www.awp.nhs.uk

Designed by Ged Wood, Learning Technologist, Learning & Development, Woodland View, Brentry Lane, Henbury, Bristol, BS10 6NB

Team / Ward

7

Quick Reference Guide Version April 2014, for RiO 7

p32

Print this Quick Reference Guide, double

sided, on only 4 sheets of A4 paper

Guillotine across the centre

The centre pages should be p16/p17, and

the cover should be on the front,

the correct way up

Check the other pages are in the right

order

Fold firmly in half, and staple the spine to

hold it together

and staple near the edge

Then fold

First cut, then set

pages in order

Diagnosis: Enter an ICD 10 for KPI 1. From the Clinical Portal—Client’s View, select Clinical Coding

2. Add New and Search for the Clinical code, or Text

3. Enter a Date of Diagnosis and Comments

4. Highlight the Diagnosis (Dark blue)

5. Click Add .. Sufficient for KPI

Matching SNOMED terms are shown, but not yet mandatory to enter

For Confirming a Diagnosis, (Qualified Clinicians only) see Ourspace User Guide

p17

Outcome a CPA Review

1. Access the CPA Review screen

2. Locate the Scheduled review and click the Green icon (chevron) on the blue line

The CPA Review screen is displayed

3. Complete all relevant Review Detail boxes

4. Click Save

5. The review status has changed from Scheduled to Un-validated (Green line)

Validate a CPA Review 1. From the CPA Review screen, on the green

line, click on the Green icon

The CPA Review Screen is displayed

2. Select the Validated box, located near the bottom of the screen (Within 72 hours!)

3. Click Save You may be reminded to update the Care Plan

4. Click Yes.. (2 weeks before or

after Validation) Outcome associated appointments on your HCP Diary

5. Click OK on that reminder

The review status has changed from Un-validated to Validated (pink line) p16

Contents Log on to RiO and Silverlight ………………………... 3

RiO Navigation / Logging Out of RiO ……………………. 4

Searching ………...……………….…………………….... 5

Synchronise a Client record / Registration …..……….... 6

Case Record (Clinical Portal - Client’s View) ..…….. 7

Referral (Entry / Exit) …………….……………..……. 8

Caseload …………………………………... ...………..….. 9

Caseload Transfer / Sharing …...……………….….. 10

HCP Diary (Client & Non-Client Appointments ……..….. 11

Recording an Outcome / Client Diary ……..……...……. 12

Progress Notes (& Print Progress Notes)…………….….. 13

Allocate a Care Co-ordinator / View CPA History……..... 14

Schedule a CPA Review ………..…………………...….. 15

Outcome a CPA Review / Validate a CPA Review ...…. 16

Diagnosis (Clinical Coding)…...………………….……….. 17

Care Planning …………………….………………..…….. 18

Ward View / Bed Icons / Client Admission ………...….. 19

Planning & Recording Leave (and returning), & AWOL.. 20

Client Discharge / Transfer (Named Nurse).………........ 21

DToC - Delayed Discharge ………………………………. 22

Editable Letters …………………..………………...…….. 23

Upload Documents……………………….…...….……...…. 24

Document List View / Clinic Plan ………….…………..…. 25

Clinic Diary View / Book Clinic Appointments ..…..….... 26

Outcome Clinic Appointment ………………………….… 27

Cancel an Appointment / Canc.Client from Appt……..…. 28

Scratch Pad / Drag and Drop Appointment rescheduling. 29

Auto-save …………………………………………….…… 30

Useful Web-links and Contacts ……………...……….…... 31

Quick Reference Guide assembly instruction…………… 32

Schedule a CPA Review

1. From the Client’s View, click Care Planning, CPA & Reviews

then select CPA Review The CPA Review screen is displayed

2. Click Schedule CPA Review

The CPA Schedule screen is displayed

3. Complete all mandatory (lilac-toned) fields

4. Enter location description as appropriate

5. Add additional HCPs as appropriate

6. Click Save

7. Unless already on Diary, Save & Book Appt.

8. Select the relevant Referral, and click

The CPA Reviews screen is displayed showing the Scheduled CPA in a blue line

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If you encounter any problems in the use of RiO, you may find these contact details and web links useful

From ‘Our Space’ >Systems > How to use RiO

http://ourspace/Systems/RiO/Pages/Home.aspx

Rio Champions are a good place for staff to start with as they should have good knowledge of the local SBU

http://ourspace/Systems/RIO/Pages/RiOchampions.aspx

AWOL help - AWOL Admin@awp.nhs.uk

Ourspace> Client Services> MHA admin> Pages> MHA Code of Practice

http://ourspace/ClientServices/MHAAdmin/Pages/MHACodeofPractice.aspx Then ‘Mental Health Act Code of Practice’ - Ch.22

- Complete Part 1 form within an hour

Ourspace page... Systems>RiO

Click help button

All User Guides

Clinical Manual

Documentation

Other Support

Online Smartcard Registration

Helpdesk@awp.nhs.uk, or phone 01225 731777

Images copyright and courtesy of CSE-Healthcare Systems Limited

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Care Planning 1. From the Client View screen click

Care Planning, CPA and Reviews and select Care Planning

The Care Planning – Client screen is displayed 2. Click New Problem/Need 3. Select a Challenge/Need Category and Sub-Category.

This will then add a new selectable problem type for Progress Note linking

4. Enter a description (mandatory) (Auto-savable)

5. Click Save

You will return to the main Care Planning - Client screen

6. Select the new problem. Its colour will change from pale to mid blue

7. Click New Intervention

8. Complete Intervention information

9. Click Save

If not self-validating, it will need to be Validated

Medication Care Plan - Only one, editable. This needs to include current: Drugs/ Dose/ Route / Frequency.

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Log on to RiO

1. Log on to the PC

2. Click the RiO 7 shortcut,

(or create one if you don’t have one already)

3. Insert your Smartcard

4. Type in your Smartcard Passcode

(4 characters min, 8 characters max)

RiO opens, checks your card

For any issues with Smartcards, ring 01225 731777 or 01225 731527

You will get the logged on message

If you get a Security Warning Applet, Tick this box

Then click Run

Silverlight - RiO7 needs this to run

1. When you get the onscreen Silverlight Message, click OK

2. Then Click YES on this panel

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Auto-save (For use in an emergency situation)

Rio7 will Auto-save some documents under certain circumstances:

1. If you are timed-out on RiO 2. If you click logout

The type of document that may Auto-save are: Progress Notes, Risk Summary,

Assessment Pages, Care Plans

Main Mandatory headings (ie the lilac-shaded fields) are required, before the

documents will Auto-save

When logging back into RiO after a logout or timed-out situation, there should be a notification to inform you of any Auto-saved items

1. Select the title line on the pop-up You are directed to a page with saved items

2. Select the item, - Shown as high-lighted in Yellow— Update / edit it, and then Save, when complete. It should save as normal. When a history of the document edits is viewed, the yellow highlighting will show

Allocate a Care Co-ordinator

1. From the Clinical Portal– Client View, click Care Planning, CPA & Reviews then select Care Management

The CPA/Standard Care Management screen will appear

To update the Care Co-ordinator / Lead HCP, click the top Update button

The CPA/Standard Care Management Edit screen is displayed, with pull-down Menus Current Care Level is CPA or Standard Care

2. Complete the mandatory (lilac) fields

3. Click Save

View CPA History 1. Access the CPA/ Standard Care Management screen, as above

2. Click History

The CPA/Standard Care Management - History screen is displayed

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On Sleepover

from another ward Gone on Sleepover to another ward

2 Virtual Beds at base of ward page

On leave Vacant Occupied Leave Planned AWOL /Absent

Ward View 1. Click on the Inpatient Management icon and select Wards

The Inpatients screen is displayed 2. Select the correct ward from the list 3. Click on the Bed icon to display the Inpatients Bed View of the ward

Bed Icons

Client Admission

1. From the Inpatients bed view, click on the white bed you wish to admit to, and select Admit 2. Search for the Client

The Client Admission screen is displayed

3. Complete all the mandatory (lilac) fields. Include Named Nurse (KPI)

4. Enter Estimated Discharge Date (KPI)

5. Click Save p19

DToC Delayed Discharge

p4

RiO Navigation

Click The RiO icon to return to your Homepage at any time

Click on Main Menu Icons to access other sub-menus

Click the RiO Back Button to return to the previous screen, and NOT the blue Internet Explorer back button

Hover your mouse over the arrow to check where it will take you

Click the (blue background) clock to reset your RiO session to 30 more minutes

Click on a Client’s Hyperlink to access their Case Record

Refer to the blue Information Bar to check which page you are on, printers, your log-on name

Logging out of RiO

Click Logout in the top right corner of the RiO Window, then remove your Smart Card. Then log off from the PC Note: Although easiest and quickest to just remove your Smart Card from the keyboard reader slot, this action will not currently instigate the Auto-save mechanisms of RiO7 nb This action logs you off the Internet completely p29

Scratch Pad / Drag and Drop Appointment Rescheduling

Extreme caution should be exercised where the re-timing of the appointment involves an Initial Assessment, as this will NOT reset the clock for AWP deadlines to provide care… If the Client cancels, then the appointment MUST be cancelled, and then re-booked to maintain a ‘re-start’.

You should only use the Drag & Drop appointment rescheduling process for Clinical reasons, such as where the Facility or the HCP is not available.

To reschedule an appointment within the same date, either on HCP or Clinic Diaries, simply drag and drop the appointment onto the new time slot, following instructions on pop-ups as you progress.

To reschedule to other dates and/or a Colleague’s Diary, drag the appointment to the Scratch pad on the left of the diary page, and navigate to the required new Diary date / HCP, before dragging the appointment to the new slot, following instructions on pop-ups as you go

Planning Leave

1. From the Inpatients (Bed) view, click on the client’s

bed to record leave

2. Select Leave and Leave Details

3. Enter the Planned Date & Time and Leave Reason

4. Click

Recording Leave & Returning

1. Click Leave > Leave Details

Inpatient Leave screen displayed

2. Record Actual Leave Date&Time, Actual Return Date&Time and End Reason

3. Click

Recording AWOL

The recording of AWOL is a similar method to recording leave. The Trust can be fined heavily when a client is missing. The Rule is: online reporting within an hour, but be aware of Client’s Risk Assessments, and ALWAYS check the definitive ruling at Ourspace (See back page for AWOL policy links)

Make yourself aware of any implications Form Parts 1/2/3 are within 1hr/1 day/3 days

The time entered on RiO must match the time entered on the Ourspace forms

Informal clients record only as ‘Absent’ p20 p13

Progress Notes 1. From the Clinical Portal—Client’s 2. View screen, in the Case Record 3. Menu, click Progress Notes

The Progress Notes screen is displayed

2. Click Add New Note

3. Type the note in the large free text area Always prefix your progress note with your department, ward and location Note that, using the tools, your text can now be formatted

4. Ensure that the following are correct: Date & Time Associated Care Plan Problem Types Significant Event OR Add to Risk History Does the Note include Third Party Info ?

5. To validate the note tick the Validate this note box, if you have permission

6. Click Save Changes

7. You may get a reminder about un-outcomed appointments. See the list- Click YES, or NO.

Remember to record Uploaded Documents here!

The r/h panel gives several options to filter the notes

nb Client Related Data-views , and Progress Note View

is the route for Printing Progress Notes. It is logged.

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Searching 1. Click Client Record Menu Select Registration or Case Record

The Search screen is displayed

2. Ideally, enter the Client’s NHS Number, or other ID, such as MHIS, their RiO or Trustwide ID, and click

3. Failing that, a minimum of 2 fields must be completed in the lower section, and then click Search or

A list of matching Clients is displayed

4. Click on the Client’s name to view their demographic details OR Click Back to Search Criteria to search again OR Click Search National Record (Advanced Trace)

NB. If you get to this Access Reason

window, you must give a Reason and Comment and then Save

In the event that no client is found, create a new local record and contact : “Medical Records BHH” - 0117 378 4222

Urgent Blackberry Hill - 0117 378 4226 “Medical Records GLH” - 01380 731 313

Urgent Devizes - 01380 731 314.

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Recording an Outcome 1. Locate the appointment on diary (or via the Progress Note link) 2. Click hyperlink

Outcome screen is displayed 3. Complete, using 24 Hr clock

Report Summary: Answer No,

unless out-coming as discharged, then answer: Later

4. Then Click the Activities Tab, to confirm or change Intended Activities. Mark any activities not done 6. You must select Main Activity 7. Then Save

Click Close Outcome, to return to Diary

The Outcome reverts to original Orange/ Yellow

Client Diary 1. From the Clinical Portal-Client’s View, click Client-Related Data Views and select Client Diary View

Client Diary screen

is displayed

2. Choose Start Date / End Date and view filtered appointments.

Scroll over icons for further Information p28

Cancel an Appointment 1. From the Appointments Menu and Clinic Appointments, click the blue down arrow of the appointment and choose Cancel Appointment

The Cancel Appointment

screen is displayed

2. Enter a Cancellation Reason (and Comment). Click Cancel This Appointment and Confirm

Option to Rebook offered Return to diary shows cancellation

Cancel a Client from a Group Booking

1. To cancel 1 Client from a Group Booking, click the blue down arrow of the client from the Group Appointment.

2. Choose Cancel Appointment

The Cancel Appointment screen is displayed, listing all booked clients

3. Tick the box of the client to cancel and select a Cancellation Reason & Comment

4. Click Cancel this Appointment 5. Confirm 6. Click Close Cancellation

7. The Diary now displays the cancelled client, and the remaining people

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Client Discharge 1. From the Inpatients Bed view, click on the bed you wish to Discharge from and select Discharge and then

Discharge Patient

2. Enter the Discharge Date Time, Method and Destination/Address and click Save

3. Book a 48-hour follow-up appointment

Client Transfer (& Named Nurse) 1. From the Inpatients Bed view, click on the bed you wish to transfer the client from and select Transfer and Out

Inpatient – Transfer Out screen displays

2. Click on the top green arrow To simply add a Named Nurse, use this one

3. Select the Ward To Transfer to, click

4. Select the Bay to transfer to, click

5. Select the Bed to transfer to, click

6. Enter the Transfer date / Type of Stay

7. Adjust Consultant / Named Nurse if nec.

8. Click Save

p6

Synchronise a Client record/ Registration

Continuing from Searching, after ‘Search the National Record’

1. If a match is found, (verify the Date of Birth too), click on the Client’s Name

The Access Reason window is displayed

2. You MUST record an Access Reason and a Comment

3. Click Save to proceed to the record

The screen now displays the Client’s Local and NCRS National Details (If no tick boxes, Click ‘Edit this Client’)

5. Click the checkboxes on the correct side of the dividing line to select the information to transfer across

6. After entering (locally mandatory) Ethnicity, 7. Enter Marital Status (KPi for AWP) 8. Click Save

The synchronised categories will be shown as green ticks

HCP Diary & Appointments

Click regularly to ensure you have outcomed Appointments within 72hrs

1. Click the Appointments Menu and Select Diary

Diary – Today is displayed 2. Check HCP is correct

To book a Client Appointment,

click on a time hyperlink on the left

4. Search for the Client 5. Select Intended Location, Duration, Type (of apptmt)

6. Select and complete tabs. Include Intended Activity (+others if appropriate)

7. Only when all fields complete, click 8. Returned to the diary, the appointment will be entered

To Record Other Activities (Non-Client) 1. Find an appropriate time slot and click in the

Location/Other Activity column The Book Other Activity

page opens 2. Complete Activity Type, Location, HCPs invited, Repeat dates, comments

3. Click 4. Shown in green on Diary

5. Can be booked in Clinic Diary too ! p11 p22

DToC - Delayed Discharge

Three Stages : Admission Record, Delayed Discharge Form, Ending DToC Episode

Admission Record 1. Access via Ward, Bed View 2. Complete Ready for Discharge Date, Reason for Discharge Delay and Type of Stay (enter Other) 3. Save and Return to Bed View

Bed View shows Delayed Discharge icon

Delayed Discharge Form From Case Record, access Inpatient Management, then Delayed Discharge 1. Click Create New 2. Complete Date/Time, Inpatient Episode, Delayed Start Date, Reason for Delay, Delay Responsibility. (No need to enter no. of days) 3.Click Add 4. Click Save

Ending DtoC Episode 1. Access Delayed Discharge Form, as above 2. Select Edit Current 3. Add Delayed End Date and End Reason, then Save

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Outcome (Clinic) Appointment 1. From the Clinic Diary screen, click on the blue down arrow of the Appointment

2. Choose Record Outcome from the pop-up

Outcome screen is displayed

3. Click Outcome Tab. Set Arrival and Seen times and Actual Duration and select a pull-down Outcome. Comment if appropriate.

4. Choose No, for Report Summary, unless discharging Client,

when you should choose Later

5. Select the Activities tab

6. Identify the Actual AND Main Activity 7. Click Save 8. Select Follow-up Appointment, or not? 9. Select Close Outcome

10. The Clinic Diary page will refresh, showing the out-comed appointment, highlighted in green

p7

Case Record - (or Clinical Portal - Client’s View) 1. Click the Client Record Menu and select Case Record

2. Search for the Client

3. Select a Reason for accessing the Case Record and enter a supporting Comment, then click Save (if nec.)

The Case Record screen is displayed

On the right side, folders that allow you to access various client-related forms/ functions

This link accesses the demographics details screen

Alerts

Allergies

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Clinic Diary View 1. Click on the Appointments menu and select Clinic Appointments and Select your Clinic and Stream

The Clinic screen is displayed

2. Select the correct date and click return

A Clinic Diary View will be displayed for the clinic on the selected date

Book Clinic Appointments 1. From the Clinic Diary View screen, click on the blue down arrow to the right of the time you wish to book. Select New Appointment

2. Search for the client The Appointment Booking (Clinic) page will display

Ensure the following details are correct: Date/ Time/ Intended

Duration/ HCP/ Urgency/ Type (of appointment) & Comments Tabs are available for Additional HCPs/ Intended Activities/ Repeat Appointments (which should be set now if necessary)

3. Click Book to complete

You will be returned to the Clinic Diary page, showing the New Appointment

p10

Caseload Transfer/Sharing 1. Select the Client Record Menu and click Caseload Transfer

The Caseload Transfer screen is displayed

2. Within your OWN TEAM, select the correct Team and click this GO

3. ONLY when THIS panel is displayed, select the HCP who currently has the client

4. To Share or Reallocate client(s) with another HCP in your own team, choose the HCP from the Allocate To list, enter the Start Date and any Comment

5. Select the client(s) you wish to share or reallocate by clicking the Share or Reallocate checkbox for each client. This will highlight the client line in blue

6. Click Allocate Caseload Item(s) to save the changes

A transferred/shared successful message will be displayed at the top of the screen

NB To share/allocate to another HCP in a different team, start by selecting your HCP FIRST, then you will get the full list to allocate to next.

p23

Editable Letters 1. From the Client’s Case Record page, click Clinical Documentation, then Editable Letters

The Create Letter screen will appear

2. Choose a letter type, and click

A Word document will open up, in which all aspects are editable

3. On completion, the document can be printed, then saved to RiO by clicking on Add-Ins, then Send to RiO at the top left of the Word screen

4. Complete all Documents Details and Click OK

5. Then OK the File Uploaded box

Refer to the RiO Clinical Support (Wiki) and handouts

for further information on saving to other areas http://ourspace/Systems/RiO/ClinicalSupport/Wiki%20Pages/Home.aspx

p8

Referral (Entry/Exit)

1. From the Case Record screen click Client Referrals and select Entry/Exit

The Referrals screen is displayed

2. Click Create New Referral

The Referral Details screen is displayed

If this is the initial referral, Do NOT select an HCP. This is done when received by the team

The Receiving Team must add this name via the New Team Manager’s log-in

3. Complete all other mandatory (lilac) fields & click Save Referral

Click Transfer to transfer the referral to another team in the service

Click To Discharge to discharge the Referral

The Referral Screening form can be accessed from the Client Referrals folder p25

Document List View 1. From the Clinical Portal - Client’s View page, click Clinical Documentation, then Document List View

This will take you to

the Document List View screen, and will allow you to see all documents Uploaded to this Client’s file

Clinic Plan

1. Click on the Appointments icon and select Clinic Plan

The Clinic Plan screen is displayed

2. Select a clinic and click OK

3. The Date will default to today, and 2 clinics for today & tomorrow. Options for no. of Clinics & dates available

4. Click on a free time slot in a Clinic for options, as shown here:

5. Click on the Display Clients icon of a clinic session for a detailed view

Caseload 1. Click the Client Record icon and select Caseload - Or use the page bottom links

The Caseload Screen is displayed for the current HCP

The blue Menu Arrows give case specific access to various functions (See white View options panel below)

2. If you have access, drop down the list to view other HCP’s Caseloads

3. To view a Client Case Record, click on the Client’s name hyperlink

4. To see a Client Case Record snapshot, click the next to the client hyperlink

p9 p24

Upload Documents

1. From the Client’s Case Record, click on the Clinical Documentation folder, then click Document Upload

The Document Upload screen is displayed

2. Click Browse to search for file (N.B. Scans need to be converted to pdf from TIFF before upload)

3. Complete all the mandatory (lilac) fields Document Title Document Date Document type Description, if nec. Final Version is good

4. Click Upload Document

Assign one of the RiO

document types to your Uploaded documents

5. Enter a brief summary of the Uploaded Document in Progress Notes

See p24 to view uploaded documents in List View

Code Description

CP Care plans

CON Consent to share information

CTT Consent to treatment

DS Discharge summaries

GEN Genogram

CHART Images - Charts

OI Images - Other

PH Images - Photographs

XS Images - X-Rays/Scans

IR Investigation results

CL Letters - Clinic

OC Letters - Other

LET Letters - Referrals

MHA MHA documents

REP Reports/Assessments

RISK Risk