Mental Health Referrals Workflow

Once a digital Mental Health Referral form has been submitted, it appears in the “back office” as a new case.

As part of the Digital CHC back-office product there is a standard Mental Health Referrals Workflow process.

As a case progresses, according to the outcome recorded the relevant Workflow process and steps within it will be triggered.

Mental Health Referrals Workflow

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 Referral data by clicking on the Referral tab:

The Documents tab shows any documents linked to the case, including a PDF copy of the submitted digital Referral and any supporting documentation:

You can view a Document by clicking on the icon that appears before the “description” field.

This includes a pdf of the Referral that was originally submitted:

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 Referral by clicking on the Workflow tab and clicking on the “Mental Health Referrals” workflow that has been auto-generated:

Once you have clicked on the “Mental Health Referrals” workflow you drill down into the process. The first step is “Responsible Commissioner Checks”.

1. Responsible Commissioner Checks

This is a decision stage in the process where you can click on one of four 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 digital Referral).

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 Referral:

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 Referral).

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”.

Responsible Commissioner at dispute

Once you have selected the CCG click “Progress” underneath “Responsible Commissioner at dispute” the next step is triggered “Supplementary Information Checks”.

2. Supplementary Information Checks

You must select the patient’s GP surgery and the Local Authority from the drop-down lists.

Click on “Progress” to trigger the next step “Anything Missing?”.

3. Anything Missing?

No

If you are happy with the information on the Referral, click on the “Progress” button underneath “Yes” the next step is triggered “Eligible for NHS funding under the MHA?”.

Yes

If you are not happy with the information on the Referral and you don’t want to progress to the next step click on the “Progress” button underneath “No” and this calls the “Request Missing Information” stage in the process.

You can select which person you want to request missing information from, e.g. the Referrer, and specify the type of information that is missing:

Once you have listed the missing information you are requesting click on the “Progress” button. This will trigger emails to be sent to the users (people) you are requesting the missing information from.

The case is then at a holding stage in the Workflow process called “Waiting for missing information”:

The user(s) will receive an email requesting the missing information. The email contains a link where they can click and then upload the requested information.

Once the missing information has been provided you will receive an email and you can then complete the “Waiting for missing information” stage in the process and the case will then be moved on to the “Eligible for NHS funding under the MHA?” stage.

4. Eligible for NHS funding under the MHA?

If “Yes” click on the progress button underneath and that will trigger the next step in the process “Assign to Lead Coordinator”.

If “No” click on the progress button underneath and that will trigger “Clinical Triage by PAT Clinical Review Nurse”.

5. Clinical Triage by PAT Clinical Review Nurse

If further clarity is required add some comments underneath the “Yes option which are mandatory, click on “progress” to complete the step and that will trigger the next step “Clinical Triage by Clinical Lead MH & LD/Clinical Strategic Lead”.

If No further clarity is required, click on the “progress” button underneath No to complete the step and that will trigger the next step “Assign to Lead Coordinator”.

6. Clinical Triage by Clinical Lead MH & LD/Clinical Strategic Lead

The user will see PAT Nurse comments that had been added in the previous step in the process.

At this stage the referral can either be Accepted or Rejected.

If Accepted, add comments underneath “Accept Referral” which are mandatory and then the next step is triggered “Assign to Lead Coordinator”.

If Rejected, add comments underneath “Reject Referral” which are mandatory and then the Workflow process is completed and no further steps will be generated.

7. Assign to Lead Coordinator

The individual’s date of birth and age are displayed here.

Click on the “Choose” button to search for the Lead Coordinator:

Once a user has been selected they will then be shown as the Lead coordinator:

Click on “Progress” to trigger the next step “Senior Commissioning Nurse Review”. 

8. Senior Commissioning Nurse Review

There are two options.

If no further information is required, complete the “Summary of needs” box and then click on the “progress” button. The workflow process is then complete.

If any further information is required, click on the + against “Required additional information”:

You can select which person you want to request additional information from, e.g. the Referrer, and specify the type of information that is missing:

Once you have listed the missing information you are requesting click on the “Progress” button. This will trigger emails to be sent to the users (people) you are requesting the missing information from.

The case is then at a holding stage in the Workflow process called “Waiting for further information MH”:

The user(s) will receive an email requesting the additional information. The email contains a link where they can click and then upload the requested information.

Once the missing information has been provided you will receive an email and you can then complete the “Waiting for additional information MH” stage in the process and the case will then be moved on to the “Senior Commissioning Nurse Review” stage (repeat of earlier step in process until the case can be progressed to Care Package Approval).