How do I invite patients for annual reviews and monitoring?

Overview

There are lots of invite reports in our system. It can be overwhelming at first but once you've understood which ones you need to use, its straight forward to run each week.

This video explains the invite process in the recall system. It covers navigating to the relevant reports and folders, managing annual review and monitoring invites, and understanding invite timings based on birth months.

Or if you prefer step by step instructions:

Step-by-Step Guide: Managing Invites in the Recall System

1. Navigate to Clinical Reporting

• Access the Reporting Module: Go to Clinical Reporting.
• Select the Recall Module: Click on Welby Innovate Reports and then select the Recall Module.

2. Identify Key Folders

• Locate Important Folders: You’ll primarily use the following folders:
  • Annual Review Invites
  • Monitoring Invites
  • Other

3. Understand Annual Review Invites

• Review Structure:
  • Section 1: Focuses on questionnaires, especially asthma control questionnaires.
  • Section 2: Covers other annual reviews, including birth month invitations.
• Setup Birth Months:
  • Start with April: Invite patients based on their birth month, starting with April and continuing through the year.
  • Avoid Frequent Changes: The system waits four months between annual review codes to prevent overlapping invitations.

4. Use the Annual Review Timetable

• Access Timetable: From the Recall Overview, find the Help and Support Template and view the annual review invite timetable.
• Plan Invitations: Follow the timetable to manage invites efficiently, balancing between busy and less busy periods.

5. Combine Annual Review and Monitoring Invites

• Sync Invites: If a patient needs both annual reviews and monitoring (e.g., methotrexate monitoring), the system will prioritise sending the annual review invite.
• Manage Invitations: Avoid sending monitoring and annual review invites at the same time to streamline the process.

6. Review Communication Needs

• Configure Communication: Check if patients have specific communication needs (e.g., visually impaired) and configure the system to address these needs.
• Manage Codes: Use the recall overview to update codes related to communication needs.

7. Utilise Specific Invite Sections

• QOF and Best Practice:
  • QOF: Includes reviews like asthma, COPD, diabetes, dementia, and learning disability health checks.
  • Best Practice: Covers additional reviews such as annual monitoring for patients on thyroxin or CKD.
• Prioritise Invites: Focus on QOF reviews first if you have limited capacity, then address best practice reviews.

8. Handle Visits and Monitoring

• Manage Visits:
  • Check Visit Sections: Separate sections for care home patients, housebound patients, and other specific needs.
• Monitor High-Risk Drugs:
  • Routine Monitoring: Address high-risk drug monitoring and routine checks separately to annual reviews.

9. Process Booked Appointments

• Review Bookings: Track patients who have booked appointments, either through self-booking links or by phone.
• Request Questionnaires: Ensure patients complete necessary questionnaires (e.g., alcohol consumption, family history of CVD).

10. Use Additional Reports

• Specialised Reports:
  • Extended Hours: Reports for extended hours capacity, where bloods cannot be done.
  • Injection Invites: Manage invites for various injections, if applicable.

11. Stay Informed and Adapt

• Feedback and Updates: Provide feedback or request additional features if needed.
• Watch Future Videos: Future videos will provide detailed instructions on each section and processing invites.

How to send invites 

This next video explains sending invites within SystmOne. There are three main methods: using Communications Annex for digital invites, printing letters for those without digital access, and sending appointment links to reduce calls into your practice. Each method involves specific steps for selecting reports, adding codes, and using preferred contact methods.

Step-by-Step Guide: Sending Invites in SystmOne

1. Sending Asthma Control Questionnaires

a. Access the Report:

• Navigate to the appropriate report for sending asthma control questionnaires.

b. View and Prepare:

• The report will indicate the specific actions to take, including any preset codes and additional recommended codes. You can choose to view the patients, though it's not necessary.

c. Send the Invitation:

• Right-click on the report and select Action.
• Choose Use Communications Annex.
• Tick the Box: Use the preferred contact method.
• Select Preset: Choose the preset for the asthma control questionnaire.
• Assign: You can choose to assign it to a team or leave it as unassigned.
• Review: Check what the message will say.
• Click Send: Proceed to send the invitations.

d. Handle Unverified Email Addresses:

• If there are unverified email addresses, decide whether to remove them from the list or proceed with the email. If unsure, it's generally safe to include them.

e. Add Additional Codes:

• Right-click on the report again and select Action.
• Choose Add Recode.
• Enter the exact code from the report and press Tab to add it.

2. Sending Letter Templates

a. Choose Letter Template:

• Right-click on the report and select Action.
• Choose Print Integrated Word Letters.
• Select the letter type (e.g., Letter to Patients).

b. Select the Template:

• Navigate to the relevant folders (e.g., Welby Innovate Recall, Your Review Invites).
• Choose the correct letter template (e.g., ACQ with covering letter).

c. Merge and Print:

• Merge and Print: Follow the instructions to merge patient data into the letter template.
• Use Webpost: For physical mailing, consider using Webpost to handle printing and mailing. This service can reduce costs and administrative burden.

d. Complete the Process:

• Click Merge and Print and follow the subsequent instructions.
• Cancel the print job if you’re not ready to send.

e. Add Additional Codes:

• Similar to the questionnaire step, you may need to add additional codes to the letters if specified in the report.

3. Using Appointment Links

a. Send Appointment Links:

• Right-click on the report and select Action.
• Choose Patient Appointment Invitation (referred to as "link").

b. Choose Link Type:

• Select the type of link to send (e.g., Only Bloods).

c. Configure Communication:

• Select Preset: Use the preferred contact method preset.
• Choose the appropriate preset for the appointment link (e.g., HRD Monitoring First Invite Including Appointment Link).

d. Handle Reply Options:

• Decide whether to allow replies. For high-risk drugs, it’s generally advised not to allow replies to avoid confusion.

e. Send the Invitation:

• Click Send to dispatch the appointment link to the patients.

General Tips:

• Familiarise Yourself: Once you get accustomed to the three main methods—Communications Annex, letter templates, and appointment links—the process will become more straightforward.
• Check Details: Always review the message content and any codes or presets before sending out invites.
• Seek Help if Needed: If you require further support with invites, please book a training session with one of our support agents who are always happy to help.