{"version":"https:\/\/jsonfeed.org\/version\/1","title":"Docman RMS e-RS User Guide > Docman Help","home_page_url":"https:\/\/help.docman.com\/knowledge-base\/ers-electronic-referral-service\/","feed_url":"https:\/\/help.docman.com\/knowledge-base\/ers-electronic-referral-service\/feed\/json","author":{"name":"nextSTL","url":"https:\/\/help.docman.com"},"items":[{"title":"Docman RMS e-RS User Guide","date_published":"2020-02-24T09:24:00Z","date_modified":"2020-09-16T10:14:38Z","id":"https:\/\/help.docman.com\/knowledge-base\/ers-electronic-referral-service\/","url":"https:\/\/help.docman.com\/knowledge-base\/ers-electronic-referral-service\/","author":{"name":"Thomas Burton","url":"","avatar":"https:\/\/secure.gravatar.com\/avatar\/a32b4001ab8ff3155eacbca0c04ea21c09b641defc2ff85bcd80a14ebdf75d62?s=96&d=mm&r=g"},"summary":"\nIntroduction\n\n\n\nOverview\n\n\n\nDocman RMS integrates with the NHS Digital e-Referral Service (e-RS) for Service Providers. It is able to collect all new or updated referral letters on a given clinician\u2019s Referrals for Review worklist intuitively and\u2026","content_html":"\n

Introduction<\/span><\/h2>\n\n\n\n

Overview<\/span><\/p>\n\n\n\n

Docman RMS integrates with the NHS Digital e-Referral Service (e-RS) for Service Providers. It is able to collect all new or updated referral letters on a given clinician\u2019s Referrals for Review worklist intuitively and efficiently for your organisation, using the Docman Desktop App.<\/p>\n\n\n\n

The clinical referral information (CRI) summary of the referral is also collected along with the referral letter, if required. Referrals are collected by Speciality for a defined e-RS user by default, and placed in an automatically generated filing folder corresponding to the e-RS Speciality name. If the Speciality folder is not appropriate for a Service\u2019s referrals to go to, you can map specific Services to Filing Folders in RMS to direct referrals to go wherever you want them to go.<\/p>\n\n\n\n

The solution supports two e-RS roles, Service Provider Clinician and Service Provider Clinician Admin. It supports all referrals which are eligible for inclusion in the Referrals for Review worklist, including appointment requests (Directly Bookable Services) and triage requests (Referral Assessment Services). Advice requests are not supported by this solution, nor are other e-RS worklists outside of Referrals for Review.<\/p>\n\n\n\n

Document Scope <\/span><\/p>\n\n\n\n

This document covers the setup and use of this integration within the Docman RMS solution, including the rules in place for what is and is not collected in e-RS, but does not cover the setup of NHS smartcards or the configuration of e-Referral Services themselves. Please refer to the online guides provided by the supplier of these solutions, NHS Digital, for further information. This document is correct as of Docman RMS version 10.2.116. The functionality may change over time, at which point a more up to date version of this document will be issued. Please contact your Account Manager if you do not think you have the most up to date version<\/p>\n\n\n\n

Setup<\/span><\/a><\/h2>\n\n\n\n

In order to use this functionality, there are several settings which need to be correctly set up in line with your e-RS instance within Organisation Settings -> e-RS Configuration<\/strong> in the Settings Console.<\/p>\n\n\n\n

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eRS Configuration Settings <\/figcaption><\/figure>\n\n\n\n

eRS API URL<\/strong><\/p>\n\n\n\n

The URL of the e-RS API on the Spine you are connecting to. This information can be obtained from NHS Digital.<\/p>\n\n\n\n

e-RS Certificate Name<\/strong><\/p>\n\n\n\n

The name of the certificate in the Docman Desktop App folder in each workstation\u2019s local file registry. The certificate will be provided by NHS Digital. The eRS certificate itself is issued by NHSD separately, guides at the bottom of this page will show you how to request and install the eRS certificate. <\/p>\n\n\n\n

ASID<\/strong><\/p>\n\n\n\n

Accredited System ID of your e-RS instance. An e-RS user with the Service Definer role can obtain this information from the e-RS application.<\/p>\n\n\n\n

FQDN<\/strong><\/p>\n\n\n\n

Fully Qualified Domain Name of the e-RS instance you are connecting to. This information can also be obtained from NHS Digital.<\/p>\n\n\n\n

Include CRI Cover Letter<\/strong><\/p>\n\n\n\n

If this checkbox is ticked, the Clinical Referral Information cover letter will be included in all collected referrals along with the referral letter. This cover letter contains details from e-RS, including the service being booked into and the appointment date and time (if an appointment request), among other details.<\/p>\n\n\n\n

Folder Mapping<\/h2>\n\n\n\n

This optional setting allows you to determine which Filing Folders to direct referrals from specific Services to, and is located within Organisation Settings -> e-RS Folder Mappings<\/strong> in the Settings Console, just under eRS Configuration<\/strong> in the list.<\/p>\n\n\n\n

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eRS folder mapping settings<\/figcaption><\/figure>\n\n\n\n

Press \u201cCreate\u201d to set a new mapping from an e-RS Service to a Filing Folder. There are three items to fill in on each mapping:<\/p>\n\n\n\n

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Creating 'eRS folder mapping'<\/figcaption><\/figure>\n\n\n\n

Service Name<\/strong><\/p>\n\n\n\n

The name of the e-RS Service you are creating a mapping for. This does not need to match the name in e-RS \u2013 it\u2019s just for your reference.<\/p>\n\n\n\n

Service ID<\/strong><\/p>\n\n\n\n

The Service ID (also known as Directory of Services, or DoS, ID) of the Service you are creating a mapping for in e-RS. This ID is shown on all e-RS Services when viewing them as a Service Definer in the portal. Each ID can only be mapped to one Filing Folder, and you will be prevented from adding two mappings for the same ID.<\/p>\n\n\n\n

The Service ID can be found within the \u201cService Details\u201d screen in the e-RS portal:<\/p>\n\n\n\n

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'Service Details' screen in the eRS portal<\/figcaption><\/figure>\n\n\n\n

Folder Name<\/strong><\/p>\n\n\n\n

The Filing Folder in RMS that you want the referrals for the Service to be directed to. Note: If you try to delete a Filing Folder which has e-RS Services mapped to it, you will get a warning message and won\u2019t be able to delete the Folder until the mapping has also been deleted.<\/p>\n\n\n\n

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eRS folder deletion conflict<\/figcaption><\/figure>\n\n\n\n

Collections<\/span><\/a><\/h2>\n\n\n\n

e-RS Collections in Docman RMS are set up by Speciality. In order to create a Collection, Navigate to the Filing List<\/strong> and then e-RS Collections<\/strong> on the right-hand side of the screen.<\/p>\n\n\n\n

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eRS collection screen<\/figcaption><\/figure>\n\n\n\n

The process is simple \u2013 select \u201cCreate Collection\u201d, enter the name of the Speciality in e-RS, and confirm your selection. This does not only create the e-RS Collection but also automatically generates a Filing Folder with the same name, used when no e-RS Mapping Folder has been specified.<\/p>\n\n\n\n

Run the Collection by selecting \u201cRun (Speciality Name)\u201d on the right-hand pane.<\/p>\n\n\n\n

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Running eRS collection<\/figcaption><\/figure>\n\n\n\n

Each Collection retains a summary of when it was last run and what the status of each referral was.  Any referrals which were not collected normally will produce an error within the UI.<\/p>\n\n\n\n

Each referral can have 4 outcomes when an attempt is made to collect it:<\/p>\n\n\n\n

Collected<\/strong><\/p>\n\n\n\n

The referral was collected successfully. It will appear in the Speciality\u2019s folder in the Filing section.<\/p>\n\n\n\n

Skipped<\/strong><\/p>\n\n\n\n

The referral was already collected, so will not be collected again. Note that each referral has a version number, which is updated each time either the referral details or the referral letter is updated, and indicated in the UI with a decimal point after the Unique Booking Reference Number (UBRN), e.g. 000041243138.2, 000041243138.3, etc. The version number is not shown in the Filing section or within the patient\u2019s record, just in the e-RS Collections screen. A referral will be collected again if a new version is available, or skipped if the same version has already been collected.<\/p>\n\n\n\n

Partially Collected<\/strong><\/p>\n\n\n\n

The referral letter could not be collected, but the CRI was. This will be logged in the errors \u2013 if the problem persists, or is not clear from checking the letter within the e-RS application, please check the Desktop App logs on the user\u2019s PC, or contact the Advanced service desk.<\/p>\n\n\n\n

Not Collected<\/strong><\/p>\n\n\n\n

The referral could not be collected. Likewise, this will be logged in the errors \u2013 if the problem persists, or is not clear from checking the letter within the e-RS application, please check the Desktop App logs on the user\u2019s PC, or contact the Advanced service desk.<\/p>\n\n\n\n

Linked Referrals<\/span><\/a><\/h2>\n\n\n\n

Docman RMS will collect linked referrals. If a referral in e-RS has been created from another, e.g. from the Clinical Assessment Service (CAS), this will link the new referral\u2019s UBRN to the previous one\u2019s UBRN. Docman RMS will attempt to collect the referral letter from both referrals in this instance, to reduce the risk of letters attached to an onward referral being missed out.<\/p>\n\n\n\n

User Roles<\/span><\/a><\/h2>\n\n\n\n

Once the correct settings are in place, the process of setting up individual users is straightforward, given that the following pre-requisites have been met:<\/p>\n\n\n\n