Once the Chronic Disease (QOF) Recall System searches have been run, select the 1. Invitation Searches folder.

Select the 1.1 Invitation Lists People to Invite > 1st Invitation (Recall Month) folder. 

This will contain the following searches:

The 1st Invitations (choose recall month on launch): All search includes all patients who are due a recall and are either born in the chosen month (or have a recall arranged code added their record), they have an outstanding review and have had no previous invitations this financial year. 

The sub searches are based on the search above and are broken down by the subsequent searches according to their contact preferences. i.e.: 

  • Send 1st Invite: SMS - if the patient has a mobile phone number on their record and have not declined contact by SMS. 
  • Send 1st Invite: Email – if they do not have mobile phone details (or have declined contact by SMS), but do have an email address and consent for emailing. 
  • Send 1st Invite: Post - if they have neither of the above, they will display in the Post list.

Each of the searches has report to view details of the patients conditions and contain everything you might need to enable an easy interface with 3rd party services such as MJog/iPlato/Docmail etc. 

To view the results of the reports, select the View Results option on the EMIS ribbon or alternatively right click on the patient details report and select the View Results option as below: 

Coding 1st Invite Sent

Once the invitations have been sent, each patient needs an invitation code for each of the Chronic Diseases they have. For example - the practice may have sent one letter, but for patient John Smith who has multiple conditions, this will count as 1st invitation for Asthma, 1st invitation for Diabetes and 1st invitation for Hypertension. The requirement for disease specific invitations are new for 2019 and this allows patients to be automatically excepted from an individual disease, if they have not responded to two recall invitations for that disease. 

Furthermore, this coding is vital to ensure that patients are being booked in for the appropriate appointments when they call the practice. To add the codes appropriately. Select the folders 1.2 Invitation Coding > 1st Invitation Coding folder. 

Once selected, the folder will contain searches for each Chronic Disease area and when ran will display a list of patients requiring coding. It will also tell you which code needs to be added to each search (note these are currently written as Read codes but can still be typed into the SNOMED browser): 

To add the code to all patients included in the searches, you need to batch add the appropriate code (i.e. for Asthma, you would batch add the code 9OJ4 to the results of the search Recall 1 – Asthma (batch add 9OJ4). 

Select the search and click on the Batch Add > Clinical Code option on the EMIS ribbon.

Select the magnify glass located to the right of the *Batch Add field, this will launch the Add Batch Data screen. Use the Search field to search for the appropriate code and select.

Please note – to include a set of instructions for the patient relating to their appointment, please ensure you add the text to the ‘Descriptive Text’ field of the Add a Code screen. This will be pre-populated to the Ardens Recall Document Templates. 

For further information on how to send the Ardens recall letter, please see the following support article.

Click on OK once complete to return to the Add Batch Data screen.

Enter a description in the Description field and locate the appropriate search using the Search Population (Included) field. Click OK once complete.

Repeat the above process for each search contained in the 1st Invitation Coding folder.

Please note - once coding has been recorded, this will remove the patient from 1st Invitation list.

Next Step - Learn how to identify patients due a 2nd invitation

If you require any further assistance on the process above, please contact Ardens support on: support-emis@ardens.org.uk