Short Term Loan guides

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(Male presenter)

Hello and welcome to Enable New Zealand short-term loan system.

In this session we will cover how to create a request for short term loan equipment at your hospital.

By default, when you log in the request screen will display, which is located on the dashboard section of the navigation bar.

To commence a request, click the plus sign.

For therapists who are trialling equipment with patients, and you are unsure which patient will end up with which equipment, you could create the request and record your name as the client.

Once you have assessed the patient you can then reissue the short-term loan equipment from your request to the new patient.

This action truly reflects where the equipment is and avoids your fellow therapists requesting items which are not actually available.

To select a client, click in the client field.

To search for an existing client start entering either any part of their name or NHI.

If the record does display, click on it to add it to the client field.

If the client record does not display, click the add new option.

As a minimum, complete the fields marked with a red asterisk.

These are the mandatory fields.

To record the patient’s date of birth, key-in as day, day, dash, month in letters, dash, year, year, year, year.

Alternatively, click the calendar, select the birthdate in the current year, then edit the year to that of your patient.

The address name field.

This is only used where the patient lives in a place such as a retirement village. The number and street details are entered in the address line one field.

For adding phone numbers select the type of phone from the drop-down menu. The landline phone number requires the prefix code.

Click the submit button at the bottom of the screen to save the patient record and return to your request.

This patient record will now be searchable for future requests.

The request type defines the type the patient is and sets the return date for the equipment being requested.

The default is MOH, click the dropdown menu to choose another option.

The Assessor field will default to you as the logged-on user.

To record on behalf of another therapist, click the drop-down menu to select the correct name.

You can start typing their name to quicken your selection.

The urgency option defaults to non-urgent.

To select urgent, click on the urgency drop-down menu and select urgent.

What is defined as urgent and any additional actions required will be a decision made by your local Health New Zealand or hospital, for example, phone or page your health assistant or store person.

To add the items being requested, click “Add New”.

Select the category your item relates to from the drop-down list.

If you wish to reduce mouse use, you can start typing the category after clicking in this field.

When this option displays, press the tab key to move to the catalogue item field.

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 any part of the description, preferably something specific about it, for example searching for a walking frame.

Instead of typing in “walking frame”, type in the configuration you were looking for, FC/RW for front castors rear wheels, or the type of walking frame, gutter.

There is a general rule for the model numbers listed against the equipment.

Where the items are identified as MOH band one items the band one codes will be used for the items.

This also means these items can be transferred and replenished to long-term loan within the short-term loan system.

Items which are specified to your DHB will be identified separately, for example these items starting with “ENZ” are specific to the DHB and cannot be replenished.

The quantity at main location is the amount of available equipment within your physical hospital, for example the main store.

The quantity at offsite location is the amount of available equipment which is physically away from your main hospital, for example Motueka, Gore or Levin.

The quantity everywhere is the amount of available equipment at your DHB.

The ship to option defaults to client home. If you require the items delivered elsewhere click the drop-down menu to display the options.

Client ward, to be delivered to the ward. Please enter which ward in the delivery instructions.

Assessor, to be delivered to the therapist. Please enter where the therapist is working on the delivery day in the delivery instructions.

Pickup client, the client will pickup the item from the store. Please enter the time you were expecting the client to pickup the items in the delivery instructions.

Pickup assessor, the therapist will pickup the item from the store. Please enter the time you were expecting to pickup the items in the delivery instructions.

Here is an important thing to remember, if you have already physically issued the equipment please enter “issued” and the barcode in the delivery instructions.

To add additional items, click on “Add New”.

Where the amount displays as “0” the system will still enable you to request it.

The system will separate this item from the available items so the available items can be dispatched and the non-available items will be recorded as stock demand which can be dispatched when the item becomes available.

When you have listed all items you require click the “Save as Draft” button.

To edit the request while still in draft hover to the left of the request and click the blue dots, then click “Edit”.

Make any changes required and click “Update”.

To submit the request to the store and create a dispatch record click the “Request” button alongside your draft request.

Your request will now have a status of “Requested”.

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(Male presenter)

Hello, in this section we will cover how to reissue equipment from one patient to another without having to return, request and dispatch.

This task could be used when the initial request has the therapists name as the client, and you are wanting to transfer it to the actual patient you have assessed who needs it.

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

To start the reissue, click the “Search” button.

Then click the “Barcode” box.

Enter the barcode in the textbox under the word “Contains”, then press the “Enter” key twice.

Click the “Reissue” button.

Change the “Hire Type” if required.

Click the “Client” drop-down menu to search for and select your patient, then click “Submit”.

The existing loan record will be closed, and a new loan record created for the new patient.

The new item will now display against the new patient in the reissue screen.

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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 and welcome to the Enable New Zealand short-term loan system.

In this session we will cover how to dispatch requested items from your short-term loan equipment pool at your hospital.

If the dispatch screen is not your default screen when logging in it is located in the dashboard section of the navigation bar.

There are two parts to dispatching short-term loan equipment, the first being assigning the actual bar codes to the items requested and the second marking the record as dispatched.

This second part removes the dispatch record from the dispatch list, changes the original requests status to dispatched and creates a return record so it can be returned, creates a recall/loan record to manage the recall of the equipment and creates a reissue record to allow the therapist to transfer the item from one patient to another.

The records for the status of requested have requested items which are available in your store and are ready to dispatch.

The records where the status of stock demand have requested items which are not available.

The “Ship To” column will advise you where the therapist would like the equipment delivered to.

The delivery instructions will provide you further information regarding the request.

For example, which pickup time if “Pickup Client” had been chosen as the “Ship To” option, or the barcode number if the item has already been physically issued.

Once you have picked the physical items from your store, click the “Assign Equipment” button in the related dispatch record.

This is the first part of the dispatching task.

Click in the field under “Select Equipment”.

Either scan the barcode, start typing the barcode or scroll down to select the barcode of the related item.

This field will list the barcodes of the items recorded in the system as being available for the item listed.

Once all items have a barcode recorded against them, click “Update”.

The dispatch record will now be displayed in green text and have a status of “Ready To Dispatch”.

The “Ready to Dispatch” heading number in the dispatch dashboard will have increased by one.

The second part of the dispatching task is marking it as dispatched.

To complete this for a single record click the blank tickbox at the left of the dispatch record.

Click the “Mark as Dispatched” button which displays.

Another option to marking as dispatched is to assign equipment to a group of dispatch records and then mark them as dispatched in bulk.

Assign the equipment barcodes for any amount of dispatch records.

The number of records waiting to be marked as dispatched will display in the dispatch dashboard.

Click on the number under the “Ready to Dispatch” heading.

Click the select all tickbox as shown.

Click the “Mark as Dispatched” button which displays.

This will dispatch all records you selected and revert the number under the “Ready to Dispatch” heading to zero.

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(Male presenter)

Hello, in this session we will cover how to return items which have been on loan.

All equipment which has been marked as dispatched will be displayed in the return screen.

If after checking the item it is found to be damaged beyond repair, refer to the retire equipment video to remove the item from the short-term loan inventory.

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

There are two parts to returning short-term loan equipment, the first being returning it, which places the equipment in a quarantine location and cancels the recall/loan record.

Any items in the quarantine location do not show as available to a therapist.

The second part is to move the items to a permanent location once the items have been cleaned, which displays as available to therapists.

If there are only one or two items to return and the return record is either displayed on screen or easily identified by scrolling down the page, this may be a quicker way to return these items rather than scanning them.

Click the bank tickbox at the left of the return record and click the “Return Items” button which displays.

To return multiple items at once complete the following steps.

From the return screen click the “Scan Items” box. Scan all the barcodes of the items to be returned.

Click “Return”.

Click the select all box and click “Return Items”.

Click the white “X” to close the equipment on loan screen.

These items will now display as a status of “In Quarantine” in the “View Equipment” screen.

Once the items have been checked and cleaned, they can be moved to an available location.

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(Male presenter)

Hello, in this section we will cover how to move equipment from one location to another.

For example, once the items have been cleaned, they are ready to be moved from quarantine to an available location.

The move function can also be used to move equipment from any location to another within your warehouse.

For example, to move items from the main store to an overnight/emergency location.

The move/transfer screen is located in the dashboard section of the navigation bar.

There are two different ways to move equipment.

One is to search for the equipment.

This option could be used when you are wanting to move the equipment in quarantine to the same available location.

Click the search icon, tick the “Status” box and select “In Quarantine” from the drop-down menu.

Click the “Search” button.

Click the select all box and click “Move”.

Select the location from the drop-down menu and click “Submit”.

This will move the items to the location selected.

The second option is to scan the items to be moved.

With the cursor placed in the “Scan Items” field, scan the barcodes of the equipment to be moved to the same location.

Click the “Move/Transfer” button.

Click the select all box and click the “Move” button which displays.

Select the new location from the drop-down menu and click “Submit”.

Click the white “X” to close the view equipment screen.

This will move the items to the locations selected.

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(Male presenter)

Hello, in this section we will cover how to transfer equipment from one hospital to another within your DHB.

If another hospital within your DHB has requested a short-term loan item to be transferred to them, this can be recorded in the short-term loan system.

Equipment can only be transferred to another hospital and cannot be taken by another hospital.

When you transfer the equipment, it will display in the selected hospital’s quarantine location.

The “Move/Transfer” screen is located in the dashboard section of the navigation bar.

With the cursor placed in the scan items field, scan the barcodes of the equipment to be transferred to the same hospital.

Then click the “Move/Transfer” button.

Click the select all box and click the “Transfer” button which displays.

Select the new warehouse from the drop-down menu and click “Submit”.

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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.