Most NHS Mental Health Foundation Trusts will provide both Secondary Care and Talking Therapies Services. Usually these services will be delivered by separate teams within the same Trust.
Self referrals increase engagement for a service but can also present challenges. Frequently, patients with a long history of Mental Health problems will refer themselves to a service. Trusts manage the risk of these self referrals by checking the secondary care record system, such as Rio, to see if the patient is known to the wider Trust and has a relevant clinical record which must be taken into account when assessing the suitability of the patient.
The process of checking two separate systems is time consuming. By integrating the iaptus and Rio system, we are able to reduce the time taken to process a referral and improve the clinical safety of a service.
Introduction to this guide
The iaptus integration with Rio allows a user to see whether a patient has a record in the opposite system by way of a flag displayed on the top level patient record page (banner or boarding card) and, if a corresponding record is found, the system user is able to click on the indicator and be taken directly to view that record (in summary or in full).
This information guide is separated into two parts:
- Viewing a Rio record from within iaptus
- Viewing an iaptus record from Rio
Viewing details for a Rio patient from within iaptus
Within iaptus, once a patient is being viewed the boarding card is provided with summary information for that patient. Within the boarding card, a purple flag will show if a corresponding entry for that patient has been found within the Rio system.
When the Rio record found flag is not showing it will be because of 1 of 3 reasons which will appear on the boarding card in place of the flag:
- This client is not registered in Rio with this NHS Number
- Their NHS Number is invalid
- The connection could not be made please try again later
Selecting the Rio flag on the boarding card will open a view into the client’s record summary on Rio in a new tab on your browser. This view is generated by Rio to be displayed in iaptus and the content of this should be discussed with The Access Group.
Viewing details for an iaptus patient from within Rio
Rio will have an icon on the patient banner with a link to the corresponding iaptus record.
Within a patient record, the iaptus icon on the Rio patient banner will identify either an available corresponding iaptus record or will present a message in the event of an error or warning. When the icon is clicked, the iaptus viewer will be launched in a separate window and will display the patient’s details.
The images below show an example of the iaptus icon within the Rio patient banner and a pop-up box that appears when a user hovers over the icon. Please note – this text will differ depending on if there is an iaptus record available.
Green patient banner icon – iaptus record available within Rio
Red patient banner icon – iaptus record unavailable within Rio
Black patient banner icon – iaptus record unable to connect within Rio
If an iaptus record is available, clicking the icon will open a summary view of the patient’s details in iaptus.
Example display iaptus view within Rio with all sections closed
Each section can be expanded or collapsed as required by the user.
Example display of the Patient’s registration information in the iaptus view within Rio
It is possible to view the Episode details in more depth by clicking on each required Episode.
Example display of the Patient’s Episode of care in the iaptus view within Rio
Audit trail & Reporting
The user activity tab within the iaptus patient record provides an audit of users who have viewed the Rio record for that particular patient from within iaptus. Filtering by ‘viewed’ along with specific dates will help to narrow your search to find this.
Alternatively, the user activity section in the superuser menu provides a full audit of all iaptus users who have viewed any Rio record from iaptus in any given time period.
The user activity section can also be used to see when a Rio user has viewed the iaptus record from within Rio, opened up any episodes, and/or downloaded any documents. This shows the date and time the record was viewed, but will not show the name of the user. This information can be found within the Rio platform itself.
Using the ‘export’ function within the superuser user activity section with a filter of ‘viewed’ downloads a spreadsheet containing this data. From here, you can filter by category ‘rio record’ to see a list of every time a rio record has been viewed from iaptus.
Alternatively, filtering by user ‘Rio-xxxxxx’ replacing xxxxxx with your service name shows every time the iaptus viewer has been loaded from within Rio. This is broken down into ‘Patient Summary’ and ‘Episode List’ which both load automatically when the viewer is opened, and then ‘Episode Summary’ when an episode has been opened up within the viewer. You will also see ‘Locked Patient Summary’ appear here indicating that a user has tried to view a locked iaptus record and the locked patient message was displayed.
Next Steps
If you are an iaptus service looking to adopt the Rio view integration, please contact our Implementation Team via your Account Manager.