending it back to the requesting
third-party.
1. Click ‘Save Report’.
Click ‘Save Report’, which can be found at the
bottom left corner of the iGPR window.
You will be presented with the following dialog box:
‘Save for later’ will save the
report in its current state and
enables you to return to it later
to complete it.
‘Prepared and ready to sign’
changes the status of the
report to say that it has been
prepared by you and requires a
user to check the report before
sending it back to the insurer.
‘Assign to’ allows the report to be assigned or re-assigned to a user in the practice. This is useful
when you require someone to check the report before sending.
22
Printing Reports
iGPR allows you to print a copy of the report or save a copy as a PDF to a location on the practice
network.
1. Click ‘Print’.
Click ‘Print’, which can be found at the bottom left
corner of the iGPR window.
You will be presented with the following dialog box:
To print the report click ‘Print’. This will bring up your printer settings.
To save a copy of the report click ‘Save As PDF’. This will bring up the
windows explorer screen allowing you to choose a location where you
would like to save the report.
23
Sending Reports Electronically
1. Click ‘Accept and Send Report’.
Click ‘Accept and Send Report’, which can be
found at the bottom left corner of the iGPR window.
Here you also have the options to save the report for later, and to reject
the report if necessary.
The help button will take you to online videos and tutorials to assist you
with the software.
Here you can enter a GP
Surgery reference, which will
appear on bank statements, for
reconciliation.
It’s often helpful to add the
person’s name who completed
the report if the need arises to
go through reporting archives.
With these details provided, click the green ‘Confirm’ button.
The report is sent securely to
the requesting third party with
all non-permitted data and
redacted information removed.
24
Archive
iGPR records information about the reports your practice has completed or rejected. This
information is stored in the ‘Archive’ section on the main menu of iGPR.
1. Click the ‘Archive’ Button.
Click on the ‘Archive’ button located in the bottom
left corner of the screen.
You will be taken to the archive screen.
All reports that have been received at your practice will be listed here.
To view reports that have been completed, click the ‘Completed’ tab on
the left hand side of the screen.
To view reports that have been rejected, click the ‘Rejected’ tab on the
left hand side of the screen.
25
Payment Settings
iGPR can be configured to request a cheque from third-parties, or give instructions to pay directly
by BACS. Both of these options can be found within the settings menu.
Access the settings menu by
pressing the ‘Settings Icon’,
taking the image of a cog, in the
top right corner of the window.
Running down the left hand side of the screen you should see a number
of different tabs.
Each of these contains options that will affect the way in which iGPR
runs. It may be worth exploring these options as they offer many ways in
which to customise user experience.
To access the payment settings, click the ‘Payment’
tab found at the bottom of the list of tabs on the left
hand side of the screen.
To set up payment via cheque, click ‘Cheque’ and then enter your
Practice’s payee name.
To set up payment via BACS, click ‘BACS’ and then enter your Practice’s
bank payment details.
To save your changes, click
the green ‘Save’ button on the
bottom right corner of
the screen.
26