Upgrading to Appointments Setup

As preparation for your Appointments system upgrade, Cegedim Healthcare Solutions run a utility on your current system in order to tidy up the existing set up.

Once this is run, you may notice the following changes to your existing Appointments system, these are normal and should not be reverted:

• An inactive Session Type is added.

• Any inactive Sessions used in active Personal Plans are activated.

• Any inactive Slots used in active Sessions are activated.

• Any inactive Session Types used in active Sessions are activated.

• A valid Session Type is allocated to any Session without one.

• Any duplicated Items are allocated a number at the end, for example in Slot Types, ‘FLU’ is considered a duplicate of ‘Flu’, so they are changed to ‘Flu’ and ‘Flu1’.

• Any Non-clinical Sessions which contain Slots are changed to Clinical Sessions.

• Any Clinical Sessions which contain no Slots are changed to Non-clinical Sessions.

• Active Personal Plans linked to removed Book Owners are deleted.

• A blank Personal Plan is added to all inactive Book Owners.

• A Short Name is added to the Normal Slot Type.

The following explains aspects that the utility may identify in your current Appointments system. If these are identified, you are contacted by Cegedim Healthcare Solutions with details of what needs addressing. The utility is then run a second time to ensure that there are no issues moving forwards with your Appointments upgrade:

Cancellation Reasons

A ‘Moved to other GP/Time’ reason must exist and should be reinstated if missing, there should be at least one other option set up, see Cancel Reasons in the Vision 3 Appointments on-screen help for details.

Staff Members/Book Owners

Details missing from the Management Tools - Control Panel - Staff tab for staff who are Book Owners must be completed, see Adding Staff – A Quick Reference Guide in the Management Tools Help Centre for details.

Sessions/Session Types

All Sessions have a Session Type and are labelled as either Clinical or Non-clinical. Clinical Sessions must contain at least one slot and active Sessions should only contain active Slot Types. Non-clinical Sessions cannot contain any slots, for example a ‘Training’, ‘Staff Meeting’ or ‘Paperwork’ session.

If a Clinical Session has no slots, it can probably be deleted, and the same goes for a Non-clinical Session that does have slots, as it’s likely that neither are used.

If you want to keep a Clinical Session, just add some slots to it, and if you want to keep a Non-clinical Session, then remove any slots allocated to it. The alternative approach is to change the Session Type to suit what you want to keep, for example, if you want to keep Session ‘Team Meeting’, just make it Non-clinical. The same logic applies to an Open Session, this should not contain more than one slot, so if it does, either remove the additional slots or delete the Session.

Weekly Plans

Personal Plans that contain overlapping sessions, span multiple days, or that have data missing must be addressed.

Where a Personal Plans exists for a staff member who is no longer active, if it is not being used by any current Book Owners, it should be deleted.

Where a Personal Plan contains Sessions which no longer exist, or are invalid, see Sessions/Session Types for details, then you should remove them from the plan.

Slot Types

All the information must be completed for a Slot Type and if it is currently in an active Session, it must be active.

Duplicated Items

The utility identifies any duplications that may have an impact on your upgrade, for example in Slot Types, ‘FLU’ is considered a duplicate of ‘Flu’. In some situations a number is added to the end, for those that need addressing manually, you are notified.

Inactive Items

Where items are inactive, this may be Slot Types, Sessions, Personal Plans or Staff Members, they should be deleted, for example, a Personal Plan containing an inactive Session it probably means the Personal Plan is not being used, either delete the Personal Plan, or remove the inactive Sessions and if required, replace it with an active one.