Admin Dashboard Functionalities

The following functionalities are implemented on the v-Consult Admin Dashboard. The Doctor or Admin can:

1. Setting opening and closing times of v-Consult.
   
2. Changing the response time of online consultations.
   
3. Updating the notification email address for online consultation requests.
   
4. Enabling and disabling the general enquiry forms.
   

Login to the Admin Dashboard

To access the v-Consult admin dashboard, contact your Practice Manager or Admin and request to be added to the v-Consult. You will receive an email with the credentials and the v-Consult Admin URL to access the Admin Dashboard.

Step 1: Click on the Dashboard URL provided in the email.

Step 2: Enter the credentials shared over email and click on login. You will be redirected to the Dashboard after successful login.

How to View Consultation Details

Step 1: Click on any consultation type you want to view from the left side menu (e.g., New Consultation). Select the request you want to view, then click the 3 dots (Menu). Select View consultation details to view patient consultation details.

How to Send Health Questionnaire via SMS and Email

Step 1: View the consultation details by following the steps above and click on the ‘Send a health questionnaire to the patient’ icon.

Step 2: Select the questionnaire you want to send to the patient and click ‘Send a health questionnaire’. A questionnaire link will be sent to the patient via email and SMS. The patient can click on the link to answer the health questionnaire.

How to Request Additional Patient Information via SMS and Email

Step 1: View the consultation details and click on the ‘Ask a question for more information’ icon.

Step 2: Type the question you want to send to the patient and click ‘Ask question’. A link will be sent to the patient via email and SMS, which they can click to answer it.

How to Send Advice and Guidance via Email

Step 1: View the consultation details and click on the ‘Provide advice and guidance’ icon.

Step 2: Enter the advice and guidance you want to send to the patient. You can also send files to the patient using the ‘upload file’ section. Click ‘Send’. An email will be sent to the patient’s registered email address.

How to Add a Note to the Online Consultation Request

Step 1: View the consultation details and click ‘Add note’ icon.

Step 2: Enter the details you want to make a note of related to the request and click on ‘Submit note’. No email or SMS will be sent to the patient. This will be kept as a reference for the consultation request.

How to Delete and Restore a Consultation Request

Step 1: View the consultation details and click on the 3 dots (Menu) and select ‘Mark as deleted’. Confirm in the next pop-up screen and the request will be deleted. No email or SMS will be sent to the patient.

You can view the deleted requests in the ‘Deleted consultation’ from the left side menu.

You can also restore the deleted request. Select the request which you to restore from the Deleted consultation request list. View the request and click on ‘Restore’.

How to Reject a Duplicate or Incomplete Consultation Request

Step 1: View the consultation details and click on the 3 dots (Menu) and select ‘Mark as rejected’.

Step 2: In the next pop-up screen, select the reason for rejecting the request.

In case, it’s a duplicate request, the status of the request be marked as ‘Rejected – duplicate request’. No email or SMS will be sent to the patient.

In case it’s an incorrect or incomplete request, the status will be marked as ‘Rejected – incorrect or incomplete request’. Also, an email will be sent to the patient informing them about the same.

You can also restore the rejected request. Filter the rejected requests by using the Status filter. Select the request you want to restore. View the request and click on ‘Restore’.

How to Close a Consultation Request

Step 1: View the consultation details and click on the 3 dots (Menu) and select ‘Mark as closed’. Confirm in the next pop-up and the request will be Marked as Closed.

NOTE: The closed marked as closed are synced with the patient’s record in SystmOne or EMIS Web.

You can also restore the closed request. Filter the closed requests by using the Status filter. Select the request you to restore. View the request and click on ‘Restore’.

How to Change the Practice of the Consultation Request (Available ONLY in Case of Multiple Practices in a Location)

Step 1: View the consultation details and click on the 3 dots (Menu) and select ‘Change practice’.

Step 2: In the next pop-up, select the practice from the dropdown values and click ‘Save’.

How to Download Consultation Details in a PDF Format.

Step 1: Click on any consultation type which you want to download from the left side menu (e.g., New Consultation). Select the request which you want to download as a PDF, then click the 3 dots (Menu). Select ‘Download consultation pdf file’ to download the request.

How to View Inbox (All Types of Online Consultation Requests at One Place)

Step 1: Click on the Inbox from the left-side menu. Here you can see all types of online consultation requests submitted in one place, instead of navigating through the different options under Online Consultation. You can use the filters to filter out the types of requests submitted and perform the required action.

How to Send Bulk SMS Messages

Step 1: Click on Bulk SMS under Patients and click ‘Send bulk SMS’ toward the right.

Step 2: Select the SMS Template and enter the patient mobile numbers separating each mobile number with a comma in the ‘Enter participant mobile numbers’ field. You can also upload the Excel file which has the patient names and mobile numbers (you can download the sample Excel file for your reference). Click ‘Add list’ after adding the mobile numbers.

Step 3: Click on Send SMS to send it to all the patients.

How to Schedule Bulk SMS Messages

Step 1: Click on Bulk SMS under Patients and click ‘Send bulk SMS’ toward the right.

Step 2: Select the SMS Template and enter the patient mobile numbers separating each mobile number with a comma in the ‘Enter participant mobile numbers’ field. You can also upload the Excel file which has the patient names and mobile numbers (you can download the sample Excel file for your reference). Click ‘Add list’ after adding the mobile numbers.

Step 3: Click on Schedule SMS. In the next pop-up screen, select the scheduled date and time to trigger the SMS notifications to the patients. The SMS notifications will be sent to the list of patients on the scheduled date and time specified.

How to View and Download Predefined Reports

Step 1: Click on Reports from the left side menu. Click on the 3 dots (Menu) of the report which you want to view and select view.

Step 2: You will be able to view the report on the next screen. To download the report, click on any of the 2 icons on the top right to download the report in either Excel or PDF format.

 

How to View Analytical Reports of All Consultation Requests in Bar and Pie Charts

Step 1: After you login to the v-Consult, you will be landed on the Dashboard page. You can also click on Dashboard from the left side menu to access the analytical reports.

Step 2: By default, it will show the current week’s data. If you want to view the analytical report of some other dates, you can use the filter custom dates as well by clicking on Custom. Enter the dates and click on Submit.

How to Download Analytical Graph Data into a File

Step 1: To download, click on the three bars towards the right of the chart which you want to download. Select your preferred downloaded file type (e.g., - Download XLS).

How to Schedule v-Consult for Temporary Closure

Step 1: Click on Temporary closure under Settings from the left side menu and click ‘Add temporary closure’ towards the right side.

Step 2: Fill up the dates and enter the message you want to display to the patients during the bank holidays or during the temporary closure of v-Consult. Click Save temporary closure.

How to View General and Admin Enquiries

Step 1: Click on any general enquiry which you want to view from the left side menu (e.g., New Patient Registration Adult). Select the request which you want to view, then click the 3 dots (Menu). Select View form to view the general enquiry form.

How to Set Opening and Closing Times for v-Consult

Step 1: Click on Site configuration under Settings from the left side menu and scroll down to the ‘Business Hours – Opening and Closing Time’ section.

Step 2: Enter the opening and closing times of the practice. Also update the Temporary closure message, which will be displayed to patients during the time of the day when v-Consult is not available for the patients to submit any requests. Scroll down at the bottom of the page and click ‘Save site configuration’.

How to Change the Response Time of Online Consultations

Step 1: Click on Site configuration under Settings from the left side menu and scroll down to the ‘Online Consultation Response Time in Days’ section.

Step 2: Enter the day(s) and scroll down at the bottom of the page and click ‘Save site configuration’.

When a patient submits any of the online consultation requests, they will be notified about the same number of days it might take for the GP practice to respond to their requests.

How to Update the Email Address for Notification of Any Types of Online Consultation Requests

Step 1: Click on Site configuration under Settings from the left side menu and scroll down to the ‘Online Consultation Email Notification Settings’ section.

Step 2: Enter the email address which will be notified of the respective online consultation requests being submitted. Scroll down at the bottom of the page and click ‘Save site configuration’.

How to Enable and Disable the General Enquiry Form for the Patients

Step 1: Click on Site configuration under Settings from the left side menu and scroll down to the ‘General and Admin Enquiry Forms’ section.

Step 2: Select the value as Yes if you want this form to be available to the patients. Select No, if you don’t want the patient to submit that request. Scroll down at the bottom of the page and click ‘Save site configuration’.

How to Enable and Disable Practice for Patients and Admins

In case you want to stop the incoming requests from the v-Consult, you can choose to make the practice unavailable only for the patients. The admin dashboard will still be available for the admins to process the existing requests. To do so, follow the below steps.

Step 1: Click on ‘Practice’ under Settings from the left side Menu.

 

Step 2: To disable the practice for patients, click on the switch below Patient.

Step 3: Confirm in the next pop-up. The practice will be disabled for the patients, but not for the Admins.

Step 4: To enable it, again click on the same switch and confirm in the next pop-up screen.

NOTE:

·      At all times, at least 1 practice should always be enabled for the admins.

·      In case of multiple GP Practices in a location, if a practice has been disabled for the admins, then it will also be disabled for the patients. Meaning when a patient is trying to submit a request at the disabled practice, the practice name will not be available in the Select practice dropdown field. Also, the admins will not be able to see any requests of the disabled practice.

How to Manage Roles and Permissions

At first, some default roles will already be created. You can choose to edit the existing roles or create a new role. To create a new role,

Step 1: Click on ‘Role management’ under Setting from the left side menu. Click on Add role from the top right side.

Step 2: Enter the Name of the role and select the permission which you want to provide. 

Step 3: Scroll to the bottom of the page and click Save role. The role will appear in the Role list.

Step 4: You can edit or delete the role by clicking on the options available under Menu.

How to Manage User Access

At first, a few users will be provided access to the admin portal by the Capri team. The user’s name and role are to be provided by the end user. After going live, the end users can also manage the user access from the admin dashboard. Follow the steps below to provide access to a user. 

Step 1: Click on User management under Settings on the left side menu. Then click on ‘Add user’ from the top right side.

Step 2: Fill up the user details. Select the Role to be assigned to the user. Enter the duration of the access by entering the Start date and End date. You can set up a password for the user, which the user can change later by using the ‘Forgot Password’ option on the login page.

Select the practice name for which access needs to be provided to the user (Applicable ONLY if multiple practices in a location).

After filling up the form, click on Add user.

Step 3: An email will be sent to the user’s email address with the login credentials and URL to the Admin Dashboard.

Step 4: We can change the user access by clicking on the 3 dots (Menu) and selecting Edit.

Step 5: To temporarily revoke access of the user, we can use the button under the Status column to activate or inactivate the access of the user.

Step 6: To permanently remove access of the user from the v-Consult, click on the 3 dots (Menu) of the user you want to remove and select Delete. Confirm in the next pop-up. 

How to Enable or Disable Browser Notifications

Whenever a new request is submitted by the patient, you can opt to receive browser notifications. To enable or disable browser notifications, follow these steps based on your browser:

1. Google Chrome

• Enable or Disable:
1. Open Chrome and click on the three-dot menu in the upper-right corner.
2. Select Settings > Privacy and security > Site Settings.
3. Scroll to Permissions and click Notifications.
4. Choose whether to allow or block sites from sending notifications. Here, you can also manage individual site settings.

2. Mozilla Firefox

• Enable or Disable:
1. Open Firefox and click on the three horizontal lines (menu) in the upper-right corner.
2. Go to Settings > Privacy & Security.
3. Scroll down to Permissions and locate Notifications.
4. Click Settings next to Notifications, where you can allow or block specific sites or disable notifications altogether.

3. Microsoft Edge

• Enable or Disable:
1. Open Edge and click on the three-dot menu in the upper-right corner.
2. Select Settings > Cookies and site permissions.
3. Scroll down and click Notifications.
4. Toggle to allow or block notifications. You can also manage permissions for individual sites here.

4. Safari (Mac Only)

• Enable or Disable:
1. Open Safari, go to Safari > Preferences > Websites.
2. Select Notifications from the left sidebar.
3. Adjust notification permissions for individual websites by selecting Allow or Deny.

5. Opera

• Enable or Disable:
1. Open Opera and click the Settings gear icon.
2. Go to Advanced > Privacy & security > Site Settings.
3. Select Notifications and choose to allow or block sites from sending notifications, with options for individual site permissions.

After making adjustments, most browsers will save these changes automatically.

How to Integrate v-Consult consultation requests with SystmOne and EMIS Web

To integrate online consultation requests with SystmOne or EMIS Web, install and setup CINE in one of the system at the GP practice following the CINE Installation and Setup Guide. 

Important Notes:

• CINE and PMS (SystmOne or EMIS Web) must always be active and logged in to maintain synchronisation.
• If either system is inactive, the sync will not work.

 Capri Support Team Contact Details:

📧 Email: support@caprihealthcare.co.uk
📞 Phone: 0330 133 4047
🕘 Support Hours: Monday to Friday, 08:00 - 17:00 (UK Time)