SCOTTISH DIABETIC RETINOPATHY SCREENING PROGRAMME PROCEDURE FOR SEARCHING FOR NEWLY DIAGNOSED DIABETIC PATIENTS TO INVITE FOR RETINAL SCREENING

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1 PROCEDURE FOR SEARCHING FOR NEWLY DIAGNOSED DIABETIC PATIENTS TO INVITE FOR RETINAL SCREENING VERSION 1.1 REVIEWED BY: DRS COLLABORATIVE SERVICE MANAGERS PREPARED BY: LISA STEELE DATE OF ISSUE: 26/11/2007 Warning Document uncontrolled when printed Page 1 of 7

2 Policy Context SCOTTISH DIABETIC RETINOPATHY People who have been newly diagnosed with diabetes shall be offered an appointment for screening for Diabetic Retinopathy within 90 days of referral. People are referred to the DRS Programme by either; a) a record appearing in SCI-DC network or b) a letter being sent to the DRS administration office if the patient has denied consent for their data being held in SCI-DC. In both cases it is the responsibility of the General Practitioner to refer the person to the Screening Programme. This document outlines the procedure for identifying those people whose data is in SCI-DC. PROCEDURE TO OFFER AN APPOINTMENT TO NEWLY DIAGNOSED DIABETIC PATIENTS In order to offer an appointment to newly diagnosed diabetic patients within 90 days of their data being available in SCI DC, the DRS administration team should perform the following steps on a monthly basis: 1. Ensure a nominated individual in the service has access to Regional Facilitation Rights in SCI DC. 2. Log into SCI DC with username and password. 3. Select Regional Facilitation which should be prefixed with your locality, see screen shot example below:- Warning Document uncontrolled when printed Page 2 of 7

3 4. Log into any practice available in order to access the regional reports function, see screen shot example below:- Warning Document uncontrolled when printed Page 3 of 7

4 5. Select Regional Facilitation from the account selection screen, see screen shot below:- 6. Select View Patients Lists from the Regional Facilitator selection screen per example below:- Warning Document uncontrolled when printed Page 4 of 7

5 7. Select Recently Diagnosed Patients from the patient list overview screen per example below:- 8. Enter search criteria dates for period required to identify newly diagnosed people, for example if searching for three months prior to November 2007, screen would show the following:- Warning Document uncontrolled when printed Page 5 of 7

6 9. A list of patient data with the following headings will be displayed on screen (omitted here for Data Protection purposes):- Warning Document uncontrolled when printed Page 6 of 7

7 10. Once the list of data has been compiled on screen for the particular period in question, the screen can be highlighted by selecting all text, copying the data (Ctrl + C) and then pasting the information into an Excel spreadsheet (Ctrl + V). The columns in Excel will need to be resized as appropriate. See example spreadsheet below and note the formula used in column D which will delete the CHI description copied from SCI DC. This will facilitate copying and pasting the information into Soarian for cross-checking purposes. ** NOTE THAT DRS CAN ONLY DEPEND ON THE ASSOCIATED GP ENTERING THE PATIENT DATA INTO THE PRACTICE SYSTEM AS SOON AS POSSIBLE AFTER DIAGNOSIS. THIS PROCEDURE IS INTENDED TO PICK UP NEWLY DIAGNOSED PEOPLE WITHIN 90 DAYS OF THE INFORMATION BEING AVAILABLE TO THE IN SCI DC AND NOT 90 DAYS FROM DATE OF DIAGNOSIS. Warning Document uncontrolled when printed Page 7 of 7