Setting up an EMIS Clinical Services Hub

Created by James Harley, Modified on Tue, 3 Sep at 12:25 PM by James Harley

Checklist

Procure EMIS Web Clinical Services
Obtain Prescribing Cost Centre & Spurious Code
Create Smartcard Roles for new NACS Code (Prescribing Cost Centre)
Enable GP Connect in EMIS (ask EMIS to activate endpoint on NHS Spine)
Ask EMIS to enable PDS/EPS on NHS Spine
Create and activate Data Sharing Agreements
(Care Record, Cross Org Tasks, Cross Org Appointments (not needed for GP Connect), Consultation Write Back)
Set up Organisation Group for GP Connect Appointments
Set up Cross Org Task Teams
Link accuRx/MJOG to EMIS Hub (if required)
Purchase/Activate Docman Share and Configure (video)
Configure Hub - Users, Appointment Books, Templates, Reports, Protocols....
Import Clinical and Document Templates
Set up National Slot Mapping (GPAD) - EMIS must activate
Import Clinical and Document Templates
Test GP Connect GP Practice Booking, EPS, Consultation Write Back and 111 Booking (use Spine Dummy Patient)
Set up Online Test Requests/Path Links
Set up 111 Direct Booking
Enable appointment access for patients

Organisations may also want to complete a DPIA for records that will be held on EMIS Web Clinical Services. An EMIS DPIA template can be found at the bottom of this guide.

Procure EMIS Web Clinical Services from EMIS Web

Ask Emis Account Manager to generate a quote.

Include:

EPS for Clinical Services (which includes PDS)
EMIS Health Community Access to Spine – Summary Care Record Viewer (SCRv)
GP Connect

Request organisation Prescribing Cost Centre Code (NHS Organisations)

STEP 1: The Integrated Care Board (ICB) needs to complete a New Cost Centre proforma to inform the NHSBSA that a new service has been set up. Access the form here.

STEP 2: Complete and send the spurious code request form (omitting the cost centre code field only). Please access the form here.

When filling in the form, please select ‘Generic spurious code for a new/existing cost centre/practice’.

A cost centre can only be set up on NHS Prescription Services’ systems if either a named doctor, a generically named spurious code or one or more non-medical prescribers are also added to the new cost centre at the same time.

STEP 3: All completed forms should be returned via email to: nhsbsa.prescriptioninformation@nhs.net

If the NHSBSA needs to query the information submitted, they will send an email to the original sender of the notification.

Independent Sector Healthcare Providers will need to follow the guidance here.

For more information, please visit the NHSBSA website by clicking here.

See more about EPS in Clinical Services here.

Configure EMIS Organisation

When EMIS Clinical Services is ready, create a new System Administrator Account (Emis will provide a generic account). Populate both National Code and Authentication NACS with the new Prescribing Cost Centre Code (Yxxxxx). Inform EMIS.

Email the EMIS Deployment Team (DeliveryOperations@emishealth.com) and ask them to request NHSE to add both the National Code and Authentication NACS (they may be the same code) as End Points on the NHS Spine (required for EPS, Smartcards, etc) .

Duplicate the remaining settings below:

Enable GP Connect

GP Connect will be required for Appointment Bookings from GP Practices and 111 Direct Booking. In Emis navigate to Configuration > Organisation Configuration and select GP Connect Configuration. Check GP Connect, Foundation and Appointments:

Create an Organisation Group for GP Connect Appointments

An Organisation group will be required to enable GP Practices to book into the hub via GP Connect. Using GP Connect means patients will not need to be traced into the hub. See here for more detail.

An Organisation Group will also need to be set up for 111 Direct Booking and ITK Messaging. See here for more detail.

Registration Authority – Create RBAC Positions

Work with Registration Authority (https://digital.nhs.uk/services/care-identity-service/primary-care-service-provider-contact-details) to create new Smartcard Roles for new Organisation Code based on the National RBAC positions below. Ask RA to set up Sponsors for PCN/GP Federation. National RBAC Positions:

System Administrator Role (R8015)
Admin/Clinical Support Access Role (R8008)
Clinical Practitioner Access Role (R8000)

Below is an example of Positions created by a Registration Authority for Enhanced Access:

Create Data Sharing Agreements

Complete DSAs for;

1 x Care Record (Hub can view patients GP Practice Record)
2 x CrossOrgTasks (Sending and receiving Tasks both ways)
2 x Cross Org Appointment (booking into Hub, booking back to Practice)
1 x Enterprise Appointments (Consultation Write Back)

Download and complete the Data Sharing Agreements (files at end of this page). The Data Controller required on the DSAs is usually the Practice or Business Manager at the GP Practice. Once completed email to deliveryoperations@emishealth.com

Data Sharing Agreement Description	Emis Description (Hub)	Emis Description (Practice)	DSA Purpose
QF1091 Many to One EMIS Web Care Record Sharing	Viewing other organisation's care record	Sharing my care record	Hub can view patients practice care record. Not required for Remote Consultations
QF1093 One to Many Emis Web Cross Org Tasks Agreement	Organisations allowing me to create tasks	Organisations creating tasks for me	Hub sends tasks back to patients practice
QF1093 Many to One Emis Web Cross Org Tasks Agreement	Organisations creating tasks for me	Organisations allowing me to create tasks	Practice send Task back to Hub
QF1092 One to Many Emis web cross org appointments configuration request	Sharing my appointments	Viewing other organisations appointments	Hub sharing appointment books with practices
QF1092 Many to One Emis Web cross org appointments configuration request	Viewing other organisations appointments	Sharing my appointments	Practices sharing appointment books with hub
WI8001 Enterprise Appointments Agreement (now online form)		https://emisprod.service-now.com/csm?id=sc_cat_item&sys_id=ca492fd21bd91590fa8e40c3b24bcbc8	Consultation details sent back to patients practice record

Some organisations may wish to use Remote Consultations from within EMIS Web Clinical Services rather than sharing Care Records. However there are the following considerations taking this approach:

No Spine services are available within a remote consultation (i.e EPS)
No online test requests are available within a remote consultation
No third party partner products are available within a remote consultation
Clinical templates used during the remote consultation belong to the patient's registered organisation

An enterprise appointments agreement must be in place and activated by all organisations/GP practices associated with the agreement.

Test EPS

See here for a checklist for EPS in Clinical Services. You will need to use a real patient or preferably a Spine Dummy Patient.

Pathology (ICE/TQuest)

If the hub requires access to a Pathology service (Pathology, Radiology, Cytology, Imaging, Referrals...) within the Clinical Hub the Pathology lab will need to provide their ODS code and ICE/TQuest URL. Emis will also need to activate Pathology Links which has an annual cost of £750 per annum. You will need to request a quote:

One set up the Pathology lab will need to create users against the ODS code in EMIS (Y Code) and provide the credentials. In Emis, activate the Test Requests API (in EMAS Manager/Test Requests), create the provider and add users using credentials provided.

If there is no option to add a test request provider in EMAS Manager you will need to request this from cfclinicalsystemorders.pcc@emishealth.com

If the hub requires access bloods to come back to the hub rather than the patients GP Practice then further configuration will be required. Click here to see the process.

Obtain a Spine Dummy Patients from NHSD

Request a Spine Dummy Patient for SPINE testing such as EPS – Spine Dummy Patients can be obtained from NHS Digital by emailing – testdata@nhs.net. Spine Dummy Patients can then registered at a sharing GP Practice (as you do with a real patient) and then traced into the Clinical Hub for testing. Spine Dummy Patients are always in the following format:

Given_Name: DONOTUSE

Family_Name: XXTESTPATIENT-XXXX (where X is a letter)

NHS No: 999XXXXXXX (where X is a number)

GP Practices cannot create Spine Dummy Patients (only Dummy Patients).  They must be obtained from NHS Digital.

Once received, register the Spine Dummy Patient at one of the sharing GP Practices and then trace into the hub. This will be useful for testing that the EPS is copied from the hub back to the patients GP Practice.

Set up Task Teams

See here about setting up Task Teams in the hub and GP Practice for Cross Org Tasks

Docman Share

Docman Share enables clinicians to view Docman Files held on a Patients GP Record from within the EMIS PCN Hub. Costs are (October 2022):

	Cost	Recurrence
Docman Share License	£0.08	Annual
EMIS Clinical Services API	£2,341.40	Annual
EMIS activation (per practice)	£67.00	one off
Professional Services day	£1,015.00	one off

The API is activated in the Organisation:

This enables the Docman Share Viewer in the Record Viewer:

See video demo here - https://www.youtube.com/watch?v=4g0Mc1Umayc

Empower Patients to manage bookings online

to follow

GPAD/National Slot Mapping

Request EMIS to enable National Slot Mapping in EMIS Web Clinical Services

More to follow

GP Connect (for mixed estates and 111 Direct Booking)

Ask EMIS to enable GP Connect in Clinical Services (deliveryoperations@emishealth.com)
Activate GP Connect
Create Organisation Group for GP Connect Practice Bookings, 111 Direct Booking and/or S1 Appointment Books/Patients
Create Appointments slots for 111 Direct Booking

Configure Hub

Complete the following configurations/set-up in the Clinical Hub

Set up Users and ask them to login and associate their smartcards
Upload or create Document Templates (2WW Referrals, Fit Note, Discharge Summary, etc...)
Upload or create Clinical Templates
Upload local Formulary (if required)
Set up Task Teams on both hub and GP Practices for sending and receiving cross org tasks
Create Appointment Book templates - configure for cross org booking if required
Create Organisation Group and Appointment Books - 111 Direct Booking
Create protocols if required (i.e. to capture outcomes, etc)
Create Searches and Reports
Enable accuRx or MJOG API in EMIS (EMAS Manager) and edit users (if accuRx required)
Purchase Docman Share to view Docman files in the hub

Testing

Cross Organisational Booking. Preferably use a Spine Dummy Patient registered as a sharing GP Practice
View Patients GP Record*
EPS. Clinician must have a appropriate Smartcard Role and Spurious Code in their EMIS account (if a GP). Must use a Spine Dummy Patient that is PDS Synchronised (blue PDS symbol)
Consultation Write Back. Activate the Enterprise Agreement in both the Hub and GP Practice and test using either a dummy patient or Spine Dummy Patient (check patients registration status at practice first). Add notes, clinical code, document and preferably an EPS. Save Consultation and see if it writes back. See here for the difference between cross organisational booking for Remote Consultations and Consultation Write Back
Online Test Requests (if required)
111 Direct Booking

* Note - Only the following Job Categories are included and allowed to view shared data:

R0260	General Medical Practitioner
R0690	Community Practitioner
R0700	Community Nurse
R1110	Physiotherapist
R1290	Pharmacist
R1780	Manager
R1975	Community Mental Health Nurse
R1981	Psychiatrist
R5007	System Administrator
R5040	Desktop Support Administrator
R5050	Desktop Support Technician

Training

Train Practice staff how to book a cross org appointment. Please be aware, organisations switching from Remote Consultations to Consultation Write Back the booking process will change - see here
Patient Tracing. Patients must be traced into the Clinical Hub for Consultation Write Back to work. Check your teams are happy with the tracing process

Go Live

For those organisations using Remote Consultations, deactivate the Remote Consultations Enterprise Agreement and activate the Consultation Write Back Enterprise Agreement

Demographic Dump/Import

It is possible to do a Demographic dump from every GP Practice and then import this into the PCN Hub. This would mean GP Practices could book patients in via Find cross-organisation slot and the patient will automatically be in the Hub (no trace required). However there is a £1500 cost per PCN for this and every GP Practice will need to create a Demographics Report (see spec at bottom of this page), run it and export it to .csv and then send to EMIS. It also takes roughly 5 weeks to complete.