iCare User Reference Guide v2

1 iCare user Reference Guide Document Version Tel (UK): 0845 370 78 79 Tel (Int) +44 1159 22 92 41 Page 1 of 187 user Reference Guide iCare user Reference Guide Document Version Tel (UK): 0845 370 78 79 Tel (Int) +44 1159 22 92 41 Page 2 of 187 1 Disclaimer This document is supplied as is and without warranty by SMI, who assumes no liability or responsibility whatsoever to the user of this document, the user agents and/or employees or any other party, for any claimed inaccuracy in this document, or for damage caused or alleged to be caused directly or indirectly by any use of this document (including, but not limited to, interruption of service, loss of business, anticipatory profits, consequential damages or indirect or special damages arising under any circumstances or from any cause of action whatsoever including contract, warranty, strict liability or negligence) regardless of whether SMI was informed about the possibility of such damages.

2 The information in this document is subject to change without notice. iCare user Reference Guide Document Version Tel (UK): 0845 370 78 79 Tel (Int) +44 1159 22 92 41 Page 3 of 187 2 Table of Contents 1 Disclaimer .. 2 2 Table of Contents .. 3 3 Familiarisation with iCare .. 6 The iCare Interface .. 6 Scroll Bars .. 7 Ordering Columns .. 7 Resizing Columns .. 8 Resizing Forms .. 8 Logging on and Navigating Around iCare .. 9 user Login .. 9 Navigating around iCare .. 10 Find Options - Adding and Searching for Codes .. 11 List Mode (using Marital Status as an example) .. 12 Opening a New Window .. 12 Update .. 13 View .. 13 Family .. 14 My Patients .. 14 Recent Patients .. 16 4 iCare Messaging .. 19 Creating a Message .. 19 Opening a Message .. 20 Checking Sent Messages .. 21 Filtering Active/Inactive Messages .. 21 5 Patient Details.

3 23 Accessing Patient Details .. 23 Registering a New Patient into iCare .. 24 Patient Banner .. 25 Entering Patient Details .. 25 Standard patient options (located at the bottom of the form) .. 29 Patient Printing .. 30 ICD10 Diagnosis Searching .. 31 Drug Info Medicine Research .. 32 6 Patient Status .. 34 Status Form Layout .. 34 Adding a Status .. 34 Updating a Patient s Status .. 35 Deleting a 37 Status - Smart Form Entry .. 38 Viewing Smart Forms within patient Status .. 40 7 Patient 42 Creating a New Activity .. 42 Amending Patient Activities .. 45 Deleting a Patient Activity .. 45 Viewing Tools for Activities .. 46 8 Patient Diagnosis .. 49 Adding to a Patient Diagnosis .. 49 Amending Diagnosis Details .. 50 Deleting Diagnosis details .. 50 9 Patient Family (Details) .. 52 Adding a New Family member .. 52 Amending Family Member 54 Deleting a Family Member.

4 55 Additional Family Features .. 55 10 Genogram .. 56 iCare user Reference Guide Document Version Tel (UK): 0845 370 78 79 Tel (Int) +44 1159 22 92 41 Page 4 of 187 Getting Started .. 56 The Genogram Window .. 57 Adding an Object .. 58 Resizing, Positioning and Linking Objects .. 59 Resizing .. 59 Positioning .. 59 Selecting Multiple Objects .. 60 Linking People with Relationship Lines .. 61 Resizing Relationship Lines .. 63 To Move Relationship Line (outwards/inwards) .. 63 To Change Relationship Type .. 64 Removing Objects (People/Lines) .. 65 Adding Emotional Relational Lines .. 65 Adding Family Member to a Relationship .. 66 Changing the Person Type / Adding Additional Notes .. 68 11 Patient Key Workers .. 70 Adding a Key Worker / Key Authority .. 71 Amending Patient Key Worker / Key Authority Details .. 71 Deleting a Patient Key Worker/Key Authority.

5 72 12 Patient Medical .. 73 The Medical Toolbar .. 73 Adding Symptom Information .. 74 Symptom Update Tools .. 76 Adding Medicines to a Patient Record .. 77 Drug Update Tools .. 78 Adding Treatments .. 79 Treatment Update tools .. 80 Adding other Medical Information .. 81 Other Medical Tools .. 82 13 Extras .. 83 Adding Extra Details .. 83 Updating Extra Details .. 84 Deleting Extra Details .. 85 Patient Equipment .. 86 Allocating Equipment to a Patient .. 86 Updating Equipment to a Patient .. 87 Deleting Allocated Equipment .. 87 Adding an Attachment .. 89 Updating, Deleting and Viewing Attachments .. 90 About Mail Merges .. 90 14 Patient Dashboard .. 91 Patient Journal .. 91 Sub-file Dashboard .. 92 15 Reports .. 93 Reports Outline (See Separate Reports Help manual for full guidance) .. 93 16 Admin .. 97 Demographics .. 98 Allergy.

6 98 Employment .. 100 Ethnicity .. 102 Ethnicity MDS .. 105 Marital .. 105 Post Codes .. 108 Religion .. 108 Family .. 111 Order .. 111 Relationship .. 113 Medical .. 116 Class .. 116 iCare user Reference Guide Document Version Tel (UK): 0845 370 78 79 Tel (Int) +44 1159 22 92 41 Page 5 of 187 Diagnosis .. 118 Drugs .. 120 Frequency .. 123 Other Medical .. 125 Outcomes .. 128 Routes .. 130 Schedule .. 132 Score .. 134 Symptoms .. 136 Treatments .. 138 Activities .. 140 Attachments .. 143 Equipment .. 145 Extras .. 148 Locations .. 151 Location MDS .. 153 Smart Forms .. 154 Smart Form Links (see Smart Form Help Manual for full guidance) .. 157 Status .. 157 Title .. 160 Professionals .. 162 Expertise .. 162 Expertise MDS .. 164 Local Authorities .. 164 Organisations .. 166 PCTs .. 168 Personnel.

7 171 Roles .. 174 Roles MDS .. 176 Security .. 177 Permissions .. 177 17 System .. 180 Admin Defaults .. 180 user Sessions .. 181 Passwords .. 181 Security Defaults .. 182 user Defaults .. 182 Defaults and Ageing .. 182 Requirements .. 183 Lockout .. 183 Audit Trail .. 184 Delete Patient .. 185 Patient Numbers .. 185 My Password .. 185 Patient Fix .. 186 Sync. Check .. 186 Spell Check .. 186 Patient Import .. 187 About 187 iCare user Reference Guide Document Version Tel (UK): 0845 370 78 79 Tel (Int) +44 1159 22 92 41 Page 6 of 187 3 Familiarisation with iCare The iCare Interface The exclamation icon identifies fields that are required for the current form to be saved. This icon will also flag up data entry errors. Double click the field this is related to display further information regarding that field. The magnifying glass icon opens the Search Mode or List Mode fill options.

8 The calendar icon opens the date select options:- Day selection window Select the month to expand to the month selection (see below). Click on the arrows to move onto the previous or next month. Double click on the day to insert and go back to patient form. Month select window Select the year to expand to the year selection (see below). Click on the arrows to move onto the previous or next year. Double click on the month to insert and go back to day selection (see above). Year select window Click on the arrows to move onto the previous or next year Double click on the month to insert and go back to month selection (see above). The down arrow in the Sub Navigation Bar lists below further options available The up arrow in the Sub Navigation Bar collapses the options list below iCare user Reference Guide Document Version Tel (UK): 0845 370 78 79 Tel (Int) +44 1159 22 92 41 Page 7 of 187 Scroll Bars If there are too many entries to be viewed in the screen scroll bars can be used to move down and across to locate more entries.

9 To move down/up one row or across a column select the arrows on the scroll bar respectively. To jump across/down quickly hold the grey scroll bar and drag across/down. Ordering Columns Columns are not fixed within the form tables of iCare and can be moved to suit your individual preferences. To move a column - (1) Click and hold on the column header (2) Drag the Header across to the new position (The Header will change to Dark grey) (3) Release the mouse button (a dark line will indicate the new position) iCare user Reference Guide Document Version Tel (UK): 0845 370 78 79 Tel (Int) +44 1159 22 92 41 Page 8 of 187 Resizing Columns Columns can be resized to suit your viewing needs by clicking and dragging the column header, the cursor will change to indicating when you can drag the column width. Text column resized to Resizing Forms Certain forms can be resized on height to display more information.

10 These are indicated by an underline at the bottom of the form for example regarding Family Member Activities the form can be dragged down to display more activities. This will show more information regarding the Family member s activities or keyworkers iCare user Reference Guide Document Version Tel (UK): 0845 370 78 79 Tel (Int) +44 1159 22 92 41 Page 9 of 187 Logging on and Navigating Around iCare To access iCare either double click the iCare shortcut on you desktop or open your internet browser and type in the address of your iCare server in the URL address bar followed by / iCare or (it is advisable that this is added to your favourites). Once you have located your iCare web site you will be prompted for a username and password these are case sensitive. user Login The current Version of iCare will also be displayed on the login screen. For security reasons your iCare administrator can lock out user accounts when a user has incorrectly logged into iCare a set number of times - if you receive a warning message indicating that you have been locked out of iCare please consult an iCare administrator within your organisation.