Vision 3 Housekeeping Checklist - Scotland

This checklist details the tasks you should regularly perform within your clinical system if you are in Scotland.

Note - The task frequency is a recommendation, so you may want to adapt this to suit your practice protocol. For more information on specific tasks, please refer to the relevant on-screen help, remember you can access this by pressing F1 on your keyboard from any screen.

Vision 3 Checklist

Registration Frequency

Run an Incomplete Registration Links report.

See Incomplete Registration Links in the Registration Links Help Centre for details.

 Weekly

If used, monitor the Sensitive Patient report.

See Sensitive Patient Report in the Registration Help Centre for details.

 Ad Hoc

 

Registration Links Frequency

Process Incoming Transactions, for example, amendments.

See Registration Links Incoming Transactions in the Registration Links Help Centre for details.

 Daily

Resolve any errors in the Error file then delete.

See Registration Links Dealing with the Error File in the Registration Links Help Centre for details.

 Daily

Get a list of deductions to export via Docman.

See Managing GP2GP Incoming Messages in the Registration Links Help Centre for details.

 Daily

Monitor Unacknowledged Acceptances (frozen patients). For Unacknowledged Acceptances that are more than one week old, you should contact the relevant Trading Partner or PSD.

See Unacknowledge Acceptances (Frozen Patients) in the Registration Links Help Centre for details.

Daily/

Weekly

Run the Records required by TP and Records Sent by TP reports.

See Registration Links Reports in the Registration Links Help Centre for details.

Ad hoc

Perform a Quarterly Archive.

See Registration Links Archive in the Registration Links Help Centre for details.

 Quarterly

 

Mail Manager Frequency

Assign unmatched incoming messages to patients.

See Assigning to a Patient in the Mail Manager Help Centre for details.

 Daily

Allocate unallocated incoming messages to a mailbox.

See Allocating a Message in the Mail Manager Help Centre for details.

 Daily

Ensure all incoming messages have a status of filed.

See Filing Messages in the Mail Manager Help Centre for details.

Daily

Deal with all incoming messages, for example, filed, read, actioned, and completed.

See Quick Steps to Processing a Message and Adding a Action to a Message in the Mail Manager Help Centre for details.

Daily

Complete messages that have been actioned.

See Viewing, Editing and Compling Actions in the Mail Manager Help Centre for details.

 Daily

Make sure the previous day’s mail is read.

See Incoming Message List View in the Mail Manager Help Centre for details.

 Daily

File GP2GP messages and check that a reminder is attached to the patient record in Consultation Manager.

See Adding Reminders to Identify Patients with a GP2GP Record in the Consultation Manager Help Centre for details.

 Daily

Ensure Withdrawn GP2GP messages are actioned and filed.

See Managing GP2GP Incoming Messages user guide for details.

 Daily

Check and reprocess any outgoing Transmission errors.

See A Summary of Managing Messages in the Mail Manager Help Centre for details.

 Daily

Review incoming Treatment Summary Reports.

See Serial Prescribing End of Treatment Summary Report Messages in the Mail Manager Help Centre for details.

 Ad hoc

 

Mail Gateway Frequency

Ensure Mail Gateway is open and running.

See Mail Gateway in the GP Communicator and Mail GatewayHelp Centre for details.

 Daily

Check the status of the Clinical Scheduler and make sure no errors are displayed. Select Run Now if required.

See Mail Gateway Clinical Schedule in the GP Communicator and Mail GatewayHelp Centre for details.

 Daily

 

GP Communicator Frequency

Check the Attention folder for errors.

See GP Communicator and GP Communicator Attention Folder in the GP Communicator and Mail GatewayHelp Centre for details.

 Daily

 

Vision Anywhere Frequency

All users of Vision Anywhere should check there are no Encounters that are left open when logging out.

See Why should I Close Encounters in the Vision Anywhere Help Centre for details.

 Daily

 

Appointments Frequency

Extend the Appointment Books.

See Extending Books in the Appointments SetupHelp Centre, or Extend Books in the legacy Appointments on-screen help for details.

 Weekly

Make sure the clip board/note is empty and move any past appointments to the bin.

See Appointments Clipboard in the AppointmentsHelp Centre, or Clip Note in the legacy Appointments on-screen help for details.

 Ad hoc

Ensure you inactivate any book owners, not in use.

See Book Owners in the Appointments SetupHelp Centre, or Staff and clinics in the legacy Appointments on-screen help for details.

 Ad hoc

Ensure at least one workstation has the appointment backup enabled.

See Appointments Backup in the AppointmentsHelp Centre, or Configuring the Backup from Appointments in the legacy Appointments on-screen help for details.

 Ad hoc

 

Tasks/Daybook Frequency

Check for outstanding tasks.

See Processing Tasks in the TasksHelp Centre, or Actioning and Completing Tasks in the DaybookHelp Centre for details.

 Daily
Tasks only - Check for and allocate cross-organisational tasks in UNASSIGNED, see Receiving and Allocating Cross -Organisational Tasks in the Tasks Help Centre for details. Daily

 

Clinical Audit Frequency

Download any “topical” audits from the Knowledge Base/Help.

See Downloading and Importing Clinical Audits in the Clinical AuditHelp Centre for details.

 Ad hoc

Check your audit figures and manage your reminders.

See Viewing Clinical Audit in the Clinical AuditHelp Centre for details.

 Ad hoc

Remove any unused audits.

See Deleting Audits in the Clinical AuditHelp Centre for details.

 Ad hoc

 

Reporting Frequency

Delete old searches (check the date last run).

See Managing Searches in the Search and Report Help Centre for details.

 Ad hoc

Delete old groups.

See Deleting Patient Group in the Patient Groups Help Centre for details.

 Ad hoc

Remove obsolete groups.

See Removing Obsolete Patient Group in the Patient Groups Help Centre for details.

 Ad hoc

Download any relevant Excel reports.

See Excel Reports in the Search and Report Help Centre for details.

 Ad hoc

Search for patients registered with an inactive Usual or Registered GP and amend.

See Search Criteria in the Search and Report Help Centre for details.

 Ad hoc

GP2GP - Search for blank priorities and run Priority Update.

See Priority Update in the Utilities Help Centre for details.

 Ad hoc

 

Vision+ Frequency

Check Download Web Files contain the latest templates/reports.

See Downloading Web Files in the Vision+ Help Centre for details.

 Ad hoc

Remove any unused templates/reports.

See Downloading Web Files in the Vision+ Help Centre for details.

 Ad hoc

Check that SMS Appointment reminders are still relevant and work with the correct saved searches.

See Appointments SMS Test Messages in the Vision+ Help Centre for details.

 Ad hoc

 

Management Tools Frequency

Check the staff file does not include staff who no longer work at the practice.

See Inactivating a User in the Management Tools Help Centre for details.

 Ad hoc

Ensure all staff groups are up to date.

See Staff Group in the Management Tools Help Centre for details.

 Ad hoc

Check Patient Online configuration is still relevant.

See Enabling Patient Online Services in the Patient Online Services Help Centre for details.

 Ad hoc

Check Actions within Mail Maintenance are still relevant.

See Actions in the Management Tools Help Centre for details.

 Ad hoc

 

Knowledge Base Frequency

Review the latest release guides and blogs on the Knowledge Base.

See Knowledge Base for details.

 Ad hoc

 

The Learning Zone Frequency

Review the eLearning courses and see if any modules are outstanding or new.

See The Learning Zone for details.

 Ad hoc

 

Docman Frequency

Make sure the Patient/Read synch runs regularly.

See Docman Synchronisation in the Docman on-line help for details.

 Ad hoc

Move/delete completed workflows.

See Docman Documents in the Docman on-line help for details.

 Ad hoc

Review Maintain users and ensure the file is up to date.

See Deactivating and Reactivating Users in the Docman on-line help for details.

 Ad hoc

System Checklist

  Frequency
Change passwords. Monthly
Local server only - Check your backup log to check last nights backup was successful. Daily

Local server only - Run a weekly backup.

 Weekly

Local server only - Run a cleaning tape through your backup device (DAT drive).

 Weekly

Local server only - Check and when required, update your virus software.

 Weekly
Local server only - Run a monthly backup. Monthly

Local server only - Replace worn backup tapes.

 Ad hoc
See Vision 3 Housekeeping Checklist - Scotland for a printable version of this list.
Note – To print this topic select Print in the top right corner and follow the on-screen prompts.