System A, part of the Ardens LTC Recall System, is a generic recall system which will recall all patients by month-of-birth for all conditions.


It is important you have first read the introduction support article to understand the difference between system A and B. If your practice has decided to go ahead with System A, please ensure you have removed the System B searches to save on any confusion.


Locating the Searches

The following process will be carried out each month and will identify patients with outstanding reviews in a particular birth month.


To access the searches navigate to the Population Reporting module > Ardens Searches > 1.10 Ardens LTC Recall System - QOF > 1. [System A] - Invitations- (combined reviews) folder.



Sending 1st Invitations Due

Expand the 1. [System A] Invitations - (combined reviews) folder and right click on the 1st Invitations (Recall Month)(System A) folder.



Select the option for Run, this will run all searches in this folder.


The Run box will display. Click on Yes to continue.



The Run Parameters box will display.


Ensure the date parameters are set as follows and specify which month of birth you wish to invite in:



Please note - do not add a fix date as this will return 0 results. 


Click on OK to run the searches. 


Once the searches have been run, expand the 1st Invitations (Recall month) (System A) and select the a) Send 1st Invitation (Recall Month) folder.



This search folder will identify all patients who are born in the chosen month (or have a recall arranged code added to their record), they have outstanding reviews and they have not been sent a invitation for this financial year. These patients therefore will need a 1st invitation sent. 



The top search 1st Invitation (Recall month): All will display the total number of outstanding patients for the specified month. The associated report All patients for 1st invitation - table with conditions can be exported as a CSV file and filters applied, should you wish to prioritise particular conditions. Further information on exporting reports can be found here.


This search is then broken down by contact method:

  • 1.Send 1st Invitation: SMS - will display patients with a mobile phone number on their record and have not declined contact by SMS. Patients can be sent a text.
  • 2. Send 1st Invitation: Email - will display patients that do not have a mobile phone number or have declined SMS, but do have an email address and consent for emailing. Patients can be sent an email.
  • 3. Send 1st Invitation: Post - will display patients that have neither of the above contact methods or have declined. Patients to be sent a letter. Please ensure you look at the following support article if using the Ardens Recall Letters before coding the invites.


Each of the searches above, include an associated report to view details of the patient's conditions and will contain everything you might need for Accurx/MJog/iPlato/Docmail etc. Click on the View Results option to view details of the reports and export to CSV if required.



Invite the patients accordingly using the contact methods above.


Once the invitations have been sent, an invitation code needs to be applied for each of the patient's conditions. This is an important step to allow the Receptionist to identify which conditions the patient needs a review for when booking an appointment and for the system to work out when a 2nd invitation is due.


To add the codes, within the 1st Invitations (Recall Month) folder, select the b) Code 1st Invitations folder.



This folder will contain searches for each Chronic Disease (excluding PAD, Epilepsy, LD, Care Home, EOL and housebound patients, additional searches are available for this). It will also specify which code needs to be applied for each condition (please note - these are currently written as Read Codes but can still be typed in the SNOMED browser).



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


Select the search and click on the Batch Add option on the EMIS ribbon, followed by Clinical Code.



This will display the Add Batch Data screen. Click on the magnify glass located to the right of the *Batch Add field to open the Add a Code screen and apply the appropriate code.



Please note - the Descriptive text field can be used to include a set of instructions for the patients relating to their appointment, this will then pre-populate the Ardens recall letters. For further information on this, 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 condition search, this process will then remove the patient from the Send 1st Invitation list once the searches have been re-run.


Sending 2nd Invitations Due

Expand the 1. [System A] Invitations - (combined reviews) folder, right click on the 2nd Invitation (Recall Month) folder and select Run.


The Run box will display. Click on Yes to continue.


 

 The Run Parameters  box will display.

 

Select a timeframe of your choice and this will return patients sent a 1st invite in the specified time frame and still have outstanding reviews. Some examples may be:

 

  • Patients sent a 1st Invitation last month:

 

 

  • Patients sent a 1st invitation in a particular timeframe:

 


  • Patients sent a 1st invitation since April to date:


 

Click OK once complete.


Once the searches have been run, expand the 2nd Invitations (choose timeframe of 1st invites)  folder and select the c) Send 2nd Invitation folder.

 

 

This search folder will return all patients who have had a 1st invitation in the set timeframe and not yet had a review, and a 2nd invitation is therefore due. 

 

 

The searches work similar to the 1st invitation searches, with the top search showing total patients and then further sub searches to breakdown by contact method.

 

Invite the patients in accordingly using the preferred contact methods.

 

Once the invitations have been sent, an invitation code needs to be applied for each of the patient's conditions. Following the same steps as coding the 1st Invitations, use the d) Code 2nd Invitation searches to batch add the codes using the codes specified in the search name (please note - these will be different codes to the 1st invitation coding).

 

 


 

Repeat the above process for each condition search, this process will then remove the patient from the Send 2nd Invitation list once the searches have been re-run.

 

Next Steps - Please see the following support articles:


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