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Strata eReferral Receiver Guide v1.0 Page 1
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
STRATA HEALTH PATHWAYS
Sending Checklist Referrals Training Manual / Help Guide
Website address for the LIVE system: NHS Sites https://cumbria.stratahealth.thirdparty.nhs.uk Other Sites https://cumbria.stratahealth.com Strata Health Support line: 01322 303036 Email: [email protected]
Strata eReferral Receiver Guide v1.0 Page 2
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
Sending a Checklist Referral
Section 1 – Login and Facility selection
1. Open Strata and login
2. Select (click) the Assessment icon on the screen.
(Important: Do not use the ‘Referral’ icon, as this will not allow access to the team dashboard) Next you need to select a Vendor – this is the Organisation/ Team you are working for to make this referral.
Strata eReferral Receiver Guide v1.0 Page 3
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
Selecting a Vendor Select the Service from the Select a Vendor, drop down list.
Selecting a Team Then select the team you are working for by clicking it from the list. You will then see the Dashboard, which shows your Team’s Active Referrals
Strata eReferral Receiver Guide v1.0 Page 4
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
Searching, Finding and Adding a Patient (Client) Click on the Client Search tab, enter the NHS Number and or Surname and Forename if you want to narrow the search and click on Search You can use “*” (shift key + F8) if you don’t know all the details, e.g. a search for Dav* returns Davies, Davis, Davidson, etc
If the patient exists on the system select the patient and click Edit. If not click on New Client.
Strata eReferral Receiver Guide v1.0 Page 5
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
For New Patients enter all patient details (see below) and click on Next
• Title, Surname, Forename, Date of Birth • NHS Number is essential – the referral should not proceed if this is omitted
• House number/name or Flat name/number, Street, City, County - enter the
full home/residence address • Ensure the Post Code is correct as this links to the Social Services locality • Telephone Number – Ensure there is a space between the area Code & the
number e.g. 01228 608888 • Current Location – select ‘Ward’ if patient is inpatient or ‘Patient Home’
Strata eReferral Receiver Guide v1.0 Page 6
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
Selecting Care Types The screen is made up of two sections:
• Existing Care types screen is displayed. If the patient has not had any previous referrals then the “This client does not currently have any care types defined” message is displayed.
OR If the patient has had previously referrals you will see the referral pathway listed in the Existing care types section – in this example the patient has had a Residential & Nursing Home Placement.
Select ‘Start New Referral’ to commence a Continuing Healthcare Checklist
Completing Patient (Client) Details Select the type of referral you wish to make. (In this example ‘Continuing Healthcare Checklist’ has been chosen)
Strata eReferral Receiver Guide v1.0 Page 7
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
Click on the red crossed tabs and fill in the required information.
• Responsible contact: This is the named contact from your Service for District Nurses to contact, this will mostly be the clinical referrer – select ‘Assign to Me’ or by typing first letters of surname and select (or * to view all names)
• Other interested parties, other named individuals who can be contacted
regarding patient referral – select name from the options as above
• When completing the information and as you select the tabs (i.e. Client Details, Supplementary Demographics), a green tick confirms all mandatory fields are complete.
Demographic Details Check the ‘current location’ of the patient on the demographics form is correct.
Strata eReferral Receiver Guide v1.0 Page 8
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
Completion of Referral Tabs Work through each of the forms, completing any additional information as requested. The example shows the pink bars highlighted - these areas require information.
Note the pink bars have been replaced by grey as each tab is completed. The red cross has changed to a green tick.
Note: If a patient has had a Checklist which has resulted in any A* (A Star) a DST must be completed within 5 working days
Strata eReferral Receiver Guide v1.0 Page 9
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
Equality Monitoring Complete the equality monitoring form as required. Note the final question about which social care locality the patient lives in, must be correct as this will affect which CHC Team the referral will be sent to.
Strata eReferral Receiver Guide v1.0 Page 10
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
Attaching or Uploading a document To attach a document / assessment / wound map etc. to the referral go to the Uploaded Files form.
Click once on the tab to activate the page. The form opens and advises that there are currently no uploaded files for the client’s profile. Click on the New Upload button
The File Upload window opens select the Browse button
Navigate on your PC or network shared drive to where the documents are currently stored Click on a document/file once to select it, it becomes highlighted. Select the Open button
Strata eReferral Receiver Guide v1.0 Page 11
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
Type a title for the attached document against the Category field, then select the Upload button.
The document has now uploaded to the referral. This is indicated by the quantity (1) against the Uploaded Files (1) page tab.
Repeat the process if you want to attach any further documents to the referral. Documents can be reviewed by selecting the button to download the document and deleted by selecting the red cross
Strata eReferral Receiver Guide v1.0 Page 12
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
Sending a Referral Strata will automatically select the appropriate service depending on the care type and Social Care Locality selected.
To send the patient referral, all tabs except Send and Manage Referrals should have green tick
NOTE: The alert message also confirms all the tabs are complete – the referral is saved and ready to send. It is important to check that patient demographics have not changed since any previous referral.
Once all the tabs are green except for the Send and Manage tab
Select the Service Provider by ticking the appropriate box, press Send Referral If the referral has an attachment(s) the Attachments selection appears, select attachment(s) to be sent with the referral and select Send Referral
Strata eReferral Receiver Guide v1.0 Page 13
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
The referral is now shown as active and the selected provider is shown along with the status of the referral. This can be checked on the dashboard.
Strata eReferral Receiver Guide v1.0 Page 14
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
Team Dashboard The Team dashboard shows the status of referrals made by the team. The filters can be used to show referral status, care types, or team The referral is listed in the Team Dashboard - click on Dashboard tab to view list of Active Referrals
Checking the Status of a Referral The Form Status column shows the status of the referral:-
‘Incomplete’ – more information required, i.e. demographics or referral pages not complete – select tab with red cross
‘Complete – Sent’ or ‘Complete - Not Sent’ ‘Delayed’ – referral has been delayed for a short period and will be ‘Resumed’
The Referrals column shows where the referral has been sent to and the status of the referral from the receiver side eg Accepted, Request For Information etc
Strata eReferral Receiver Guide v1.0 Page 15
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
Privacy By Location This affects the view of Search Results and the Team dashboard. It aligns to the service providers (locations/teams/dashboards) that the individual user has access to. When activated, it sets a privacy lock based on the patients’ last/current location (Acute Ward, Community Hospital, Patient at Home) using their last referral through Strata Pathways™. On searching for a patient that is located at or with a service provider (location and/or team) that the user does not have access to e.g. Acute Ward, Community Team, the patient record will display a lock symbol, indicating a privacy lock on the patient record. Search Screen
Dashboard
If the user attempts to access (view or edit) a patient record that is displaying the lock symbol the feature activates and the user is presented with an advisory message that the user must have a legitimate relationship requirement to proceed.
The user has the option to :
Accept the privacy override. DO NOT USE Accept and update location
The user is notified they have been granted access to the patient and can proceed with their referral.
Strata eReferral Receiver Guide v1.0 Page 16
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
To Disable, Cancel, or Resend a Referral
Go to the Dashboard and Select and Edit the patient record then go to the appropriate section below OR
Search for the patient – click on Client Search tab
Select the patient and click on Edit
Select the Care Type to be edited if patient has more than one care type
Strata eReferral Receiver Guide v1.0 Page 17
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
To Disable a Referral Disable - to disable a referral or care type for the patient when the referral is definitely not going to be processed. Click on the Client Details Tab and select the Disable button.
Select a ’Reason’ for the cancellation and type in the ‘Comment’ box, tick the ‘I acknowledge...’ box and click Confirm.
NOTE: if you ‘Disable’ a referral, the patient’s referral will not be visible on the Team Dashboard but is not deleted. (See resend the Disabled Referral).
Strata eReferral Receiver Guide v1.0 Page 18
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
To Cancel a Referral Cancel - to cancel a referral or care type for the patient when the referral is not going to be processed at the moment but will in the next few days or the patient requires a different service. This referral will remain on the dashboard
Click on the Send and Manage Referrals tab
Click on the red cross next to the appropriate Care Type Select a reason, complete the comment and select Continue
The referral will remain on the dashboard and can be resent when appropriate or the new Care Type can be selected from, Client Details tab, Manage
Strata eReferral Receiver Guide v1.0 Page 19
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
Resending a Disabled Referral If a Disabled referral needs to be re-sent as a new application:
a. Search & Select for the referral as previously described. b. Click Send and Manage Referrals tab. c. Click on the In Process button.
You will then be asked to confirm the start of a new referral, Click Save.
This action has the effect of removing information previous supplied from certain Tabs within the previous referral.
Strata eReferral Receiver Guide v1.0 Page 20
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
Responding to a Request for Information (RFI) RFI will be highlighted in yellow. Click to select the referral (goes blue) on the Dashboard and click Edit.
Select the Send and Manage Referrals Tab and click on the Speech bubble
Type a response in the Referral Comments box as shown below. Click Add Comment, Close the box
Or amend the appropriate page within the referral. When you have finished click Send and Manage Referrals tab and click the Request Completed button in the Referral Management column
Strata eReferral Receiver Guide v1.0 Page 21
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
The Dashboard will then show that Updates have been sent for this referral.
You may also Upload additional documents to respond to the RFI
Strata eReferral Receiver Guide v1.0 Page 22
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
Saving and Printing Referrals Click once on the referral to highlight it and select Edit and once the referral open select the Send and Manage Referrals tab.
Click on the Printer icon in under the Referral Information Column. The print sections opens, deselect ‘Matching Details’ and any other sections that you don’t wish to print and then select Save, View in browser or Print
To Save the document click Save and navigate to the required folder, changing the filename appropriately To just View the document click view and the document opens in pdf viewer
Strata eReferral Receiver Guide v1.0 Page 23
Calgary 600 – 933 17th Ave. SW Calgary, AB, T2T 5R6 Canada Ph: (403) 261-0616 Fax: (403) 265-0650
Vancouver 301-1124 Lonsdale Ave. N. Vancouver, BC V7M 2H1 Canada Ph: (604) 983-2294 Fax: (604) 983-9422
Toronto #501 - 67 Mowat Ave Toronto, ON M6K 3E3 Canada Ph: (416) 427-1865 Fax: (416) 369-0515
London, England Admiral Business Park Victory Way Dartford, Kent DA2 6QD UK Ph: +44(0)1322 303035
To Print the document click print and use the default printer dialogue box as shown below making your selections and click on Print