1. Enquirer surname

2. Contact details (either auto completed via individuals/organisations database or in manual completion field)

3. Enquiry title (using either manual input or Auto-title function)

4. Enquirer status

5. Question (there must be some text in the box)

6. Enquiry category (at least one box must be ticked)

7. Answer (there must be some text in the box)

8. Origin

9. Keywords (there ought to be a minimum of one entered to assist with searching)

The following are effectively compulsory fields since they have defaults attached to them. If you don’t change them they will set as described below when the enquiry is completed:

1. Due by date (defaults to 6pm on day of receipt)

2. Enquiry category (defaults to “patient centred query”, but this can be removed or other categories chosen instead/as well)

3. Reply route (defaults to “telephone” if no other option selected)

4. Time taken (defaults to the time recorded by the MiDatabank timer unless changed)

The timer will automatically restarts when you resume work on the enquiry.

The Timer will stop automatically when you close the enquiry at any stage in the process or when you check the Enquiry Completed box.

Data are autosaved every 30 seconds (default).

However, click on the Refresh button (top right of the main screen) if someone else has just entered an enquiry and it is not visible on your screen

Enquiries are automatically saved as you enter them on the system (Default is every 30 seconds). Alternatively you can close the Enquiry screen and this will save the enquiry.

It is ok to open up a new enquiry whilst having other enquiries open.

In order to authorise an Enquiry, you must have the 'Can Authorise Reply' permission.

The list of enquiries requiring authorisation (e.g. enquiries researched by pre-reg users) are listed under the 'Awaiting Authorisation' section of the Work In Progress window. Note that these enquiries remain allocated to the pre-reg user and it is not necessary to allocate the enquiry to another user for authorisation purposes.

Having the 'Can Authorise Reply' permission enables users to open the awaiting enquiries for Reply Authorisation as shown below:

Clicking on the 'Open for Reply Authorisation' enables the enquiry to be authorised, or not. It is important to note that during this authorisation process the enquiry usually remains allocated to the pre-reg user. However, if desired the authorising person can self-allocate the enquiry in order to make additions or ammendments to the enquiry.

OR right click on the enquiry title in the “In Progress” tray.
Select Show Enquiry Report (Printable)>Print.

The following short-cuts are available in text boxes:

To identify additions to an enquiry use <Ctrl M> to mark with your name, date & time.

The following shortcuts work in ordinary text boxes

< Ctrl X> = cut
< Ctrl C> = copy
< Ctrl V> = paste
< Ctrl Delete> = delete
< Ctrl A> = select all
< Ctrl Z> = undo

The word-processing text boxes also support the following short-cuts:

< Ctrl B> = bold
< Ctrl I > = italic
< Ctrl U> = underline
< Ctrl L> = left align
< Ctrl R> = right align
< Ctrl ]> = increase font size
< Ctrl [> = decrease font size

The following short-cuts are available in the 'Due By' box:

<H> = an hour from the time now
<T> = today (at 18:00)
<D> = a day from now
<W> = a week from now
<M> = a month from now

Open the Enquiry and Click Allocate to Me

OR

Click on the elipsis button (the button with … next to Allocated to) (see below)

You can then add in information but you must remember to annotate the enquiry using <Ctrl M> to make it clear what you have added and when. e.g.

The Enquirer called back with some additional information as follows--Megan Masters 13/09/2005 15:12:54--

Then allocate back to the other person.

Double click on the Enquiry Title to open the archived enquiry

Edit Enquiry Notes/Follow Up>Add Note>OK.

Your Note has been added to the enquiry.

You can search the following fields: Enquiry Title/Background information/Enquirer/Patient Name/

If necessary (e.g. a legal case) it is possible for CoAcS to identify who had entered which data into an enquiry.

In a future version of MiDatabank contributions made by individuals will be more easily distinguishable at point of use as part of the audit trail.

Enquiries have two unique identifiers:

(i) a GUID (globally unique identifier), that is unique in the universe. An example of a GUID is as follows: {1fa53b70-2f5c-11da-8cd6-0800200c9a66}

(ii) an integer. Each enquiry is allocated a sequential number. This number will be unique at the site.