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Care Plan Management allows administrators to set up care plans templates for users in MMEx.
There will be two types of templates that an administrator see:
The visibility of the care plans for assigning are controlled on this administration screen
Actions that can be performed by an MMEx Administrator only on a Global Template include:
Other actions that can be performed on global template (both by MMEx Administrator and Organisation Administrator)
The user has the option to migrate the cloned template to all patients within the organisation and also to external organisations within the customer.
NB: if you are cloning the Lifetime Surveillance Careplan, please insert your org initials in brackets after the title. eg “Lifetime Surveillance Careplan Female(ISAHCS). Also advise MMEx helpdesk so that the system can be configured to apply this care plan to all of your patients automatically.
These are self-managed templates that have been created by and are available to your organisation. Actions that can be performed on an Organisational Template are as follows:
Organisation Administrators can only share with active organisations within their customer group whereas MMEx Administrators can share a careplan (on your behalf) with any active organisation in the system.
Organisational care plans can only be created by users with permission to manage care plans in the Organisation Centre.
On the Care Plan Management tab, in the Organisational Templates section click on the Add new care plan button. Give your template a name and complete the remaining fields.
Click Add. The care plan will be created and additional options will display.
You may then add observation based criteria
Select the relevant data type (observation/pathology result) complete the rule parameters and click Add
The care plan will now also only display as an option for selection for patients that meet the observation criteria.
You may also add a tag to the care plan.
Tags link careplans to specific parts of MMEx.
Click Update to save the care plan.
In the Organisation Centre, on the Care Plan Management page, you will see a list of Public (global) care plans. These care plans are visible to all subscribed orgs.
If you want to keep using one of the careplans, but want to modify the activities to better suit your organisation's unique requirements, the clone feature allows you to create a clone of the a public template. This creates a copy of that template as a self-managed private template for your organisation.
If your organisation has children orgs under it, the cloned care plan will automatically replace the public one for those orgs. Cloning should ALWAYS be done at the parent organisation.
You have the option to rename the care plan. If you are cloning the Lifetime Surveillance Careplan, please insert your org initials in brackets after the title. eg “Lifetime Surveillance Careplan Female(ISAHCS)
By default, the clone operation will copy the new template and replace it for all patients, within the organisation, who are linked to the old template.
If your organisation is one of several linked to a single customer, you will see this field, followed by a list of all orgs connected to the customer.
Checking this box allows migration of the care plan to the other organisations within the customer, and will copy it to those as well. (When you click ok.)
Note: Cloning and migrating can be a long-running operation. Please do not close or cancel the operation once you begin.
If you manage cloned care plans, any changes to them MUST ONLY be made in organisation centre of the owner organisation. Deviation from this will create duplicate care plans that cannot be removed.
If you manage multiple sites, you should consider turning off Care Plan Management permission on all user profiles except the one linked to the owner organisation so that changes are not inadvertently made at the wrong organisation.
In the Organisation Centre you will find a tab named Care Plan Management.
At the bottom of this tab you will see a section for Care Plan Activity Templates that displays activities that have been created by your organisation.
Activities display in a table with sort-able columns:
The list can be searched using a keyword search and filtered by current and archived activities.
Select and item from the Item type list, complete the configuration and then click Save.
Items you can configure include:
A control is a pre-configured assessment module.
From the drop down list select a control to include in the activity event window. These controls allow you to complete a specific assessment from the activity window. You may choose from the following:
You can also mark the control as Mandatory - this means a user will not be able to mark the activity as complete unless the assessment has been done.
A form is an existing hard-coded form, used to capture specific sets of information that is already developed in MMEx. Available options can be seen on the Forms page.
In the search, field type the name of a form that you would like to link to directly from the activity. The form will be linked by a Launch Form button and a hyperlink to the completed form will be created after the form is completed.
You can also mark the form as Mandatory - this means a user will not be able to mark the care plan activity as complete unless the form has been completed. For forms where a draft option is available, the form needs to be marked as complete.
An observation is a patient data type that is usually recorded on the Observations tab in the patient record. These can be pathology items, general observations or other data-recording fields.
You can also mark this as Mandatory - this means a user will not be able to mark the activity as complete unless the specified observation is recorded in the patient record.
A question is a customisable feature where specific and targeted questions can be asked and responses recorded. This provides users the ability to fully customise careplan activities to suit a range of new functionality. The information captured will be reportable using ISA Insights.
In the Display Text space, type the question/text you want to display in the care plan activity. Select the answer type and add the values (response options) you want to display. You can reorder the responses by using click / drag / drop.
Select a billing item by typing the code (for MBS items) or the name (for custom billing items) into the Search field. Billing of that billing item will mark the activity as complete You can also mark this as Mandatory - this means a user will not be able to mark the activity as complete unless the medication event has been recorded in the patient record.
Select a medication (type name into the field) and mark whether prescribing, dispensing, supply or administration of that medication is the trigger for activity completion. You can also mark this as Mandatory - this means a user will not be able to mark the activity as complete unless the medication event has been recorded in the patient record.
Select a diagnostic test or test template from the RCPA list (the same list used in Pathology requests). Requesting a test of this type will mark the activity as complete.
You can also mark this as Mandatory - this means a user will not be able to mark the activity as complete unless the specified test has been requested. If you are wanting to ensure results are received BEFORE a pathology activity is marked as complete, either:
The selection list contains all generic immunisation groups. These groups are managed by MMEx with current immunisations added as they are released, added to schedules or become available in MIMS. Recording an immunisation of that type will trigger the activity to be completed.
Added event items will display in a table in the activity details screen. The items can be re-ordered, grouped by a category and arranged so as to facilitate optimal workflow for users.
To add a new item category, type the category name into the field and click +.
The category will be added to the bottom of the table. Click anywhere in the category cell and drag it to re-position.
To edit the category name click on the pencil icon adjacent to the category name, make the required change and click the tick icon.
If a category has no items/events listed in it, the category will be removed when the activity is saved.
REMEMBER, when you update an activity or care plan you are updating existing activities and care plans. The time it takes to update/add the item is directly proportional to the number of patients with that care plan applied.
ONLY CLICK THE SAVE BUTTON ONCE.
Clicking more than once will result in multiples being added to your plans.
Editing existing activity attributes is a restricted activity.
Activities can either be managed at a Global and Organisation level,
On the Care Plan Management tab, in the Care plan Activity Templates section you will see a list of activities already created
Click on the Action menu and select Edit.
The activity properties will display and be available for editing.
You will see an advisement that notifies the care plans that will be impacted by the change you are about to make.
Changes will only affect overdue and or incomplete activities. The changes will be made instantly.
Whereas activity creation is restricted, any user with care plan access can add activities to a care plan and define the schedule.
To configure the schedule for a care plan activity, firstly select the activity you will be adding to the care plan template or individual patient care plan.
The Select Activity screen shows care plan name, category and Privacy Level, use the search field to filter the list by activity name or category.
The Information icon displays the items configured for this activity and the mandatory status of them if relevant to assist you to select the activity you wish to add. Select your required activity and click on it. The schedule configuration screen will display.
Three fields are used to determine when an event starts, how often it occurs and when it finishes. They can be used in combination to schedule the activity to your requirements.
This field determines when the activity will start.There are three options for defining when a care plan activity should start.
This determines how often the activity will occur.There are three options for defining when a care plan activity should start.
The Ending field determines how long the care plan activity recurrence (as defined in the frequency field) will continue. It is important to select the correct ending period for your activity, otherwise your care plan will display activities that are no longer relevant and clinicians will be prompted to undertake activities that are not required (over-servicing).
If an activity is only relevant to patients of a certain age, specifying this here means the activity will only display when the patient is within that age range. Example:
Below are some scenarios for schedules to assist you with determining how the settings should be applied for best functionality.
|Activity should start as soon as the care plan is added and I want it to happen every 5 years until the patient is 70|
|Start:Begin when the activity is added to the patient||Frequency:Regular event; 5 Years||Ending: End when patient is at specified age; 70 years|
|Activity should occur when the patient is 2,4 and 6 months old. The frequency spacing is important for clinical reasons.|
|Start:Begin when the patient is at a specified age; 0 Days Old||Frequency:At specific times after the start time 2,4,6 Months. Check Retain period between events||Ending:End at a specified interval after the start date: 1 Year|
|Activity should occur every month until the patient is 2, then every 6 months until they are 10, then one follow up when they are 13|
|Start:Begin when patient is at a specified age; 0 Days Old.||Frequency:Regular Event; 1 Month||Ending:When patient is at a specified age; 2 Years Old|
|Age Relevance: when patient is younger than 3 years old|
|Start:Begin when patient is at a specified age; 2 Years Old||Frequency:Regular Event; 6 Months||Ending:When patient is at a specified age; 10 Years Old|
|Age Relevance: when patient is older than 2 years old & when patient is younger than 11 years old|
|Start:Begin when patient is at a specified age; 13 Years Old||Frequency:Single Event|
|Age Relevance: when patient is older than 12 years old & when patient is younger than 14 years old|
|Activity should occur only once, 6 months after I add the care plan|
|Start:Begin at a specified interval after adding the activity to the patient; 6 months||Frequency:Single Event|
Changes made to existing care plans will automatically update the care plans of patient with that care plan applied.