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Training and Support

Multidisciplinary Team Meeting Management

Please take a moment to run through the training material for the Smart Multidisciplinary Team Meeting Management System.

The Multidisciplinary Team Meeting Management System (MDT MMS) is a cloud-based information system that supports multi-disciplinary patient management for multiple tumour streams across multiple health services.  It provides:

  • Pre-meeting set-up

  • In-meeting data capture and review

  • Post meeting information dissemination and reporting

Features of the MDT MMS include:

  • Integrated patient demographic and clinical data in a patient-centric health record

  • Capture of diagnostic and staging data, including support for staging schemes

  • Automated feeds from hospital and private diagnostic systems

  • Patient agendas and healthcare provider attendance

  • Patient lists for pathologists and radiologists

  • Automated sending of patient reviews to GPs and referring specialists

Key functions of the MDT MMS are:

  • Prepare patient MDT Reviews before meetings, including highlighted mandatory fields

  • Send meeting agendas and diagnostic service preparation lists to relevant participants and specialists

  • Review patients’ MDT Reviews during the meeting, including mandatory data, which is highlighted and must be captured prior to or during the meeting

  • Finish Meeting, which closes the meeting, automatically re-schedules undiscussed patients and sends patient MDT Reviews to GPs and referring specialists

 
Learn how to use the MDT MMS:

User Enrolment

Ask your Smart Health administrator to enrol you. You will need to supply your email address. Once the administrator has set up your account, an enrolment email is sent. When you receive the enrolment email:

  • Install Google Authenticator on your phone.Google Authenticator is free from the Google Play Store (Android) and the App Store (iPhone).

  • Open the enrolment email on a computer (not your phone) and click the link in the email.This will open a web browser. The email also contains an expiry time. If you have not completed enrolment within this time, ask your Smart Health administrator to re-send the enrolment email to you.

  • A new password form is displayed. Your password must contain at least one each of: a lower-case character, an upper-case character, a digit and a special character. The password must be at least 8 characters. Enter your password twice and click Update Password.

  • A QR code is displayed. You need to register this in Google Authenticator.

  • Open Google Authenticator on your phone.

  • Press the + button then choose Scan a barcode (not Enter key).

  • Point the phone’s camera at the QR code on the computer screen. The phone will beep after it successfully scans the bar code.

  • Google Authenticator will display a Smart Auth six-digit code that changes every 30 seconds. Type the code into the field under the QR code and click Verify code.

 

Your enrolment is now complete. You can close the browser.

 

Login

After you launch Smart Health you will need to login. You will need to use the credentials you set up during enrolment.

  • A login dialog is displayed. Enter your Username (your email address) and Password and click Login.Your username may be populated automatically from the last time you logged in.

  • A dialog is displayed, prompting you to enter the code from Google Authenticator.

  • Open Google Authenticator on your phone.

  • If there are multiple entries locate the entry marked Smart Auth.

  • Enter the current six-digit code into Smart Health and click Login.

  • A medical group and location dialog may be shown. Select the required values and click OK.

 

You are now logged in and able to use the application.

 

Add Patient to Meeting

Patients cannot be added to a Meeting while it is being edited; click Save to save the Meeting before adding patients to the meeting.  Yellow fields are mandatory.

  • Click “Add” to add a patient to the meeting

  • Search for the patient (two or more letters of Family Name, or UR/MRN)

  • If the patient is found, select the patient

  • If the patient is not found, select “Search PAS” and repeat the search (UR/MRN only)

  • Complete the Add Patient details

  • Add Pathology and Diagnostic Imaging preparation details if available

  • If you add Pathology or Diagnostic imaging details from a private laboratory, send an email to the Meeting coordinator to let the coordinator know.

 

Meeting Preparation

  • Before the meeting, open each patient’s MDT Review by double clicking the patient in the Meeting record

  • The patient will be opened and the MDT Review displayed

  • Update as much information as possible in each patient’s MDT Review

    • Provisional diagnosis

    • Patient history

    • Anatomical pathology results

    • Diagnostic imaging reports

  • Yellow fields are mandatory and must be completed, before, during or after the meeting, before the MDT Review can be saved final.

 

During the Meeting

  • Update each attending provider’s Attendance status (this is important for Medicare billing)

  • Double click to open each patient (the patient’s MDT Review will be displayed)

  • Update the patient’s details, including:

    • Synopsis data, if required (note mandatory fields)

    • Meeting Notes (discussion)

    • Treatments and recommendations (note mandatory fields)

    • Diagnosis, including Stage (note mandatory fields)

    • Providers for follow up with the patient

  • When a patient has been discussed, select the patient in the Meeting view and click “Discussed”

  • Mandatory data is highlighted and must be captured prior to or during the meeting. This information is essential to completing the automated sending of patient reviews to clinicians and to making patient data available for reporting.

 

Finish Meeting (usually completed by the MDT Coordinator)

At the end of the meeting:

  • Check that all patients’ MDT Reviews are Final (if they have been discussed)

  • Click “Finish Meeting”

Patients that have not been discussed will be added to the agenda of the next Meeting for the same tumour stream (if a meeting exists)

For Patients that have been discussed, their MDT Reviews will be attached to Letters and these will be sent to the hospital EMR, to the patient’s GP and to other providers that appear in the MDT Review:

  • Via Healthlink if the provider’s practice is a Healthlink subscriber and if the Healthlink identifier is recorded in the MDT MMS, or

  • To the print queue, for manual distribution

Providers who are MDT MMS users will receive an MDT MMS Alert that the patient’s MDT Review is available to be viewed online.

 
User Guide

Download the Smart Health User Guide here

 
Technical Support

Do you have a technical question?

 
Ethics Charter
 

The requirement for security and privacy of patient clinical and other health information derives principally from:

  • The Australian Privacy Principles

  • Various state privacy legislation

  • Ethical business practice

 

Smart Health has been committed to the security, privacy and ethical use of patient health information since it commenced the development and live operation of secure on-line information management solutions for patient healthcare in 2000.

Our approach includes:

Voluntary participation by patients and healthcare providers

All patients and healthcare providers participating in managed health programs  supported by Smart Health do so a voluntary (opt-in) basis.

Informed consent to participate by patients

All patients participating in our programs must provide informed consent by acknowledging terms and conditions provided as part of the enrollment documentation.

Authenticating healthcare provider access to patient information

Healthcare provider access to patient information is authenticated using two factor authentication.

Authenticating administrative access to patient information

Healthcare administrator access to patient information is authenticated using two factor authentication.

Patient authorisation of provider access to patient information

Healthcare providers only gain access to patient information when their healthcare practices are explicitly authorised to access health records by the patient.

Access to patient information is strictly based on existing healthcare practice information management arrangements

Health service providers are assigned roles and permissions that determine access rights to patient information.

Securing repositories of patient and provider information

Smart Health’s servers and data repositories are hosted by secure, accredited data centre operators.

Standards

Smart Health is committed to the use of national and international standards in eHealth programs.