EDDI portal - reception user guide - release 6

The Emergency Department Digital Integration (EDDI) system enables emergency department arrival windows to be booked from 111 telephone and online services. 

The system will enable:

• NHS 111 providers to give patients a time slot to attend an emergency department
• patients to book a timeslot to attend an emergency department using 111 online
• emergency departments to control their capacity and monitor the number of patients arriving
• patient information, including NHS 111 clinical triage information, to be sent to EDDI 

This page is a guide for reception staff that will be using EDDI. 

Reporting

Additional information added to each Daily Report. See Service, Capacity Management and Reporting user guide V6.

Automated daily reports

This feature adds the option to have the download reports file automatically sent to a predetermined location or locations. See Service, Capacity Management and Reporting user guide V6.

Weekly and monthly reporting

This new function will add weekly and monthly report options in addition to the daily reports. See Service, Capacity Management and Reporting user guide V6.

Manage Did Not Attend patients

This enhancement will make it easier for emergency departments to identify patients with a status of DNA over the past 24 hours.

Administration tab

Now available to Administrators, Clinicians and Info Analysts.

Advanced patient search

This new function will allow the retrieval of records older than a day through a dedicated search function.

Automatic sign out

When signing back into EDDI, users will bypass location and service selection.

Accessibility improvements

Improvements based on recommendations from the Digital Accessibility Centre.

The EDDI portal uses smartcard authentication to control access. 

Find out more about smartcard authentication. 

The EDDI URL (website) will be provided by your organisation. 

It's important that organisations configure end-users to have the correct access rights, so they can perform their role using EDDI. 

This section is only applicable if you work across more than one site, more than one service or if you have more than one role. 

If you have a single role, site or service, you will be taken straight to the EDDI portal Daily view page.

Select the appropriate location from those shown on the screen. 

The locations available to you will be dependent on your smartcard access. 

If you have a single location allocated to your smartcard, you will be taken straight to the EDDI portal Daily view. 

An example of the location selection screen is shown below. 

The services available are dependent on a user’s smartcard.

Select the appropriate service from those shown on the screen. 

The services available to you will be dependent on your smartcard access. 

If you have a single service allocated to your smartcard, you will be taken straight to the EDDI portal Daily view. 

An example of the service selection screen is shown below. 

Select the appropriate role from those shown on the screen. 

The roles available to you will be dependent on your smartcard access. 

If you have a single role allocated to your smartcard, you will be taken straight to the EDDI portal Daily view. 

Find out more about smartcard roles and workgroups.

The Daily view is the default page when you sign in to the EDDI portal. 

Two tabs are visible:

Daily View

This is the default view for the EDDI portal.

Dashboard

A read-only graph of patient arrivals and capacity information.

Administration

Advanced patient search options.

A user's location and service can be changed after a user has signed in.

A user’s current location and service (or services) are shown at the top of the Daily view screen.

To change location, click on the Location link.

To change service, click on the Service link.

If multiple services have been selected, then clicking the + link will show the locations. 

The list can be closed by clicking the Close link.

To search for a patient, click in the search box.

There are 2 time options when searching for a patient:

• the default 7 hours (current hour, +3 hours and –3 hours)
• an optional 24-hour (current hour, +3 hours and -20 hours)

The Show 24 hour outlook should only be used only when required, as using this option significantly increases the amount of data required for each page. This could make EDDI run slightly slower.

To search for a patient using the 24-hour option, a user must ensure that the Show 24 hour outlook check box is ticked. If the check box is unticked then the search will default to the 7 hours search.

Enter the surname (or part of the surname) of the patient and either press return on the keyboard or click on the magnifying glass icon.

EDDI will begin searching patient records as a user starts to type into the search box.

Patient records that match the search will be displayed.

All searches will return matching patient records for Patients regardless of their Patient status (includes patients with a status of Did not attend or No set arrival time). 

Search results are displayed as follows:

If no results are found, the following message is displayed.

Advanced patient search function

The Advanced Search can be accessed through the Administration tab.

This Advanced Search will allow the retrieval of records older than a day. The search will include any patients that have had a referral via EDDI for the trust. 

The advanced search requires an entry in one field as a minimum. The first names search box can also be used for searching a patient first or middle name as required.

The search fields are:

• first name
• last name
• date of birth
• NHS number

The search results include:

• first name
• last name
• date of birth
• telephone number 
• NHS number
• scheduled arrival (slot start time/end time and date)
• status (such as status of appointment and arrival date time)
• ITK file for the patient (download PDF)
• location name 
• service name 
• service ID
• source (such as source of booking)
• shielding (Yes/No)

A user can access the browser search function to locate patient cards containing specific information.

For example, if a user wants to identify Did not attend patients from the past 20 hours:

1. Tick the Show 24 Outlook check box.
2. Select the Yet to arrive filter. All patient cards with a status of Yet to arrive and Did not attend will be displayed on screen (this could be a long list of patient cards and there may be a slight delay in the cards appearing onscreen).
3. Open the search function of the internet browser (in Google Chrome this is Cntrl+F - if you're unsure you should check with your local IT department).
4. Enter “Did not attend” into the browser search field.
5. The search results will be highlighted.
6. Scroll through the patient cards as required.

The Portal will sign out a user after 15 minutes of inactivity. 

A user will see the following message approximately 1 minute before the Portal automatically signs out a user.

Clicking the Stay signed in button, resumes the session and the inactivity timer is reset.

Once a user is automatically signed out, the following message is displayed.

If a user is automatically signed out, once they sign in they will be returned to the EDDI Daily View page, bypassing location and service selection. If the user signs out manually, the user will go through the usual sign in process. 

The 15 minute timeout period is a UK Government cyber security requirement and cannot be changed.

The patient card has information relating to each individual patient.

 The patient card includes:

• the patient's surname and forename
• date of birth
• contact details (phone number if available)
• NHS Number
• the referral source, such as 111 Online
• estimated time of arrival
• 111 data (this can be viewed or downloaded)
• patient status

Confirm the patient's identity, as per local procedures.

Locate patient records using the Search function or scrolling through the Yet to arrive and or No set arrival time lists. 

Confirm the patient details are correct as per local procedure and click the Mark patient as arrived button on the Patient form.

After clicking the Mark patient as arrived button, an information box will be displayed showing the Patient status which will now have changed to Arrived. 

Click X to close the Patient has been marked as arrived information box. 

The Patient details will now be visible when the Arrived filter button is selected.

If a user has clicked the Patient has arrived button in error, the Patient status can be re-set to Not Arrived.

Select the Arrived filter button. 

The arrived patient list is displayed.

Locate the patient record by searching or scrolling through the list.

Click the Mark as not arrived button. 

The Patient status will be changed to Yet to Arrive and the record will now be visible when the Yet to arrive filter is selected on the Patient arrival screen

The patient NHS number (if available) can be copied from EDDI to another system for example a PAS.

Click on Copy to copy the patient NHS number.

The NHS number can be copied before or after a patient has arrived. 

The patient NHS number can be pasted into another system as required.

The EDDI Daily View Tab has 4 filters (the default is for a 7-hour window).

Yet to arrive filter

Lists patients for the currently selected time period who have been allocated an arrival time via a 111 service. This will include patients with a Did not arrive status.

Arrived filter

Lists patients for the currently selected time period that have been arrived.

No set arrival time filter

The No set arrival time filter shows patients that have been directed to the Emergency Department but have not been allocated an arrival time. The number of patients is shown in brackets.

Patients with No set arrival time are:

• not displayed if the Yet to arrive filter or Arrived filter
• searchable using the search function

Did Not Attend filter

Lists patients that have automatically had their status changed to Did Not Attend. 

The Active period shows the:

• hour-long period of time you are viewing on EDDI
• number of patients scheduled to arrive during this period
• maximum capacity - this is the highest number of patients that can be allocated an arrival window for your organisation for a given period

Clicking on the arrow displays the default time periods, from -3 hours to +3 hours from the current time. 

Selecting a time period enables a user to view patients who have arrived or have yet to arrive during the selected period.

Selecting Show 24-hour outlook and then clicking on the arrow displays the time periods, from -20 hours to +3 hours from the current time. 

Time periods can be changed using the navigation links at the bottom of the Daily View page.

Patients on EDDI have 3 possible statuses:

• Yet to arrive
• Arrived
• Did Not Attend

If a patient is not marked as arrived, they will be marked as Did not attend after 75 mins. 
Patients with a status of Did not attend will be visible in time periods that are 75 mins before and less than 3 hours from the current time.

A patient with a status of Did not attend can have their status changed to Arrived. (In the instance where a patient arrives late for their slot time, the patient can be located using the Search function and marked as Arrived).

If a patient has been advised to consider shielding, a user will see the following message on the patient card.

Click the link to display additional information.

Click the Got it link to close the additional information.

The patient details include 111 triage Information that can be viewed in a browser window or downloaded to a user’s PC.

The 111 triage Information contains the following information:

• demographic information
• patient’s reported condition
• pathways disposition
• pathways assessment
• booked appointment information

The View option will open the 111 triage Information in a new browser tab.

The 111 triage Information displayed in a browser window.

The 111 triage information can be downloaded by clicking on the PDF or HTML download link. 

Depending on how your local PC is configured, the file will either be downloaded to the default folder or an alternative set up by your local IT. 

If in doubt, please contact your local IT department or Service Desk.

Please check with your local IT department or Service Desk for how to print the 111 triage information from the browser. (Usually this involves using the file/print a PDF version option from the browser).

When selected the Dashboard Tab will display a read only dashboard that shows various information relating to the locations selected. 

A summary is displayed showing the:

• total capacity for the 12-hour period
• number of patients scheduled to arrive
• number of patients that have arrived
• patients with no set arrival time
• patients who have been marked as Did Not Attend

Placing the cursor over each of the bars on the chart will display information for that time, such as the:

• total capacity for that hour
• number of patients Yet to Arrive
• number of patients that have arrived
• number of patients with no set arrival time
• number of patients who have been marked as Did Not Arrive

Refreshing

The EDDI application will automatically refresh every five minutes.

You can still manually refresh, if you need to, by using the “refresh” button on your browser.

The Show 24 hour outlook should only be used only when needed, as using this option significantly increases the amount of data required for each page. This could make EDDI run slightly slower.

Time restrictions

111 telephone and online will only be able to book slots up until 15 minutes before the allocated slot time. This should ensure that patients have enough time to get to the emergency department.

No slots available

If there are no more slots available for 111 to book into, patients will still be referred but using their 111-disposition timeframe, such as attend within 1 hour. 

This is to prevent any clinical risk to patients.

Suspending a service

There is no way to temporarily suspend a service using EDDI and stop patients attending.  

Zero capacity

Capacity being reduced to zero will still allow patients to be sent to your emergency department. 

Temporary suspension

In the event of a major incident, temporary suspension of your service can be managed using your agreed local process. 

The following table shows which role\roles in EDDI will have access to which features.

Contact the National Service Desk If you need help or training support.

You can do this by:

• calling 0300 303 5035
• emailing [email protected] 
• logging a ticket on the National Service Desk self-service portal

Smartcard roles and workgroups

Find out more about EDDI smartcard roles and workgroups.

EDDI training and support

Visit our training and support page for user guides and videos.