We're really pleased to unveil our most comprehensive set of searches for this flu season.
To import the searches into EMIS follow these instructions:
You will have received a file called Flu 2020-21.xml
when you signed up to our flu resources for this year - this is the searches file that you need to import into your EMIS. Make sure you know where you have saved this file e.g. on your desktop, in downloads or in documents on your computer - as you will need to find it again to import it into EMIS.
- Click on the EMIS button on the top left of your EMIS screen.
- Click on reporting
- Click on population reporting
This will take you to the following screen:
- Left hand mouse click on the name of your organisation
- Click add
- Select and click folder
This will display the following box:
We suggest you call this Primary Care IT and use it to house any resources you download from us - enter your chosen name and click ok.
- find the folder you have created and click on it so it is highlighted in light blue (you may need to scroll down - folders are displayed in alphabetical order
- Click on import on the top bar
The following window will display, click on the three red dots highlighted in the top right hand corner:
Now you need to locate the file Flu 2020-21.xml
that you saved earlier and select this in the file browser that now shows and then click open:
You will now see the EMIS window displaying the searches as below, click ok and you've imported all the searches!
Adapting the searches for use within your own surgery
Our searches assume that you use booked appointments with a specific slot type to book your patients in for their flu vaccines, with the clinician that will be administering the vaccine. We recommend that this is best way of managing your campaign because it gives 2 important options that wouldn't otherwise be available:
- You can continue to chase up those who haven't had their flu vaccine without inadvertently chasing those who are planning to come in
- You can accurately identify patients who are going to be given vaccines by your HCAs and ensure PSDs are printed and signed ahead of the clinic day
- It adds to the data extracts of activity that NHS digital upload to look at primary care activity
To check who has booked a flu jab and exclude these from searches, you must first set up slot types for your flu clinic. If you have done this already then use the slot type you have already created. If you haven’t, please follow the guide below. In either case you will need to then amend the list of searches which are detailed after the following section.
If you don't set up the searches using the following instructions they will provide inaccurate results and you may not call in people who need vaccination, you MUST add the slot types to the highlighted searches and set up your local care homes.
Setting up slot types
To do this: go to your appointment book by:
- Click on the EMIS button in the top left of your EMIS screen
- Click on appointments
- Click on appointment book
Now click on the appts config:
The following screen will appear (your slot types will look different):
- Click on slot types
- then click add
Fill in the box that appears as follows:
Amending the searches to take into account your booked appointments
All of the following searches need slot types adding:
• All Patients at risk not yet had or booked excl Care Homes & housebound (in complex cohort planning)
• All Care Home and Housebound patients who have not yet had influenza vaccination (in complex cohort planning)
• Flu jabs booked (in Simple)
• All Patients at risk who have not yet had or booked Influenza Vac (2020/21) (in simple)
• HCA Flu Clinic PSD (in PSD folder)
• HCA1 PSD 21/9/20 not pregnant (in PSD folder)
• HCA1 PSD 21/9/20 pregnant (in PSD folder)
• Jabbed but still has an appointment (in quick how am I running)
• Booked all ( in booked folder)
• Booked but not eligible (in booked folder)
For all of these searches, click edit and after the “Appointment Date is after the search date” add another criteria, select slot type and select the slot type you have chosen for flu:
On all these searches, they should now look like this (the date bit may be different it's the slot type bit that has to be the same):
Setting up your residential or nursing homes
Within the Care homes folder you will see 2 setup searches for your residential or care homes:
Edit: Home: YOUR RESIDENTIAL OR NURSING HOME by
- selecting the search and right hand mouse clicking and
- selecting edit:
In rule 2 replace “ENTER THE NAME OF YOUR HOME KEEPING THE STAR*” with the name of your residential/nursing home followed by a *, also edit the postcode of your residential/nursing home. Rename the search as the name of your residential/nursing home. Repeat with the search Home: YOUR SECOND RESIDENTIAL OR NURSING HOME. If you have more than two residential/nursing homes then edit the existing search and alter the name (not forgetting the * at the end) and the postcode, then use the “save as” to save with a new name.
If you haven't entered the address of your care homes consistently e.g. different capitalisation or spelling mistakes you will need to rectify this before using this method of identifying your patients.
Now go back to the folder: Flu 2020-21 -> 1) Initial cohorts -> Complex cohort planning
Find the search: All Care Home and Housebound patients who have not yet had influenza vaccination:
Edit the search by right hand mouse clicking and selecting edit:
In rule 3 change the Home: YOUR RESIDENTIAL OR NURSING HOME to the search that actually corresponds to your residential/nursing home, for more than 1 simply add in as many as you need, making sure the rule is “Or”.
DO THE SAME STEPS for the search: All Patients at risk not yet had or booked excl Care Homes & housebound (in complex cohort planning) - this is just below the previous search
What are the searches and how do I use them?
Our flu searches this year have the following folders:
1) Initial cohorts
We've separated the initial cohorts and second cohorts (advice prior to August letter and post august letter) into search 1 and search 7.
The initial cohorts have been further subdivided into:
- Complex cohort planning
The simple searches just show you the cohorts that are eligible and just break them up into:
- Over 65
- Under 65
- Under 18
- Year 6 children
The complex searches are designed to help you find your highest risk patients and give them tailored information about the risk that the flu poses to them.
Because we're hoping that practices will communicate with patients declining vaccination using OneContact this year (which will give them personalised information about the benefits of the flu vaccine), we haven't deducted declined vaccination from any of the cohorts shown here. As the season moves on and you move from planning and recall initially to the chasing of people yet to attend, you may wish to run the following searches from the *Declined vaccination search (by amending the base search):
- All Care Home and Housebound patients who have not yet had influenza vaccination
- All Patients at risk not yet had or booked excl Care Homes & housebound
- Patients under 65 at risk (exc Reception - Y6 /2&3 yr olds) no flu Vac 2020/21
We've broken patients up into:
- Care home or housebound patients
- Children 2 or 3
- Patients over 65
- Patients over 65
Both over and under 65 are then further broken up into those who are on QOF registers and then also by the number of QOF registers that they are on - so that you can prioritise your campaign for those who are most multimorbid. Within each of these groups, patients who have never had flu jabs before are identified. These may be the cohorts that you focus on when sending OneContact information messages, and especially those that have a membership of a higher number of registers.
Another area you may wish to focus on is the search "Had vaccination elsewhere in 2019/20" which lists those patients who didn't have vaccinations with your practice, but did have it elsewhere last year. There are communication reports for each of these, see the section below on how to do this.
2) Quick how am I running?
This should just give you a quick breakdown of how your vaccination campaign is going. For fuller reports see the native EMIS searches which are really comprehensive.
3) Booked analysis
As long as you've set up our searches as suggested, this section will allow you to see how many patients you have booked. It will also let you see those who have already had their vaccine but have an appointment booked and also those that are booked, but who are yet to be coded as eligible.
4) Coding and safety searches
These searches will show you where incorrect codes have been given, or where potential safety issues exist.
This folder contacts all the searches you need to create your PSDs. See the separate instructions on how to utilise these to create mailmerge documents
6) Your care homes
These searches are used to identify your care homes. These need setting up as previously documented
7) Second cohorts
These searches include the cohorts that were identified in the August letter. Unfortunately there isn't an easy way to identify those patients who live with a shielding patient and so for this we've created a report which gives you postcode and house name/number so that you can either manually find the patients, or create searches using the postcodes and a wildcard. There may be further guidance about this forthcoming and it may be that this is dealt with centrally which is why we haven't explored this further at this time.
Communicating with patients using MJOG, Docmail or .GOV notify
In the first appropriate search in each folder, we've build searches that identify your patients who have or don't have mobile phone numbers and then under this built reports which can be used to directly export the details into MJOG, Docmail or .GOV notify:
If you want to use these with any of the other searches, simply copy and paste them to create a second copy (done by right hand mouse clicking the report) and make sure you tick "include descendants" as an option when pasting:
Once you have the copied search and reports right mouse click the copy (“with mobile number (2)) and click properties (bottom on the list), then change the “results from” search to include the search that you want (use the magnifying glass).
Creating PSDs for your HCAs
Importing the PSD documents.
You will have receiving the two files:
- Patient Specific Direction Influenza NOT pregnant.ewdt
- Patient Specific Direction Influenza Pregnant.ewdt
These will be within a folder called Flu 2020
To import these into your EMIS go to template manager:
- Click on the EMIS circle at the top left
- Select configuration
- Then click on template manager
You will by default be in templates and protocols, click on Document Templates tab:
If you haven't already got one, we suggest you create a folder called Primary Care IT to put any tools you download from us in. Do this by:
- highlighting your organisational name at the top
- Clicking on add and selecting folder
Name your folder and click ok. Then find it and highlight it under your organisational name and click import:
Select folder and then locate the folder called Flu 2020 that we gave you. This will create a folder called Flu 2020 and import both documents into it.
Setting up the PSD documents
You will need to follow the steps below for each of the documents in the Flu 2020 folder. If you have multiple HCAs you will need to create a copy of both documents for each HCA and follow the steps below for the copies as well
Edit the documents by right hand mouse clicking over the file name and:
- Selecting Document Template
- and then Edit
You will need to remove protection from the document to be able to edit it. Do this by going to the Word tab Review and then clicking on "protect" and "Restrict Editing" and then "Stop Protection" (this may vary depending on which version of word you are using.
Whilst most of the form is completed, there are some additions that you need to do to make it suitable for your own clinicians. These areas are highlighted below:
- Insert signature of your HCA here (will need to take a picture of this, saving it on your computer and then using the insert picture function within word
- Typing the name of your HCA here
3. Insert picture of the GPs signature here
Hit file, save and close, agreeing to the protection if it prompts for this.
Now repeat for the next document and any other HCAs needed.
Creating the PSDs
We've accounted for two different ways to approach the creation of PSDs as we recognise this will vary between practices:
PSD creation option 1
For this option, we assume that a GP will have looked at the clinic an HCA is running on a particular day and then checked each patient in the clinic is appropriate to be vaccinated by an HCA. The searches that allow you create a PSD using this option are: HCA1 PSD 21/9/20 not pregnant and HCA1 PSD 21/9/20 (found in the 5) PSD folder)
You will need to copy these searches for each HCA and date of clinic that you wish to create PSDs for. Searches can be coped by right hand mouse clicking and selecting copy and then repeating this and clicking paste.
Edit rule one by double clicking on it.
Then select the date that your clinic is running on, by double clicking on the "Appointment Date" rule - currently set to 21-Sep-2020
You can add the appropriate clinician by:
- Click here to add criteria to this feature
- Click on session holder
- Then selecting the HCA that you are trying to print the PSDs for
You will need to repeat this process for the search HCA1 PSD 21/9/20 not pregnant as well
PSD creation option 2
This option assumes that you have identified all patients coming in for their flu jabs in future (using the search Booked ALL in the 3) Booked analysis folder) and then coded them with the code "Has authorisation for medication under PSD (patient specific direction)" Concept ID 82270100000000109 Description ID 21417810000000117. Once a clinician has reviewed the search you can bulk add this code to the patients records.
Mailmerging PSDs from searches
Once you have the searches set up you can easily print PSDs from them by following the process below:
- Select the search you want to use to print/save the PSDs
- Click on the mail merge button
The following box will appear - click ok:
- search for the PSD "Patient Specific-Direction Influenza Pregnant" or "Patient Specific-Direction Influenza NOT Pregnant" (you may have to created documents for your specific HCA and will need to locate these)
- Tick the save to record box
- Then ok