Phase 1 - new referral summary screen and formatting changes

We have introduced a new referral summary screen which details all the information relevant to the referral in one place.

This replaces the previous action drop-down menu which was displayed when users selected a UBRN.

A selection of other referring screens have also been updated with new formatting. 

The main user benefit from this change is for all referral information to be now displayed in one location. 

Users should note that there are no changes to:

• functionality
• provider screens, even when referring onwards

The user will get to this screen by selecting a UBRN from:

• the patient activity list
• any worklist
• any of the reports
• any of the enquiries

Where an action drop down box currently appears this will be replaced by this screen. 

From this screen the user can:

• view the status of the referral - the screen contains and consolidates all relevant information about the referral (such as referral letter, advice and guidance conversations, other clinical comments/dialogues such as rejection comments and the referral history)
• ensure important updates/responses to referrals are not missed
• progress or work on a referral

All actions that could previously be performed from the patient activity list or the worklists can still be done from this screen.

The introduction of a new Close button allows users to close the referral summary screen and return them to the screen they accessed the referral from. This could be either the patient activity list, a worklist, an enquiry or a report.

The referral example above shows a ‘BOOKED’ referral status. No changes have been made to these defining status descriptions. Referrals with different status are displayed further down this page.

The section highlighted in the image indicates:

• the action required for the referral, in the top message bar. In this example ‘Missing referral letter/clinical information’
• the defining state of the referral. In this example, ‘BOOKED’. Other defining states are: not booked, incomplete, deferred to provider, rejected, did not attend, triage – provider to action, appt cancelled by provider, appt cancelled by patient, assessment result, awaiting triage, triage response, cancelled referral

The actions available on the Action dropdown will be relative to the referral/request status. 

Only information relative to the referral/request will be displayed. In the example image, the information displays:

The date the letter is due – if this letter was overdue a red label would be displayed indicating this.

The service the referral is booked into - an unbooked referral may display several services which have been shortlisted for the patient. Selecting the service name link will display further information.

An appointment date, if booked.

The option to print the letter is displayed if there is information available.

Users may also see instructions for the patient in this area, if the provider has added these.

The referral details section displays all the information relating to how the referral has been raised. This will also include ‘Requested named clinician’ field if the referral was initiated using named clinicians clinic search.

The download summary link will produce a PDF of the clinical summary (which users can currently download).

Attachments can be added from the link shown above or from the Action button if, for example, the referral letter is missing.

Once the information is added the action will be removed from the Action button menu.

If clinical information is attached to the referral, the option to add further information will not be displayed on the Action button. Any attachments from a GP integrated system will also be displayed on the referral summary screen (an image of this is provided further down this page).

Selecting to add or remove attachments will display a newly formatted screen above. From here, users can select locally saved clinical information to attach to the referral or remove attachments which are no longer required.

As the example image above was initiated as an advice and guidance request there is an option to ‘Link advice attachments’ to the referral. This function was previously available in the e-RS system.

If the referral was not initiated as an advice and guidance, the above screen will appear when adding or amending clinical information through web-based e-RS.

When attachments are added to a referral the files are displayed on the referral summary screen in the attachments section.

The image above show how the clinical information (added from a GP integrated system) will be shown under a ‘Clinical information’ section.

This section will only be visible if information has been attached. Current rules apply, meaning users can only update these documents from their system. An ‘Open all’ option allows all the GP clinical information added to be expanded.

No changes have been made to how files are attached or the size of the file/s which can be attached.

Additional requirements can be added or updated using the link indicated. Selecting this will display a newly formatted screen (as shown below).

The ‘Referral history’ will always be displayed. There are no changes to the history screen.

The ‘Advice summary’ will only shows if the referral started as and advice and guidance request and has been converted. 

This will open a newly formatted advice summary page if the advice and guidance was converted. Other advice and guidance screens will be reformatted in later phases. 

The current state of the advice request is displayed in the header with the left side of the screen clearly showing the status, along with the summary information.

The conversation is laid out in the same format as it is currently with the options to review either the Advice conversation (displayed in the above image) or Clinical information (displayed in the image below) using the links highlighted.

The ‘Related referrals’ link will only show if there is another referral related to the UBRN. For example, the referral was sent to an assessment service then referred onwards. Selecting the relating UBRN will display the information for that referral.

Cancelling referrals

When cancelling a referral, the referrer should ensure they select the most appropriate reason for the cancellation.

For example, if a triage response has been received informing that the provider will be booking or managing the patient’s referral outside of e-RS then the reason of ‘Other’ should be selected and the appropriate comments entered.

Choosing to cancel the referral from the action menu will present the above screen. A reason must be selected and a comment for the Continue button to be activated.

A confirmation screen will be presented. Selecting the Confirm button will present the following screen.

In the example above where a provider is to book or manage the patient’s referral outside of e-RS, then any contact with the patient is now the responsibility of the provider and the practice does not need to contact the patient.

Removing UBRNs from the worklist

Selecting the Remove from worklist button will display the following screen.

Selecting the ‘Ok – remove from worklist’ button will complete the action.

Emailing booking instructions

When selecting the ‘Send patient email’ option, the following screen will be displayed. The email option will only be shown if the patient has registered with NHS Login.

If the email address is incorrect the patient will need to change this through NHS Login.

Selecting ‘Yes – send email’ will return the user to the referral summary screen.

Go back to referral summary

When actioning referrals user will notice a ‘Go back to referral summary’ link at the top of the screen.

Selecting this will return users back to the referral summary screen and will not save any changes made on the action screen.

Referral status messages when action complete

When a user completes an action and returned to the referral summary screen the status message will confirm the completed action.

The image below shows when attachment information has been amended.

The referral status continue to be:

• Booked
• Not booked
• Incomplete
• Deferred to provider
• Rejected
• Did not attend
• Triage – provider to action
• Appt cancelled by provider
• Appt cancelled by patient
• Assessment result
• Awaiting triage
• Triage response
• Cancelled referral

The following images show how some of these are displayed.

A video covering the changes in this phase is available.

Find out more about the planned future changes which build on improving the referrer users experience.