TrakCare Guidance

Trakcare Essentials

TrakCare Training

Videos to be used as part of induction or if a refresher as needed.
TrackCare Videos

TrakCare Essentials

NB) Urgent Manual Referral : used for patients needing appointed immediately as per local agreements e.g. for drop in appliances / walking aids.

Open Appointment Letter

Patient Cancelled or Rescheduled

Return FTA

Discharges

It is the clinicians responsibility to make contact with the patient to reschedule if they feel there is a clinical reason/concern not to discharge the patient. In this circumstance RTT: Did not attend - rebook & Outcome: Re-appt should be selected.

Discharging a Patient

Discharge Letter Flow Chart

Fixing an Authorised Letter

Full AHP DC Letter Guide

Regularly check 'CS Review' and 'Clinician Approved' for letters 'In Progress' or 'Cancelled' that may still require action.

CS Review Guide

RAH Fracture & Soft Tissue Injury Clinic

Local arrangements have been agreed for the following services:

RAH fracture and STI clinic TrakCare pathway

TrackCare Staffnet page

Trakcare Landing Page

AHP TrakCare Full User Guides

Short Notice Clinic Cancellations (Sick Leave)

Short Notice Clinic Cancellation Guidance

Please note:
If leaving a message for a patient regarding cancelling their appointment, for confidentiality, the message should say:- "We are calling to cancel your appointment for X date at X time, please call ...... to reschedule".

RMC Sickness Contact Numbers
Leanne - available from 07:30 Mon – Fri 0141 532 7530
Nicole – available from 08:00 Mon, Wed & Thurs 0141 956 0855
Steven – available from 08:00 Mon, Thurs & Fri 0141 314 7187

MAPPA Alerts

MAPPA - Multi-Agency Public Protection Awareness

RMC contact Team Lead in advance if a MAPPA Alert exists on a patient they appoint.
See MAPPA MSK Guidance

TrakCare Contingency Plan

In case of any IT failure, each department should have a copy of the Contingency Plan along with 50 copies of TrakCare Downtime Blank Record Sheet.

Copies of the Generic Assessment form should also be available in the department in case ACN cannot be accessed.

Managers Guides

Correcting TrakCare errors

Deleting in progress letters

Adding alerts

TrakCare error report guide

Checking waiting list for under 14s

Running quadrant missing outcome reports

Checking WL for inappropriate F2F & appliance

OPWL Errors Examples & Answers

Virtual Patient Management

New Patient Appointments
Patients can request their new appointment to be face to face, telephone or via video.

See the MSK Physiotherapy website for the information that patients receive when opting in.

If patients request a telephone or video appointment, RMC will contact the Team Leads. An admin staff member should contact the patient and overbook the appropriate appointment to a new patient telephone or video slot.

The treating clinician will be made aware that this appointment has been booked as either a telephone or video assessment.

Return Video Appointments

When joining the MSK service you will be sent a link to access your quadrants Near Me.

Near Me can be found on NHSGGC favourites > Clinical > Near Me (Attend Anywhere)

Return video slots are built in to the background of your trak diary.

Please follow this guide if booking a return video slot.

Return Telephone Appointments

Return telephone slots are built in your diary along side face to face return slots.

If the patient has requested a telephone appointment, search for 'R MSK Telephone' to book.

Always double check the correct telephone number is recorded on Trak, and advise the patient to look for the number 0141 232 4000

A headset should be available locally to allow you to type whilst on the phone.

Use of Generic Email Address

If you need to email a patient information or exercises, ensure you are using the generic email address for your quadrant, and not your own personal NHS email address.

Instructions on how to set up found here (add link)