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GP-06.1-01 GP-06.1-01

GP-06.1-01

Session management - Create, amend, delete Session templates

Create, amend, copy and delete Session templates, each having pertinent information recorded including;

• a unique identifier or name
• type (e.g. routine surgery, ante-natal clinic)
• start time and end time OR Session duration (one can derive the other)
• Slot Type
• Slot details (see 1680048759 to 1680048759see GP-AP-4.2-01-1 to GP-AP-4.2-01-16)

GP-06.1-01A

Session Management - Share Session Templates

Support the sharing of Session Template(s) with other Practices using the same Solution.

GP-APMAN-05

Session management - Assign Session templates

Assign Session templates to create a Session for

• an individual day(s) e.g. Tuesday 3rd July
• specified days of the week e.g. every day or every other Thursday
• specific days of the month e.g. first Tuesday of the month or every second Friday of the month
• a combination of numbers and days e.g. 2nd Thursday of each month
• other methods including accounting for locally defined closures, e.g. first working day of the month or every Monday except Bank Holidays
• template start date
• template end date

GP-APMAN-03

Session Management - Create ad-hoc Session

Create ad-hoc Sessions, each having pertinent information recorded including:

• type (e.g. routine surgery, ante-natal clinic)
• start time and end time OR Session duration (one can derive the other)
• Slot details (see 1680048759 to 1680048759(see GP-AP-4.2-01-1 to GP-AP-4.2-01-16)

GP-06.1-03

Session management - Amend individual Session

Amend or remove an individual Session or any attribute of that Session e.g. remove a Session due to known staff leave or change the staff involved and start time

When a Session's slots are changed and their total duration exceeds the duration of the Session, it is possible to increase the duration of the Session to accommodate the Slot changes. The Session start time, end time or both can change, but the Session will adhere to constraints required by the Practice

See 1680048759 See GP-AP-4.1-02A for further detail on rules/restrictions

GP-06.1-04

Session management - Cancel Session

Either

• Cancel a Session - where active Appointments exist, the Appointment status for each Booking will be automatically updated to 'awaiting re-booking' or automatically re-scheduled and flagged as such

• Prevent cancellation of a Session (until any active Appointments have been cancelled or re-booked in another Session)

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GP-AP-4.1-02A GP-AP-4.1-02A

GP-AP-4.1-02A

Session management - Rules/restrictions

Locally define and configure rules/restrictions for Sessions and Slots, including;

• Restriction or 'blocking out' of individual or multiple Slots within a Session
• Definition of when Slots can be filled (e.g. open/any time or x hours/days prior to slot time)
• Prevention of double Booking of resources such as consulting rooms
• Resources required, including room and equipment combinations
• Override capabilities - definition of whether the rule/restriction can be overridden. Any rule/restriction to be configured to prevent override, allow override by all, or allow override by specified Practice Users i.e. constrained by user access rights
• Enabling Sessions and/or individual or multiple Appointment Slots to be made available for Booking online (See GP-SPFS-5.2.2-01A).
  • Where Slots are made available for Booking online, the Practice can configure Slots to be made available for Booking by OSAs 
• Restricting Sessions and/or individual or multiple Appointment Slots from being opened up to online Booking.

See 1680048759 for GP-06.2-05 for requirement on preventing Appointment Bookings and 1680048759 on and GP-AP-4.2-01-15 on locally defined rules.

See Resource Management (requirements GPSee Resource Management (requirements GP-03.4-02 and GPand GP-03.5-02) for how staff details are defined.

Epic 2

GP-AP-4.1-07

Session management - Amend slots

Insert additional Slots, delete unnecessary Slots and amend (by extension or contraction) Slot lengths, enabling simultaneous Appointments (only where locally defined rules/restrictions allow)

GP-AP-4.1-08

Session management - Non-working days

Based on non-working days defined through GP-03.4-07 and 07 and GP-RM-1-02, indicate to Practice Users (during recording and when managing a Session) to any Sessions/Appointments that are planned to fall on such a day e.g.:

• Closed for bank holiday or staff training
• A specific clinician is on annual leave

A Practice User attempting to book an Appointment on that day/time can see the fact that the resource is not available - locally defined rules/restrictions would govern whether the Appointment can then still be booked despite the lack of resource.

GP-06.2-04

Appointment management - Book Appointment

Book an Appointment:

• for any Patient registered or not yet registered with the Practice
• using multiple adjacent Slots/Slots in close proximity within a single process e.g. search for free Slots to book an Appointment with a nurse followed shortly after by an Appointment with a GP

GP-AP-4.4-02

Appointment Management - Book multiple

Book multiple Appointments (adjacent or otherwise) for a Patient in a single transaction

GP-AP-4.4-03

Appointment Management - Book varying duration

Book Appointments of varying duration by Booking part of a Slot or 'merging' adjacent Slots, ensuring the Practice User is alerted of any subsequent impact on other booked Appointments (or merge action is prevented, dependent on locally defined rules/restrictions)

GP-AP-4.4-04

Appointment Management - Book retrospectively

Book Appointments retrospectively (subject to locally defined rules/restrictions) with an indication that the Appointment was a retrospective Booking.

GP-AP-4.4-05

Appointment Management - Book recurring

Book recurring Appointments i.e. schedule multiple Appointments with fixed or variable gaps between Appointments

GP-AP-4.4-06

Appointment Management - Patient Alerts

Indicate to the Practice User any Patient Alert(s) (see PIM11) at any stage of the Appointment Booking, Appointment management or future/subsequent view of the 'calendar'.

Patient Alerts will be displayed only to users that have appropriate access rights to that information.

GP-AP-4.4-07

Appointment Management - Appointments contravening rules/restrictions

Identify booked Appointments that contravene pre-defined rules i.e. where override capabilities have been utilised - Indicate to the Practice User of any conflict prior to / at the time the Appointment is being managed.

See 1680048759 See GP-AP-4.1-02A for further detail on rules/restrictions

GP-AP-4.4-08

Appointment Management - Link 

Link multiple Appointments (whether concurrent or otherwise).

Where linked, management of one Appointment can result in the need to manage the linked Appointment(s):

• Display linked Appointments to the user
• Enable the user to manage linked Appointments.

GP-AP-4.4-09

Appointment Management - Cancel 

Cancel a Patient's Appointment (and automatically update the Slot status) - indicate to the Practice User of any linked/future Appointments the Patient has

GP-AP-4.4-10

Appointment Management - Reschedule 

Reschedule a Patient's Appointment (automatically updating the status of both previous and newly booked Slots) - highlighting to a Practice User any linked/future Appointments the Patient has

GP-AP-4.4-11

Appointment Management - Retrospective management

Allow retrospective management of Appointments, and update of certain Appointment information - alerting the Practice User that the activity they are performing is retrograde.

GP-AP-4.4-12.1

Appointment Management - Manually mark as DNA

Manually update the status of an Appointment to DNA (Did Not Attend)

GP-AP-4.4-12.2

Appointment Management - Automatically mark as DNA

When the status of an Appointment is not changed within a set period of its start time it is automatically set to DNA. The default duration of the set period is 10 minutes and it can be configured to the needs of the Practice.

GP-AP-4.4-14

Appointment Management - Appointment communication

Confirm Booking, rescheduling, cancelling or DNA of an Appointment by creation of a communication, according to Patient preferences (see COM1) to be sent automatically upon completion of that activity i.e. automatic Patient communication generation configurable to define trigger and method (print letter, email or SMS message)

GP-AP-4.4-15

Appointment Management - Manual communication generation

Manual Patient communication generation from an Appointment - the ability to manually produce a letter, email or text message.

GP-AP-4.4-16

Appointment Management - Non-time bound

Accommodate requests for and manage outcome of non-time bound Appointments - although such Appointments do not have a start time at the point of the request, other dates/times will still be recorded (including the time of request) and the start and/or end time can be recorded retrospectively. Examples of non-time bound Appointments include, but are not limited to:

• Call-backs (need to telephone a Patient to triage their Appointment)
• Home visits
• Unscheduled Appointments (unplanned Appointments where Patients have to sit and wait to be seen or be assigned an order to be seen by e.g. on first come first served basis

GP-06.2-01

Appointment management - View Sessions

View forthcoming and historical Sessions in a calendar/diary view:

• with Patients displayed
• with Patient details suppressed (to enable Patient viewing of screen information)
• two or more concurrent Sessions
• with time periods
• with ability to print out

GP-06.2-02

Appointment management - Retrieve Appointments

Retrieve available Appointments by browsing/searching/filtering on any combination of the following fields:

• date/date range
• day (e.g. Wed or Fri)
• time (range or period, e.g. am, pm, eve)
• duration
• multiple consecutive/adjacent slots
• session type
• location
• slot type
• slot status
• staff detail (name, role (grade/level and function/department), languages spoken or gender - any aspect of these characteristics and/or multiple instances of staff to be searchable e.g. Urdu-speaking midwife, a female GP and Health Care Assistant together)
• booking information
• locally defined rules/restrictions
• words within the reason fields (Practice defined and free-text notes)

A specific set of search criteria can be saved with a user-defined name for later re-use by Practice Users.

See 1680048759 See GP-AP-4.2-01-6 for detail on Booking information

See 1680048759 See GP-AP-4.1-02A for further detail on rules/restrictions

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GP-06.2-05 GP-06.2-05

GP-06.2-05

Appointment management - Prevent Appointment Booking

Prevent Appointment Booking where:

• Appointment Slot status is not yet available as per Slot availability. See 1680048759See GP-AP-4.2-01-5.
• Session or individual Slot is cancelled
• Where the type of Appointment being requested or the requesting patient is not appropriate for the Slot Type or Session Type, indicate that to the user.

For rules on Session management see: 1680048759 GP-AP-4.1-02A

GP-APMAN-04

Concurrent Appointments Warning

Warn during Appointment Booking when Patient already has a concurrent Appointment (active Appointment exists for the Patient at a time that fully or partially overlaps with this Appointment Slot)

GP-06.2-10

Appointment management - Override prevented Appointment Booking

Allow users to proceed with an Appointment Booking that would otherwise be prevented where:

• The user is empowered to override prevented Appointment Booking

GP-06.2-10A

Appointment management - Add reason for overriding a prevented Appointment Booking

Allow users to add a reason for overriding a prevented Appointment Booking

GP-06.2-06

Appointment management - Update Appointment

Update an Appointment status for a booked Appointment, including the following:

• Attended / completed
• Cancelled - updating this Appointment status will automatically update the Slot status
• Awaiting re-booking / re-scheduling (e.g. Session cancelled due to staff illness, Appointment requires rearrangement)
• DNA'd (Did Not Attend) - entering the relevant Clinical Term to record the appropriate type of DNA into the Patient Record

For further information on Clinical Terms see Data see Data Standards

GP-06.2-07

Appointment management - Add free text to Appointment

Add free text notes to an Appointment (at the time of Booking or subsequently)

GP-06.2-08

Appointment management - Automatic Appointment reminder

Automatically generate an Appointment reminder within a Practice-specified time period prior to an Appointment (using each Patient's Appointment reminder preference details - see COM1)

GP-06.2-09

Appointment management - View Sessions for staff

View Sessions that can be exported, including but not limited to the following formats:

• CSV
• PDF

Select Sessions for a Staff Member(s) for a user specified date range - allowing the inclusion or exclusion of notes associated to the Slots/Appointments.

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GP-PPFS-3.3-03 GP-PPFS-3.3-03

GP-PPFS-3.3-03

Service Configuration - Online Appointments

Enable the Practice to define the maximum number of future Appointments that can be booked for a Patient via Appointments via Appointments Management - Citizen.

GP-PPFS-3.3-03A

Service Configuration - Appointments for OSAs

For Appointments for OSAs (See GPSee GP-PPFS-3.2-05A), a separate configuration item is required to allow Practices to define a maximum number of Appointments booked by an OSA (this can be per Patient or at the level of the OSA, dependent on the functionality provided).

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GP-AP-4.2-01-1 GP-AP-4.2-01-1

GP-AP-4.2-01-1

Slot/Appointment details - Characteristics - Category

Record Appointment category - clinical/administrative/virtual/reminder/message to cover scheduling of staff time for a task

GP-AP-4.2-01-2

Slot/Appointment details - Characteristics - Reason for Appointment

Record Appointment reason

• reason to be selected from a user defined selection (routine, minor surgery, travel advice etc. - and default to the Slot Type where applicable)
• free-text reason also required to enable Patient and/or staff to give more detail (this will display when and by whom any such information was recorded) and this detail is added to the Patient Record.

Where information is retrievable from the Solution, it will not be re-keyed;

See 1680048759 for GP-06.1-01 for Session templates

GP-AP-4.2-01-3

Slot/Appointment details - Characteristics - Date

Record Appointment date (date of the Slot/Appointment - dates of Booking and amendment to also be recorded)

Where information is retrievable from the Solution, it will not be re-keyed;

See 1680048759 for GP-06.1-01 for Session templates

GP-AP-4.2-01-4

Slot/Appointment details - Characteristics - Start/end time

Record Appointment start time and end time/duration

Where information is retrievable from the Solution, it will not be re-keyed;

See 1680048759 for GP-06.1-01 for Session templates

GP-AP-4.2-01-5 

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GP-AP-4.2-01-5 GP-AP-4.2-01-5

Slot/Appointment details - Characteristics - Slot status

Record Appointment Slot status (whether the Slot is available, booked or withdrawn etc.). Slot status to default to available.

Where information is retrievable from the Solution, it will not be re-keyed;

See 1680048759 for GP-06.1-01 for Session templates

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GP-AP-4.2-01-6 GP-AP-4.2-01-6

GP-AP-4.2-01-6

Slot/Appointment details - Characteristics - Booking information

Record Appointment Booking information and reminders (e.g. standard, allows automated Booking online or via telephone, only bookable from 48 hours prior)

Where information is retrievable from the Solution, it will not be re-keyed;

See 1680048759 for GP-06.1-01 for Session templates

GP-AP-4.2-01-7

Slot/Appointment details - Characteristics - Booking method used

Record Appointment Booking method (booked online, in person, by automated telephone system etc.)

GP-AP-4.2-01-8

Slot/Appointment details - Characteristics - Appointment status

Record Appointment status (whether the Patient has arrived/is waiting, been called, is being seen, cancelled, did not attend etc. or the Appointment is awaiting re-booking)

Where information is retrievable from the Solution, it will not be re-keyed;

See 1680048759 for GP-06.1-01 for Session templates

GP-AP-4.2-01-17

Slot/Appointment details - Characteristics - Appointment not linked to a Patient record

Ability to record free text Appointment details when Appointment is not linked to a Patient record.

Note: Although the majority of Appointments will be linked to Patient Record in the Solution there can be instances where this is not valid as the Appointment does not relate to a Patient whose details are recorded in the Solution, such as Medicals for insurance or occupational health purposes, a second visit to verify death of a non-registered Patient) or an administrative Appointment (used to 'book out' at clinician's time).

Where information is retrievable from the Solution, it will not be re-keyed;

See 1680048759 for GP-06.1-01 for Session templates

GP-AP-4.2-01-18

Slot/Appointment details - Characteristics - Staff details

Record the involvement of human resources involved in the Appointment.

• Record one or more Staff Members against an Appointment.
• Staff can be regular Practice staff or external/temporary/non-Practice staff.

See Resource Management (requirements GPSee Resource Management (requirements GP-03.4-02 and GPand GP-03.5-02) for how staff details are recorded.

Where information is retrievable from the Solution, it will not be re-keyed;

See 1680048759 for GP-06.1-01 for Session templates

GP-AP-4.2-01-11

Slot/Appointment details - Characteristics - Location

Record Appointment location (specific place/room where the consultation will occur - whether in Practice, at another organisational site, at the Patient's home or elsewhere, to be determined by Practice User)

Where information is retrievable from the Solution, it will not be re-keyed;

See 1680048759 for GP-06.1-01 for Session templates

Slot/Appointment details - Characteristics - Method of contact

Record Appointment method of contact (whether face-to-face, telephone or via third party - this category can also include methods such as text/email or online chat)

Where information is retrievable from the Solution, it will not be re-keyed;

See 1680048759 for GP-06.1-01 for Session templates

Slot/Appointment details - Characteristics - Notes

Record Appointment notes (free text facility)

Slot/Appointment details - Characteristics - Non-human resource requirements

Record Appointment resource requirements (resources can be categorised e.g. room, equipment)

Where information is retrievable from the Solution, it will not be re-keyed;

See 1680048759 for GP-06.1-01 for Session templates

Slot/Appointment details - Characteristics - Rules/restrictions

Record Appointment locally defined rules/restrictions

For Session management rules see 1680048759GP-AP-4.1-02A

Slot/Appointment details - Characteristics - Other attendees

Record the details of individuals that attend an Appointment with or instead of, the Patient. Where an individual is a registered Patient or Related person (specified in GP-04.4-01) it is possible to record their attendance by linking to their information without the need to re-enter their details. It is possible to record the details of all the attendees.

Where information is retrievable from the Solution, it will not be re-keyed;

See 1680048759 for GP-06.1-01 for Session templates

Searching/retrieving information - View Appointments for particular day

Browse/view Appointments across Sessions for a particular day including key details such as Slot start time and duration, Slot status, Patient details, staff details and Booking information - Practice User to have ability to configure the information they wish to display (a 'personalised view')

Searching/retrieving information - Sort results

Sort results of a search chronologically and by any characteristic displayed within the results and/or any of the possible search parameters

Searching/retrieving information - Search defaults

Set search defaults.

Warnings, alerts, restrictions - Notify/alert

Alert Practice Users of the detail of the locally defined rule/restriction that is preventing them from completing an activity or that they are about to override.

Warnings, alerts, restrictions - Active Appointments

Indicate to a Practice User during all appropriate processes that a Patient has other active Appointments within a Practice-specified time period (whether linked or otherwise), including during:

• Appointment Booking
• Appointment cancellation

Warnings, alerts, restrictions - Past Appointment

Alert Practice User if an Appointment they are trying to book is in the past

Warnings, alerts, restrictions - Specific Patient detail

Locally configure warnings/alerts that are linked to or triggered by specific Patient detail or activity, such as alert Practice User at time of Booking if the Patient has had three or more DNAs within a pre-specified period

GP-APMAN-01

Activity Monitoring/Reporting - View pre-defined Management Reports

View and use pre-defined Management Reports, including

• Overridden rules/restrictions report to detail what rules are being overridden, when and by whom to enable monitoring and planning of local policy and training
• Resource utilisation by time/date range and/or resource i.e. past or future capacity including staff detail and numbers, type and status of Slot

Patient Management - Combined view

Display a combined view of all forthcoming and historical Appointments for a specific Patient, with the ability to sort and filter by Appointment characteristics, including:

• appointment status
• staff detail
  • name
  • languages spoken
  • gender
• date (range)

Patient Management - Patient Appointment summary

View a Solution-generated Patient's Appointment summary at any stage of the Appointment Booking, Appointment management or future/subsequent view of the 'calendar'. The Appointment summary to aggregate the quantitative information regarding a Patient's Appointments, including;

• Number of DNAs
• Attendance frequency
• Time (number of Appointments that have overrun allocated duration and late arrivals)
• Future Appointments

GP-PPFS-6.3-01

Identification of Appointments Booked by Citizens with an OSA

Provide tools to support the Practice in identifying Patients without a Linked Online Service Account (LOSA). In particular, highlighting Patients who have booked Appointments as with an OSA such that the Practice User can discuss the benefits of Account Linkage with the Patient.

Access Patient Record

Access a Patient Record where a Patient has been successfully identified, linked, listed or otherwise presented to the user.

Capacity and utilisation dashboard

Allow Practice Users to access a visual/graphical Appointments dashboard providing a snapshot of utilisation and capacity in the Practice

Dashboard accessibility

Allow dashboard to be viewed with little or no user interaction with the Solution i.e. an initial default view can be provided upon opening the relevant option, from which a user can then configure and filter the dashboard.

Dashboard default date range

The dashboard will default to display current week

Dashboard time period selection

Allow Practice User to select to view dashboard for:

• Historical and/or future time period
• Specified date range
• Pre-set time period e.g. last week, last year, next month etc.

Dashboard configuration and filtering

Allow Practice User to configure and filter the information presented on the dashboard by a range of characteristics, including but not limited to:

• Appointment/Slot Type
• HCP type and/or Session holder
• Dates/Times (e.g. start date/times, booked date/times, status date/times etc.)

Export data from dashboard

Practice User can export the raw data behind the dashboard reports in a suitable format (such as .CSV)

Dashboard content

The dashboard will provide reports on the following information as a minimum:

• 1680048759
• 1680048759
• 1680048759
• 1680048759
• 1680048759
• 1680048759
• 1680048759Practice Report 1
• Practice Report 2
• Practice Report 3
• Practice Report 4
• Practice Report 5
• Practice Report 6
• Practice Report 7

The Practice Reports set out below are only suggestions and examples of the possible output of the Appointments Dashboard reports. Suppliers should not be constrained by this and should use initiative and innovation to find the most appropriate way to present the reports in their Solution.