Streamlining Referral Information

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Streamlining Referral Information

• Joanna McQuillan
• PCIS Implementation Manager
• South East Belfast
• Health and Social Services Trust

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Supporting Infrastructure
Service
Information and Technical architecture Person
Centred Information System
Physical architecture Community Treatment and
Care Centres
Quality
Process Architecture
Service Redesign
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PARIS
Shared Information System
Traditional Approach
SENSITIVE SERVICE SPECIFIC
PARIS
MENTAL HEALTH
DENTAL
CORE INFORMATION AND FUNCTIONALITY

SOCIAL CARE
Information Systems
PHYSIO
CHILD HEALTH
NURSE
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Why streamline the referral process?

• Numerous contact points
• Delay in referrals reaching professionals
• Right place/profession
• Numerous types of form
• Information incomplete
• Illegible

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Can you tell me how you are managing at the
minute?
Funny you should ask. The Doctor, the Nurse the
Social Worker and the OT asked me the same
thing. Im just managing to control myself.
? South and East Belfast Health Social Services
Trust
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What were the objectives?

• Develop a shared electronic health social care
  record
• Provide a single point of contact for all Trust
  services

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PARIS - Person Centred Information System

• Shared electronic Health and Social Care record
• Developed in partnership with in4tek
• Implementation since 2002
• Common core referral form developed, with service
  specific additions
• Referrals recorded straight onto PARIS and shared
  immediately

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Agreeing Information

• Data sets agreed with services
• What information is required to-
• Determine eligibility
• Prioritise
• Allocate

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Where we came from
Where we are going

• Duplication
• Misunderstanding

Optimisation Developing trust
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Referral Structure
Core Referral Details (Common across all
services) Personal Details Who From When
Date received Referrer Details What
Type/Reason for referral
Core Referral Data Set
Trigger
Service Specific Data Set
Nursing Treatment Received Treatment
Required Medication
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Call Management Centre

• Centralised referral point for South East
  Belfast Trust services
• Single phone number
• Developed to include Community Nursing, AHP
  referrals etc. using databases and e-mail
• In 2002 implemented PARIS System

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CMC photo
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Current Position

• Average of 6000 referrals per month
• 17 services using CMC
• Staffing-
• 1 manager
• 1 GAA
• 6.5 Referral Co-ordinators (Gde 3)
• Phone systems
• Good relationships

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Benefits

• Referrals recorded and passed to services quickly
  av. 3 minutes
• Referral tracking system
• Less duplication core information recorded once
  only on PARIS
• Improved quality of information
• Information legible less chance of mistakes
• Waiting list management

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Issues

• Admin taking referral information
• Self referrals
• Changes to referrers processes
• Contingency
• Same day/emergency referrals
• Working hours and staffing

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Additional Functions

• AE notifications
• Diabetes Diamond information sharing pilot
• Processing requests for further action/additional
  information
• Single point of contact for Nursing Homes

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Future

• Further implementation of PARIS and CMC
• Referral triage in Integrated Teams
• Electronic referrals and discharge with external
  agencies
• Expanded hours