You can have as many new
enquiries open as necessary/practical.
To open a new enquiry, click on the New Enquiry button (top
left of all enquiry screens)
What
is the quickest way to enter an Enquirer on to the system?
The drop down list for enquirer
status has been nationally agreed by UKMi to standardise
data collection, as such all hospital pharmacy staff are
grouped together.
How do
I record enquiries from Members of the Public?
The easiest thing to do is
to create an Individual called "Anon - public" or
similar and link it to an Organisation called "Anon" for
enquirers who do not identify themselves.
The Origin would be “Other PCT” if they do not
state where they are from.
For enquirers that do identify themselves the Origin should
be the PCT they are calling from (unless, for example they
are an inpatient) and they would be recorded as enquirers
in the normal way.
To set a “Due by” date/time
for the enquiry:
click the arrow to view calendar >select appropriate date
as agreed with the enquirer
OR
Place mouse over Due by box to view shortcuts -
Hit the relevant key i.e H (hour), D (day), W (week), M (month),
T (today) at 18:00.
You can also overwrite the date and time manually by clicking
on the bit you want to change and typing over the other figures.
Can I
change the Due by Date and Time if priorities change? eg. the
enquiry becomes more urgent
This is probably because your
computer is set-up for American dates. This is an operating
system setting and not related to MiDatabank. You need to check
your computer to see what the settings are.
Start>Settings>Control Panel> Language and Regional
Options.
Can I
change the Title of the Enquiry if I need to?
Yes, you can change the Title
by amending the first line of the Question field and clicking
Auto Title or by manually editing the text in the Title box.
This is easy to do, just
enter the enquirer details and type in the enquiry details
from the letter/fax into the Question field.
Letters/faxes and other attachments can also be attached
to the enquiry. To do this,
Scan the letter/fax/other attachments and save in a pre-agreed
letters/faxes/attachments folder either on your PC or on
the network with a clear file name eg Letter Rutter 03.09.05
(i.e. enquirer name and the date).
From the Input screen, select Add Attachment>highlight
the correct document and click Open. A document icon will
appear with the file name & document type next to it.
To view the attachment double click on the file name
NB you can delete the original document from your PC or
network folder as it will now be saved in the MiDatabank
attachments folder
How
should I use the Clinical section? Is it compulsory?
You should use this section
to record patient specific clinical data.
Age: in the age box remember to type in specific units as
appropriate i.e. days/weeks/months/years, as well as numbers
particularly when dealing with paediatric enquiries.
Height/Weight/Creatinine: in the boxes remember to type
in specific units as appropriate i.e. metres/ feet & inches/
Kg or lbs & stones/mmol/L, as well as numbers.
It is not compulsory to use this section, although when
start sharing enquiries more widely patient data will need
to be kept in a separate field so that it can be removed
when enquiries are shared.
Where
can I record Unlicensed/Off Label Use of a medicine for reporting
purposes?
“Specialist Centre only” is
only used for specialist medicines information centres to record
specialist enquiries referred to them e.g. Leeds & liver
enquiries, Liverpool & dentistry enquiries.
This section must also to be used for calls referred to regional
centres from NHS Direct. Use the category “NHSD Caller
Referral”
Yes you can, although when
you select the due by date a note appears which says “Date
is in the Past” and the enquiry will be logged as having
been taken in after it was answered. However, recording the
enquiry retrospectively is better than not recording it at
all!
Ideally to make the most of MiDatabank as a paperless enquiry
handling system and avoid a backlog of enquiries waiting
to be entered you need to enter enquiries on the system as
soon as you receive them. You can explain to enquirers that
you are inputting the details directly on to the computer
and talk them through the enquiry input screen
Why
are Enquiries automatically allocated to someone?
As soon as an enquiry is added
to the system it is allocated to the person who put the enquiry
on the system. This is important as it means that someone has
initial responsibility for that enquiry whether they complete
it themselves or it is re-allocated to someone else.
Green faces = non-urgent enquiries
Amber faces = enquiries close to due by date
Red faces = overdue enquiries
You can change the time it takes for the enquiry to change
from green to amber according to due by date (the default
is 7 days)
Select Administration>MI Centres Resources>Configuration>Days
to alert for amber status.
Does
the amber status for enquiry due by include weekends or just
working days?
Yes but only in its early stages
i.e. when it is waiting in the In Tray and has not been started.
You cannot delete if the enquiry once it is passes the Input
screen.
To delete an enquiry right mouse click on the Enquiry title>Delete
Enquiry.
If an enquiry is deleted, the unique ID number is not reused,
however this will not affect statistics.
If an enquiry in the In-Tray has attachments saved with
it you cannot delete the enquiry unless you remove them first.
It is not easy to delete
an enquiry inadvertently. Retrieval
will involve your IT Department and CoAcS Ltd. If this happens,
please obtain the contact
details for you database administrator (in your IT Department)
and contact the MiDatabank help desk.
