How to set up your appointments in EMIS

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There are 5 steps that must be taken to set up your appointments correctly for GP Connect booking in EMIS:

  1. Create or edit a slot type
  2. Create an organisation group
  3. Set up the clinician role
  4. Create or edit a session
  5. Ensure all your NHS 111 sessions are set up correctly

Please follow all the instructions below for these 5 steps.

1. Create or edit a slot type

We need to set up a slot type so that Appt can search for it through GP Connect.

  • In EMIS, from the "Appointment Book" screen, click on "Appts Config" at the top
  • Click on "Slot Types" on the left hand menu
  • Either click on "Add" to create a new slot type or select & amend the slot type you wish to edit
  • Give the slot type a meaningful name
  • Ensure "Bookable Slot" is ticked
  • Select the "Status Type" of the slot (e.g. Face-to-face, telephone, video etc)
  • Select a colour scheme if you wish
  • "Allow auto DNA" - this can be ticked or left alone. If ticked, it means that EMIS will automatically DNA the patient if they do not turn up for their appointment
  • "Send Notification" - this can be ticked or left alone. If ticked, it means that EMIS will use whatever text reminder system your practice has in place to send a reminder for the specific appointment
  • Assign an icon (e.g. the Globe)
  • Map the "National Slot Details" as you would when creating a slot normally
  • Click "Ok" to save these details and then "Ok" again to confirm the configuration

2. Create an organisation group

This is really important for making sure that NHS 111 do not book the appointments we are opening up for GP Connect booking.

If you have previously set up an organisation group for Appt Health then you can use the same group for all Appt Health slots you're setting as available for GP Connect booking.

  • In EMIS, click on the EMIS bubble in the top left
  • Click "Configuration" and then "Organisation Configuration"
  • Click "Organisation Groups" in the bottom left corner of the screen
  • Click "Add"
  • Name the new group something suitable (e.g. General Practice Appt Health)
  • Search for your own GP practice and add it to this group
  • Search for Appt Health (using ODS code 8JX33) and add it to this group
  • Click "Ok"

3. Set up the clinician role

This step is an important precursor to setting up the session. The clinician who will be "Session holder" must be setup to allow for GP Connect booking.

  • In EMIS, click on the EMIS bubble in the top left
  • Click "Configuration" and then "Organisation Configuration"
  • Click "Users" in the bottom left corner of the screen
  • Click "Search" at the top of the page
  • Find the user that you want to assign this session to
  • Select the user
  • Click on "Role"
  • Make sure the "Job Category" is one of the list found below
  • Click "Patient Facing Services Booking" and set for "All Appointments"
  • Click "Ok" to save your changes

4. Create or edit a session

This is the final step, and is where we set the actual appointment slots available for GP Connect booking by Appt. Repeat this process for all session templates that you wish Appt to book into.

If creating a new session:
  • In EMIS, click "Create Session"
  • Give it a suitable name
  • Under "Session Type" select "Timed appointments"
  • Select the date and time you wish the session to begin and end
  • Choose the slot duration
  • Select a session category as you would normally
  • You might now see that "All slots GP Connect bookable" is greyed out. Do not worry about this! Carry on with this tutorial.
  • Click on "Session Holders" at the bottom
  • Click "Add"
  • Select the clinician that you want for the session
  • Remember that this session holder needs to have their specific GP Connect settings set up, as we did in the 3rd step above, "Set up the Clinician Role"
  • Once you've selected your session holder, click on "Session Details" at the top
  • You should now see that "All slots GP Connect bookable" is now no longer greyed out
  • You can now either set all of your slots GP Connect bookable by clicking "Set all" or you can highlight different slots on the right hand side, right click on them and click "Slot Properties"
  • Set the slot type to the one you've created for these appointments
  • Set "Externally bookable" to "No"
  • Tick "GPConnect Bookable"
  • Click "Apply and Close" and you will see those slots are now set as GP Connect bookable
  • Now add up how many appointment slots you have set available for GP Connect bookable in this session and note it down
  • This is because we need to apply a filter to ensure that NHS 111 and other organisations cannot book into these specific slots
  • Click on "Apply Filter" found under "All slots GP Connect bookable"
  • Set your filter to allow Appt and only Appt to book these appointments.
  • Under "Filter type" select "Organisation Group"
  • Under "Name" search for the organisation group we have created
  • Input the number of slots that are set for GP Connect bookable in this session (that you just noted down). This is essential to make sure that NHS 111 don't accidentally book Appt Health-reserved slots.
  • Under "Kind" select "Reserve"
  • Click "Ok"
  • Click "Save template" if you want to save this as a template to use again
  • Click "Ok" and save your changes
If editing an existing session:
  • Click "Create Session"
  • Click "Load from template"
  • Select your template
  • Check that the session holder has the specific GP Connect settings set up, as we did in the 3rd step above, "Set up the Clinician Role"
  • Once you've selected your session holder, click on "Session Details" at the top
  • You should now see that "All slots GP Connect bookable" is now no longer greyed out
  • You can now either set all of your slots GP Connect bookable by clicking "Set all" or you can highlight different slots on the right hand side, right click on them and click "Slot Properties"
  • Set the slot type to the one you've created for these appointments
  • Set "Externally bookable" to "No"
  • Tick "GPConnect Bookable"
  • Click "Apply and Close" and you will see those slots are now set as GP Connect bookable
  • Now add up how many appointment slots you have set available for GP Connect bookable in this session and note it down
  • This is because we need to apply a filter to ensure that NHS 111 and other organisations cannot book into these specific slots
  • Click on "Apply Filter" found under "All slots GP Connect bookable"
  • Set your filter to allow Appt and only Appt to book these appointments.
  • Under "Filter type" select "Organisation Group"
  • Under "Name" search for the organisation group we have created
  • Input the number of slots that are set for GP Connect bookable in this session (that you just noted down). This is essential to make sure that NHS 111 don't accidentally book Appt Health-reserved slots.
  • Under "Kind" select "Reserve"
  • Click "Ok"
  • Click "Save template"
  • Click "Ok" and save your changes

5. Ensure all your NHS 111 sessions are set up correctly

There are some problems with how GP Connect works in EMIS that means that all sessions with slots available for booking via GP Connect must have a filter correctly applied. This needs to be done so that the NHS 111 system only books slots allocated to them and doesn't attempt to book slots allocated to Appt Health.

If you have followed the tutorial so far, you have set up your sessions for Appt Health correctly. Now you need to check any sessions and session templates with NHS 111 slots to make sure they also have the filter correctly applied.

The following steps must be repeated for every session that contains NHS 111 GP Connect bookable slots.

  • In EMIS, Click "Create Session"
  • Click "Load from template"
  • Select a template that contains NHS 111 GP Connect bookable slots
  • Now add up how many NHS 111 appointment slots you have set available for GP Connect bookable in this session and note it down (This is because we need to apply a filter to ensure that only NHS 111 can book into these specific slots)

If there is already a filter set:

  • Go into the filter
  • Check that the "Filter type" is set to "Organisation Group"
  • Check that the "Name" is set to the group with NHS 111 organisations included
  • Check that the "Number of slots" is set to exactly the number of slots that are allocated for NHS 111 in the session. This is essential to make sure that NHS 111 only book the slots that are right for them
  • Leave the "Kind" as it is already set
  • Click "Ok"
  • Click "Save template"
  • Click "Ok" and save your changes

If there is no filter set already:

  • Click on "Apply Filter" found under "All slots GP Connect bookable"
  • Set your filter to allow only NHS 111 to book these appointments.
  • Under "Filter type" select "Organisation Group"
  • Under "Name" search for the organisation group that has NHS 111 organisations included
  • Input the exact number of slots that are set for GP Connect bookable in this session (that you just noted down). This is essential to make sure that NHS 111 only books the slots that are right for them.
  • Under "Kind" select "Reserve"
  • Click "Ok"
  • Click "Save template"
  • Click "Ok" and save your changes

If you have trouble with this part of the tutorial then please contact us at support@appt-health.co.uk and we will be happy to help.