Creating a request

Approximate reading time: 5 minutes

Video details

Video title: Creating a request

Video URL: Creating a request (external website)

Video duration: 06:48

Video transcript

[Background music playing]

(Male presenter)

Hello and welcome to Enable New Zealand short-term loan system.

In this session we will cover how to create a request for short term loan equipment at your hospital.

By default, when you log in the request screen will display, which is located on the dashboard section of the navigation bar.

To commence a request, click the plus sign.

For therapists who are trialling equipment with patients, and you are unsure which patient will end up with which equipment, you could create the request and record your name as the client.

Once you have assessed the patient you can then reissue the short-term loan equipment from your request to the new patient.

This action truly reflects where the equipment is and avoids your fellow therapists requesting items which are not actually available.

To select a client, click in the client field.

To search for an existing client start entering either any part of their name or NHI.

If the record does display, click on it to add it to the client field.

If the client record does not display, click the add new option.

As a minimum, complete the fields marked with a red asterisk.

These are the mandatory fields.

To record the patient’s date of birth, key-in as day, day, dash, month in letters, dash, year, year, year, year.

Alternatively, click the calendar, select the birthdate in the current year, then edit the year to that of your patient.

The address name field.

This is only used where the patient lives in a place such as a retirement village. The number and street details are entered in the address line one field.

For adding phone numbers select the type of phone from the drop-down menu. The landline phone number requires the prefix code.

Click the submit button at the bottom of the screen to save the patient record and return to your request.

This patient record will now be searchable for future requests.

The request type defines the type the patient is and sets the return date for the equipment being requested.

The default is MOH, click the dropdown menu to choose another option.

The Assessor field will default to you as the logged-on user.

 To record on behalf of another therapist, click the drop-down menu to select the correct name.

You can start typing their name to quicken your selection.

The urgency option defaults to non-urgent.

To select urgent, click on the urgency drop-down menu and select urgent.

 

What is defined as urgent and any additional actions required will be a decision made by your local DHB or hospital, for example, phone or page your health assistant or store person.

To add the items being requested, click “Add New”.

Select the category your item relates to from the drop-down list.

If you wish to reduce mouse use, you can start typing the category after clicking in this field.

When this option displays, press the tab key to move to the catalogue item field.

Select the catalogue item from the drop-down list.

You may wish to narrow down the list by typing your item in the search field.

If you know the model number type this in and it will display that specific item.

Alternatively, you can enter any part of the description, preferably something specific about it, for example searching for a walking frame.

Instead of typing in “walking frame”, type in the configuration you were looking for, FC/RW for front castors rear wheels, or the type of walking frame, gutter.

There is a general rule for the model numbers listed against the equipment.

Where the items are identified as MOH band one items the band one codes will be used for the items.

This also means these items can be transferred and replenished to long-term loan within the short-term loan system.

Items which are specified to your DHB will be identified separately, for example these items starting with “ENZ” are specific to the DHB and cannot be replenished.

The quantity at main location is the amount of available equipment within your physical hospital, for example the main store.

The quantity at offsite location is the amount of available equipment which is physically away from your main hospital, for example Motueka, Gore or Levin.

The quantity everywhere is the amount of available equipment at your DHB.

The ship to option defaults to client home. If you require the items delivered elsewhere click the drop-down menu to display the options.

Client ward, to be delivered to the ward. Please enter which ward in the delivery instructions.

Assessor, to be delivered to the therapist. Please enter where the therapist is working on the delivery day in the delivery instructions.

Pickup client, the client will pickup the item from the store. Please enter the time you were expecting the client to pickup the items in the delivery instructions.

Pickup assessor, the therapist will pickup the item from the store. Please enter the time you were expecting to pickup the items in the delivery instructions.

Here is an important thing to remember, if you have already physically issued the equipment please enter “issued” and the barcode in the delivery instructions.

To add additional items, click on “Add New”.

Where the amount displays as “0” the system will still enable you to request it.

The system will separate this item from the available items so the available items can be dispatched and the non-available items will be recorded as stock demand which can be dispatched when the item becomes available.

When you have listed all items you require click the “Save as Draft” button.

To edit the request while still in draft hover to the left of the request and click the blue dots, then click “Edit”.

Make any changes required and click “Update”.

To submit the request to the store and create a dispatch record click the “Request” button alongside your draft request.

Your request will now have a status of “Requested”.