Checklist to MDT Workflow process
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Once an eChecklist has been submitted, it appears in the “back office” as a new case.
As part of the Digital CHC back-office product there are two standard built-in Workflow processes:
1. Checklist to DST
2. Decisions
As a case progresses, according to the decision recorded the relevant Workflow process and steps within it will be triggered.
Click on the “Workflow” option on the left-hand side of the screen. This will display a list of cases that you have access to according to their current stage:
You can click on the briefcase icon and this will drill you down into full case details:
You can view the submitted Checklist data by clicking on the Checklist tab:
The Documents tab shows any documents linked to the case, including a PDF copy of the submitted eChecklist and any supporting documentation:
The Timeline tab shows the audit trail:
The Notes tab displays any notes that have been added to the case. You can also add Notes by typing in the notes and then clicking on the “Save” button:
You can progress the Checklist by clicking on the Workflow tab and clicking on the “Checklist to DST” workflow that has been auto-generated:
Once you have clicked on the “Checklist to DST” workflow you drill down into the process. The first step is “Responsible Commissioner Checks”.
This is a decision stage in the process where you can click on one of three options:
No - Not Responsible CCG
If necessary, you can enter or amend the NHS number here (if the NHS number is missing or if an incorrect number was recorded on the eChecklist).
If you click “Progress” underneath “No” this triggers the “Not Responsible CCG Notification” step where you can generate a notification that is sent back to the user who submitted the eChecklist:
Click on “create notification” button and this calls the standard template.
Click on the “Save” button in the bottom right hand corner of the screen, which takes you back to the previous screen.
Click on the “progress” button to complete the step and this triggers the email back to the referrer.
This is then the end of the process.
Requires Investigation
If the responsible commissioner checks are going to take some time then you can click “Progress” underneath “Requires Investigation”. This keeps the case at this stage.
Yes – Responsible CCG
If necessary, you can enter or amend the NHS number here (if the NHS number is missing or if an incorrect number was recorded on the eChecklist).
You need to select which CCG is the responsible commissioner by clicking on the drop-down arrow and selecting the CCG.
Once you have selected the CCG click “Progress” underneath “Yes” the next step is triggered “Supplementary Information Checks”.
This step allows any supplementary information to be recorded, the example here is “Is the individual subject to section 117?”
You must select the patient’s GP surgery from the drop-down list.
Click on “Progress” to trigger the next step “Pass to CHC Review Nurse”.
Yes
If you are happy with the information on the eChecklist, click on the “Progress” button underneath “Yes” the next step is triggered “Refer for full assessment for NHS Continuing Healthcare”.
No
If you are not happy with the information on the eChecklist and you don’t want to progress to the next step click on “Create notification” and this calls the email template where you can record the reason(s) why you don’t want to pass the case on to the CHC Review Nurse.
Once you have added the reasons why you don’t want to pass the case on to the CHC Review Nurse click on the “Save” button in the bottom left hand corner, which takes you back to the previous screen. Then click on the “Progress” button underneath. This sends an email to the user who submitted the eChecklist and triggers the step “checklist requires fixing”:
The referrer is able to add to the previously submitted checklist if they need to and this will allow them to re-submit the checklist using the same case reference number.
Yes
If you want to refer the patient for a full assessment, click on the “Progress” button underneath “Yes” the next step is triggered “Assign to Locality Team”.
No
If you don’t want to refer the patient for a full assessment you can type in the rationale for decision, select the reason for rejection and then click on the “Progress” button underneath.
This calls the “Nurse rejected notification” step:
Click on the “create notification” button and this generates the standard email template which you can add to:
Once amended, click on the “Save” button, which takes you back to the previous screen:
Click on the “Progress” button to complete the step, which generates the email to be sent back to the referrer. This is then the end of the process.
You can select the Locality Team from a drop-down list and then click on the “Progress” button which triggers the next step in the process “Assign Caseworkers”.
You can choose a Lead Admin person and a Lead Co-ordinator (e.g. CHC Nurse) and a Social Worker.
Underneath each Caseworker type you can click on the “Choose” button which launches the “User Selection” search:
In here you can search by:
· Organisation e.g. Local Authority, CCG etc.
· Group e.g. Social Workers
· Team
· and/or Name
From the search criteria you will be presented with a list of matching records to choose from:
You can then click to select the record you want to assign as the Caseworker. Once all caseworkers have been selected they are then displayed:
Once selected you can click on the “Progress” button to trigger the next step in the process “Schedule MDT”.
Type in the date of the meeting, time of meeting, location and then add participants.
To add a participant click on the + next to Participants:
This then allows you to select an “invite method” which is either:
· select user
· type in email address of a person you would like to invite e.g. patient’s relative
· type in person’s name (who isn’t a user and doesn’t have an email address)
Select User
To select a user click on the “Select user” option which calls the “User Selection” search.
In here you can search by:
· Organisation e.g. Local Authority, CCG etc.
· Group e.g. Social Workers
· Teams
· and/or Name
From the search criteria you will be presented with a list of matching records to choose from:
Once you have selected the user you must also record the user’s relationship to the patient using the drop-down list of options.
Type In Email Address
To enter an email address of a person that is not a user click on the drop-down list underneath “invite method” and select “email” and then type in the email address in the “Person” field. You must also record the person’s relationship to the patient using the drop-down list of options.
Type In Person’s Name
To enter a person’s name that is not a user nor has an email address click on the drop-down list underneath “invite method” and select “other” and then type in the person’s name in the “Person” field. You must also record the person’s relationship to the patient using the drop-down list of options.
Once all participants have been selected you can then generate a patient notification document by clicking on the “create notification button” at the bottom of the page:
Known data from the case will be pre-populated automatically into the document. You are able to add in any additional required information.
Once you have made changes to the document you click on the “Save” button in the bottom right hand corner of the screen. This saves the changes you have made and takes you back to the previous screen.
Click on the “Progress” button at the bottom of the page and this triggers the next step “Request Assessments”.
This generates emails to all users and participants with email addresses with details of the MDT Meeting:
You can record which people need to do assessments prior to the MDT meeting and what type of assessment e.g. GP summary, specialist assessments etc.
The system will automatically display the email address of the patient’s Medical Practice so that a GP summary is requested.
To request an assessment click on + next to Assessments:
This then allows you to either select an existing assessor or type in an email address of a person you would like to carry out an assessment.
To select an assessor, click on the “Select assessor” option:
To type in an email address of a person that is not a user click on the email icon:
For each person click to select whether they are required to either upload an external assessment (document) or to complete an electronic assessment by choosing the assessment type:
When choosing “File Upload” you are able to select the document type:
Once all assessors have been selected/added click on the “Progress” button at the bottom of the page which triggers the next step “Waiting For Assessments” and generates the requests for assessments:
Assessment Type “Assessment” generates an email with a link for the assessor to complete an MDNA:
Assessment Type “File Upload” will allow the assessor to upload a different type of assessment e.g. dietary assessment, GP summary etc. An email is sent to the assessor with the “File Upload” link on it so they don’t’ need to log in as a formal user:
As assessments are completed/submitted the user that requested the assessments will receive email confirmations:
The email confirmation also includes details of how many assessments are outstanding for the case.
Once all requested assessments have been completed you can click on “Progress” (to confirm that you are happy for the MDT Meeting to go ahead) which triggers the next step in the process:
This step will automatically be completed once the MDT meeting has taken place and the DST has been submitted.
To access the electronic DST and to view all evidence linked to the case click on the MDT tab for the case:
Click on the Meeting code and this will drill you down into the meeting details:
On this screen, you can choose which documents that have been linked to the case should be visible during the MDT meeting. You can select any documents you feel should be visible during the meeting by clicking on the document and then clicking on the “Save changes” button.
Please Note - if you are attending an MDT Meeting where access to the internet might be limited it is advisable to download the documents prior to the meeting. You may also wish to use a blank DST template during the meeting to record what is discussed with a view to copying and pasting your notes in once you are back in an area where you can access the Digital CHC system.
Click on the “Open DST” button in the top right-hand corner and this will open the meeting for the case:
Click on the “Connect” button and this will take you to the digital DST:
You will see the Patient details on the first page. All other sections are listed down the left-hand side of the screen. To move between sections simply click on the name of section you want to move to.
You need to scroll down the page and complete all other Patient fields which are mandatory:
The Documents section will allow you to view all documents that you had agreed (on the previous step) could be shared during the MDT meeting.
All other sections mirror the paper Decision Support Tool (DST) with 12 domains listed. You need to respond to all 12 domains and all fields on the Decision page.
Where assessors have completed electronic MDNAs their name and their responses will be displayed in each of the relevant domains.
As the person running the meeting you can score the “level of need” by clicking on the letter of the score e.g. M (which is then highlighted in yellow) and then by clicking on the appropriate standard paragraph(s) that describes the need:
You can then add in unlimited comments in the Rationale text box, including details of any disagreements on the level of need.
Where there is a disagreement this can be recorded by clicking on the “i” icon next to the “collaborative level of need” field:
This dynamically calls in an additional row to record the dispute in the score:
The “Rationale” text box can be used to record details of the disagreement.
All domains on the DST must be completed, even if it is to state there are no needs.
Once all domains have been responded to click on the “Decision” page on the navigation bar on the left-hand side of the screen. This will give you a summary of the scoring assigned to each of the domains:
When all fields are completed, at the bottom of the page, the “Submit” button:
The status of the MDT will now show as “under review”:
A new workflow has now been started “Decisions”.
Click on the Workflow tab:
You will see the active Workflow is “Decisions”.
You can view a Document by clicking on the icon that appears before the “description” field. This includes a pdf of the eChecklist that was originally submitted:
