EDDI portal - service and capacity management - release 6

The Emergency Department Digital Integration (EDDI) system enables slot booking from 111 telephone and online services into emergency departments. 

The system enables:

• 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
• organisations to control their capacity and monitor the number of patients arriving

Patient information, including clinical triage information, will also be sent from 111 to EDDI. 

Find out more about EDDI. 

This user guide covers EDDI features for the following roles:

• admin/clinical
• information analyst 
• service manager

Reporting

Additional information added to each daily report. 

Automated daily reports

This feature adds the option to have the download reports file automatically sent to a predetermined location or locations.

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 See Reception user guide V6.

Administration tab

Now available to administrators, clinicians and information analysts.

Advanced patient search

This new function will allow the retrieval of records older than a day through a dedicated search function. See reception user guide V6.

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 service managers organisation. 

It's important that organisations configure service managers to have the correct access rights, so they can perform their role within 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.

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. 

Select the appropriate service from those shown on the screen. 

The services available to the service manager are dependent on the service manager's smartcard access. 

Select the appropriate role from those shown on the screen. 

The roles available to the user are dependent on the user's smartcard access. 

A user with a single role and location will immediately see the EDDI Portal Daily View Page.

Find out more about EDDI smartcard roles and workgroups.

The Daily View page is the default view when a Service Manager logs into the EDDI Portal. 

For further information on the EDDI Daily View Page, please refer to the reception user guide.

Three 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

Enables service managers to manage capacity, add, edit, delete services and download reports.

The EDDI dashboard gives you access to live service information and is accessed by click on the Dashboard tab of the Daily View page.

The dashboard is read-only and provides a 12-hour view of the currently selected service or services.

Each of the bars in the chart can be clicked and will show information for that particular hour.

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

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

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

Service, capacity management and reporting functionality is available via the Administration tab. 

If the Administration tab is not shown on the EDDI Daily View, the Service Manager may not have the correct smartcard role and should contact the relevant department at their local organisation.

Depending on the role, the following options can be available:

• advanced patient search
• manage capacity
• manage locations and services
• download reports
• send and receive automated daily reports

Advanced patient search

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 the following information:

• 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)

Manage capacity allows a service manager to actively manage the slot capacity of a service by editing the number of patient slots within the Default schedule of that service. 

A service manager will need to select the service they would like to manage the capacity for.

Select the appropriate location and service.

Both the location and service can be changed after entering the default schedule screen. 

Each service has a default schedule that can be tailored to suit the demands of the emergency department. 

The default schedule displays the number of patients (maximum capacity) that can be booked into EDDI, by the hour for each day of the week. 

Any changes made to capacity for a specific period (such as Monday 1am to 2am) will apply to all future Monday periods of 1am to 2am.

To make a temporary change to the default schedule, change the required maximum capacity for time periods and the schedule will require the service manager to manually updating, once the time period or day has passed. EDDI will not automatically update the default schedule.

The Edit Default Schedule screen displays the days of the week running from Monday to Sunday. 

Each day of the week is accessed by clicking on the appropriate day of the week tab.

Each day of the week has a set number of set time periods (such as midnight to 1am, 1am to 2am) that cannot be changed by the user.

The Max capacity shows the total number of patients (slots) for a time period. 

To change the maximum capacity of a time period, click in the required Max. capacity field and enter the required capacity. 

Any changes made to capacity for a specific day, such as Monday 1am to 2am, will apply to all future Monday periods of 1am to 2am. 

If Max. capacity is reduced to zero, patients can still be sent to your emergency department by 111 services. 

A temporary change to any Max capacity can be undertaken, but the service manager must manually change the Max capacity back once the time period or day is passed.  

Once all changes have been made, click on the Update schedule button. The below message will be displayed.

It can take up to 15 minutes for changes to be sent to the NHS 111 Directory of Services (DoS). Any patient slots will not be affected. Therefore, patients booked into slots that have been deleted by the service manager will still be displayed on the EDDI Daily view page. 

The number entered by the service manager into the maximum capacity field is the total number of patient slots that EDDI will allocate for the chosen hour period.

Each hour period is divided into four time slots. 

For example, 09:00 to 10:00 is divided as follows:

• 09:00 to 09:15
• 09:15 to 09:30
• 09:30 to 09:45
• 09:45 to 10:00

If the maximum capacity is set to five, then EDDI divides the slots up as follows:

This enables a service manager to update, delete or add locations (and services) within EDDI to an NHS Trust. 

There is not an option to temporarily suspend a service using EDDI. Temporary suspension of a service can be done using the Pathways 111 DoS. Speak to your local DoS lead for further information.

Locations can be added, updated, or deleted using EDDI.

To add a new location to the NHS Trust, click on the link as shown below.

Enter the new location name and click on the Add location button. 

The new location will now be available in EDDI and a Service Manager can add the required services.

Existing location names can be edited by clicking the Edit link as shown below.

Amend the unique name as required and click the Update location button.

Locations can be deleted using EDDI. Using this function will result in a location and its services not been viewable after 24 hours.

To delete a location, click the Delete link as shown below.

A Service Manager will need to confirm that the location is to be deleted by clicking the checkbox “Yes I want to delete this location”. Then click the confirm deletion button.

Once a location (and its services) has been deleted, the location and services will still be displayed on the manage locations and services screen as shown below.

A notification will be displayed on the EDDI Daily View page to inform all users that the service will be deleted in xx hours.

EDDI will display a list of locations and services for the NHS Trust. 

Each location will be displayed with its corresponding services. 

Services can be added to a location, edited, or deleted. 

To add a service to a location, click on the Add a new service to this location link.

To add a new service, click the +Add a new service link.

A user is required to enter both a service name and DoS ID.

If the Service ID is entered incorrectly then the service will not receive any bookings through EDDI.

Service managers will be asked to confirm that they agree to allow the downloading of 111 triage information to local computers for users with the appropriate smartcard permissions.

Service managers are then asked to confirm they can securely store this information in line with their local information governance policy.

Click on the Add Service button. The service will now be added to the location and a default “Blank” Schedule will be created. This can be edited following our guidance.

To return to the Manage Service screen, without making any changes, click the Cancel and go back link.

Users must ensure that they understand the EDDI functionality and follow local policies before making any changes to services.

To edit a service in EDDI, click on the Edit link as shown below.

The screen displays the service name and the unique DoS service ID. 

To edit the name of the service, click in the service name field and enter the required name for the service. This name will be displayed on the Daily View Page.

The unique DoS service ID can also be amended. This should only be done with assistance from your local DoS lead.

The Service ID is viewable using the 111 Pathways DoS. 

Services can be deleted using EDDI, using this function will result in a service not been viewable after 24 hours.

To delete a service, select the required location and click the Delete link for the service to be deleted.

A service manager will be asked to confirm that the service should be deleted.

Tick the “Yes I want to delete this service” check box and then click the Confirm deletion button. The service will now not be viewable, 24 hours from the current time.

The download report function allows you to access data available for the services you manage on EDDI.

All the reports available for the trust are displayed, which includes:

• daily
• weekly
• monthly

Newest reports are always shown at the top of the screen, with older reports available further down the list.

Clicking on a month will expand to show all the reports that are available for that month.

Reports are downloaded as a CSV file to the local computer.

Examples of these reports can be found on the appendix page.

Automated daily reports

Service Managers can add up to 5 email addresses to EDDI, so that each email address will receive Daily Reports.

Each email address structure will be validated by EDDI, this means that the email must be @nhs.net. to ensure secure data transmission. 

Daily Reports will be sent directly to each email address.

Once the Save my preferences button is clicked the Service Manager will return to the Administration menu and the following message will be displayed:

Click X to close the message. 

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. 

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 

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

This is to prevent any clinical risk to patients. 

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

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

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

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

You can do this by:

• calling 0300 303 035
• 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, videos and webinars.