BackOffice Apps are the newest edition to the BackOffice suite; a range of applications to supplement BackOffice Library and help practices to prepare for CQC.
BackOffice Apps currently include; Accident Log, Asset Register, Birth Register, Death Register, Fridge Log, Practice Feedback, Room Temperature Log and Significant Events.
Phil Ashmore, Professional Services Manager, PCTI discusses Apps; “Apps replace logbooks and paper for a more reliable, centrally monitored resource. The reports provide an excellent way to help meet CQC requirements.”
Janette Rich, Practice Manager, Manor Way Surgery, “We use the BackOffice module of Docman, both the Library and the Apps. The Library module is great; we have added all our documents and frequently are adding more. We have all our protocols in BackOffice so we can quickly have access to the information we need. We have clinical protocols, forms for travel, the information we receive weekly from the CCG and all the information our receptionists need at their fingertips. This has removed the time we use to waste looking for information or communicating to find what we needed. If a patient calls us we can quickly access all the information we need to respond quickly and efficiently, something that a year ago could take a long time. We previously had letters on a shared folder, but using Library is a much easier way to find information. The Tags are very good and makes it easier to quickly find information.”
“We also use the BackOffice Apps, the baby register to record births and the death register. They are really useful to electronically record data and information. We are shortly going to use the fridge and room temperature log. The Apps have been a great free upgrade which has saved us time without the need to type up information we can easily attach documents. This provides our practice with easy access to information when we need it.”
Each App provides a ‘report’ function in which the data contained can be exported to Excel to be used as evidence and provide important information such as; how many deaths there have been in a month or how many accidents have occurred at the practice.
This document will detail the uses for each App;
Accident Log
This App is used to document any accidents which take place on or near the premises of the practice and can involve patients or non-patients.
A comprehensive list of questions is presented to the user in order to detail the accident, with the option to add new fields whilst filling in the log, or by maintaining the list within the log before adding an entry.
The search function within the log can be used to search by criteria such as date, time or even description eg. ‘trip’.
The accident log also features a ‘recently updated’ button so that practice staff can instantly search to identify any recent accidents.
The log allows documents to be linked to an entry so that items such as witness statements or solicitors letters can be kept together within the App.
Asset Register
This allows practices to store all of their warranties, user guides and asset details in one place. Items can be categorised into sections such as medical equipment, computers, scales etc.
All drop down menu’s and lists are configurable to ensure that they are practice-specific and match the desired categories. Again, a new category can be added either before or during a new entry.
Each asset can have documents filed with it so that they can easily be retrieved, such as warranties, PAT testing details, renewal information. These can be stored in the entry as a website link, a word document or a scanned document.
The Asset Log can be filtered by various searches including ‘warranty due’ or ‘service due’ and date ranges can be entered so that a practice manager can have instant access to information about which assets need to be tested or serviced.
Birth Register
This is most commonly used as a temporary store for non-registered patients. The practice can register the birth of a baby using the log so that the information can be stored against the mother until the baby has been registered and has its own patient file.
In some instances, practices are using the Birth Register as a checklist to ensure that all babies are registered. A reminder card is sent out to all families to ensure that the baby becomes registered as a patient and has regular visits from a Health Visitor.
A report can be extracted from the Birth Register to detail all recent born babies over a specified time period; this information can then be used by the Health Visitors.
Death Register
This is one of the most popular Apps as all practices need to record deaths. As with each App, the Death Register can be used for reporting and the information stored within can be exported to detail the number of deaths / causes over a specified period of time.
This register can be used as a checklist to ensure that all records have been updated and next of kin have been notified about a death.
Fridge Log
This log is commonly used to monitor the temperatures of vaccination fridges. Replacing a process which was most often a sheet of paper kept next to the fridge, updated throughout the day; the Fridge Log can be instantly accessed by anyone and can be centrally monitored – a feature which can be particularly beneficial to branch sites.
The log provides information such as the last date and time the fridge was checked and who by, making it easier for larger surgeries to monitor.
If there is ever a problem with the fridge, for instance the temperature range is higher than it should be; the practice can instantly open up a discussion using Collaborator, linking the log showing the high temperature and discussing it with relevant colleagues.
Practice Feedback
This App is used to record positive and negative feedback for the practice. If the feedback has come in the form of a letter or email, this can be attached into the entry.
In the instance of a complaint, the log can also be used to attach meeting minutes or any actions necessary as a result of the feedback.
Positive feedback can be recorded to make recommendations for the practice and can be exported into one document to present all the information collectively.
If the feedback needs to be discussed or requires actions, the App allows a discussion to be instantly opened within Collaborator with all of the information attached for participants to see and comment.
Room Temperature Log
The Room Temperature Log can be used for monitoring the temperature in the practice in significantly warmer or colder months, or can also be used to monitor a practices’ server room for example.
Any room in which it is necessary for the temperature to be monitored can be logged using the App and can be monitored by practice staff so that the information can be reported on if and when it is necessary.
Significant Events
This App is used for significant events in the practice which need to be documented and often have actions attached. The most commonly recorded significant event is a misdiagnosis; other uses include:
- Wrong prescriptions (eg. over prescribing)
- A paper letter going missing or not being seen by a doctor
- An accident which lead to the practice being sued
- A patient abusing a staff member (or vice versa)
- Any clinical risk
- An information governance breach
Any situation in which intervention is needed from the practice can be included within the Significant Events App; links to policies and procedures can be included and a Collaborator discussion can also be started directly from the entry.
Reporting
Practices can report on all or individual Apps using the reporting function. Reports can be generated using specific criteria such as date ranges for entry or when warranties expire etc.