Pathology Department

Sunquest ICE GP Order Communications User Guides

GP PRACTICE

USER GUIDE

FOR

InPS Vision
& Sunquest ICE

MI-IT-MT-ICEVISION-GP User Guide Final Version 2.2 Date: 08.01.2014

Author: carol.powell
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 Sunquest ICE GP Order Communications User Guides

CONTENTS

CONTENTS ..................................................................................................... 2

1. Making the First Request from VISION ................................................. 3

2. Placing a Request ................................................................................... 4

Navigating Around the Test Request Screen ............................................ 4
ICE Test Request Screen ......................................................................... 5
Selecting a Test ........................................................................................ 6
Searching for a Test ................................................................................. 8

3. Completing a Request ............................................................................... 9

4. Printing a Request ................................................................................... 13

Printing a Label ....................................................................................... 13
Printing a Form ....................................................................................... 14

5. Collecting a Specimen at Phlebotomy ................................................ 15

1. Single Discipline Requests .............................................................. 15
2. Multiple Discipline Requests ............................................................ 16

6. To Add or Delete Tests ......................................................................... 17

7. Viewing a Patient Report ......................................................................... 18

8. Downloading Hospital Reports ............................................................... 22

Appendix A – Setting Up Label Printers (Brother QL Series) .................. 23

Driver Download ..................................................................................... 23
Amending the Printer Settings ................................................................ 23
Install the ActiveX Component ................................................................ 24

Appendix B – FAQs ..................................................................................... 26

MI-IT-MT-ICEVISION-GP User Guide Final Version 2.2 Date: 08.01.2014

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1. Making the First Request from VISION

1. Find the patient within VISION in the usual manner
2. Enter the consultation screen
3. Select ADD from top menu bar
4. Select Requests from drop-down list
5. Select Electronic requests
6. The following screen appears asking for a username and password.

7. Enter your username and password – this is obtainable from your

Practice Manager and has been issued by MTW Pathology
Once this password has been accepted you will not be asked for
this again.
8. Internet Explorer opens and the ICE request page is displayed

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2. Placing a Request
1. Find the patient within VISION in the usual manner
2. Enter the consultation screen
3. Select Add from top menu bar
4. Select Requests from drop-down list
5. Select Electronic requests
6. The electronic test requesting screen appears (see above)
7. Click on OK
8. Internet Explorer opens to display the ICE request page. Patient
demographics are automatically transferred from VISION to ICE

Figure 1 ICE Test Request Screen

1. Patient
4. Test details
panels

2. Tests
5. Test
pages

6. Search
button

7. Continue 3. Last 5
with request Requests
button

Navigating Around the Test Request Screen

1. Patient Details -these are pulled from VISION
2. Tests – click on the test name or tick box to select a test
3. Last 5 requests – details of the last 5 requests made for this patient on
ICE.
4. Test panels – designed for GP, Practice Nurse, Midwife and
Reception. These display the commonly requested tests from Primary
Care
5. Test Pages – designed to display additional tests that can be
requested for each pathology discipline
6. Search button – for use if you cannot find a particular test
7. Continue with request button – click on this to move to next screen

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There is also a Services menu bar which will allow you to navigate around the
ICE environment. This will allow you to view reports & previous requests for
individual patients & for the practice, depending on your permissions level.

ICE Test Request Screen

The ICE test request screen is composed of 3 different areas

1. Headers
These are headers for a group of related tests

Figure 2 ICE Header

2. Individual Tests
These are individual test that can be selected by clicking either on the test
name or in the tick box.
Hovering over the test name will highlight any help text that has been
associated with that test. This will be displayed in a yellow banner.

Figure 3 Individual Test

3. Test Collections
These are collections of related tests. Selecting a test collection will take you
to another screen with a list of the individual tests from which you can make
your selection

For example – Selecting a Urine test collection under the Microbiology header
will present you with the following screen

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Figure 4 Test
Collection

You may then select the individual test required from this screen.

Selecting a Test

Once you have selected a test the following may occur:

1. Nothing – A tick appears beside the test. You must then click on the
Green Continue with request button at the bottom left-hand corner of
the screen

2. A pop-up box requesting more information will appear. This is

particularly for Microbiology requests. These questions have been
designed to gather as much information as possible & reduce the
requirement for free-texting.

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Figure 5 Further info pop-up box

3. For time restricted tests a warning box will appear stating that the test
has been previously requested with the opportunity either to continue
with the request or to delete the request. If this test has a result from a
previous request you will be given the option to view that result

Figure 6 Warning box

Clicking on the date/time of the previous request will display any reports that
are available for that test.

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Searching for a Test

The majority of tests requested in General Practice can be found either on the
user panels (arranged horizontally across the top of the request) or on the
discipline specific pages (arranged vertically down the left-hand side of the
request)
If you cannot find a particular test on any of the test pages you can use the
search facility.
The Search button is found at the bottom of the horizontal tabs. Clicking on
this brings up the search function. Type in the test you wish to find (limit the
number of characters to 3 to take account of any spelling anomalies) and then
click on the Search button (you may need to scroll down the page to find this,
depending on your screen resolution).
A list of tests will appear that you can then select in the usual manner.

Figure 7 Using the Search

Function

If you cannot find the appropriate test please telephone the laboratory and ask
to speak to a senior scientist.

Clinical Biochemist: 01892 35913

Blood Science Lab: 01622 24460 & ask to speak to a senior scientist

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3. Completing a Request
1. Select all the tests you require for the patient
2. Click on the Green Continue with Request button
3. You are now presented with the Request Details Screen

Figure 8 Request Details Screen

Left-hand Side of the Screen

Here you find the requestor details
• User – this will be pre-populated with the user making the request
• Bleep/Contact No – This can be entered if required. However it will be
mandatory if the ‘Please Telephone Results’ box is ticked or the
priority is Urgent
• Requesting Consultant/GP – This will be automatically completed if
you are ordering in your own right. If you are placing an order on
behalf of another user you will need to select that user from the drop-
down list
• Location – This will be automatically completed with the Practice
name.
• Global Clinical Details – This is an area where you may type in any
further information that has not been previously captured. This is a
non-mandatory field and will take up to 100 characters. However,
please be aware that the Laboratory system can only accept the first 35
characters!
• Category – Please select either NHS or Private

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Right-hand Side of the Screen

Here you will find the specific order details for each of the laboratory
disciplines

Figure 9 Order Details

There is a choice of 3 collection options available at this stage of the

requesting process.

1. Postpone Sample: To be collected at phlebotomy

Selecting this option will postpone the completion of the request until
the phlebotomist has collected the sample. Selecting this option
overrides any defaults

2. Collect Sample Now

This is the default option for specimen collection at the time of
consultation.

This will print a form and a label for Microbiology, Cellular

Pathology, Cytology & Blood Transfusion requests
This will print only a label for Haematology, Biochemistry &
Immunology requests
The date/time collected will be printed on the label

3. Patient to Collect Sample

To be used when the patient will collect their own sample (eg urine,
stool)
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This will print a form and label

The date/time collected will not be printed on the label & will need to be
added by the patient once the specimen has been taken.

NOTE: Pathology at MTW NHS Trust has taken the decision not to have
physical request forms for Haematology, Biochemistry & Immunology
samples.

Postponed Request Summary

If your patients wish to have a form to take with them to phlebotomy you may
select the ‘Print a postponed request summary for this order’ option

Figure 10 Postponed request summary

A sheet of A4 will print with the patient details and tests requested with a large
box for additional, hand-written, information.

Accepting the Request

Once the order details have been completed for each discipline there are 3
further options:

Figure 11 Accepting the Request

1. More Tests – Click on this to select more tests

2. Accept Request – This completes the request & takes you to the
printing screen
3. Review – Allows you to review the tests requested on a summary
screen. This will also allow you to view the specimen containers
required for the tests by showing a print preview of the label as follows:

• Select Review
The review screen appears

MI-IT-MT-ICEVISION-GP User Guide Final Version 2.2 Date: 08.01.2014

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Figure 12 The review Screen

• Select Print Preview

A print preview of the specimen label appears with details of the
sample container at the top left hand corner of the label. Note that
there may be a number of preview screens on different pages as
shown below:
Figure 13 Review Screen Pages

• Once the container types have been noted you may return to the
request by selecting the Proceed with Request button

Figure 14 Return to Accept Request

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4. Printing a Request
Printing is dependent upon the specimen collection option that has been
selected.

1. Send Patient to Practice Phlebotomist

No print. Selecting this option will override all defaults

2. Collect Sample Now

Label only prints for Haematology, Biochemistry & Immunology
requests
Label and form print for Microbiology, Blood Transfusion, Cellular
Pathology and Cytology
Date & time of collection prints on the label & form

3. Patient to collect sample

Label & form will print.
The date & time of collection will need to be written on the label & the
form by the patient.

Printing a Label
The following screen will appear

Figure 15 Label Printer Options

• Select the printer named *IcePath* to print locally

• Select the printer named *IceRecep* to print to a shared printer (often
located at reception)

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Printing a Form
When printing a form a Windows printer box will appear.
Select the A4 printer you require from your Practice list

Figure 16 Form Printing Options

Once printing is complete you will be asked to click on a Proceed button to

complete the transaction and return to VISION

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5. Collecting a Specimen at Phlebotomy

1. Single Discipline Requests

1. Log on to VISION and select the patient

2. Select the Journal option
3. Click on the appropriate test for collection
4. Right click on the request
5. Select Edit from drop-down list – the Vision Request box appears
6. Select Order from the task bar of the Request box – the Electronic
Order update sample box will appear
7. Click on OK
8. You will now enter the ICE Request Completion Summary Screen

Figure 17 Request Completion Summary Sheet

9. Check the bottles required and prepare them ready for use
10. Check patient details with patient
11. Collect blood
12. Click on Accept Request
13. Print labels by selecting the appropriate printer
14. Click on Proceed – you will now be transferred back to Vision
15. Attach labels to bottles. Make sure that the label is attached
lengthways along the bottle and is tight up against the lid (without
actually sticking to it)

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2. Multiple Discipline Requests

Each pathology discipline (Haematology, Biochemistry, Microbiology etc) is

set up in ICE as an individual Provider. This will mean that requests for blood
tests, for example, for Haematology and Biochemistry are treated by ICE as
separate requests on one order.

1. Log on to VISION and select the patient

2. Perform steps 2 – 7 above
3. A list of samples to be taken appears

Figure 15 - Multiple Discipline List of requests

4. Note the tests requested and prepare the correct bottles

5. Select the first test
6. Check patient details with patient
7. Collect blood in all bottles
8. Click on Accept Request to print labels for first test
9. Once this label has printed, click on the Services menu
10. Select Patient Sample Queue from the drop down list
11. Repeat as required for the number of requests placed
12. Once all labels have printed Click on Proceed to return to VISION
13. Attach labels to bottles as above

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6. To Add or Delete Tests

Once you have made an electronic request in ICE, you may add or delete
tests up to the point of specimen collection. Any changes made to a request
in ICE will be written back to VISION. However, if a request is amended or
deleted in VISION, this is not updated in ICE.

Add/Delete Tests in ICE

1. Select request in VISION
2. Right click and select EDIT from drop-down list
3. Select OK – note that the Select Service field on the Electronic test
requesting screen shows Update Test
4. Select Patient request list from the services menu – a list of requests
appear for the selected patient
5. Check the status of the test you wish to update
• POS – specimen yet to be collected
• REQ – specimen collected
• REC – specimen received in laboratory
6. Highlight the test required for updating
7. Left click
8. Select EDIT to add another test or DELETE to delete the test

NB Once the specimen has been collected it is advised that you contact
the laboratory to discuss the addition of any other tests to the request.

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7. Viewing a Patient Report

Reports may be viewed in VISION in the normal manner. However, ICE will
also display reports generated in the hospital in addition to those tests
requested at the surgery. These can then be downloaded, at the GPs
discretion, into the GP electronic patient record to provide a complete
pathology record.

1. Select patient in VISION

2. In consultation manager select ADD – REQUESTS – ELECTRONIC
REQUESTS
3. From Select Services box select Patient Report List by using the
drop-down arrow
Figure 19 Select Service

4. Click on OK
5. The Patient Report list appears showing all the reports available for the
selected patient

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Figure 20 Patient report list

The reports can be filtered using the search fields at the top of the screen.

6. Click on the report you wish to view

7. The full report is displayed

Figure 21 Full report

The following options are now available:

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• The < and > buttons allow you to move to earlier or later reports for the
same test
• The cumulative button allows you to view the cumulative results for
the selected patient
Figure 22 Cumulative results for a FBC

This screen displays the patient’s results in chronological order. Using the <
and > buttons allows you to scroll from left to right across the page to view
more sample dates.

• Clicking on a selected test in the left-hand column will display a

summary window of the results for that test

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Figure 23 Test result summary

window

• Clicking on the graph box in the summary window will display a graph
of the results for that test. The reference ranges are shaded green

Figure 24 Test result graph

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8. Downloading Hospital Reports

As stated previously, Hospital generated pathology reports can be
downloaded from ICE into the GP system. The patient report screen will
display a Download button on the right-hand side of each report. Clicking on
this will mark the report for download and it will be queued for the next
scheduled PMIP run.

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Appendix A – Setting Up Label Printers (Brother QL

Series)
The printer set up must be performed for each PC that will be used for ICE,
and the ActiveX component must be installed.

Two printer names will be used

• IcePath1 for local printing where the label printer is attached to the PC
• IceRecep1 for use as a shared printer. This will be located at the
surgery reception desk

Driver Download
Download the latest label printer driver either
• From the Brother website or
• From the GP practice server or
• From the CD in the printer box – this should be the last option as it may
not be the latest version

After downloading the drive, install by either

• Double clicking on the exe file or
• Using the .MSI Microsoft Install file

Local Printer – You will now be instructed to plug in and switch on the local
printer

Shared Printer – Go to Start – Settings – Printers & Faxes

In Printers & Faxes:
1. Add printer

2. Select Network printer/attached to other computer

3. Click on Next

4. Find printer using directory

5. Select printer & click on OK & complete the wizard

Amending the Printer Settings

This must be performed on each computer with a printer attached.

1. Find the printer in Printers & Faxes

2. Select the printer

3. Click on Properties
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4. On the General tab change the name of the printer

• IcePath1 for local printer
• IceRecep1 for shared printer

5. Select Printing Preferences button

6. Change paper size to 50mm wide, 33mm long, 3 mm feed & portrait
orientation

7. Click on OK

8. Select Advanced

9. Click on Printing defaults

10. Make same changes as 6 above

11. Click on OK

12. Click on OK

Shared Printer

1. Select the correct printer

2. In Properties

3. Click on Sharing tab

4. Select Share this printer

5. Type in share name (IceRecep1)

6. Select List in directory

Install the ActiveX Component

In the address bar of Internet Explorer type https://mghgpoc01.admtw-

tr.mtw-
tr.nhs.uk/icedesktop/dotnet/icedesktop/printmanager/scriptxinstall.aspx

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If the component has already been installed then you will be presented with
this screen and you need go no further:

If it has not yet been installed, then follow the instructions from this
screen and accept the default at all the prompts:

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Appendix B – FAQs
1. What about the District Nurses?

The District Nurses are to continue using the pre-ICE system until such
time as either they, or the practice, feel that the ICE requesting system
is preferable.

2. What if I can’t collect the sample at phlebotomy?

It is suggested that the samples are collected before labels are printed.
If the sample cannot be collected and the patient must return for
phlebotomy the sample is not updated at this point and will remain at
the POS (postponed) stage until successful collection.
If the labels already been printed and collection is unsuccessful, it is
suggested that this is noted in the GP system.

3. What about patients that must be sent to the hospital for

phlebotomy?

Print a ‘Postponed Summary Request Sheet’ for the order and give this
to the patient to take to the hospital phlebotomy clinic. This will provide
the hospital phlebotomist with all the information they require

4. What about patients that arrive for phlebotomy with a hospital

request form?

Collect the sample but do not add the request to the GP system. Put
the sample and the form in the red sample collection box and send to
the lab.
You will need to hand-write the patient details on the specimen
container

5. What happens when the computers go down?

If the ICE system goes down you will need to revert back to ordering
and collecting the tests using the pre-ICE system.
If the GP system goes down and you cannot access the patient record,
please use the manual Kent Pathology Network request forms.

Computer failure may cause a major problem for phlebotomy clinics

and these may need to be postponed.

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In the case if ICE failure contact the Pathology lab at Maidstone

Hospital

6. Where can I get replacement labels for the label printers?

The replacement Brother QL printer labels can be found on Amazon

Brother DK-22223 - Thermal paper - Roll (50mm x 30.5 m)
or from wherever you can get the best price.

7. Do I have to take responsibility for the results of a hospital

request that I have downloaded into my GP system from ICE if I
have not made the request?

ICE offers the benefit of allowing GPs to download hospital pathology

reports into the GP system to maintain a complete pathology record for
the patient. It is the opinion of the Pathology department at MTW NHS
Trust that responsibility for dealing with pathology reports lies with the
original requestor, or a designated colleague. The ability to download
these reports is for information only.

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