Patient Portal

Secure, web based, stand alone patient portal, which in real time:
  • Can allow the patient to log in to view their history of appointments or download their results.
  • Without the web booking the portal can be used as an online site where the patient can view their appointments, documents and results.
  • With web booking the patient can choose and book an appointment which suits them, at a time and place of their choice based on an existing or new referral
Information made available to patients can be sourced from Aptvision systems or fed by third party systems through various integration channels, including HL7, DICOM or APIs.
Key Features
  • 24 hour real time access
  • Secure registration process
  • Accessible via desktop, tablet, smartphone
  • Quicker access to information and results
  • Two factor authentication for enhanced security and protection of data
  • Easy to use
  • Integrated document upload
  • Advanced patient management tools
  • Less reliance on letters for communication
  • Reduces costs and admin effort


Benefits

Patient

  • Patients do not need to call the clinic or wait for a letter to view their results. 
  • Results can be viewed immediately on-line as soon as they become available
  • Safety questions can also be communicated to the patient, giving them ample notice of the preparations required before their procedure.

Clinician

  • Practitioner is re-assured that the patient is able to have access to their results and medical information in a timely manner, which gives them more control over their continuation of care.

Healthcare Provider

  • The portal facilitates an integrated document upload which saves staff time and automatically logs the information to the patient record.
  • It also reduces the need and cost for paper communication, letters and postage costs are reduced.
  • Easy management of safety questions, with the portal prompting the patient of any safety questions or requirements in preparation for their appointment.

Patient Web Booking

Secure, web based, stand alone online booking for patients, which in real time:
  • Allows a patient to choose an appointment which suits them, at a time and place of their choice.
  • facilitates the ability of groups of clinical centres within a region to share resources and more effectively manage workloads leading to increased efficiencies, financial as well as optimisation of resources.
Healthcare Providers can set up appointments on-line through a white labelled booking engine which can be part of their existing on-line presence via website or app.

In the case of our Radiology workflow Patients, once in receipt of a GP referral letter, can go online and provisionally book their appointment direct. They simply search by scan type, then body part and then they can book a time of their choosing. Some procedures are then further vetted as some patients are not aware of the exact procedure they need. Patients can even opt for a cancellation slot for an earlier appointment and feed in their preferences and availability should a slot become available.

An additional unique workflow allows booking of confirmed/vetted studies directly by patients online. Where traditionally a staff member had to schedule such patients manually and send letters by post, patients are now given the opportunity to go online and select a suitable day and time as well as location and thus limiting re-scheduling overhead as well as decreasing DNAs.


Benefits

PATIENT

  • Patients, once in receipt of a GP referral letter, can go online and book their procedure at a clinic, day and time of their choice at any time of the day or night.
  • In the case of Radiology patients simply search by scan type, then body part and then they can book a time of their choosing. Some procedures are then further vetted as some patients are not aware of the exact procedure they need.
  • Patients can even opt for a cancellation slot for an earlier appointment and feed in their preferences and availability. When a slot becomes available, the patient will be informed and can take up an earlier appointment.
  • Because the patient is able to choose they are less likely to not turn up. Should it be the case that they need to cancel their appointment this is easy to do.
  • Safety questions are also communicated to the patient, giving them ample notice of the preparations required before their procedure.Safety questions are also communicated to the patient, giving them ample notice of the preparations required before their procedure.

CLINICIAN

  • Practitioner is re-assured that the patient is able to get a timely appointment, which is required in their continuation of care, and is more likely to be able to attend if they have chosen / control over their own appointment. In the case of all practitioners this will improve the standard of patient care.

Healthcare Provider

  • The healthcare provider can make substantial savings by reducing DNA’s, not requiring experienced medically trained staff to be tied up in admin roles and optimise their appointments more effectively.
  • By providing on-line booking channels they can generate higher revenues and maximise their existing resources. The web booking facilitates an integrated document upload which saves staff time and automatically logs the information to the patient record. It also reduces the need and cost for paper communication, letters and postage costs are reduced.
  • Web booking also allows management of cancellations, allowing call centre admin staff the ability to easily fill appointments.
  • Easy management of safety questions, with the system prompting the patient and call handler of any safety questions or requirements in preparation for their appointment.

Centralised Network Scheduling

The software enables management of appointments across multiple organisations and sites and that can also work on top of existing or even multiple RIS/PAS systems.
There are multiple integrated workflows allowing booking appointments in any site:
  • appointment center (call center) bookings
  • can be extended to include secure, online patient portal
  • cross-site, cross organization appointments vetting
  • bookings from any source via APIs by third party systems
  • integrated complaints workflow
  • two way SMS messages, confirmation e-mails, e-consent forms enabling a patients to electronically fill-in required medical documentation conveniently prior to the appointment
  • cancellation queue for better utilisation and scheduling
The appointment process flow has been designed in a way that is very consistent and easy to follow. Advanced built in and configurable business rules make sure that the appointment is always booked correctly and the preferred method of contact for a patient is stipulated. Even staff without extensive training or medical knowledge will be able to process all appointments without errors. The software guides the agent through the patient journey using pre-defined and configurable scripts. The business rules that can be configured by system administrators include:
  • Requirement for a referral letter in advance of the appointment or on the day
  • Requirement for a review by a medical professional (based on procedure type and other rules)
  • Scan safety questions with assigned actions (MRI metal implants, heart valves, etc.)
  • Scan preparation requirements (fasting, full bladder, etc.)
  • Requirement for a defined staff member being present during the scan
  • Insurance type based billing requirements
  • Integrated document upload
  • Insurance type based scan limitations
  • Less reliance on letters for communication
  • Preferred method of contact for the patient
Fast access to all information about patient and the appointment (clinical history, patient communications history, appointment audit log and notes) as well as colour coding of all important elements simplifies the booking process and allows any staff to complete it with high accuracy.
The appointments from the worklist can be verified and confirmed by multiple staff simultaneously.
If an appointment requires a review by a medical professional it can be sent to another worklist which is being accessed by relevant staff. This one can also be personalised and filtered.
The appointment centre facilitates enhanced management of cancellations. This allows the system to identify patients who have indicated their availability for any cancelled appointment slots within timescales they can make.


Benefits

Patient

  • Patients are able to have a single point of contact with the organisation, and are also able to understand the next steps of their care immediately.
  • Patients are able to benefit from the possibility of a cancellation which means they can have the opportunity of an earlier appointment becoming available.
  • It enables prompt and better communication. Patients who cannot be reached by phone or email are listed and a personalised letter can be generated for them instantly, printed out and sent by post.

Clinician

  • The practitioner can be confident that the patient is receiving the next stage of their care in a timely and efficient way. In the review process the details of the appointment can be modified to best match the requirements of the scan. The medical professional makes those adjustments based on the referral information as well as clinical history.

Healthcare Provider

  • Integrated business logic assures that all appointments are dealt with according to all rules and that nothing ever gets missed. This applies to all workflows – the appointment registration, the radiographers review as well as reception and billing. There are also additional views where patients who could not be reached by phone. There are also additional views where patients who could not be reached by phone or email are listed and a personalised letter can be generated for them instantly, printed out and sent by post.
  • The call centre facilitates the need for less medically trained staff, which allows those staff with medical training to be more patient facing.
  • Improves the utilisation of cancelled slots and reduces DNA’s.
  • The call centre is able to manage last minute cancellations and contact patients who have immediate availability.
  • It ensures a better patient experience, two way communications with the patient and reduction in postal costs.

Shared and Home Reporting

The shared and home reporting module is all about convenience for the reporting clinician
  • Our reporting tool has fully configurable reporting screen layouts as well as light or dark theme.
  • Templates can be configured for the individual or departmental use.
  • Multiple global or private templates are possible with a dedicated template editor.
  • The system also supports structured reporting.
The information necessary to perform reporting is received through HL7 or can be extracted from DICOM. This includes patient and study details as well as supporting medical documentation.
Key Features
  • Unified Global reporting worklist
  • Allows sharing and locking of studies across local, regional and multiple organisations
  • Multi-monitor support
  • Instant access to:
    • medical documentation
    • forms
    • medical history (all previous reports)
    • images (current and previous)
  • Voice recording, dictation workflow
  • Fully integrated voice recognition (using 3rd party, eg. Nuance)
  • Desktop / Laptop integration with PACS


Benefits

Patient

  • The patient deserves to have their scan delivered by the most appropriately trained personnel at the right place, in a timely manner and reported on by the most skilled professional.  By allowing the reports to be shared in this way, this can be achieved.

Clinician

  • Practitioner is re-assured that the patient is able to have access to their results and medical information in a timely manner, which gives them more control over their continuation of care.

Healthcare Provider

  • The Aptvision system allows the use of image sharing and workflow management systems to connect imaging departments across a region and with professionals working in the community or from home,
    enables the optimal use of imaging tests to deliver actionable clinical intelligence where and most importantly when it is needed.
  • It will help to match demand and capacity for imaging reports more effectively across specialties and at times of peak challenge eg holiday periods.
  • Work currently outsourced to commercial telemedicine companies could be more easily managed within the network.

MDT Management

Standalone, fully web based and mobile enabled system, allowing clinicians and other medical professionals to:
  • Schedule, manage and hold multidisciplinary meetings.
  • Share patient diagnosis, treatment information, medical documentation and history during the meeting.
  • View diagnostic imaging using existing PACS or a dedicated zero footprint viewer.
The MDT module is an independent system, however it is tightly integrated into the Aptvision reporting module.
Key Features:
  • Schedule and define a patient worklist in advance for individual MDTM.
  • Clear communications between Radiologists, MDT co-ordinators and clinicians.
  • Section of participants and access to the service for all involved staff
  • Integration with local MDT services
  • Recording of outcomes and specialist opinions.
  • Independent module yet connected to reporting module.
  • During reporting the study can be allocated to an existing MDT or a request for a new one.
  • Multi layered access with varying permissions.
  • Remote access and management
The integration with other Aptvision systems also allows direct creation of addendums to radiology reports, triggering significant findings workflow or immediately scheduling follow up appointments.
Additionally, built-in HL7 interfaces make it possible to send and receive information from other systems within the organisation.


Benefits

Patient

  • The patient deserves to have their scan delivered by the most appropriately trained personnel at the right place, in a timely manner and reported on by the most skilled professional. 
  • If their case is a complex one it is often required that teams of different clinicians need to collaborate in order to agree the next step of their care. Currently this process is dependent
    on staff availability, being able to meet in the same location. With this MDT module it allows more timely discussion as the MDT can be reported on remotely.

Clinician

  • PThe MDT enables clinicians to refer cases to an MDT from the reporting tool, and either add the case to an existing MDT agenda or create a new one if the case is really urgent.
  • Business rules can be fed into the MDT to manage more effectively cases which are in danger of breaching their targets
  • Much more flexibility is given to the practitioner who can attend the MDT remotely
  • Notes can be added even before the MDTM is started and participants will receive e-mail notifications with the note contents.
  • System integrates with the calendar ensuring meetings are attended.

Healthcare Provider

  • The MDT’s can be much more effectively managed and delivered in a timely manner.
  • KPI’s can be adhered to...
  • Notes can be added and viewed directly within the MDTM module.
  • Individual patient studies can also have notes assigned independently of the main conversation.

Self - Service Registration

This module provides a smooth and professional self-service registration process which improves patient communication and satisfaction.
  • It ensures a more optimum ‘in clinic’ management process; fully paperless, integrated registration system within the clinic as well as in advance of the appointment.
During reception registration tablets mounted at reception desk or handed to patients can be used to fill in and sign the required forms fully electronically and these are automatically saved in the patient record.
Key Features
  • Easy patient identification
  • Document scanning (barcoding)
  • Forms capture (tablet based)
  • Capture of patient signature
  • Easy viewing of patient record, documents and forms
  • Registration checklists for clinics staff
  • Waiting lists for TV screens with video playback and notifications
  • Self-registration on touchscreen kiosks
  • Payment capture


Benefits

Patient

  • Patient is able to share any personal information in privacy and does not need to divulge personal information in earshot of anyone in the clinic. 
  • It also facilitates a smoother check in process which should enable faster turnarounds in the clinic.
  • Patient is better informed and prepared for the scan.

Clinician

  • The practitioner can focus more time on caring and guiding the patient than completing administrative tasks, and entering data.
  • It is easier and quicker to look up information and have all the required information to hand in order to safely carry out a procedure.

Healthcare Provider

  • More streamlined in clinic performance, ensuring compliance with GDPR rules, keeping information private and reducing admin time for staff.
  • Management of patient consents, personal information is efficiently and easily managed.

Patient Communication

Integrated or stand-alone package to send notifications to patients, which can sit on top of existing systems and workflows. This is ideal for customers whose current provider cannot supply this as an integrated feature.
  • Confirmation email containing information about appointment, address, directions, preparations required, etc. Emails may also automatically create calendar entry.
  • Confirmation SMS (with optional patient portal access details).
  • Reminder SMS (configurable, eg. 5 days, 3 days, 1 day, with optional ability to cancel appointment or request call back by replying to the message).
  • Appointment changes SMS/email in case changes have been made in local system (eg. due to modality downtime)
  • SMS with links to e-forms (eg. consent).
On a technical level, within this product we receive all the HL7s that go around the customers system, process them and sends out notifications as required.
Key Features
  • Two way SMS messaging and email confirmations
  • More patient control over their appointment
  • Reduction of DNA’s
  • Stand-alone module which can sit above existing RIS / PAS systems
  • Management of cancellations
  • E-formse.g. consent forms


Benefits

Patient

  • Patient is in control of their appointment. They are also given early notice of the preparations required from them in readiness of their appointment. Safety questions can be asked of the patient in good time. 
  • Patient is able to easily and quickly change an appointment if their circumstances change, even at the last minute
  • Receive timely reminders, on appointment time and date, preparation procedures they need to follow e.g. no food for 12 hours prior, full bladder are all effectively communicated. It is also possible to complete e-consent forms prior to arrival in the clinic.

Clinician

  • The practitioner is not inconvenienced by patients not turning up for their appointments. Time is not wasted and can be maximised.

Healthcare Provider

  • The provider can offer a much improved patient experience. The two way communication reduces DNA’s and saves the organisation a lot of money.
  • Resource is not wasted and enables KPI’s to be more readily achieved.