The document discusses internal messaging needs and solutions at Tamar Valley Health, a general practice with 2 sites serving 16,500 patients. It summarizes their messaging needs like urgent communications and those between clinicians, teams, and groups. It describes EnCompass, the secure internal messaging system they use that is password protected and independent of their medical records system, Vision. EnCompass allows categorizing users into groups, linking messages to patient records in Vision, and provides various message types and tracking features.

1. Internal messaging in an NHS general practice©Kathie Applebee

2. Tamar Valley Health16,500 patients2 main sites, both dispensingExtended hours: evenings and Saturdays12 partners, 55 employed staff, 12 attached staffMajority work at either sitePaperlight, with Vision, DocMan, INR*

3. www.tamarvalley.org.uk

4. The Tamar Valleyphoto by Stephen Fryer

5. Our messaging needsUrgent messages e.g. cancellation of a surgeryCommunications to and from clinicians about patientsCommunications amongst team members across both sites

6. Further messaging needsConfidential messagesMessages amongst groups e.g. partners, managers, nurses, dispensers, etc.Low-key messages e.g. sandwich vanDistributing documents not suitable for the Intranet

7. Types of messagesMedication queries to the pharmacistPrescription queries to the dispensaryReferral queries to the secretariesGP actions to the reception pools

8. Types of messagesNursing queries to GPsData entry requests to the data poolPatient queries to the GPs and nursesRota changes to and from the reception manager

9. EnCompassRuns on a separate Linux server so independent of VisionSecure – password protected, and messages can also be sent as PrivateFull audit trail – with a comprehensive search function

11. System set-upUniversally accessible to network users at both sites and via remote accessUsers categorised by formal groups e.g. nurses, and by pick lists e.g. the lottery group

13. Vision integrationAll messages about patients are linked (not attached) to their recordsAlso have separate website prescription ordering links to prescribing recordsCould have check-in and scanning…

15. My favouritesMessages can be forward dated as remindersYou can see who is in and where they areWhen users not logged in, message tells you where they are and when back

17. Three types of messagesStandard messages, optionally linked to patients’ Vision recordsPop-ups, used for quickies such as “Are you free?” or “Cake in the common room”On-line chat, to share ideas

18. Keeping trackUrgent messages are red, rest are greenAny sent message can advise when not opened, or be checked to see if openedMessages can be stored in folders as action reminders

20. NHS e-mailPartnership and management issues because remote access easierIssues relating to external e-mail addresses e.g. PCT, suppliers, etc.

21. Vision ‘messages’Appointments’ system used for:Telephone consultationsPatients needing urgent consultationsPatients needing forward bookingsVisits (plus personal checks after certain times)

22. AdvantagesRobust – Linux serverBeing separate from Vision enables us to use it for all data entry when VisionlessEasy to use so full compliance

23. DisadvantagesReliance! Couldn’t function without itA bit clunky in places e.g. have to pick users off listsAdvice boxes appearing on screenCost, because it is runs on a separate server (we have on at each site)