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Part of Referral screen changes

Phase 2 - enhancements to referrer worklists

Find out about the second phase of changes which have been introduced in November 2021.

Current Chapter

Current chapter – Phase 2 - enhancements to referrer worklists


Summary

Find out about the second phase of changes which have been introduced in November 2021.


What we have changed

When an initial referring user accesses the worklist tab they will be presented with a dashboard type format.

The main user benefit from this change is that users should find the referral information is more clearly displayed.

Users should note that:

  • there are minimal changes to how the worklists perform
  • the referrer action required worklist has been removed and replaced by three separate worklists
  • the options to filter information are automatically set according to the role of the user and the information displayed on the worklist

How the landing page looks

Referring clinician

Image showing referring clinician worklist landing page

At the top of the screen, the ‘Show referrals for:’ information line is displayed to referring clinician users only. Other referring users cannot see these options.

The ‘Show referrals for:’ radio button is automatically defaulted to ‘Me’ on entering the worklist tab.

This means the referring clinician can see referrals in the worklists for which they are the referrer for the organisation they have logged in under.

Changing the radio button to show referrals for ‘My organisation’, will display the total number of referrals in the worklist for the organisation the user has logged in under.

Image showing worklist tile counts for referrals filtered by 'Me' and 'My organisation'

The screen example above shows how the referral numbers change on the worklist tiles as the two different radio button options are selected.

Referring clinician admin/Referring admin

Image showing referring clinician admin and referring admin worklist landing page

The screen example above shows what a referring clinician admin or referring admin user will see when they enter the worklist home screen. Users will notice that the ‘Show referrals for:’ information line isn't displayed. The referrals available to these users in the worklist will be a total number of referrals for the organisation the user has logged in under.

Worklists

Users have six worklists tiles presented. The 'Referrer Action Required' worklist has been removed and these referrals separated into three new worklists:

  • Rejected/triage response
  • Incomplete
  • Assessment Returned/Cancelled/DNA

How the worklist information displays and can be enhanced

Active worklist

Image showing selected worklist and blue line under the active worklist tile

When a worklist is selected, the associated worklist tile presents a blue line at the bottom of the tile box. This indicates which worklist information is currently being displayed.

Filtering

Image showing the filter panel

Selecting any of the worklist tiles opens the worklist and displays a filter pane on the left side of the screen.

The options that show in this filter area will depend on the referral information available in each worklist.

For example, if only ‘Routine’ and ‘2 Week Wait’ referrals are in the worklist results, then only these options will be available to be selected to filter on.

When filters are selected, these will apply to the list automatically and will be retained whilst the user remains on the worklist.

The filters will not be retained if the user moves between other worklists, moves between tabs, for example, moving to reports and back again, or logs out and logs back in again.

Image showing a worklist with filters applied

When filters are selected, a ‘Filters applied’ label appears detailing how many results are being shown from the number of referrals available on the worklist. In the screen example above, there are five referrals out of 27, which are being displayed.

There is an option to ‘Clear all filters’ which returns the user to the original data set.

The filter panel can be hidden to allow further screen space to view the worklist information.

The filter panel can be reintroduced by selecting ‘Show filters’.

Referral data

Column sorting

Image showing the arrows for sorting next to column headers

The column headers can be sorted by selecting the arrows next to the heading titles.

Any sorting applied is retained if the user moves to a different e-RS screen and then returns. For example, actions a referral and returns to the worklist.

Selecting UBRNs

When a UBRN is selected from a worklist, the user is taken to the referral summary screen* where information can be viewed or actions performed. *See the exclusions on this in the Advice and Guidance worklist information below.

Notification badges

In the UBRN column, badges have been introduced to some worklists:

Image showing the 'New' badge presented next to the UBRN column

‘New’ badge – this appears next to any referrals that have arrived on the worklist since the user last viewed it and where no action from the organisation has been taken. This badge will be displayed on the following worklists:

  • Rejected/triage response
  • Incomplete
  • Advice and Guidance
  • Assessment returned/Cancelled/DNA

Once the referral has been selected, either by the logged in user or by someone else in the same organisation, the badge will be removed and the count in the worklist tile updated.

If the required action is taken, the referral will be removed from the worklist and the worklist tile count updated.

Image showing the 'Overdue' badge next to the UBRN column on the leters outstanding worklist

‘Overdue’ badge – this appears on the ‘Letters outstanding’ worklist next to any referral for which the clinical information is overdue.

Routine referral letters should be attached within three days of the referral being created, one day for urgent and one day for two Week Wait.

If information is not attached after this time period, the ‘Overdue’ badge will be displayed.

Once a letter is added to a referral, it will be removed from the worklist and the count on the ‘Letter outstanding’ worklist tile updated.

Patient name

If a patient name is too long for the column on this worklist, the user can hover over the name for the full name to be revealed as a tooltip.

Locked referral

If a referral is locked, the name of the user is displayed below the locked UBRN.

Updating worklists

Image showing last updated information

To the right of the worklist screen, information is shown detailing when the worklists were last updated.

When users select a referral to either perform an action, or review information, and then return to the worklist, the information will automatically be refreshed.

The blue ‘Refresh’ link can be selected to retrieve the latest worklist information at any time.

Export to Excel

Image showing the Export to Excel option

When a worklist is selected the user will notice an ‘Export to Excel’ option to the right of the screen. All referring users are able to export the information displayed on the worklist into an Excel format.

Image showing the Excel spreadsheet produced from the worklist data presented

The example above shows how the worklist look when exported into Excel. The information displayed is exactly what the user was viewing on the worklist. From here, the user can print or save the information.

Add/remove columns

When a worklist is selected the user will notice an ‘Add/remove columns’ option on the right side of the screen. From here a drop-down arrow can be selected. This reveals tick boxes. The user can select which column headings to display or hide from here.

Image showing the Add/remove columns drop down box

Things to note:

  • the columns available to select are based on those displayed in the active worklist
  • the columns not shown on this reveal are mandatory and cannot be removed (for example, UBRN, patient name, priority and status)
  • to add or remove columns, select the required tick box and select ‘Save’
  • any changes are saved permanently and remembered

Which referrals does each worklist contain?

NOTE: All worklists should be monitored regularly.

‘Rejected/triage response’

Image showing the rejected/triage responses worklist

This worklist shows referrals that have been rejected and/or returned to the referrer with advice.

‘Letters outstanding’

Image showing the letters outstanding worklist

This worklist contains referrals with missing referral letters.

On the ‘Letters outstanding’ worklist tile, an overdue label is displayed.

This label only shows on this worklist.

This count will be the total number of referrals that require letters attaching since the user last viewed the worklist.

In the image example, there are 15 letters outstanding, with nine of them being overdue.

Once the appropriate action is carried out, either by the logged in user or somebody else in the same organisation, the count will be updated.

‘Incomplete’

Image showing the incomplete worklist

Referrals on this worklist are draft referrals which have had clinical information attached but have not been completed within the GP system.

Find out more information about this type of referrals and how to manage them.

‘Advice and Guidance’

Image showing the Advice and Guidance worklist

This worklist displays advice and guidance request which are awaiting action from the provider or referrer. Find out more about advice and guidance.

Selecting any referral from this worklist with the status of ‘Update available - referral accepted’ will open the referral summary screen.

Selecting other status types will open the advice and guidance screen, allowing either more information to be added to the request and returned to the provider, or the request to be actioned. For example, ending the conversation or referring the patient.

‘Assessment returned/cancelled/DNA’

Image showing the assessment returned/cancelled/DNA worklist

Referrals displayed on this worklist have had an assessment recorded against them, a UBRN cancelled, or a DNA recorded.

The worklist shows the status of the referral and also any reason associated to the status.

For example, when a referral has been cancelled, the reason for the cancellation would also be shown.

‘Awaiting booking’

Image showing the awaiting bookings worklist This worklist shows referrals that have not been booked since shortlisting, or a referral that has been deferred to a provider, or a referral that has had an appointment cancelled and is awaiting booking by the provider or patient.

Booked referrals, whether to indirectly bookable services or directly bookable services, will not be presented on this worklist.


Support information

A video covering the changes in this phase is available (opens in Vimeo). A version of this video without the background music is available on request.


Future phases

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

Last edited: 8 November 2021 11:43 am