Vision Shared Practice Access (Federations) Quick Reference Guide for Reception Staff What is Shared Appointments? Vision Shared Appointments allows for the sharing of appointments books beyond the practice boundary. Using Shared appointments you can view, book and cancel patient appointments either at your practice or elsewhere perhaps not even at a practice location at all. For example: Logging In Multiple practices located within the same building sharing reception staff/nursing staff Federated working e.g. Prime Minister s Challenge Fund for practices provisioning extended working hours NHS 111 call centres booking patients into see their GP Out Of Hours (OOH) centres booking patient into clinics / GP appointments To log on in order to work with the system you need to access the Vision Clinical Portal. 1. From your desktop, double click the Vision Portal icon. 2. The Vision portal screen is displayed: Vision Shared Practice Access for Reception Staff 1
Vision portal screen 3. To access the system you need to enter your user name which is in the form of an email address and the password associated with it. The password is case sensitive and only three unsuccessful attempts are allowed before you are locked out. Note - If your browser offers to save the password for you, refuse as this would not be appropriate. 4. In the final stage of your login you are asked to choose a role within a service which is accessed from the drop down arrow. 5. Now click on Sign In. Please select a Role at a Service Training Tip - If you have a small screen or lots of menu bars in your web browser pressing <F11> changes the view to full screen (Pressing <F11> again reverts it to your normal view). 2 Vision 3
Using Shared Appointments The Patient Appointments screen Vision Shared Practice Access for Reception Staff 3
Booking an Appointment from the Reception Screen 1. From the Appointments screen, click Reception. 2. The Organisation required is automatically selected from the available list. 3. Select the date required from the calendar and then a time slot from those offered. 4. Click Make Booking. 5. Patient Select is displayed, enter either the surname, or the first part of their surname, a space and then the first part of their forename and click Search. 6. Click on the patient required and then click OK. 7. Appointment Information is displayed, complete the Booking Information and Comments if required and then click OK to save the appointment. 8. A green statement line is briefly displayed to show your booked appointment. Booking an Appointment from Patient's Appointments 1. From the Appointments screen, click Select Patient. 2. Enter either the surname or the first part of their surname, a space and then the first part of their forename and click Search. 3. Click Patient's Appointments. 4. Any existing appointments for the patient are displayed. 5. Any available appointments at the patient s permanently registered practice in the next 48 hours are displayed by default, click on Date Period to change the time frame displayed. 6. You can also fine tune the appointments offered by filtering on the following and then clicking Find Slot: Day Organisation Slot Type Time of Day Session Type Clinician/Clinic Clinician Gender 7. Select the appointment required by clicking on Make Booking. 8. Appointment Information is displayed, select Booking Information and add Comments if required. 9. Click OK to save. 4 Vision 3
10. A green statement line is briefly displayed to show your booked appointment. Changing an Appointment To change an appointment: 1. From either the Appointments or the Reception screen, click Select Patient, or, you can also highlight an appointment you have just made and edit it without selecting the patient. 2. Enter either the patents surname, or the first part of their surname, a space and then the first part of their forename and click Search. 3. Any existing appointments for the patient are displayed. 4. The appointment is now displayed in the Booked Appointments list with the following options: Cancel - Select to cancel the appointment Move - Select to move the appointment to a different date, time or clinician. the appointment is moved to the Clipboard. To reschedule the appointment, click Clipboard, select the Organisation required and then fine tune the criteria, click Find Slots. Highlight the appointment you want to reschedule and then click Make Appointment book. along side the slot you want to Print - Select to print the appointment details Edit - Select to update an existing appointment Check in Patient - Select to record the arrival of a patient Make Special Booking Special Bookings displays all future appointments for non-registered patients and non-patient appointments for any organisation in a set time period. To create a special booking: 1. From your V360 log in, click. 2. Select organisation from the drop down list, fine tune the other filters as required and click Find Slots. 3. Click Make Booking against the appointment required. Vision Shared Practice Access for Reception Staff 5
4. The Special Booking screen is displayed: Special Booking 5. Complete Booking Description with an appropriate description and add comments if required. 6. Click OK to save and close. Copyright INPS Ltd 2015 The Bread Factory, 1A Broughton Street, Battersea, London, SW8 3QJ T: +44 (0) 207 5017000 F:+44 (0) 207 5017100 W: www.inps.co.uk