East London Integrated Kidney Care Trigger Tool for Falling eGFR – Waltham Forest

Instruction Manual

Version: 1.0 November 2016

Clinical Effectiveness Group Centre for Primary Care & Public Health | Blizard Institute Queen Mary University of London London, England

Contents

Introduction .............................................................................................................. 3

Setting up the Tool ................................................................................................... 3

Getting the EMIS search into the tool: Step by Step ............................................................. 3

Using the Falling eGFR Trigger Tool ...................................................................... 7

How do I get started? ........................................................................................................... 10

Tool bar options .......................................................................................................... 10

Import Next Month Search Result ....................................................................................... 11

Who to contact if you need help

Fae Wilkins

Primary Care Support Officer

f.wilkins@qmul.ac.uk

020 7882 2555

Introduction The trigger tool for falling eGFR is one of the tools developed by the Clinical Effectiveness Group (CEG). The aim of the trigger tool is to flag up to practices, on a monthly basis, patients whose kidney function may be declining and who may benefit from referral to the community renal clinic, or some other management action.

Setting up the Tool The falling eGFR trigger tool is based on EMIS search report, you will need to access the search before launching the trigger tool.

Getting the EMIS search into the tool: Step by Step

The falling eGFR search is available in the CEG domain folder. To copy and run the falling eGFR search, do the following.

I. Open EMIS Web and select Population Reporting.

II. Navigate to ‘Falling eGFR v1’ search located in ‘Tower Hamlets Clinical Effectiveness Group’ (Waltham Forest searches are located here!) in the folder structure below. Right click, and copy into your practice domain. Highlight the folder, then right click and select ‘Run’.

III. Run the search and it will produce a report.

IV. Click on advanced options, change the date to 1st day of the month, as the tool is designed to import monthly data, and click yes

V. Once the search has run, you must first ‘View Results’

VI. The View Results window shows all the patient data and search results per patient, you will then need to click ‘Export’.

VII. Create a new folder on your desktop (or the location you prefer). Export in CSV format and make sure the ‘Override hidden patient possible’ option is checked and leave other options as unchecked.

Save the report file and name it after the month you are auditing to distinguish the file name from the search you will run next month.

NOTE: The data is patient identifiable, so the search and tool must be saved into the practice’s Shared Drive.

Using the Falling eGFR Trigger Tool

This section introduces you to the trigger tool, including how to import and export the patients’ data, and how patients’ data is handled in the tool.

N.B: In the practices shared folder you may want to add a folder call CEG Clinical Tool.

I. You would have been emailed the Trigger tool to your NHS.net account

II. Right click on the attachment and ‘Save Link as’ or ‘Save target as’ (which ever option you see)

III. Choose the practices Shared folder (that all staff members have access to) and the CEG Clinical Tool folder (if you created one)

Once ‘Exported’, the Results from the search should be imported into the tool. Run the trigger tool, and if Security Warning appear then navigate to Excel Options, click Trust Center option, then click button Trust Center Settings and then click Macro Settings. Now enable Macros and Trust VBA projects in Excel as shown below.

There are two sheets in the trigger tool workbook, a Home view and quick guide sheet.

Before importing any data, the main Home view will look like below.

How do I get started? The following steps will guide you to utilize the falling eGFR trigger tool. Tool bar options

I Import Report File: Firstly, import the EMIS report file into the tool in order to add patients’ data and to record clinician’s observations. Click the 'Import Report File' icon and browse to locate the CSV search report file. Double click or select the file then click OK to import into the tool.

Note: The tool will not allow you to import the same EMIS report again. This avoids adding duplicate patient data.

II Add Latest Data: Once report is successfully imported, you can list the latest patients’ data by clicking icon.

Note: The operation will only show the patients who have had a fall in eGFR of greater than or equal to 10.

III Click Save every time you are using the tool

IV Export to xlsx: (Optional) 'Export in xlsx' button allows clinicians to copy the tool and use it for their appraisal.

V Email to CCG: (Optional) 'Email to CCG' button allows clinicians to email copy of the patient list to CCG. The tool will launch the Outlook and attach the sheet with the draft email, but would not send it automatically. (You need to enter the email address given to you by the CCG)

Note: Patient Identifiable data will be removed while 'Exporting to xlsx' and 'Email to CCG'.

Import Next Month Search Result

To enter subsequent months’ search result into falling eGFR trigger tool, follow the steps mentioned below;

I. Open EMIS and access ‘CKD Community Clinics (Falling eGFR) v1’ search.

II. Adjustment the relative date according to the month for the search to be executed and it must be the 1st day of the month.

III. Run search, then ‘View Results’ and ‘Export’ it in csv format as mentioned above.

IV. Launch ‘Falling eGFR Trigger Tool’ and import latest EMIS search report.

V. Finally, click ‘Add Latest Data’ icon, and you will find latest patients’ data at the top of the list.

Note: Number of patients can be vary from previous months or occasionally there may be no patients on one month. If this happens the tool will appear, but with no cases displayed.