Download Word Version of the User Guide
View Training Vidoes:
Overview
You will not be able to add a new form for a child if you have not completed
these fields:
·
First Name
·
Surname
·
DOB
·
Gender
·
Ethnicity
Please make sure that the Ethnicity you have entered matches one of the ones in
the standard MedTech list. Do not use “invented codes” and please do not use
Other(54) for tamariki who are not Maori or Pacific. If the child is NZ European
then use the NZ European (11) code etc.
This is not a requirement for adding a new form but it is required by the MOH
for the six monthly reporting. If you do not know the NHI for the child then you
will need to get it from the LMC, hospital, GP Team or by ringing the MOH.
Bring the child up on the palette.
If you are in the Patient Manager (F6) screen then:
Ø
click on the Forms Tab,
Ø
create a new Form
Ø
Select the Well Child Tamariki Ora 2011 Form
Otherwise use the Menu and select:
Ø
Modules
Ø
Advanced Forms
Ø
New Form
Ø
Select the Well Child Tamariki Ora 2011 Form
All of the compulsory fields are marked with a red line beside the field. They
are all on the first (Main) tab except for one (Parent consented to the child
being immunised?) which is on the second (Assessments) tab. You can’t save the
Advanced Form until you have completed these fields.
Any field with a label that has an underline on it has additional help – click
on that label and you can see the additional information. The most commonly used
help is “Schedule Contact Type” which tells you what the age range (in days) is
for each of the Core Services.
When you are entering a date you can use the calendar control by clicking on the
drop down arrow to help you locate the correct date and enter it into the form.
Once you click on OK (assuming all of the setup has been done correctly) then
the form will be saved and a message will be sent to Karo Data Management.
However if you don’t want to send the form, because you have been interrupted
part way through, or you are waiting for some extra information, then you can
stop the form being sent by ticking the Parked checkbox. If you do this don’t
forget to un-park it later – otherwise Karo will never receive the information
for that form.
To
find Parked Advanced Forms use the Menus and
select:
Ø
Modules
Ø
Advanced Forms
Ø Parked Forms
The first time you create a form for a child you will have to fill in all the
relevant fields. Once you have done that then, when you add the next form for
that child, several of the fields will be populated for you and you won’t have to
enter them again.
Sometimes you will want to go back and either view or update and existing form
If you are in the Patient Manager (F6) screen then:
Ø click on the Forms Tab
Ø Double click on the Form that you want
Otherwise use the Menu and select:
Ø
Modules
Ø
Advanced Forms
Ø
Patient Form
Ø
If you make changes to the form, those changes will be sent to Karo Data
Management and the information will be loaded into our database.
When you first install and start using the Advanced Form you need to decide how
to get all of your tamariki into our database.
1.
You need to decide at what point you want all the
tamariki recorded in the system e.g. you might decide it is the end of the
quarter, next MOH reporting period or end of the year
2.
Work out which tamariki will be seen as a matter
of course in that period and just load them onto the system as you see them
3.
Work out which tamariki won’t/haven’t been seen
in that period and go back and enter all the required fields (marked in red) for
the LAST Core Check for that child. You don’t need all the visit details but we
do need the Programme Status and the date and which Core the last visit was.
The referral date is the date the child was referred to your service e.g. the
date a referral form was received from the LMC. The enrolment date is the
date that the child was first seen by someone in your service. If a child is
referred to your service but for some reason has never
been seen, then do not complete a
Tamariki Ora form for that child. This form is for recording information about
children who are on your Tamariki Ora register.
This is a record of who referred the child to your service, the list is
prescribed by the MOH so we are unable to add additional items to it.
If a child who was previously on your Tamariki Ora register leaves and then
comes back later, make sure that when they leave, you fill in the completion
details. Then when they come back enter a new set of enrolment information e.g.
date they first contacted you to come back and the date you first saw them
again. We will hold the records at Karo Data Management of both enrolments so it
will not look like there was a period where you were not providing them with
service
You are only allowed under your contract to complete children who fit into one
of the categories in the Outcome box. You are not allowed to complete children
just because you are unable to contact the whanau. If that is the case leave the
completion date and outcome blank and just enter “Yes” in the “Lost Contact With
Whanau” field. We will not include those children on your overdue lists.
You do not need to go in and complete the children who have had their Core 8
Visit once the cross over to the age for the B4 School Check
has occurred. We will
automatically take them off your Tamariki Ora register in our database. If you
want to enter them as complete that is fine and that will also trigger them
being taken off the register in our database and therefore the DHB and MOH
reports.
At the bottom of the screen are two fields that are for your information only
(they are greyed out). The “Last Scheduled Contact” is the most recent Advanced
Form Contact that is recorded in MedTech. The “Current Scheduled Contact Due” is
the scheduled contact that would be due today according to their date of birth
i.e. which Core Visit age range are they in.
Just select the date the check took place – please note the Form will work out
using the child’s date of birth and date of the check, exactly how many days old
the child was. This will be used to work out which Scheduled Visit the child
should have had on that date.
Click on the underlined field label to see details about the contact type. Note
only Core and Additional will be counted in the MOH reports. Please do NOT
select Hearing Vision as this option is only there for a particular service
which held an addition Hearing Vision Contract and will be removed on the next update.
This is totally optional and is only for your own internal information. The
fields were added to help services with long travelling times and visits,
to keep track of the time they spend on each check but it is not required for
DHB or MOH reporting.
This is also totally optional, clicking on this field will add a recall for the
child. If there are previous recalls that have been created using an earlier
form they will be replaced by this new recall. It will not delete other recalls
entered manually and it is entirely up to you how you manage your recalls. The
field is just here for your convenience if you want to use it.
As the information that comes to Karo Data Management will be used in the
reports going to the MOH it is important that the parents have consented to this
information being passed on. I understand that there is suggested wording for
a consent form that was drafted by the MOH which you might want to use. If you
select “No” for this field then no information about this patient will be sent
to Karo or the DHB or the MOH.
The fields on this form match to the assessments as listed on the Well Child
Tamariki Ora Schedule and all of this information will be used in the reports.
Please note that for those fields with a Yes/No option that entering a “Yes”
means that you did the assessment it does NOT indicate the outcome e.g. Vision -
a Yes means you checked it not that the child’s vision is fine.
This is only measured in the first visits and will be greyed out for later
visits. In our reporting database we will only be counting “Breast Feeding
Status” that is recorded on the Core Visit so please make sure you enter it
there rather than on Additional Visits. This is so we don’t double/triple count
children who are having a greater number of additional visits.
As with the breastfeeding status, the Immunisation Status is only captured when
it is recorded on the Core Visit. If the child has had their immunisations
recorded in MedTech then they will be listed in the greyed out box – this is to
help you determine their current status. You can also use MedTech to do an NIR
Status check on the child.
This is not usually done as part of the Well Child Schedule but if you do this
e.g. you are using the form to keep track of B4 School checks or for some other
reason you did the Assessment then enter it here.
Please note that for those fields with a Yes/No option that entering a “Yes”
means that you did the assessment it does NOT indicate the outcome e.g. Family
Violence - a Yes means you screened for Family Violence not that there was
Family Violence.
This is here to record that you are using the Smoking Cessation ABC and that you
are asking questions about the child’s exposure to smoking not just whether or
not the mother smokes. If the child is not exposed to smoking then you can still
answer Yes to the top question as you did complete the ABC process, even though
no brief advice or cessation support was required.
These are the “public notes” – this is
where you write things that you want all
the clinicians to be able to see immediately they look at the daily record.
There is another place where you can write less public notes – although anyone
who has access to the Advanced Forms in MedTech will be able to open up the
Tamariki Ora Advanced Forms.
Only the left hand side “Framework Topics” will be reported to the MOH. The
topics on the right hand side are purely optional.
As stated on the Form choose either “Info Only” or “Info Plus Other” – the “Info
Plus Other” is a halfway between just giving information and making a formal
referral. So it is where you are pointing them in a particular direction or
making an informal referral.
This is the place to write notes that you do not want to show up in the Daily
Record.
This is the place to record the referrals that you have made as a result of this
check. The first two fields (Type and To) will be used in your reports. The
information on the right (Note and Follow Up) will not be used in any reports.
This describes what the referral is for. This list has been determined by the
MOH so we are not able to edit it.
This describes what type of provider the referral was made to. This list has
been determined by the MOH so we are not able to edit it.
Clicking on this button will take you
to the screen to create a new Out Box Document. It will default to the code
WCREF (so it is a good to make a generic letter with that code) but you can easily select another Out Box Document instead.
Please note none of the information on this page is used in any reports.
As part of your contract you are required to keep the information on this page
however there is no actual requirement to enter it onto this form and it can be
stored in a paper file.
If you do enter it onto the Advanced Form it will pre-populate when you create
the next form so you will only need to reenter the information if it changes.
If the primary caregiver has been loaded into MedTech as the Account Holder for
this child then clicking on the link will fill in those fields for you.
Currently the MOH are working on the development of a new Needs Assessment. The
one in the Advanced Form is based on the Plunket Needs Assessment and is
provided here for your internal use. It will be reported in the spreadsheet we
generate for you but it is not being sent to the MOH
Use the clickable field names to find out the definitions for each of the Risk
Factors.