How to set up GPAD triage appointments: EMIS
Anima requests can be booked into specialised appointment slots in order to contribute to GPAD. Here’s how to set it up.
Step 1: Setting up the correct GPAD settings in Anima
Step 2: Configuring GP Connect Roles for your team
Step 3: Create a new Slot Type for GPAD
Step 4: Create a new Organization Group for GPAD
Step 5: Create a GPAD session
Step 6: Trigger a refresh of slots in Anima via Organisation Settings
Step 7: Check that GPAD is set up correctly
FAQ:
- When does the GPAD request populate in EMIS?
- How can I prevent patients booking into GPAD slots?
- How can I prevent GPAD slots from showing on the NHS App?
- How do I mark my GPAD appointment slots as complete?
Head to your Anima clinic desktop app.
In the bottom left hand corner, click on Settings, and then click Organisation Settings.
Stay on the Practise Details tab.
Scroll down until you see Triage Slots at the bottom.
You can either use your own clinic level settings (Use own settings) or PCN level settings (Use PCN settings)
Check the box to Book Anima requests into triage appointment slots
Enter a unique keyword that can be used to identify slots you want Anima to book into from EMIS. We’ll use animatest.
If you want Anima to automatically book into these slots check the box Book triage slots automatically
Note you can specify whether auto-booking will occur for Medical / Admin, or both Request types
Once you’ve done these steps, remember the keyword you set as you’ll need it in Step 3 and make sure to click Save Changes!
If you haven’t already, ensure that all GPAD clinicians have a GP Connect Role. I’ll show you how to set this up below. If you’ve done this already, you can move to step 3 (but it’s always worth double checking!).
Log into EMIS, head to the top right hand corner, click the EMIS bubble button, go to Configuration, and then click Organisation Configuration (see the image below).
In the bottom left hand corner, click on the Users tab.
Either in the Users side bar or using the Search button, find all the users that will require GPAD appointments.
Double click on the user, and you’ll have an Edit User box pop up. Click on Role in the left hand side tab. Ensure that the Job Category is within the list below (if not, change it to one in the list below to ensure it is GP Connect bookable).
Set Job Category to one of:
- General Medical Practitioner
- Salaried General Practitioner
- Student Practice Nurse
- Specialist Nurse Practitioner
- Sister/Charge Nurse
- Staff Nurse
- Midwife
- Community Practitioner
- Community Midwife
- Dietician
- Pharmacist
- Psychotherapist
- Clinical Psychotherapist
- Social Worker
- Health Care Support Worker
- Healthcare Assistant
- Counsellor
- Phlebotomist
- GP Registrar
- Sessional GP
Then click the dropdown for Patient Facing Services Booking and set to All Appointments. Click Ok to save the changes.
Note: You have to do this for every person in the clinic who requires GPAD appointments.
Navigate to the Appointment Book top-level tab, then select Appts Config from the ribbon toolbar on the right hand side.
Click Slot Types on the left-hand menu and then press the Add… button to add a new Slot Type.
Configure the slot with the settings below:
Name: Make sure the Name includes the Anima Triage keyword (the one you set in Step 1: Setting up the correct GPAD settings in Anima) - in our case, we set it to animatest.
Bookable Slot: Ticked
Status Type: Telephone/Audio
Allow auto DNA: Untick (if you have this box ticked and the patient does not attend, it will add the DNA code to their record)
Service Setting: General Practice
Context Type: Care Related Encounter
National Slot Category: Clinical Triage
When finished, click OK to save the new Slot Type.
This is to prevent other organisations (such as 111) booking patients into your new GPAD slot type via GP Connect.
Open Organisation Settings via Emis Bubble→Configuration→Organisation Configuration
Select Organisation Groups on the left-hand menu and then click Add
Fill in the required details and add your practice as an Organization using the small magnifying glass to search for your practise.
Click Ok to save your Organization group
Here we create actual instances of the new GPAD Slot Type to allow Anima to book via GP Connect
From the EMIS Appointments Book tab in the top right hand corner, click Create Session
Enter the Session Name and include your Anima Triage keyword here (the one you set in Step 1: Setting up the correct GPAD settings in Anima)
Set Session Type to Timed appointments
Click on Session Holders (click to edit) at the bottom of the window. Then click Add and choose the clinician you configured earlier with GP Connect permission to be the session holder. Note: The clinician must have the GP Connect permissions set up (see the section called Step 2: Configuring GP Connect Roles for your team)
If there’s a button for All Slots GP Connect Bookable, click Set All
Next click on the slots on the right hand side and type Control-A to select them all
Right click and choose Slot Properties…
Set the Slot Type to the new GPAD Slot Type (configured in Step 3: Create a new Slot Type for GPAD)
Include your Anima Triage keyword in the Slot Notes box
Ensure Patient Facing Services Bookable is NOT SELECTED (if selected, it puts it on the NHS app)
Ensure the GP Connect Bookable is SELECTED
Click Ok to save your slot configuration
Click Create to save your new Session.
If you want to confirm that your session is set up correctly:
Right click on the top of the GPAD session, and click Session properties
Click Edit Filter (if this option is not available, you’ll need to use the Update Session Times to push the session into the future for the time being).
Ensure that:
Filter Type: Organisation Group
Name: The GPAD Organisation Group you set up in Step 4: Create a new GPAD Organisation Group
Number of slots: The same number that the session has
Kind: Reserve
Whenever you make a change of your settings in EMIS, it’s important to trigger a refresh so that Anima recognizes the changes you’ve made.
Head to the Anima desktop app. Click Settings → Organisation Settings → Scroll down and click Force appointment slots update
If you want to confirm that GPAD is set up correctly in Anima, you can do two things.
Firstly, check in Anima:
Go the Anima patient dashboard (click the Dashboard button in the top right hand corner of the Anima desktop app if you’re not there already)
Double click on a request to open up a patient request
In the top left hand corner of the patient request, you’ll find a GPAD tag which will say Booked
Secondly, check EMIS:
You can also check you appointment book to see if the GPAD slots are being booked when you open a patient request in Anima.
The GPAD request will populate when the patient request is opened in Anima.
You can create a preset for sending out appointments - then you can tell all your clinicians to ensure that when they send out an invite, they use the new preset that excludes GPAD.
Go to your Anima dashboard on the Anima Desktop App - if you’re not there already, click on Dashboard in the top right hand corner.
Double click into a patient request
Go to the Manage tab, followed by Bookings/Invites and then click Invite patient to choose appointment time and in the dropdown select Face to Face Consult
In the popup, click Customise appointment filters, select only the appointment types you want to be bookable (aka exclude your GPAD slots). Make any other changes and then click Save this configuration as a preset.
Now, when clinicians invite patients to book - they can search for this preset and use this going forward to prevent booking into a GPAD slot.
Anima will automatically book in to your GPAD slots within EMIS. However, to ensure it counts towards GPAD, you will have to go into EMIS and click on each slot (”pretending to start and end it”) so it crosses off. Note: We understand this is far from ideal and are in the process of finding a way to automate this.
Ensure that in your slot properties, Patient Facing Services Bookable is NOT SELECTED (if selected, it puts it on the NHS app). Check Step 5: Create a GPAD session if you’re unsure.
Contents
Step 1: Setting up the correct GPAD settings in Anima
Step 2: Configuring GP Connect Roles for your team
Step 3: Create a new Slot Type for GPAD
Step 4: Create a new Organization Group for GPAD
Step 5: Create a GPAD session
Step 6: Trigger a refresh of slots in Anima via Organisation Settings
Step 7: Check that GPAD is set up correctly
FAQ:
- When does the GPAD request populate in EMIS?
- How can I prevent patients booking into GPAD slots?
- How can I prevent GPAD slots from showing on the NHS App?
- How do I mark my GPAD appointment slots as complete?
Step 1: Setting up the correct GPAD settings in Anima
Head to your Anima clinic desktop app.
In the bottom left hand corner, click on Settings, and then click Organisation Settings.
Stay on the Practise Details tab.
Scroll down until you see Triage Slots at the bottom.
You can either use your own clinic level settings (Use own settings) or PCN level settings (Use PCN settings)
Check the box to Book Anima requests into triage appointment slots
Enter a unique keyword that can be used to identify slots you want Anima to book into from EMIS. We’ll use animatest.
If you want Anima to automatically book into these slots check the box Book triage slots automatically
Note you can specify whether auto-booking will occur for Medical / Admin, or both Request types
Once you’ve done these steps, remember the keyword you set as you’ll need it in Step 3 and make sure to click Save Changes!
Step 2: Configure GP Connect Roles for your team
If you haven’t already, ensure that all GPAD clinicians have a GP Connect Role. I’ll show you how to set this up below. If you’ve done this already, you can move to step 3 (but it’s always worth double checking!).
Log into EMIS, head to the top right hand corner, click the EMIS bubble button, go to Configuration, and then click Organisation Configuration (see the image below).
In the bottom left hand corner, click on the Users tab.
Either in the Users side bar or using the Search button, find all the users that will require GPAD appointments.
Double click on the user, and you’ll have an Edit User box pop up. Click on Role in the left hand side tab. Ensure that the Job Category is within the list below (if not, change it to one in the list below to ensure it is GP Connect bookable).
Set Job Category to one of:
- General Medical Practitioner
- Salaried General Practitioner
- Student Practice Nurse
- Specialist Nurse Practitioner
- Sister/Charge Nurse
- Staff Nurse
- Midwife
- Community Practitioner
- Community Midwife
- Dietician
- Pharmacist
- Psychotherapist
- Clinical Psychotherapist
- Social Worker
- Health Care Support Worker
- Healthcare Assistant
- Counsellor
- Phlebotomist
- GP Registrar
- Sessional GP
Then click the dropdown for Patient Facing Services Booking and set to All Appointments. Click Ok to save the changes.
Note: You have to do this for every person in the clinic who requires GPAD appointments.
Step 3: Create a new Slot Type for GPAD
Navigate to the Appointment Book top-level tab, then select Appts Config from the ribbon toolbar on the right hand side.
Click Slot Types on the left-hand menu and then press the Add… button to add a new Slot Type.
Configure the slot with the settings below:
Name: Make sure the Name includes the Anima Triage keyword (the one you set in Step 1: Setting up the correct GPAD settings in Anima) - in our case, we set it to animatest.
Bookable Slot: Ticked
Status Type: Telephone/Audio
Allow auto DNA: Untick (if you have this box ticked and the patient does not attend, it will add the DNA code to their record)
Service Setting: General Practice
Context Type: Care Related Encounter
National Slot Category: Clinical Triage
When finished, click OK to save the new Slot Type.
Step 4: Create a new GPAD Organisation Group
This is to prevent other organisations (such as 111) booking patients into your new GPAD slot type via GP Connect.
Open Organisation Settings via Emis Bubble→Configuration→Organisation Configuration
Select Organisation Groups on the left-hand menu and then click Add
Fill in the required details and add your practice as an Organization using the small magnifying glass to search for your practise.
Click Ok to save your Organization group
Step 5: Create a GPAD session
Here we create actual instances of the new GPAD Slot Type to allow Anima to book via GP Connect
From the EMIS Appointments Book tab in the top right hand corner, click Create Session
Enter the Session Name and include your Anima Triage keyword here (the one you set in Step 1: Setting up the correct GPAD settings in Anima)
Set Session Type to Timed appointments
Click on Session Holders (click to edit) at the bottom of the window. Then click Add and choose the clinician you configured earlier with GP Connect permission to be the session holder. Note: The clinician must have the GP Connect permissions set up (see the section called Step 2: Configuring GP Connect Roles for your team)
If there’s a button for All Slots GP Connect Bookable, click Set All
Next click on the slots on the right hand side and type Control-A to select them all
Right click and choose Slot Properties…
Set the Slot Type to the new GPAD Slot Type (configured in Step 3: Create a new Slot Type for GPAD)
Include your Anima Triage keyword in the Slot Notes box
Ensure Patient Facing Services Bookable is NOT SELECTED (if selected, it puts it on the NHS app)
Ensure the GP Connect Bookable is SELECTED
Click Ok to save your slot configuration
Click Create to save your new Session.
If you want to confirm that your session is set up correctly:
Right click on the top of the GPAD session, and click Session properties
Click Edit Filter (if this option is not available, you’ll need to use the Update Session Times to push the session into the future for the time being).
Ensure that:
Filter Type: Organisation Group
Name: The GPAD Organisation Group you set up in Step 4: Create a new GPAD Organisation Group
Number of slots: The same number that the session has
Kind: Reserve
Step 6: Trigger a refresh of slots in Anima via Organisation Settings
Whenever you make a change of your settings in EMIS, it’s important to trigger a refresh so that Anima recognizes the changes you’ve made.
Head to the Anima desktop app. Click Settings → Organisation Settings → Scroll down and click Force appointment slots update
Step 7: Check that GPAD is set up correctly
If you want to confirm that GPAD is set up correctly in Anima, you can do two things.
Firstly, check in Anima:
Go the Anima patient dashboard (click the Dashboard button in the top right hand corner of the Anima desktop app if you’re not there already)
Double click on a request to open up a patient request
In the top left hand corner of the patient request, you’ll find a GPAD tag which will say Booked
Secondly, check EMIS:
You can also check you appointment book to see if the GPAD slots are being booked when you open a patient request in Anima.
FAQ
When does the GPAD request populate in EMIS?
The GPAD request will populate when the patient request is opened in Anima.
How can I prevent patients booking into GPAD slots?
You can create a preset for sending out appointments - then you can tell all your clinicians to ensure that when they send out an invite, they use the new preset that excludes GPAD.
Go to your Anima dashboard on the Anima Desktop App - if you’re not there already, click on Dashboard in the top right hand corner.
Double click into a patient request
Go to the Manage tab, followed by Bookings/Invites and then click Invite patient to choose appointment time and in the dropdown select Face to Face Consult
In the popup, click Customise appointment filters, select only the appointment types you want to be bookable (aka exclude your GPAD slots). Make any other changes and then click Save this configuration as a preset.
Now, when clinicians invite patients to book - they can search for this preset and use this going forward to prevent booking into a GPAD slot.
How do I mark my GPAD appointment slots as complete?
Anima will automatically book in to your GPAD slots within EMIS. However, to ensure it counts towards GPAD, you will have to go into EMIS and click on each slot (”pretending to start and end it”) so it crosses off. Note: We understand this is far from ideal and are in the process of finding a way to automate this.
**How can I prevent GPAD slots from showing on the NHS App?**
Ensure that in your slot properties, Patient Facing Services Bookable is NOT SELECTED (if selected, it puts it on the NHS app). Check Step 5: Create a GPAD session if you’re unsure.
Updated on: 22/01/2024
Thank you!