Onboarding guide for our care coordination service

Welcome to our Care Coordination Service! We’re excited to have you on board. This guide will walk you through the essential steps to set up your service and begin inviting patients, ensuring a smooth and efficient start.

Why is this onboarding process important?

Completing the steps below ensures your service is fully integrated with EMIS and ready to start coordinating patient care effectively. By the end of this process, your system will be ready for:

• EMIS integration and clinical coding
• Real-time appointment slot availability
• Patient list upload
• Matching patients with the right clinicians

Step 1: Complete your EMIS integration

To enable Appt Health to have access to your live appointment availability.

1. Set up an EMIS user
   Create a dedicated user in EMIS for the integration to ensure secure access and accurate audit trails.
2. Enable EMIS API access
   Use EMAS Manager to activate the required API permissions for appointment management and coding.
3. Connect your EMIS system to Appt Health
   Use our EMIS integration guide to link your practice with our system:
   Follow the steps in our Set up your EMIS integration guides

Step 2: Set up clinical coding for EMIS

This enables us to write SNOMED codes directly into your EMIS system after a patient interaction.

To enable coding, you’ll need:

• A user login name with EMAS Manager permissions
• Admin access to your Appt Health portal

Follow the steps in our set up clinical coding for EMIS guide

Step 3: Select your clinician skill mix

The clinician skill mix determines which types of appointments each clinician can deliver, allowing us to match patients with the right team members.

How to set it up:

• Go to the Settings tab in the platform
• Click Skill mix
• Select the appropriate care capabilities for each clinician using the interactive interface
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View the skill mix tutorial for further details.

You can update your skill mix at any time.

Step 4: Choose your appointment slot types

This allows Appt Health to offer the right types of appointments to the right patients, whether for cervical screenings, annual care reviews or vaccinations.

How to do this:

• Go to the Settings tab
• Select the Slots section
• Tick the types of appointments you’d like to offer‍

View the slot types tutorial for further guidance.

If you're having trouble selecting slot types, make sure your EMIS integration and clinical coding setup are complete. If issues persist, contact support@appt-health.co.uk.

Step 5: Upload your patient list

To begin inviting patients, you’ll need to upload a list of eligible individuals.

How to prepare the list:

• Format your file as a CSV with two columns:
  • NHS Number
  • Date of Birth (DD/MM/YYYY)

View the patient list upload guide

Once uploaded, providing everything else is setup, your list will be processed and the first round of invitations will be sent the next day.

Step 6: Go live!

Once your EMIS integration is complete, your skill mix and slot types are configured, and your patient list is uploaded — you’re ready to go live.

We’ll monitor your first invitations and be on hand to support your team every step of the way.

Need help?

If you have any questions at any point, we’re here to help.
Contact us at support@appt-health.co.uk

Frequently Asked Questions

Q: What if I need to update our clinician skill mix?
A: You can update it directly on the platform at any time. Visit the Skill mix section under Settings.

Q: How often can I change our slot types?
A: Slot types can be added or removed whenever you need — just head to the Slots section in Settings.

Q: What if I’m having trouble selecting slot types?
A: Make sure your EMIS integration and clinical coding are correctly configured. You can follow our guides or contact support for help.

Q: Can we add more patients later?
A: Absolutely. You can upload new patient lists as often as needed.

Q: How do I know if my EMIS integration is working?
A: Once you've completed the EMIS integration steps, we'll verify that everything is connected correctly. You can also contact support for confirmation.

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