Short Term Loan guides

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(Male presenter)

Hello, in this section we will cover how to action recall requests which have been assigned to you to action.

As the initiating therapist who completed a short-term loan request for your patient, any recall requests set with an option of extension, “STL-LTL” or “contact patient”, the related recall action will be automatically assigned to you.

Any action tasks will be displayed as a link in the request dashboard.

To access the task list, click on the number under the open recall tasks.

This is where you can view a summary of what action has been requested.

From here, click the “Action” button.

For extension recall actions, if you don’t wish to extend the date, select the original recall date from the calendar.

Enter a note and click “Submit”.

If you do wish to extend the date, click the calendar to select the date you wish to extend it to, and click “Submit”.

For short-term loan to long-term loan actions ensure the “Hire Request Type” is MOH.

Complete the eligibility details and click “Submit”.

This will close the recall record, write off the short-term loan item, and send an email to Enable New Zealand for them to replenish the equipment.

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(Male presenter)

Hello, in this session we will cover how to delete a draft request.

While the request has an order status of draft it can be deleted from the request screen.

To delete a request after it has been requested please refer to the cancelling and dispatch/request video.

This cancelled task can be completed by staff who have access to the dispatch screen.

To delete a draft request hover on the request line.

Click the blank tickbox to the left of the request.

Click the “Delete Draft” button which displays.

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(Male presenter)

Hello, in this session we will cover how to reassign recall records to another therapist.

Reassigning is completed via the “Recall” screen.

To find the recall records assigned to the previous therapists click the search icon.

Tick the “Assessor box and enter the therapist's name in the text field under the “Contains” drop-down menu.

Press the “Enter” key twice.

Click the “Select All” box and click the “Edit” button.

From the drop-down menu in the text box select “Assessor”.

From the “Assessor” menu select the name of the therapist to reassign the record to.

Click “Apply” and click “Yes” to confirm the edit.

The selected recall records will now have the new therapist’s name displayed.

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(Male presenter)

Hello, in this session we will cover how to cancel a whole request.

This cancel request action needs to be treated with a bit of care.

This cancel button not only deletes the dispatch record, but it deletes the whole related request.

This is what it is designed to do but you need to ensure you have not already dispatched other items within the original request.

For example, you may have a request with two dispatch records, one requested and one stock demand.

If you dispatch the requested items and then later cancel the stock demand items, you will also delete the request with the dispatched items.

In this scenario you would complete the cancel request item task.

These are the checks to complete before cancelling the request and dispatch record.

Check with therapists to ensure they want the whole request deleted.

If yes, confirm the item and the date requested.

Check the dispatch screen to see if all the items requested are displayed.

If all the items don’t display, click the “Dispatched” number.

Search for the client.

If there are dispatch records within the items and the same requested date, complete the cancel request item task.

Click the white “X” to close the screen.

If the dispatch records do display all the items, they can be cancelled.

To cancel the request and dispatch, from the dispatch screen hover on the dispatch line.

Click the blank tick box to the left of the request.

Complete this action for all dispatch records relating to the request.

Click the “Cancel” button which displays.

The dispatch and request records will be deleted.

An email will be sent to the initiating therapist to confirm the cancellation of each item.

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(Male presenter)

In this session we will cover how to edit a dispatch record.

You may be asked to edit a dispatch record for the therapist if they want to exchange or remove an item, or if they have forgotten to add an item after they have submitted their request.

To complete this task, go to the dispatch screen via the dashboard section of the navigation bar.

To change an existing item, click the “Assign Equipment” button of the dispatch record.

Select the catalogue item from the drop-down list.

You may wish to narrow down the list by typing your item in the search field.

If you know the model number type this in and it will display that specific item.

Alternatively, you can enter in any part of the description, preferably something specific about it.

For example, enter “perch” for a perching stool.

To cancel an existing item, hover to the left of the item and click the red “X”.

A message will display saying the initiating therapist will receive an email advising them an item is being removed from the order, click “Okay”.

To add an additional item, click “Add New”.

A message will display saying the initiating therapist will receive an email advising that an item is being added to the order, click “Okay”.

Select the catalogue item from the drop-down list.

Click “Update” to save the changes.

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(Male presenter)

Hello, in this session we will cover how to record notes or allocate recall request tasks to the initiating therapist.

If you are not the initiating therapist but you have approval to extend the recall date please refer to the recall edits video.

In the recall screen you can search for any information using the headings in the screen.

For example, to search for recalled records issued by a specific therapist, click search, tick the “Assessor” box, enter the therapist’s name and press the “Enter” key twice.

To search by recalls becoming due, click search, tick the “Next Date Due Back” box, click the “Is” menu to choose the timeframe you require, then click “Search”.

The recall record will remain displaying until all loan items have been returned.

Therefore, there may be some items listed as “On Loan”, and some items listed as “Returned”.

To record a note against the recalled record, click the “Recall” button against the relevant record.

Click either “Contact Patient Successful” or “Contact Patient Unsuccessful”, and enter the related note in the notes field.

Once completed click “Submit”.

To request an extension short-term loan to long-term loan replenishment or contact patient against the recall record, click the “Recall” button against the relevant record.

For short-term loan to long-term loan requests, please ensure the request type for the patient is “MOH”.

Click the relevant radio button and enter a note in the notes field, for example “patient requested to keep it”.

Only items ticked “Transfer Allowed” are able to be transferred from short to long-term.

Once completed click “Submit”.

This action will send a recall request to the initiating therapist.

This will display as a link in the therapist request dashboard.

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(Male presenter)

Hello, in this session we will cover how to print recall letters.

These can be printed singularly, or in bulk.

To identify the letters you wish to issue, go to the recall screen from the navigation bar.

Click the search icon.

You can choose to search for any recall using these headings.

In today’s example, we will tick “Next Date Due Back”.

Any option can be selected for the date range required.

For today, we will choose “Before” from the “Is” drop-down list.

Choose a date on the calendar, for example 2nd August and click search.

Tick the box on the left of the records if you want to print specific letters, or to choose all records click the select all box.

Click “Print” and click “Print as Summary”.

This will display letters for all the recall records you have selected.

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(Male presenter)

Hello, in this session we will cover how to merge recall records.

Separate recall records happen when the request has a mix of available and stock demand items.

This type of request carries two separate dispatch records and therefore two separate recall records once they are all dispatched.

Another example may be where the occupational therapist has done a request for a patient and a physiotherapist has completed a separate request for the same patient within a similar time frame.

Please note once any records are merged, they cannot be separated.

The merge option is located in the recall screen.

Click the drop-down icon in the “Client” column and choose “Sort by Asc”.

This will list the names together.

Check the client name, NHI, and type are the same for each record.

Tick the records to merge and click the “Merge” button which will display.

Click one of the names from the “Select Loan to Merge Into” drop-down menu.

Double check the name details.

Click “Submit”.

The items in the recall records will now display in one record.

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(Male presenter)

Hello, in this session we will cover how to edit recall records.

This may be required to complete a recall extension if you are not the initiating therapist, change the request type, or add a note.

The recall screen is located in the dashboard section of the navigation bar.

First of all, search and locate the required recall record.

Click the “Search” icon.

Tick the “Client” box.

Enter the patient NHI in the field under the word “Contains” and press “Enter” twice.

Hover to the left of the record, click the blue dots and click “Edit”.

In this screen you can edit the request type by selecting another option from the drop-down menu.

This will also update the recall date of the items.

Click “Okay” to the message which displays.

To extend the recall date, edit the “Date Due Back” of the item.

To add a recall note, click “Add New” in the recall notes area.

Select the type of note from the drop-down menu.

Record your note.

Once you have made your changes, click “Update”.

The “Next Due Date Back” is the earliest date recorded against an item and any notes saved will display in the screen.

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(Male presenter)

Hello, in this session we will cover how to obtain a list for a stock take, and how to amend equipment records based on the results.

To obtain a list for stock taking, go to the “View Equipment” screen.

Click the “Search” icon.

Tick the “Status” box and select “In Stock” from the menu.

Then click outside the menu box.

Using the other headings listed, select your options.

In today’s example, we will tick the “Model Number” box and enter “wf19” in the text field under the “Contains” menu and press the “Enter” key once.

If you have the same items across multiple locations you may wish to tick the “Warehouse Location” box, today we will enter “Main” in the text field under the “Contains” menu.

Press the “Enter” key twice.

Click the “More Options” icon, then “Export”, then “CSV”.

This will generate a CSV file to use to record your stock take.

If you have found items which are not in your “In Stock” list or are missing items, search for them via the view equipment screen.

If the found item has a status of “On Loan”, complete the return and move tasks to record them in your store.

If the found item has a status of “Retired”, hover to the left of the record, click the blue dots, and “Edit”.

Change the status to “In Stock”, untick the “Retired” box, and remove the retirement reason.

Click “Update”.

If the found item has a status of “Transferred to LTL”, please return it to your closest Enable New Zealand warehouse as this is now a Ministry of Disabled People item.

If you have identified items as missing from your “In Stock” list, hover to the left of the record, click the blue dots and click “Edit”.

Change the status to “Retired” and tick the “Retired” box.

Change the “Retired Date” to that of the stock take and select the “Retirement Reason”.

Enter a note and click “Update”.

If these items are later found, you can edit this record and record it as “In Stock”.

These actions will update the inventory counts.

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(Male presenter)

Hello, in this session we will cover how to reassign recall records to another therapist.

Reassigning is completed via the “Recall” screen.

To find the recall records assigned to the previous therapists click the search icon.

Tick the “Assessor box and enter the therapist's name in the text field under the “Contains” drop-down menu.

Press the “Enter” key twice.

Click the “Select All” box and click the “Edit” button.

From the drop-down menu in the text box select “Assessor”.

From the “Assessor” menu select the name of the therapist to reassign the record to.

Click “Apply” and click “Yes” to confirm the edit.

The selected recall records will now have the new therapist’s name displayed.

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(Presenter)

Hello.

This is to show you, ah, the report that's available that displays the dispatches, ah, which are broken into month and by, uhm, urgent and non-urgent.

So we find this on the dashboard under reports, and "Dispatch urgency by month". Now at the moment this is available, ah, under the role of DHB managers, but if other users feel they should require it then we can apply it, ah, further along.

You just click on the link there. You can set the dispatch dates, uhm, using the calendar to put in the from, to and then just clicking go. The main option you may be tempted to use is obviously selecting your warehouse from dropdown lists. Ok, so it displays all the dispatches per month, and they're broken into urgents and non-urgents.

So, to display the underlying data, there’s a couple of ways of doing that. You can just click on the block, ah, there and you get the underlying data option, and this will display in a separate window, all that data that you can, uhm,, you can use the filter and sort to, uhm, set it up how you wish.

The other option is to be able to export the underlying data, and that's just by clicking on the export button. I tend to use Excel, and then from in the "Export the" field, you change that to "underlying data" and just click on export.

So that will start loading in the bottom left of your screen, and then once it's ready to go, you just click on the icon there, and it will display all the underlying data.

So with this, ah, spreadsheet, uhm, I'm unable to change the columns, or the order of the columns and stuff, but as, uhm, as soon as you hit "Enable editing", you can do exactly what, how, you know, you can order it however you like within using the standard Excel functions. There's quite a bit of information there for you to, uhm, have a look at, but as I say, you can sort and filter it so that it works for you. And that's it, thank you.