© 2018 Smart Health Solutions

Training and Support

 
User Enrolment

Ask your local 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 -

  • 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.

 
Open Patient

To open a patient:

  • Click the Open Patient icon or select Patient/Open Patient from the Main Menu

  • Search by Family Name (a minimum of two letters is required) or by UR/MRN

  • If the patient you are looking for is not found and a Search PAS button is displayed, click this button to search the patient administration system for the patient

  • If the patient you are looking for is not found and a Search <Health Service Name> button is displayed, click this button to search other Smart Health medical groups in your health service for the patient

  • Otherwise, select New Patient to create a new patient in Smart Health.

 
Multidisciplinary Team Meeting Management (MDT MMS)

Please take a moment to run through the training material for the MDT MMS.

The 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 using secure messaging.

 
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

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 research and 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 your health service's secure messaging provider (Healthlink, ReferralNet, Argus, etc.) if the provider’s practice is a secure messaging subscriber and its secure messaging 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.

 
Patient Watch

Smart Health’s Patient Watch clinical information system supports the management of patients and their data by Tele-care Guides and Health Coaches.  It consists of two interoperating components:

  • Smart Health, which provides the user interface and management of electronic medical records

  • PaJR, which analysis patient responses to questionnaires and identifies Issues that require intervention by Health Coaches.

Features include:

  • Integration with health service information management systems (e.g. patient administration system (PAS), diagnostic results, electronic/scanned medical record (EMR/SMR)

  • Execution and capture of calls/questionnaires by Tele-care Guides

  • Assignment of Patient Issues to Problem and Action records by Health Coaches

  • Patient list views

  • Exporting of patient lists

  • Sending letters to a patient's GP

Key functions for Tele-care Guides include:

  • Creating and updating Treatment Status records so that the patient’s call profile is accurately recorded in the system

  • Viewing patients using the Patient List view, which lists patients in the order of their next call (and which can also be sorted on other columns)

  • Initiating Call/Questionnaire records and using them to record details of the call, the respondent’s answers to questions, next call details and other call-related information.

Key functions for Health Coaches include:

  • Creating and updating Treatment Status records so that the patient’s management profile is accurately recorded in the system

  • Viewing patients using the Patient List view, which lists patients in the order of the most high priority problems (and which can also be sorted on other columns)

  • Creating Problem and Action records to record details of patient management, including the assignment of Issues raised by Questionnaires.

Key elements of the Patient Watch system include:

  • Patient demographic data is maintained in the local health service PAS, from where it is automatically imported into Smart Health

  • Smart Health may also support other clinical programs at your health service, which will result in other types of clinical records also appearing in Patient Watch patient histories

  • When Patient Watch clinical records are saved, they are automatically copied to your health service’s scanned medical record (SMR) or electronic medical record (EMR).

If you have further questions about this system, please talk to your Patient Watch supervisor.

Learn how to use Patient Watch
 
Patient Summary

If the patient has one or more Patient Watch clinical records, you can select Patient Watch from the Programs node in the Navigation tree to view:

  • Patient Watch Summary

  • The list of clinical records for that patient

 

If the patient is new to the Patent Watch program, the Patient Watch Program entry and Summary view will be created after the first clinical record for that patient has been saved.

The Patient Watch Summary is a read-only view of key data for the patient.  Click the links beside these fields to open the service records in which the data was recorded.

The service record history is a chronologically ordered list of service records for that patient.  Double click records in the service record history to open them.

 
Patient List

In the Provider section of the navigation tree, select Patient List to see patients who have been assigned Tele-Care Guides and/or Health Coaches.

The Patient List displays all of a Tele-Care Guide’s or Health Coach’s patients. The list view can be sorted by any of its columns.

  • Tele-Care Guide List displays the logged-in Telecare Guide’s patients in the order of their next phone call

  • Health Coach List displays the logged in Health Coach’s patients in the order of those with the most high priority Problems

 

In both Patient List views, other Tele-Care Guides and Health Coaches can be selected, including options to display the patients of all Tele-Care Guides and all Health Coaches.

Click on column headings to sort the list according to that column.

Double click a patient to open the patient.

 
Treatment Status

Treatment Status records are used to record various data that affect how patients are managed within the program.

A new Treatment Status record is usually created whenever there is a change in a patient’s treatment status.  The new Treatment Status record is automatically populated with data from the previous Treatment Status record, so that users only need to change a small number of fields.

There are several fields that must be completed before patients are displayed in Patient List views and are ready to receive phone calls.

  • Participation status

  • Tele-Care Guide

  • Health Coach

  • Suspend calls

  • Call frequency

  • From

  • Phone

  • Call window

  • Respondent

 

When all of the fields that are needed to begin calling and managing patients have been completed and the Treatment Status is Saved, the Initiate Call button at the bottom of the Patient Summary is enabled when the next call for that patient is due.

 
Call/Questionnaire

When a Tele-Care Guide is ready to call a patient (for example, when the patient is next on the Tele-Care Guide’s Patient List), click the Initiate Call button on the Patient Summary (or select New Service/Patient Watch/Questionnaire from the Main Menu).

Smart Health will open a new Questionnaire record, ready for the call.

Call Tab (Start of call)

  • Select Respondent (mandatory field)

  • Select Location (mandatory field)

 

The selection of Respondent (Patient or Caregiver) enables the relevant questions in the Questionnaire Tab

Questionnaire Tab

  • Work through the questions with the Patient or Caregiver, taking care to complete all of the mandatory (yellow) fields

  • The last question on this tab is about your evaluation of the respondent, and is also mandatory

  • When you have completed all the questions, Submit the Questionnaire response to PaJR by clicking the Submit Questionnaire button (if the button is not enabled, not all of the mandatory questions and fields have been completed)

  • If PaJR detects any Issues from the Questionnaire Responses, it will return a list of those Issues, which will be displayed on the Issues Tab ()

  • You can review the Issues, update the Questionnaire and re-submit the responses to PaJR if needed.

Issues Tab

  • Review the Issues returned by PaJR to ensure that they are consistent with your understanding of the patient’s or caregiver’s responses that you recorded in the questionnaire

  • The Issues table can be sorted by each of its columns

  • Issues have a Priority that is determined from an Urgency defined by PaJR.The list of Priorities, in order of importance, is:

 

            Priority                       Colour                       PaJR Urgency

            STAT                              Red                            ImmediateRed

            ASAP                             Red                            UrgentRed

            Urgent                          Orange                      ContinuousRed

            Routine                        Yellow                        Amber or Green

 

Call Tab (End of call)

  • When the Questionnaire and Issues are finalised, complete the remaining fields on the Call Tab

  • Save the Call/Questionnaire record

 

The Call/Questionnaire record can be saved as a draft (Save Draft) at any time, for example if the call is interrupted.

 
Problem and Action

Problem and Action records are used by Health Coaches to record details of Patient Problems, including the PaJR Issues that alerted the Watch program to the Problem, various Problem parameters and the Actions that are created to address the Problem.

Problem and Action records are created by:

  • Assigning Issues in Call/Questionnaire records that have been completed and saved by Tele-Care Guides.

  • Open Call/Questionnaire record

  • Select the Issues Tab

  • Right click an Issue and select Resolve Issue

  • Select an existing Problem and Action record from the list, or, create a new Problem and Action record, or, record No further action for this Issue.

  • New Service/Patient Watch/Problem and Action in the Main Menu.

 

Complete the fields in the Problem and Action record as appropriate to the care being provided to the patient.

 
GP Letter

You can create a letter for your patient’s GP:

  • Select New Service/Letter from the Main Menu

  • Select the appropriate Letter template (Patient Watch GP Letter) and click OK

  • The selected letter template will open

  • If the patient’s GP has been entered on the Patient Details/Providers and Consents Tab (), the Recipients table will have a row for “To” with the GP details.If the To Recipient does not show the GP because the GP has not been completed in Providers and Consents, the GP can be entered into the Template.If you update the GP in Providers and Consents after selecting a Letter template, you will need to Cancel it and select the Letter template again.

  • You can add other Recipients (as CC)

  • Select the format for the salutation

  • Copy and paste the appropriate letter text into the one or more of the three text fields (Opening text, Report and Closing text)

  • Select any items that you would like included in the letter

  • Select whether you would like the patient’s Patient Watch Summary to be attached to the Letter

  • Click Save (the letter can be saved as a draft at any time).

 

When the Letter is Saved (final):

  • The letter is rendered as an appropriately formatted pdf document

  • The pdf letter can be opened by clicking the Open PDF button at the bottom of the form

  • The letter is sent to the patient’s GP electronically if the GP’s practice subscribes to your health service’s secure messaging system

  • If the GP’s practice does not subscribe to the health service’s secure messaging system, the letter is queued for printing

  • You can manage the print queue by selecting Reports/Print Queued Correspondence from the Main Menu

  • The Letter service record displays the status of each Recipient in the table at the top of the form (Sent, delivered and read for secure messaging recipients and Queued for printing for other practices):

 
Export Patient List

Lists of patients can be exported for analysis and reporting.

  • Select Patient List view

  • Select File/Save CSV from the main menu

  • Select Patient List (displayed patient list) or All patients in medical group

  • Click OK

  • Select the destination for the csv file to be saved.

 
Patient's GP

Smart Health’s Patient Watch program supports the recording of a patient’s GP.

  • Navigate to Patient Details/Providers and Consents in the navigation tree

  • If the GP field has not been completed, click Edit and select the GP field

  • Select Provider (to select a specific, individual GP) or Medical Group (to select a GP practice)

  • Select the patient’s GP from the list, or if not found in the list, select Other Provider/Other Group

  • Search using the Provider’s family name (or Practice name), using the minimum number of letters that are needed (this will help to avoid missing a provider or practice due differences in spelling)

  • Select the provider or practice if found, or if necessary, select New User or New Medical Group

  • Enter the provider’s or medical group’s details and click OK; the system will display any possible matches – please ensure that none of these are the provider or medical group you are looking for before creating a new entry.

 

Smart Health’s Patient Watch program also supports the automated sending of letters to GPs if the GP’s practice subscribes to the secure messaging system used by your health service.  To check whether the GP practice is subscribed to a secure messaging system:

  • Right click the GP field and select User Info

  • In the User Info dialog box, right click Medical Group and select Medical Group Info

  • Look in the Secure messaging field to see if identifiers have been defined for any secure messaging providers

 
User Guide

Download the Smart Health User Guide here

 
Technical Support

Do you have a technical question?