Best Practice Software

COVID-19 Vaccines and Pandemic Planning – A Retrospective

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By the time Christmas 2021 arrives, it will be roughly two years since the first appearance of COVID-19 in Wuhan. For most of us, this has been a very long, frustrating, and unfamiliar two years. But it is a time that our generation should never forget. Change – both planned and spontaneous – is always a challenge.

Many won’t be aware that planning for pandemics has been the focus of many health professionals and governments departments for decades. Way back in 2009, I was part way through my four-year term as the Mayor of Bundaberg Regional Council. While that term was such an incredibly busy time for us, I remember holding regular planning meetings in preparation for the expected arrival of Swine Flu into Australia – and subsequently into the Bundaberg region.

The things we were planning for, even in a small Regional Council in Queensland, included the logistics of setting up testing and vaccination hubs, temporary field hospitals and working out how to staff them, how to limit individuals (perhaps already infected) from entering our community and potentially spreading disease and unfortunately, planning for the inevitable need to quickly open up new cemeteries and crematoriums to accommodate casualties.

Thankfully, Swine Flu dissipated quickly and didn’t really take off in Australia. However, planning work had been going on for years because everyone working in Government Health circles knew that there would one day be another global pandemic – which due to the ubiquity of modern international travel, would spread like wildfire.

It has been fascinating watching how authorities and individuals around the world have responded, in both encouraging ways and otherwise, to this real-life global emergency. Here in Australia, and our cousins across the ditch in NZ, have been incredibly lucky to live in countries surrounded by water – creating a natural barrier to infected travellers – and with access to great technology. We are also fortunate to have universal health care systems run by skilled professions and access to a range of safe and effective COVID-19 vaccines

There continues to be a lot of debate, confusion and in some instances, hesitancy about the emergency roll out of COVID-19 vaccines. One commonly heard objection to receiving COVID-19 vaccines is that they were ‘developed too quickly’. It is important to understand that many of these vaccines have been decades in the making. In fact, some of the new vaccine technology rolled out for COVID-19 was built on research originally done for other Coronaviruses such as SARS in 2003, and MERS in 2012. Since that time, many researchers have been working on developing a more universal Coronavirus vaccine that could quickly be adapted for new variants like COVID-19.

Decisions made around the world to legislate fast-tracked testing and emergency rollout of vaccines in early 2020 would not have been taken lightly and would have been made in response to horrific scenes emerging from countries hit hardest. Tens of thousands of new infections daily, overwhelmed health services, lack of basic supplies and equipment, and the stark reality of exponentially climbing death rates.

In our corner of the world, we had a bit more time up our sleeves because decisions, while sometimes unpopular and inconvenient, were made quickly to isolate us from the potential spread of the virus. But with borders planning to reopen in the next few months, we are still quite vulnerable as vaccination rates in some areas are low.

It is so important to understand that an emergency rollout of a new vaccine does not in any way compromise the testing schedule of these vaccines. Normally, scientists would have to wait for years to secure funding to continue their work. Once COVID-19 hit, massive amounts of funding were diverted to COVID-19 vaccine research. Universities and researchers – who often worked in relative isolation – were freely sharing data, techniques, and findings to push forward their work collectively.

Approval was given to run the normal testing phases testing phases to run concurrently. Instead of waiting for Stage 1 testing to be completed and the results reviewed, approval was given to begin Stage 2 testing BEFORE Stage 1 had ended. If at any time Stage 1 failed, then Stage 2 immediately stopped and work on that particular vaccine candidate would be abandoned. Another important thing to consider is that “normal” testing of vaccines involve a limited, but “sufficient” number of volunteer recipients. At time of writing, nearly 3 billion individuals around the world are now fully vaccinated with two jabs of the most appropriate vaccine available to them, with around 7.15 billion doses administered altogether. This is a far greater number of vaccine recipients than any normal vaccine trial would need to pass the normal testing requirement. If these vaccines carried a risk of widespread and significant side effects, they would have surfaced by now.

Potential side effects are now well documented and while most are relatively minor, if reported early, even the most serious can be effectively treated – leaving recipients with few or no long term issues or concerns.  On the flip side, we are witnessing a significant shift in the number of unvaccinated people who require ICU support, and the long-term impacts of long COVID are yet to be determined.  Time will tell if those suffering long COVID will not only endure a poorer quality of life, but also a shorter life expectancy. The vast majority of COVID-19 patients in ICU today are unvaccinated and unfortunately many will subsequently die. The unvaccinated are more than 10 times more likely to die from COVID-19 (and twenty times more likely to pass it on) than those who have been vaccinated.  Sobering thoughts.

My family and I are all fully vaccinated and my elderly mum will soon be lining up for her booster as soon as she is due – followed closely by the rest of our family – not only to protect ourselves, but to reduce the risk to her and our other older and/or immunosuppressed family members and friends. 

Lorraine Quote Covid-19 Vaccine article

Advice that you receive through social media posts may not necessarily be the information you should be considering when you are weighing up your options in what may be one of the most important decisions for you, your friends and family, and ultimately – your community.

I mentioned earlier that we were incredibly fortunate to be living in Australia and NZ. The challenges we’re facing are first world problems when you compare our situation to countries who do not have the wealth or advanced health systems that we have access to. As COVID-19 continues to circulate in these poor and underprivileged communities, we will continue to see more disease, death and unfortunately the likelihood of new COVID-19 variants – perhaps becoming even more virulent than the current Delta strain. Former NZ Prime Minister Helen Clark has issued a strong statement on the matter.

COVID-19 Vaccines have a relatively short shelf life, and much of the supply we have here in Australia and NZ is starting to expire. It would be a great shame if these precious doses were wasted. So – if or when you do decide to book in and get your jab – please don’t skip the appointment. The last thing we need to see is vaccines being tossed down the sink.

Authored by:

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Lorraine Pyefinch
Chief Relationship Officer at Best Practice Software

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New Aboriginal and Torres Strait Islander Health Check Templates in Bp Premier

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Best Practice Software has now adopted the National Aboriginal Community Controlled Health Organisation (NACCHO) & RACGP recommended activities for Aboriginal and Torres Strait Islander health checks. These will take the form of health check templates, and they’ll be available in the December update of Bp Premier.

There will be five new age-based templates:

Infants and Preschool (birth - 5 years old)

Aboriginal and Torres Strait Islander Health Check Infant Template

Primary School Age (5-12 years old)

Aboriginal and Torres Strait Islander Health Check Primary Children Template

Adolescents and Young People (12-24 years old)

Aboriginal and Torres Strait Islander Health Check Young People Template

Adults (25-49 years old)

Aboriginal and Torres Strait Islander Health Check Shop Template

Older People (50+ years old)

Aboriginal and Torres Strait Islander Health Check Older People Template

These updated templates can support your team to identify patient health goals and priorities and to plan for follow up of identified health needs.

The three existing templates available in Bp Premier will remain available until March 2022 to support a smooth transition phase.

For more information, we encourage you to access the NACCHO-RACGP Resource hub which includes resources to support quality health checks.

We welcome your feedback on the updated templates.

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Bp VIP.net Knowledge Base Improvements

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There’s good news for users of the Bp VIP.Net knowledge base! A couple of months ago, the Training and Deployment team acknowledged the gaps in the online help knowledge base, and worked out a plan to fill those gaps, particularly the various claiming channels for Australian practices as they begin their preparations for migrating practices to Medicare Web Services in 2022.

We’re very happy to announce that two dozen new articles have been published to the Bp VIP.Net Knowledge Base in the last couple of weeks, with another dozen ready to publish by end November. We appreciate your patience while we improve the learning resources we offer.

To access the Knowledge Base, select Help > Online from the menu inside Bp VIP.Net and select a button or just type into the search bar to start. User feedback is welcome at any time! Just scroll down to the bottom of any article and provide your feedback in the text box provided. The documentation team regularly reviews user feedback and will action any request for new or updated information.

System Configuration and Printing

VIPServices is the scheduling service that manages investigation results and appointment book reminders for Bp VIP.Net. A comprehensive new article aimed at administrators explains how to set up, stop, and restart this service for new installations or to troubleshoot an existing practice after an upgrade. Also included is a new article on setting workstation printing preferences for letters and templates, so that users don’t have to select a printer or paper source every time they print a script or appointment list, saving valuable time. Printing preferences also include automatic settings for RSD messages in New Zealand, and automatically populating recipients for letters that are sent out with multiple copies.

Just open the knowledge base and search for ‘vipservice’ or ‘printing preferences’!

Prescribing Setup

Prescribing workflow setup and defaults have received a boost in the knowledge base, with new articles on:

  • Combining multiple medications into a single medication protocol that can be prescribed together, saving time
  • Adding a medication route not supplied with the system
  • Inserting a record for medications prescribed elsewhere
  • Saving the dosage and frequency defaults for a patient’s medication, so they do not have to be reselected when represcribed
  • Prescribing workflow preferences for prescribers.

Not to mention information on Real Time Prescription Monitoring, introduced way back in Ruby and recently updated for all Australian states in Topaz Revision 2. Get up to speed with the status of RTPM in your state!

Open the Knowledge Base and select Setup > Prescribing.

Medicare, DVA and Health Fund Claiming

End-to-end instructions for all major claiming channels for Australian practices are now live, with new Health Fund billing for No Gap, Gap, and Gap Cover claims, complete with short and sharp video tutorials. Existing guidance on Bulk Bill and Patient claims, including in-hospital procedures, has been revised and updated to the latest version of Bp VIP.Net.

Select Management > Medicare and DVA Claiming or Health Fund Claiming to access the new articles.

While you’re there, don’t forget to search for ‘mws’ to see all of our preparation materials for your migration to Medicare Web Services, which becomes compulsory for all electronic claims in March 2022. If you haven’t already, now’s the time to start registering PRODA accounts for key personnel to get ready!

Authored by:

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Jay Rose
Lead Technical & Content Writer at Best Practice Software

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Discover a Little Bit of Magic with the Bp Premier Prescribing Wizard

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The Bp Premier Prescribing Wizard might contain some hidden gems that can help streamline your prescribing process and save you valuable time during your consultations.

Let’s take a look at a few ways in which the Bp Premier Prescribing Wizard might be able to assist you in simplifying your prescribing process.

Add Favourites

Stop searching for the same medications over and over! Add your frequently used medications to your Favourites list.

You can search by Product Name, highlight medication and then click Add to favourites button. The next time you need to prescribe the medication, simply click on Favourites and your list will display.

Add Favourites Bp Premier Prescribing Wizard

Saving Dosage

If the selections you have made in this screen are likely to apply to future prescriptions of this medication, tick Save this dose as the default for this preparation.

The next time you select this medication the dosage window will automatically display with this default dosage.

Complex Instructions

Need to record additional dosage instructions?

Save time by entering the Complex Instructions and then click Store so they can be used again in future prescriptions.

Save Dosage Bp Premier Prescribing Wizard

Duration

How many times have you prescribe a medication that only needs to be taken for 5 days but the supply from the pharmacy will last 10 days?

Well as of Saffron SP2, when Once only prescription is selected, you will have the option to indicate the duration that the medication should be taken for, or to indicate that the medication should be taken until finished.

These instructions will be printed on the prescription and provide more information for your patients.

Time Saver Ticks

Haven’t recorded the Reason for Visit yet?

Use the time saver ticks on the final page of the prescription wizard to:

  • Save the reason for prescription
  • Save the reason for visit
  • Add to your diagnosis
  • Send to My Health Record
Time Saver Ticks Bp Premier Prescribing Wizard

So do yourself a favour and save yourself some time with the options available in the Bp Premier Prescribing Wizard!

If you’d like more information, visit the Bp Premier knowledge base by selecting Help > Online from within Bp Premier, and search for ‘Prescribing’.

Authored by:

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Belinda Bazant
Training Content Developer at Best Practice Software

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Inclusive Sex and Gender Standards Now Available in Bp Premier!

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As reported by AusDoc earlier this month, GPs have been advised that they must ensure a patient’s preferred pronouns are used – in the latest update to practice standards from the RACGP.

The new standards require GPs to record each patient’s gender identity, as well as the sex assigned at birth, in their patient records. GP clinics are also advised to use the preferred pronouns for their patients.

In the latest release of Bp Premier, Best Practice Software has included new fields to allow you to collect and record information about your patients’ gender, pronouns, preferred name, and sexuality. This has been done to support the RACGP’s aim to “enable general practice to be responsive to patient needs and deliver better patient outcomes.” 

Further details about the RACGP’s standards can be found at this link.

Gender Identity in Bp Premier - Improvements and Changes

Bp Premier makes it very simple to implement these extra requirements and comply with accreditation requirements. 

As of Saffron SP2, several gender identity-related improvements have been made in the word processor:

  • Pronoun fields now include the options They, Their and Them, in addition to He/She, His/Her, and Him/Her.
  • Pronoun fields will now populate from the patient’s pronoun or gender identity information in the patient demographic, if available.
  • gender identity field has been added.
  • The Preferred name field can be used to differentiate preferred name from birth (given) name.
Gender Identity in Bp Premier screenshot

Saffron SP2 also introduces the non-binary title ‘Mx’ to the Title field in the ‘New patient’ and ‘Edit patient’ screens.

In the Social and History area of a Patient Record, you can record patients’ sexuality. To do this, select the Social tab and use these fields to capture information about a patient’s sexuality, marital status, and living arrangements, such as if the patient lives alone or has a carer.

According to the advice provided by RACGP:  

Missing or misrepresented information in a patient’s health record can have substantial implications for clinical care delivery. For example, a male patient whose assigned sex at birth is ‘female’ still requires screening for female disease risk factors. If a patient’s assigned sex at birth and gender are conflated and inaccurately recorded, appropriate treatments might not be offered.

“Your practice needs to explain the reason for collecting this information to patients, so they know data are being confidentially collected for their own health outcomes, not for discriminatory or judgmental reasons … For the best health outcomes, ask for and record details about a patient’s sex, gender, variations of sex characteristics and sexual orientation separately.”

To improve the accuracy of responses when collecting relevant information from patients, the RACGP recommends the following:

  • Clearly explain to the patient why these particular questions are being asked, and how their answers will be used,
  • Use forms that allow patients to choose an option from a range of fields, and
  • Ask patients which pronouns they prefer, then document this information and use it where applicable, for example, in a referrral letter.

More Information

Authored by:

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Stephanie Beames
Training & Deployment Specialist at Best Practice Software

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Real Time Prescription Monitoring in Your State – Are You Ready?

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Real Time Prescription Monitoring (RTPM) is a clinical tool providing real-time monitored medicines prescription information for prescribers and pharmacists to support safer clinical decision-making.

The use of a Real Time Prescription Monitoring tool is mandatory in some states and it is important to check your state-based legislation to ensure you are complying with any requirements.

Currently, RTPM is available for Victorian, South Australian, Queensland and some New South Wales users of Bp Premier and BpVIP.net, with other states expected to come on board within the next 12-18 months.

For our New South Wales sites, the rollout of this initiative is starting in the Hunter New England and Central Coast regions from Monday 25 October 2021 and being rolled out into further regions early into 2022.

To access RTPM in an enabled state, users must be registered for eRx or MediSecure and have the functionality enabled via the User Preferences window in wither BpVIP.net or Bp Premier.

For further information about configuring RTPM at your Practice, visit the Bp Premier or Bp VIP.net Knowledge Base, or check out the below 3-minute clip highlighting the easy to configure steps.

Authored by:

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Jessica White
Commercial and Customer Enablement Manager at Best Practice Software

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Bp Comms and Electronic Prescribing – A Perfect Match!

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Want Some Great News?

The Department of Health (DoH) has announced an extension to their SMS subsidy funding for the electronic prescribing program until 2022!

So this means your practice can begin using eScripts and the cost is subsidised by the DoH. How exciting!

But, before you jump straight in, there is one very important step required to use electronic prescribing. Practices wanting to use the electronic prescribing program will need to sign up for Bp Comms to enable the functionality in Bp Premier.

What is Bp Comms?

If you’re new to Bp Comms, it combines the benefits of using Bp SMS and the Best Health App. Bp SMS has many features that will save you time and money:

  • Seamless integration into Bp Premier
  • Send Clinical Reminders effortlessly **
  • Send other clinical-related communications directly from the Inbox, Patient Record and Follow-Up Inbox **
  • Appointment reminders and replies to reduce “patient no shows”
  • Simple and easy to use functionality, whether sending single customised messages or bulk communications
  • Dedicated number available in Bp SMS, so patients can save it in their phone for ease of future use (applies to appointment reminders only)

** Available in Indigo SP1 or higher

How Do I Get Started?

It’s easy. Contact the friendly Best Practice sales team either by phone 1300 401 111 or email sales@bpsoftware.net to sign you up and enable Bp Comms and electronic prescribing at your practice.

Our team will take you through the process of signing up and purchasing Bp Comms credits to get started.

Bp Comms credits are flexible, tiered messaging packs with pricing starting from as low as 7 cents per message. The best part is that Bp SMS doesn’t have any subscription or annual fees! Bp Comms credits also never expire – so you’ll never find yourself in a position where you’re rushing to use your remaining messages!

There are a few steps to setting up Bp Comms and electronic prescribing for the first time in Bp Premier, but we’ve got you covered with full step-by-step articles on our Knowledge Base and Video Library

Where To From There?

Once you have Bp Comms enabled and your credits verified in your system, you can start setting up electronic prescribing. Be sure you don’t miss a step by accessing the suite of instructions on the Knowledge Base, which you can access from within Bp Premier by selecting Help > Online.

  1. Set up a Prescription Exchange Service (PES)

Whether it’s eRx or MediSecure, you will need to register and install a Prescription Exchange Service in Bp Premier.

  1. Enable Electronic Prescribing in Configuration

Follow our suite of enablement materials to configure eScript for your practice and doctors.

  1. Record Patient and Prescriber Information

Ensure each doctor’s prescribing details are recorded and set their preference to enable eScripts.

Record patient consent to receive eScripts in the Patient Demographic.

  1. Set the Patient’s Preferred Token Method

Lastly, confirm how the patient would like to receive their eScript token, whether by SMS, email or paper token.

Once you’ve completed these steps, you’re ready to start sending your eScripts!

*Conditions apply. Please refer to PBS for pharmacists – Electronic prescription fee – Services Australia for further information.

Additional Resources

Knowledge Base

Further information can be found on our Knowledge Base, which you can access from within Bp Premier by selecting Help > Online. Use the following search terms for relevant documentation on Bp Comms and Electronic Prescribing:

  • Set Up eRx Script Exchange
  • Electronic Prescribing
  • Frequently Asked Questions from Electronic Prescribing Masterclass

Vimeo Links

Authored by:

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Belinda Bazant
Training Content Developer at Best Practice Software

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Spring Has Sprung – It’s Time For a Security Spring Clean!

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Is It Time For a Security Spring Clean In Your Practice?

In 2019, Best Practice Software introduced the Bp Partner Network. The number one driver for this initiative was to improve secure access to Bp Software databases at our customer’s practices – for their safety and security and in turn, for the safety and privacy of their patients.

Since 2019, we have onboarded over 100 integrated third-party software solution vendors as Partners and we have worked hard to ensure they are businesses with appropriate privacy policies in place. Furthermore, Best Practice Software has activated role-based secure access mechanisms to ensure onboarded Partners only access the data and tables necessary to fulfill their permitted purpose. That is, they don’t have access to data, tables or write-back stored procedures not relevant to the task they perform.

How To Configure a Third-Party Integration At Your Practice:

  1. Open Bp Premier.
  2. From the main screen navigate to Setup > Configuration. The Configuration window appears.
  3. Click Database from the left hand menu and then the Setup third-party integrations button. The Setup third-party integrations window appears.
  4. Use the Search for text box to find the third-party provider.
  5. Check the box next to the third-party provider.
  6. Click Save. The third-party software will now be able to connect to the Bp Database.
Security Spring Clean Image

Do You Have Third-Party Applications No Longer In Use?

Have you changed third-party providers through the year?

Take a moment to deep clean your third-party applications with a security spring clean! To maintain the highest level of security and performance, it is just as important to off-board third-party applications no longer in use. If you are not sure what an application is or does, please check in with your IT provider or System Administrator first as they may have configured the integration for the practice.

You can offboard applications by revisiting the configuration process outlined above, offboard unused Partner applications by unticking the Partner applications no longer in use and press save. Please also consider removing the un-used software from the workstation and/or server.  Your IT provider or System Administrator should be able to assist you with this.

Want To Learn How to Add Value To Your Practice Through Integrated Third-Party Applications?

For a comprehensive list of approved Bp Partners, including insights into the Product and Services they provide, visit the Bp Partner Network website.

Authored by:

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Monica Reed
Commercial Partnership Leader at Best Practice Software

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So You Have to Call Bp Support…

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So an issue has occurred with Bp Premier, and you need to call Best Practice Software Support. Our Support team will always open with a standard set of questions when you first call, to identify your practice. Further questions will try to pinpoint which Bp Premier function was in use at the time of error, and what the user was doing.

Before you call Bp Support, there are some things you can do so you have the information Support need ready to go, including grabbing some Bp Premier and Windows log files ready to email. This can really help reduce resolution times and get your practice running again.

Mandatory Information

Support will always ask for the following information first, to ensure that we are speaking with a genuine contact at your practice:

  • The contact’s full name
  • The contact’s Job Role and contact details at the practice, including best telephone number and email address
  • Site ID
  • Version of Bp Premier installed

Select Help > About in the software to find out your Site ID and the Bp Premier version. If you click System Info in the same screen, you can also see a lot more information about the database and operating system that Support might ask about.

Running an Older Version?

If you are running a version of Bp Premier that is older than the current version (Saffron Service Pack 1), the issue may have been resolved in a later version. Select Help > Online to open the Bp Premier Knowledge Base and search for ‘known issues’ to run an eye over the most recent known issues.

Best Practice Software understands that upgrading must be planned around your practice hours and often involves expenses such as IT support. However, upgrading often is one of the best ways to resolve issues that occur, particularly performance-related issues, and also ensures your practice is up to date with the most recent developments in the industry, such as Electronic Prescribing and Active Ingredient Prescribing.

Help Us Help You

Support will ask different questions based on which function was being used when the error was generated. The areas we tend to drill down on are:

  • The database or your whole practice
  • The word processor
  • The patient clinical record
  • Check for payments and online claiming
  • The appointment book

You are likely to be asked some common questions around recent configuration activity, and the size and type of the error:

  • Have you recently run a Program Upgrade or Data Update, and if so, which one?
  • Roughly how many users were logged in when you saw the error? About the same number as logged in on a typical practice day?
  • Do you know how many patient records were open at the time?
  • Do you know how many providers your appointment book page was set to show?
  • Have you taken a screenshot of the error, if there is a Bp or Windows error message?

For a more detailed guide on what sort of information would be useful to Support based on which part of Bp Premier you were in, select Help > Online to open the Bp Premier Knowledge Base and search for ‘call support’. Our guide Managing general errors provides more information on how we drill down to identify the issue. This guide also contains resolution actions for some general issues that have been recently identified.

Gathering Logs

Bp Premier and Windows logs are invaluable to our Support team in identifying the issue. The good news is that you absolutely don’t have to be a technical wizard to get these!

This Support Guidance article explains how to download a utility that automatically extracts Bp Premier’s logs. Download the utility on the server or workstation causing the problem, run the utility, tick the items as indicated in the article, and you have a ZIP file ready to send!

This Support Guidance article explains how to obtain relevant Windows system logs that give our Support team more information about what was going on at the time of error. The instructions are very easy for anyone to follow, but your Windows user account does need permission to access the Windows Event Viewer, which may not be granted to all users. Follow the instructions on the server or workstation generating the error and you’ll get three sets of log files, which can zip up ready for emailing.

Tips for Memory Management

Finally, Support have come up with a set of recommendations for good memory housekeeping that will help prevent slowness and ‘out of memory’ issues. Just a few small daily actions can keep Bp Premier running and avoid the risk of data loss due to records closing prematurely:

  • When you save a document you know will be imported into Bp Premier, change the document format to TIFF file type rather than PDF. TIFF files (also known as TIF or .tif) utilise much less virtual memory than PDF files when stored and opened in Bp Premier.
  • Set the default document view for PDFs in the document viewer to Fit to Height.  
  • Larger PDFs of several MBs in size can be opened externally from the document viewer. This will normally open the PDF in a browser or Adobe Acrobat viewer.
  • Don’t open PDF reports in the Dr’s Inbox in the Document Viewer by double-clicking the file in the inbox.
  • Close open documents in the document viewer that no longer need to be open.
  • Shut down Bp Premier completely at the end of each day, and restart the next morning. If crashes or errors continue to occur, try closing and re-opening Bp Premier on the affected computer once throughout the day, for example, at the start or end of a lunch break.

For more information around memory housekeeping and Bp Premier, select Help > Online to open the Knowledge Base and search for ‘memory’.

Authored by:

Jay Rose
Lead Technical & Content Writer at Best Practice Software

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Supercharge Your Practice’s Front Desk with AutoMed

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The current climate has turned front desk operations at general practices into one of the most challenging jobs with reception staff, indeed the front line workers, having to deal with increased pressures including and not limited to face-to-face appointments having to be switched to telehealth at a moment’s notice, doctors intermittently working offsite, dealing with outstanding accounts caused by the change in physical patient interaction and ever-changing appointment pre-screening – not to mention the upheaval of vaccine management with its influx of new patient registrations, consent forms, waiting lists for patients, changing criteria and late stock arrivals… and then there is still the  business as usual to be taken care of.

AutoMed Systems Help Image

During these times its more important than ever to have a comprehensive, reliable suite of tools working 24/7 in the background to not only alleviate pressures, but enhance operations for the benefit of staff retention, patient experience and the practice’s bottom line.  AutoMed has a comprehensive suite of tools to assist with these very real issues facing general practices.

AutoMed’s unique booking interface allows certain appointment types to be restricted to specific session colours in Bp Premier, making the allocation of either F2F or telehealth sessions extremely easy to manage. The ability to book multiple appointments per slot has also become immensely valuable for ensuring uniform patient arrival times for vaccination clinics and indeed the correct patient to vaccine vial ratio. The additional functionality that allows the booking of up to 4 additional resources alongside the practitioner makes easy work of automating the most complex of appointment setups. 6 patients per half hour, in the Doctor’s lilac session, along with the Practice Nurse, in the Treatment Room  = Done!

Ensuring patients return to the practice for their 2nd Covid-19 vaccination has been an additional stressor for clinics, with patients either calling the practice to confirm bookings, or shopping around. AutoMed’s Auto-Dose 2 booking alleviates the pressure for the front desk, assists with session planning and is more likely to secure the patient’s return.

Digitising New Patient Registration forms and customisable, appointment specific Consent Forms has never been more valuable, and AutoMed has this covered with fully interactive digital consent forms (This is not just for Covid-19 bookings. Try it for your skin checks, or anything else really). The customisable consent forms are presented at the time of online bookings or sent via a text message when booked by reception via the Caller ID function. The secure links can also be included in Appointment Reminders. And the real beauty lies within the fact that forms save directly back to the patient’s file in Bp Premier. The entire system is based on, and uses, the appointment types that you configure in Bp Premier. AutoMed handles the Bp Premier database as the single source of data – no data is replicated outside of your Bp Premier database.

Effective time allocation has become of the essence, and we acknowledged that more could be done to assist practices with a snapshot of their appointment book to assist with proactive, rather than reactive, management. The newly released Appointment Book Audit utility in AutoMed’s dashboard is life changing for reception staff and practice managers and will become the next must-have in general practice.

There are currently 6 utility functions available:

  • Generic – shows an overview of the appointment book for any future date range. This is typically used to get a quick overview of the status of the linked eCommerce billing, missing data, TH where patients didn’t attend in the past 12 months and so on.
  • Payment Report – shows all appointment types with linked eCommerce tokens, due to be processed.
  • New Patient Report – this is where things start to get exciting! This report contains a list of all new patients due to come in, with the status of their patient registration form as well as the ability to send a text with a link, requesting the patient to complete it. All demographic data is written back to BP in real-time; with the clinical data being stored in Correspondence In, ready for the doctor to review.
  • Consent Report – this report lists all appointments that have a consent form required, with a status if it was signed, quick access to the actual document with a print function, as well as the ability to send a link on the fly to patients.
  • Missing Key Data Report – struggling with your PiPQi score? This utility will change this quickly for your practice. All patients with missing data are listed with the ability to send a link to those patients requesting the data prior to the consult.
  • Telehealth Only – the final report lists all the telehealth appointments and includes the linked eCommerce token and last face-to-face visit date, enabling clinics to review the appointments some days before the actual consult, and also to create or resend AutoMed’s built-in Video Consult links.

To learn more, register and join AutoMed’s Webinar on Thursday 28 October at 4pm Sydney time, and work through the latest features designed to transform your practice’s front desk operations.

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