Quick Guide

How to admit an Emergency Admission to a ward using CapMan

1. On the Bed Board, click the button for PM Conversation
2. Select CM Emergency Inpatient Admission
3. Search for your patient:

a.   Using their MRN or NHS Number (If you don’t have a number, use the patient initials and DOB)

b.   Click the Search button

c.   Select the correct patient

d.  Select Add Encounter (note if your patient is new to the Trust and the patient has not been found during the search, select Add Patient)

4. Add your organisation workbase, click the magnifying glass and select the site before clicking OK
5. If you are registering a new patient, a warning will ask if you are absolutely certain this is a new patient you are registering. If you are uncertain that this is a new patient, select Yes. If you are certain this is a new patient that hasn’t been seen at this Trust in the past, select No.
6. Complete the demographic information if registering a new patient (if you are not registering a new patient, check the demographic details are correct and update if required using the steps below).
7. If you cannot see the mandatory fields, right-click anywhere in the grey area of the form and select Highlight Required Fields
8. Add the Patient NHS Number
9. If you had searched for your patient using initials and Date of Birth, you must complete the patient Surname and First Name
10. Complete the following fields:
    1. Date of Birth
    2. Gender
    3. Ethnic Category
    4. UK Resident for 12 months?
    5. Administrative Category (this will default to NHS if you selected Yes to the previous ‘UK Resident for 12 months?’ question)

GP Details

1. In the GP Details field, type the name of the GP and click the magnifying glass to search
2. In the top part of the screen, select the correct GP
3. At the bottom of this screen select the correct GP Practice – click OK. This will complete both the GP and the GP practice

Telephone Number

1. Enter a telephone number into the correct field. If the patient phone number is not known, or they do not have a telephone, YOU MUST ENTER NK into the home phone field. Do not add a series of digits or a mobile number into the Home Phone field. If the patient has a mobile number but not a home number, you should add NK into the home number field and the mobile number into the Mobile Phone field as this assists the DNA Reminder Service

Home Address – adding a UK Resident

1. To add a new Home Address click the small arrow to the left of Home in the Address Organiser in the lower part of the screen
2. Click the blue plus button to open the Address Viewer
3. From the Residence drop-down menu. select the UK Residence
4. Click on the Address Search button 
5. Enter the Postcode, click Select
6. The street name and a range of building numbers display, click Accept once the correct address has been selected
7. Click OK to close the address window

Once the demographics have been added, the visit details will need to be completed.  

Visit Details Tab

From the Visit Details Tab, complete the missing fields:

1. Admission Method: Who sent the patient to your ward
2. Source of Admission: Where the patient has come from (if it’s their home address; select Usual Place of Residence)
3. Referring Clinician:  Use the magnifying glass to locate the referring clinician typing the surname and first name of the referring clinician.  If the referring clinician is not found, use NotKnown – Referring Clinician Not Known
4. Lead Clinician: Type the Surname of the Lead Clinician, click the magnifying glass, double click to select the correct clinician
5. Treatment Function: Select the correct treatment from the dropdown list
6. Ward: Click the dropdown and select the ward the patient is being admitted to – click the Bedboard tab
7. Select the Bay and Bed for the patient, click OK
8. Visit Date: Enter a “T” to add today’s date
9. Visit Time: Enter a “N” to add the current time (now)

Next of Kin Tab

1. Complete the NOKCONFIRMATION field.  If Patient Refused to Provide NOK Confirmation or Unable to Provide NOK is selected, click OK to complete the admission.  For NOK Confirmed you will need to complete further information (see below)
2. NOK Confirmed
   
   1. Complete the NOKs Relationship to Patient field
   2. Click the Search for Next of Kin button to search for the next of kin, clicking OK if located (if the next of kin is a known patient, the demographic details will populate and select OK to complete the admission). If the next of kin is not known to the Trust, follow the steps below
   3. If the Search for Next of Kin returns no results, select Add Patient
   4. Add the gender for the next of kin
   5. Add a contact telephone number
   6. Enter the Postcode and search for the next of kin address in the same way that the patient address was located

Once all information has been entered, click OK to complete the admission