Stop Smoking Services EMIS Template Instructions (November 2016) Stop Smoking Advisor

Transcription

1 Stop Smoking Services EMIS Template Instructions (November 2016) Stop Smoking Services are commissioned by Oxfordshire County Council. GP Practices are called off to deliver the service through an Approved Provider List (APL) Agreement and are reimbursed for all valid 4 week quits. This instruction sheet is designed for the Stop Smoking Advisor within the GP Practice. Instruction Contents: 1. Flowchart for using the EMIS Templates 2. Importing the new EMIS templates 3. Initial consultation EMIS template (v2) 4. Follow-up consultation EMIS template (v2) 5. Russell Standard 6. Stop Smoking Service Support Prior to 1 st January 2016, the method for GP Practices to record and claim for 4 week quits was to complete a paper monitoring form. It was acknowledged that this process was dated, time consuming and duplicated recording via EMIS. From 1 st January 2016, reporting of activity using smoking cessation templates (within EMIS) was introduced. Following feedback, the template has been updated / improved. This instruction sheet aims to provide step by step instructions on how to import the latest version (v2) and how to use the templates to ensure activity is correctly recorded to enable reimbursement. Section 1. Flowchart for using the EMIS Templates This is a flowchart of when to use both the initial and follow-up consultation EMIS templates : 1

2 Section 2. Importing the new EMIS templates Before using the EMIS templates, please ensure you have the most up to date versions (v2) imported: From the intranet SCWCSU page, right click on the zipped template name, select Save Target As (save to a location on your computer); From the saved location, right click on the zipped file, select Extract All, then Extract (do not try to open the file at this point). You will now see two folders of the same name: In EMIS, go to the Template Manager (EMIS button/configuration/template Manager) and go to the Templates & Protocols tab; Create a new folder or go to the folder where you want to import the template to; On the ribbon, select Import, then to the location where you have unzipped the template on your PC. Highlight the unzipped template, click Open. This will import the template. (Repeat for the second template); If you d like to change its name; right click, select Properties, change name and click OK ; Archive the old templates, click to highlight and select Archive from the ribbon. Section 3. Initial consultation EMIS template (v2) Once v2 is downloaded, the initial consultation EMIS template can be used only if a smoker who is using a smoked product has received at least one consultation of a structured intervention (delivered by a Stop Smoking Advisor) that consents to treatment/support and negotiates a quit date. Below is a screenshot of this template: 2

3 Guidance notes: Complete all sections within the initial consultation EMIS template. This information is required for NHS Digital (formerly HSCIC) and enables reimbursement; Do not untick the current smoker box; The negotiated quit date field will be defaulted to the date of the consultation, ensure this is changed by selecting the calendar if that is not the agreed date; If no negotiated quit date is set at the initial consultation, for example when using Champix/Zyban, then leave blank. At the next consultation ensure this is added, but do so via a standard consultation (Read Code: 13p0) and do not reopen the initial consultation EMIS template ; You can select more than one NRT pharmacotherapy if using dual therapy. Please familiarise yourself with the definitions below (as per the Local Stop Smoking Services: Service and delivery guidance): A smoker: A person who smokes a smoked product. In adulthood this is defined in terms of daily use, whereas in adolescence (i.e. for those aged 16 or under) it is defined in terms of weekly use; Smoked product: Any product that contains tobacco and produces smoke is a smoked product, including cigarettes (hand-rolled / tailor-made), cigars and pipes (including waterpipes). Waterpipes include shisha, hookah, narghile and hubble-bubble pipes. This does not include ecigarettes; Structured intervention: A smoker who has received at least one session of a structured, multisession intervention (delivered by a Stop Smoking Advisor) on / prior to the negotiated quit date and who consents to treatment; these must be recorded using the initial consultation EMIS template ; Stop Smoking Advisor: An individual who has a NCSCT certification (or equivalent) and is employed by a GP Practice that is commissioned by Oxfordshire County Council through the APL; Negotiated quit date: The date a smoker plans to stop smoking completely with support from a Stop Smoking Advisor within the GP Practice as part of structured intervention. Smokers who attend an initial consultation but would not have their details inputted into the initial EMIS consultation template include those that: a) Do not consent to treatment; b) Quit smoking more than 14 days ago*; c) Do not intend to negotiate a quit date**. *Smokers who have already stopped smoking for more than 14 days before attending their initial consultation should be captured through a standard EMIS consultation, not the initial consultation EMIS template. Smokers who have already stopped smoking for 14 days or less when they first attend their initial consultation should have their quit date recorded and the initial consultation EMIS template can be used as they are still considered a smoker. **A smoker seeking advice may not always intend to stop smoking; these smokers should be captured through a standard EMIS consultation, not the initial consultation EMIS template. For example: A smoker cutting down over an extended period prior to making a quit attempt; A smoker reducing tobacco use from current levels to a lower one; A smoker aiming to remain temporarily abstinent for a short period (such as a long haul flight). These smokers fall outside the remit of the structured intervention but can be signposted to online selfhelp material and encouraged to contact Smokefreelife Oxfordshire or the GP Practice when ready to negotiate a quit date. 3

4 Section 4. Follow-up (at 4 weeks) consultation EMIS template (v2) The follow-up consultation EMIS template is to only be used when the Russell Standard applies (see definition in Section 5). If this is the first follow-up consultation where the smoker adheres to the Standard, open the follow-up consultation EMIS template. Below is a screenshot of this template: Guidance notes: Following the initial consultation, Stop Smoking Advisors will have regular contact with the smoker for up to 12 weeks (the standard length of a course of pharmacotherapy). All but one of these sessions can be captured using a standard EMIS consultation, not the follow-up consultation EMIS template. Complete all sections within the follow-up consultation EMIS template. This information is required for NHS Digital and enables reimbursement; Familiarise yourself with all the definitions in Section 5; Make use of the free support available from Smokefreelife Oxfordshire (see details in Section 6). Section 5. Russell Standard Stop Smoking Advisors need to adhere to the Russell Standard for all 4 week quits to be deemed valid and therefore reimbursed for. To be a valid quit, the 4 week follow-up consultation must occur 25 days after the smoker s negotiated quit date to establish an outcome. For example, if a smoker s negotiated quit date was on 1 st August, then the first time the 4 week follow-up consultation EMIS template can be used would be 25 th August. The maximum days after the smokers negotiated quit date the 4 week follow-up consultation EMIS template can be used is 42 days. Based on the above example, this would be 11 th September. Oxfordshire County Council will grant discretion where applicable to the 42 day maximum threshold. The 25 to 42 day rule is the Russell Standard and allows for cases where it is impossible to carry out a follow-up at exactly 4 weeks (28 days) from the negotiated quit date. Other definitions as per the Local Stop Smoking Services: Service and delivery guidance): CO-verified 4 week quit: A smoker who reports not smoking between days of a quit attempt, is followed up 25 days from their negotiated quit date, is not smoking and their CO reading is <10 ppm. Within the follow-up consultation EMIS template, select smoking status at 4 weeks, exsmoker and enter the CO reading taken during the 4 week follow-up consultation if it was <10 ppm. The aim is to CO validate 80% of ex-smokers at the 4 week follow-up; Self-reported 4 week quit: A smoker who reports not smoking between days of a quit attempt and is followed up 25 days from their negotiated quit date, is not smoking but either their CO reading was not taken (i.e. it was completed over the phone) or it was 10ppm. Within the 4

5 follow-up consultation EMIS template, select smoking status at 4 weeks, ex-smoker and leave the field for the CO reading blank if it was not taken or enter the CO reading if it was 10ppm; Not quit: A smoker who reports to have smoked for 15 days of a quit attempt and is followed up at 15 days from their negotiated quit date. Within the follow-up consultation EMIS template, select smoking status at 4 weeks and current smoker ; Lost to follow-up: A smoker who cannot be contacted (face to face, telephone, , letter or text) following at least three attempts to contact them 25 days from their negotiated quit date. Within the follow-up consultation EMIS template, select lost to follow-up and current smoker ; Time between quit attempts: When a smoker has not managed to stop smoking, there is no definitive period of time required between the end of an attempt and the start of another. The Stop Smoking Advisor should use discretion and professional judgement when considering whether a smoker is ready to receive support to immediately attempt to stop smoking again; Renewed quit attempts: If a smoker makes a new quit attempt that takes place immediately following the end of one attempt, the initial consultation EMIS template (Section 3) should be completed again and a new negotiated quit date set, then repeat Section 4. Section 6. Stop Smoking Service Support Smokefreelife Oxfordshire can provide direct support to GP Practices and their Stop Smoking Advisors in using the new initial and follow-up consultation EMIS templates. Please contact the GP coordinator at Smokefreelife Oxfordshire, Negar Avaregan, for more information: negar.avaregan@solutions4health.co.uk or call In addition to the support with the EMIS templates, Smokefreelife Oxfordshire can also provide: Marketing (posters, leaflets) and campaign (Stoptober and No Smoking Day) resources; Hints and tips to maximise smoker engagement; CO monitors including their calibration; Training including Level 2 and updates. Note that there is a separate instruction sheet designed for Quest and provides guidance on how to upload the data that has been recorded through the process above. Contact katharine.eveleigh@oxfordshire.gov.uk for a copy of the latest version. 5