LTC Reviews


Overview

Setup (Legacy Only)

Setup (QOF & Best Practice / QOF Only)

Sending Invitations

Booking Appointments

Sending Reminders

Pre-assessment Questionnaires

Initial Review & Tests

Follow-Up Review

Interim Reviews

Exception Reporting

LTC Reporting

LTC Review - FAQ


If you have decided to use the Legacy Process as discussed on the Overview page. please follow the below process.


Please Note: If you have decided to use the QOF Conditions Reports, Best Practice Conditions Reports, please refer to our Set up QOF/Best Practice page. 


To setup the Ardens LTC Legacy Process, please follow the below setup guide.  There are 5 separate steps that you might want to follow to make our process work best for your Practice.  


Step 1 covers the different number of appointments a patient may require depending on the staff skill sets. 

Step 2 talks you through how to configure your Patient Status Alerts.   

Step 3 will show you how to create Slot Types associated with the different styled clinics you wish to create. This is very useful for any appointment bookings made online.  

Step 4 goes through the steps to create Free Slot Search Presets.  These are useful to help your Admin team book the appropriate appointment for a patient and a short cut to this is available on the LTC booking screen.  

Step 5 guides you through the different Read Code searches you might wish to run to see if any of the codes used by the Ardens LTC Process are being used by your Practice already.

 

Setup (Legacy Only) Step 1: Clinics


Depending upon your staff & skill mix, you need to decide if your LTC clinics are set up as one, two or three stop clinics.



It is assumed that the tests (e.g. blood tests) and the review are done in the same appointment. If they are not and have their blood tests before hand, please ensure the Important instructions below are followed.


For example, if a nurse does the blood tests and spirometry along with the hypertension and COPD review all in one appointment, this would be a ‘One Stop Clinic’. If however the HCA did blood tests and the hypertension review, whilst the nurse then did their spirometry and COPD review, this would be a ‘Two Stop Clinic’.


If this does not quite match your workflow, please contact us so that we can help.

 

One Stop Clinic


General LTC Appointment

BP + Pulse:HTN, AF

Cardiovascular:CHD, CHF, PAD, CVA/TIA

Diabetes:  DM1, DM2, Pre-Diabetes, Gestational Diabetes

Renal:    CKD 1-5

Mental Health:Bipolar, Dementia, Learning Disability, Psychosis

Respiratory:  Asthma, COPD

Other:    RA, Coeliac Disease, Severe Frailty, Post-Bariatric Surgery

Appointment Times

10 minutesIf hypertension only

20 minutesIf in 1-2 groups of conditions above (eg HTN + DM)

30 minutesIf in 3-4 groups of conditions above (eg HTN, DM + Asthma)

40 minutesIf in >5 groups of conditions above


   

Two Stop Clinic


General LTC Appointment

BP + Pulse:HTN, AF

Cardiovascular:CHD, CHF, PAD, CVA/TIA

Diabetes:  DM1, DM2, Pre-Diabetes, Gestational Diabetes

Renal:    CKD 1-5

Mental Health:Bipolar, Dementia, Learning Disability, Psychosis

Other:    RA, Coeliac Disease, Severe Frailty, Post-Bariatric Surgery

Appointment Times

10 minutesIf hypertension only

20 minutesIf in 1-2 groups of conditions above (eg HTN + DM)

30 minutesIf in >3 groups of conditions above (eg HTN, DM + RA)

Respiratory LTC Appointment

Respiratory:        Asthma, COPD

Appointment Times

40 minutesIf in >5 groups of conditions above

20 minutes For all respiratory appointments


 

Three Stop Clinic


Cardiovascular LTC Appointment

BP + Pulse:HTN, AF

Cardiovascular:CHD, CHF, PAD, CVA/TIA

Diabetes:  DM1, DM2, Pre-Diabetes, Gestational Diabetes

Renal:    CKD 1-5

Appointment Times

10minsIf hypertension only

20minsIf in 1 or more groups of conditions above (eg HTN + DM)

General LTC Appointment

Mental Health:Bipolar, Dementia, Learning Disability, Psychosis

Other:    RA, Coeliac Disease, Severe Frailty, Post-Bariatric Surgery

Appointment Times

20 minutesIf in 1 group of conditions above (eg Bipolar)

30 minutesIf in >2 groups of conditions (eg Bipolar + RA)

Respiratory LTC Appointment

Respiratory:        Asthma, COPD

Appointment Times

20 minutes For all respiratory appointments

         
Setup (Legacy Only) Step 2: Patient Status Alerts


Once the above stop options are decided, you must disable some alerts to ensure the correct appointments are made. The above appointment types and times are all linked to different Patient Status Alerts and below shows you how to amend these to help follow the correct patient flow.


Go to Setup > Data Output > Patient Status Alerts > Ardens LTC Clinic One/Two/Three Stop.  Then disable the alerts which do not match your clinics.  This can be simply done by unticking the Enabled column as below. 


You can also change the name of the alert by simply right clicking and copy the applicable alert and amend the Alert Name.  Please make sure you don't change any report or category so that the alert will continue to work in the same way.  Also make sure that you disable the copied alert so it doesn't appear on the template.  Please note: If you do copy our existing alert, any changes that are made by Ardens on the original alert will not be reflected in the copied version.



These alerts will appear on the LTC template on the LTC Booking tab under Review Appointment.  This is also available as a merge field in the Ardens LTC Invitation letter for the patient to see.  


Need help? Please just contact us.


Setup (Legacy Only) Step 3: Slot Types


This is for receptionists to book for patients AND for patients booking appointments online (if you wish). Go to Setup > Appointments > Slot Types > New Slot Type. Then add the Slot Types to your Rota template.  The slot names should match the clinic names in the steps above;


One Stop Clinic Slot Names

– LTC: General Review - Online


Two Stop Clinic Slot Names

– LTC: General Review - Online

– LTC: Respiratory Review - Online


Three Stop Clinic Slot Names

– LTC: Cardiovascular Review - Online

– LTC: General Review - Online

– LTC: Respiratory Review - Online


Important! If you are not offering online appointments, please copy the invitation letter and then delete the line directing the patients to book their appointment online. Then use this letter when sending invitations out.



Then go to Setup > Users & Policy > Organisation Preferences > Online Services. Select Appointment Booking & ensure appropriate boxes are ticked & slot types added.



Setup (Legacy Only) Step 4:  Free Slot Search Pre-sets


This is to easily find the next available appointment for receptionists to book. Go to Setup > Appointments > Free Slot Search Configuration. Then create the appropriate free slot to find the slot type above and any blank slots.




Setup (Legacy Only) Step 5: Read Code Checks


Xaagy  – Chronic disease management annual review completed
6617. – Chronic disease initial assessment
XabVB – Declined invitation to attend care planning appointment

 

The system is reliant on the first read code being added after the annual review to ensure that second or third invites are not sent out. It is then reliant on the second read code being added to remove the patient from the follow-up report. The third read code can be used if a patient declines the invitation and stops further invitations.


To ensure these read codes are not being used for anything else, please run the ‘Xaagy & 6617. & XabVB Check’ report before you send your first batch of invitations.


To find this report, go to Clinical Reporting > Ardens > Invitations | LTC Reviews > Setup > Xaagy & 6617. & XabVB Check. This will find any patients who have had these two read codes recorded in their notes in the last year. Then review these patient’s notes to see who and why the read code was added, so to prevent it being added again in the future. You will only need to do this as a one-off as part of the initial set-up.




NEXT: Setup (QOF & Best Practice / QOF Only)