Use of Electronic Bedboard for Clerking Order and Review Order on AMU

The Acute Medicine department has decided that from Wednesday 13 June 2018 we are going to use the electronic bedboard (EPTS) for the purpose of indicating the order of patients to be clerked and senior-reviewed on AMUa, AMUb and Ambulatory Care. The numbering system will replace the current numbers on the whiteboard (but not yet the other functions of the whiteboard).

In addition to the already displayed admission times, we will start using the Dr and Con columns of the bedboard to indicate:

The instruction manual below outlines how to use it.

(Trainees should have been given access at induction. If you are not in possession of a PIN, please apply for access to the EPTS in order to use the system. How to: see: Appendix.)

The plan for the future is to move other elements of the whiteboard (jobs to be done, etc) to the electronic bedboard.

Questions/Comments: Please contact me via email:
andreas.jostel@elht.nhs.uk

Andreas Jostel
Clincal Director
Acute Medicine
8 June 2018



How to access EPTS and Patient List view:

On OLI: open IT systems:

In IT Systems: click on: EPTS - Electronic Patient Tracking:

Login: enter Username and Password

NB: Password is the PINthat needs to be used for any data entry later.
(How to apply for PIN: see: Appendix.)

Wards Tab: Open Ward (eg AMU A):

Select Ward Patient List view

Click on Dr column header to sort by clerking order:

The Dr column shows the order of patients to be clerked.

Click on Con column header to sort by Consultant review order:

The Con column shows the order of patients to be reviewed by a consultant.

How to change clerking/review numbers:

Editing priorities: click on number in Dr or Con column:

Enter PIN (applies for all data entries):

NB: a PIN is required for all data entry or editing, but does not require to log out and in of EPTS if already opened by another user!

The Priority Dialogue opens:

e.g. Here Dr Priority says 1, indicating that patient is the next (=1st in line) to be clerked.

Examples of priority changes during patient journey:

Ward clerk: adds a patient to the 'to-be-clerked' list:

A patient arriving on the unit will have priorities of 0 and 0 (i.e. not yet listed for clerking or review).
In order to put the patient on the "to-be-clerked" list, the Dr Priority needs to be changed from 0 to usually the highest available number (here e.g. (0-6) i.e. 6 = 6th to be seen.

NB: Entering a sufficiently large number (e.g. 99) will automatically revert to the highest possible number, e.g. if 11 patients already to be clerked, it will convert 9912.

Nurse/HCP: can change priority (if required):

If a patient is unwell and needs to be seen earlier than the time order, the nurse or other HCP can change priorities (e.g. to 1: making him the next patient to be seen).

NB: the already existing numbers will be automatically re-arranged (12, 23 etc.)

NB: this also applies for changing the senior review order (e.g. 31).

Doctor: selecting patient for clerking:

The doctor selects the next patient to be clerked (number 1 on the Dr column) and changes the Dr Priority to 0.

NB: the already existing numbers will be automatically re-arranged (21, 32 etc.)

Doctor: putting patient on consultant review list

After completion of clerking (and usually after review of investigation results), the patient should be placed on the Con (senior review) list by changing the Con Priority from 0 to he usually the last available number (here e.g. (0-4) i.e. 4 = 4th to be seen (or a smaller number if the patient needs to be seen earlier, 1 would make the patient next for senior review).

NB: Entering a sufficiently large number (e.g. 99) will automatically revert the highest possible number, e.g. if 11 patients already to be senior-reviewed, it will convert 9912.

Consultant: selects patient for senior review

The consultant selects the next patient to be clerked (number 1 on the Con column)
and changes the Con Priority to 0.


Appendix: How to get access to EPTS (PIN number)

If you don't have access to EPTS (different login to the usual Windows login!) you can get it via
IT system > Quicklinks> Access Request icon (and apply for EPTS):