Near Patient Testing + Drug Monitoring + Patient Safety

Support FAQs

About Neptune

Neptune is a primary care-based drug monitoring database. It highlights where patients prescribed specific drugs, have outstanding tests. Neptune provides practices with a process for producing a series of telephone lists, email or letter reminders to help practices administer drugs safely. Patients who continue not to attend are flagged up to the prescribing clinician for further review.

Neptune is commonly run by senior administration staff, who have some knowledge of drugs and clinical conditions. They should also have a working knowledge of how to get testing requirement information from your practice system and ICE.

Neptune will run on any PC running Windows 7 or above. Neptune is light on system resources and will typically run within 400MB. Neptune provides practices with the facility to print Reminder letters and lists. Please ensure the Neptune workstations are linked to the appropriate printers. Workstations must have your practice system installed on them Workstations must have internet connectivity to run updates and to allow remote help and support (TeamViewer) Workstations must be available for the whole period of the installation.

Bringing Data Into Neptune

It is likely that you have either not saved your reports in the Import Folder or that you have not saved your report as a CSV File. To check if your CSV file is in the Import Folder. Go to the desktop and open NePTune. Now open the Import Folder. Are your CSV files there? If they are not you will need to find where you saved them and copy or re-save them to the Import Folder. Look in the Import Folder and check the files saved there end with.csv If they don’t you will need to re-run and save them again as CSV files.

Before you add any drugs, remember the CCG/Neptune maintains your drug database. If the drug you want to add affects all practices, contact the CCG/Neptune support and we will add it centrally for all practise. If this is drug that only your practice wishes to monitor then click here to download and use the ‘How to Add New Drugs to Neptune’ document

Patients, Tests & Reports

Managing non-standard tests

We suggest that all non-standard tests are managed with the addition of the ‘Review’ test. This test can be added alongside any other tests or the temporary suspension of a test and will flag up in the monthly run that this patient requires review. This could be used to highlight when a test regime is to be changed or when a patient will be temporarily suspended from testing for a clinical reason. You will find the review test by clicking on the empty box below the last test. This will bring up a menu, click on Review to apply the Review test.

Add today’s date in Last Tested, then put this date and reason for the decision, with the clinician who agreed it to the Notes box on the Neptune Patient Drug Details record (See arrow). The date in Last Tested will be the start date for triggering the review e.g. 6 months from this date.
Now click ‘Update’ to save the information.

In some instances, the specialist may have requested a test that falls outside the standard shared care protocol or the practice wishes to monitor a drug. To add a non-standard test that will be monitored click in an empty cell under Test and use the drop-down box to select the test required.

Once the test is selected, click in ‘Description’ field and description will automatically fill in. Add the details/reasons for this non-standard test in the Notes box. Now click ‘Update’ on the screen to save your changes. You may also wish to add a ‘Review’ test (see above) so a review will be triggered by Neptune.

Sometimes you may wish to exempt a patient from routine testing e.g. a patient in a wheelchair for weight and height tests but you still want to review this decision and their testing periodically. To do this click in an empty cell under Test and use the drop-down box and select the ‘Review test.


Add today’s date in Last Tested, then put this date and reason for the decision, with the clinician who agreed it to the Notes box on the Neptune Patient Drug Details record (See arrow). The date in Last Tested will be the start date for triggering the review e.g. 6 months from this date.
Now click ‘Update’ to save the information.

In the Testing Requirements table, simply overtype the test period


Use the table below for values.

If a patient is on a non-standard testing regime, add the reason into the Notes box (see below), and add any time prompts e.g. change back to standard testing in June 2019.

Now add a ‘Review’ test, see section 1.10.1 for instructions. This will alert you as part of the monthly run when a patient needs to be reviewed i.e. in May monthly run so you can amend the test period ready for June.

Currently we have no export available that tells Neptune that a patient has stopped being prescribed a drug, therefore the Patient Drug Record needs to have a stopped date entered manually against the ‘Date Stopped’ field for that drug. See image.

If you wish to make new entries on new lines, rather than as continuous text, hold down Control and click enter, this will move your cursor to a new line.

We suggest that all non-standard tests are managed with the addition of the ‘Review’ test.
The reason for using this test might be that you cannot weigh a patient as they are in a wheelchair. You are choosing not to administer this test but you do want to come back to that decision periodically. The Review test allows you to do this.
This test can be added alongside any other tests or the temporary suspension of a test and will flag up the review after the time interval you set, in the subsequent monthly run. This could be used to highlight when a test regime is to be changed or when a patient will be temporarily suspended from testing for a clinical reason.
You will find the review test by clicking on the empty box below the last test. This will bring up a menu, click on Review to apply the Review test.




Add today’s date in Last Tested and type the number of days for the Review period in the ‘Test Period’ box (See Note regarding days). Now put the Last Tested date and the reason for the Review, with the clinician who agreed it to the ‘Notes box’ on the Neptune Patient Drug Details record. The date in Last Tested will be the start date for triggering the review cycle e.g. 28 days from this date.

Any tests you are suspending until Review, will need the Test Period resetting to 0 days. This will stop the routine overdue reminders. It is a good idea to add the original Test Period to the Notes you made, so you don’t have look it up if/when you choose to recommence testing.

Now click ‘Update’ to save the information.

Note: Neptune Reminders are not triggered until 14 days after the patient is due to have had the test. If you want to review the patient in 28 days exactly and have the reminder triggered then, overtype the test period with -14 days e.g.  28-14= 14days. So a test period of 14 days will flag the patient for a reminder in 28 days. IMPORTANT: If you use Review tests in Neptune Version 4, you must print the list of patients due for a reminder, as this shows you the notes. You do not want to actually send reminders out to the patient for Review but internally you want the patient to be flagged, so you can decide what you want to do.  You should remove Review patients before printing Reminder letters. See Main Manual section: Using a Printed Reminder List for Checking.

Neptune Version 5, will manage more of this process automatically. This and other changes will be flagged in the upgrade notes.

Yes, you can add tests and additional drugs and if you contact us we will be happy to show you how to do this.

You can change the wording for any test in on the Master machine that holds Neptune.
Go to the Appointment Reminder screen and click ‘Tests’



You will see the following screen;



Use the drop-down menu by ‘Name’ to find the test you wish to edit and select it


You can now overtype the text in the Letter description. Click ‘Update’ to save and then ‘Exit’ to return to the Appointment Reminders screen.
If you wish to edit the text for a code e.g. Fasting Code details, go to the Appointment Reminders screen and click ‘Codes and Defaults’



From the drop-down menu select the code you wish to edit.



You can now overtype the description. Click ‘Update’ to save and ‘Exit’ to return to the Appointment Reminders screen.

CLICK HERE to download more information on printing Reminder Letters in the ‘Neptune Printing Guide.’

We advise that you run the Amber report soon/straight after completing a Neptune Monthly run, so your data is as up to date as possible.
The CCG will request the date span that the report should cover.
Log in to Neptune as usual and from the Appointment Reminder System menu.
Click on the Amber 3 Report button.



This will open the following screen



Fill in the date span required for that Amber report, as requested by the CCG. This will extract all the data required for all drugs and all patients, the information will be anonymised.



Click ‘Export’, this will create a CSV file containing all the data, in the correct format for the CCG. You will know the report has been successfully generated, as you will see the following screen. This tells you the name of the report generated and its location. (Note the TEMP folder is linked to the Neptune ‘Reports’ shortcut in the desktop/icon folder, it is best to navigate to the report via this folder, as described below)



Now close the Neptune programme and go to the Neptune desktop icon/folder.
The Amber Audit reports (Claim and Audit) will have been generated in ‘Reports’. You may wish to look at the Audit created before sending to check it. If you want to check it simply go into the reports folder and open the CSV files.



Once you are satisfied with the Audit Report, go to your email, create and email for the CCG and attach the 2 Audit reports.
To attach the reports: Click attach, click browse. Find your Desktop, then find the Neptune Icon on the desktop, open it to find ‘Reports’ in reports you can now pick up the 2 CSVs that make up the Audit.
Send the email and your Amber Audit is complete.

We suggest that all non-standard tests are managed with the addition of the ‘Review’ test.
The reason for using this test might be that you cannot weigh a patient as they are in a wheelchair. You are choosing not to administer this test but you do want to come back to that decision periodically. The Review test allows you to do this.
This test can be added alongside any other tests or the temporary suspension of a test and will flag up the review after the time interval you set, in the subsequent monthly run. This could be used to highlight when a test regime is to be changed or when a patient will be temporarily suspended from testing for a clinical reason.
You will find the review test by clicking on the empty box below the last test. This will bring up a menu, click on Review to apply the Review test.




Add today’s date in Last Tested and type the number of days for the Review period in the ‘Test Period’ box (See Note regarding days). Now put the Last Tested date and the reason for the Review, with the clinician who agreed it to the ‘Notes box’ on the Neptune Patient Drug Details record. The date in Last Tested will be the start date for triggering the review cycle e.g. 28 days from this date.

Any tests you are suspending until Review, will need the Test Period resetting to 0 days. This will stop the routine overdue reminders. It is a good idea to add the original Test Period to the Notes you made, so you don’t have look it up if/when you choose to recommence testing.

Now click ‘Update’ to save the information.

Note: Neptune Reminders are not triggered until 14 days after the patient is due to have had the test. If you want to review the patient in 28 days exactly and have the reminder triggered then, overtype the test period with -14 days e.g.  28-14= 14days. So a test period of 14 days will flag the patient for a reminder in 28 days. IMPORTANT: If you use Review tests in Neptune Version 4, you must print the list of patients due for a reminder, as this shows you the notes. You do not want to actually send reminders out to the patient for Review but internally you want the patient to be flagged, so you can decide what you want to do.  You should remove Review patients before printing Reminder letters. See Main Manual section: Using a Printed Reminder List for Checking.

Neptune Version 5, will manage more of this process automatically. This and other changes will be flagged in the upgrade notes.

We suggest that all non-standard tests are managed with the addition of the ‘Review’ test.
The reason for using this test might be that you cannot weigh a patient as they are in a wheelchair. You are choosing not to administer this test but you do want to come back to that decision periodically. The Review test allows you to do this.
This test can be added alongside any other tests or the temporary suspension of a test and will flag up the review after the time interval you set, in the subsequent monthly run. This could be used to highlight when a test regime is to be changed or when a patient will be temporarily suspended from testing for a clinical reason.
You will find the review test by clicking on the empty box below the last test. This will bring up a menu, click on Review to apply the Review test.




Add today’s date in Last Tested and type the number of days for the Review period in the ‘Test Period’ box (See Note regarding days). Now put the Last Tested date and the reason for the Review, with the clinician who agreed it to the ‘Notes box’ on the Neptune Patient Drug Details record. The date in Last Tested will be the start date for triggering the review cycle e.g. 28 days from this date.

Any tests you are suspending until Review, will need the Test Period resetting to 0 days. This will stop the routine overdue reminders. It is a good idea to add the original Test Period to the Notes you made, so you don’t have look it up if/when you choose to recommence testing.

Now click ‘Update’ to save the information.

Note: Neptune Reminders are not triggered until 14 days after the patient is due to have had the test. If you want to review the patient in 28 days exactly and have the reminder triggered then, overtype the test period with -14 days e.g.  28-14= 14days. So a test period of 14 days will flag the patient for a reminder in 28 days. IMPORTANT: If you use Review tests in Neptune Version 4, you must print the list of patients due for a reminder, as this shows you the notes. You do not want to actually send reminders out to the patient for Review but internally you want the patient to be flagged, so you can decide what you want to do.  You should remove Review patients before printing Reminder letters. See Main Manual section: Using a Printed Reminder List for Checking.

Neptune Version 5, will manage more of this process automatically. This and other changes will be flagged in the upgrade notes.

SystmOne limits the size of a data extraction file, so for the largest practices (over xxx patients) , we have split the standard numeric report into two new numeric reports (see arrow) to allow large practices to bring in data easily. If you are not sure which you should run contact us via a web ticket for help.

Most practices will follow our standard model and use the first 4 reports (demonstrated in the training sessions, manual and videos). SystmOne limits the size of a data extraction file, so for the largest practices (over xxx patients) the numeric report needs to be split to bring in all the data required. These practices will run the split report instead of the single numeric report. There is a large practices report tick list which you can download from the website to help you too. If you are not sure which you should run contact us via a web ticket for help.

Reminders

In Version 4, we have introduced a new ‘Alternate Reminder Letters’ button to the menu. This button offers new methods for producing Reminder Letters. If you are happy using Reminder Letters, there is no need to change.

 

What does each option do?

Reminder Letters

  • Allows users to produce mixed methods for sending on a single letter, e.g. Reminder Letter 1 being produced as a split of phone list and printed letters
  • Uses Reminder letter choices set on individual patient records as default
  •  

Alternate Reminder Letters

  • Allows users to select how to produce Reminder letters at the point of production
  • Overrides Reminder letter choices on individual patient records

 

 

In Version 4, we have introduced a new ‘Alternate Reminder Letters’ button to the menu. This button offers new methods for producing Reminder Letters. If you are happy using Reminder Letters, there is no need to change.

To determine which you should use, please read the following:

Reminder Letters

Allows users to produce mixed methods for sending on a single letter, e.g. Reminder Letter 1 being produced as a split of phone list and printed letters

Uses Reminder letter choices set on individual patient records as default

Alternate Reminder Letters

Allows users to select how to produce Reminder letters at the point of production

Overrides Reminder letter choices on individual patient records

These examples may help you to decide:

Practice 1:

We will be sending letters but there are a few patients we always speak to.

This practice should use Reminder Letters and set the individual patient record for the patients they always call to telephone contact instead of letters.



Practice 2:

We want to send the less urgent letter by post but want to call patients if they are due a Reminder 3.

This practice should use Alternate Reminder Letters.

It is possible to use a combination of both and if you can’t see how to make the Reminder letters work the way you want or are unsure which to use, contact the CCG or create a web ticket. 

A Neptune run is the method by which you export patient data from SystmOne or EMIS into Neptune. Then process it in Neptune to identify patients who require test reminders.
Figure 1: illustrates how the data is allocated into a record in Neptune.

 

Fig 1:

It is essential that the data files are correct and complete (see Validating your Exported Reports to ensure data is correct), as the imported data drives the reminder process. Complete means that the imported files must cover the entire period since Neptune was last run with a 30-day overlap.

Go to the Neptune Main Menu and select ‘Reports’

On the Reporting screen, select Test Print.

The following screen will appear;

 

Select an NHS No and tick the letters you wish to test print. Click Print.

This will then allow you to select which printer to print the letter on

 

Highlight the printer you want and click “Select”. The letter(s) will now be printed.

If you have any issues with printing from within Neptune, please contact the Neptune team for help.

There is a whole section in the Main Manual and Training Videos about this, search for the video on our website for step by step instructions.

When a practice starts or re-starts using Neptune there may be a large quantity of patients who require reminding.
You may have patients that are over 60 days past the date when their next test should have been carried out, so more than one Reminder could be triggered. Therefore, to avoid this you should always work from GP Review, back down form Reminder Letter 3 to Reminder Letter 1.
Once Neptune is being used regularly the number of letters/reminders being produced will quickly reduce.
At the point where there are many reminders, we advise that the CCG is informed, and, with the lead GP, a short-term management plan is put in place.
Plans might include reducing the drug range and example of this could include not managing Warfarin via Neptune for the first 3 months. Any exclusions can be temporarily managed by manually removing them from the list of letters to be sent.
They will automatically be reapplied on the next Neptune run.
Neptune now provides a hierarchy of drugs to help you prioritise the Reminders during the set-up phase. This will be set by the CCG.

1. Log on to Neptune
2. From the Main Menu, select ‘Admin’
3. Select ‘Set Patient Data’

 

To setTelephone reminders for all patients:
4. Select the ‘Telephone Contact’ in ‘which field to set’.
5. Make sure the “Telephone contact instead of letters” box is ticked
6. Click ‘Apply’.
7. Now only phone lists will be printed for all patients.

To unset Telephone reminders for all patients:
4. Select the ‘Telephone Contact’ in ‘which field to set’.
5. Make sure the “Telephone contact instead of letters” box is un-ticked
6. Click ‘Apply’.
Now letters will be printed for all patients.

 

1. Log on to Neptune
2. From the Main Menu, select ‘Admin’
3. Select ‘Set Patient Data’
4. Use the dropdown menu at the end of ‘Selected Drug Only’ to select the drug you wish to set Telephone Reminders for.
5. Select the ‘Telephone Contact’ in ‘which field to set’.
6. Make sure the “Telephone contact instead of letters” box is un-ticked
7. Now select ‘Apply’

. Log on to Neptune
2. From the Main Menu, select ‘Reports’
3. Select ‘Letter Re- Print’
4. Select from the drop-down list of dates, which letter set/s you wish to re-print (see overleaf)

 

5. Once selected, the letter selection will list the types of letters (Rem1, 2 etc) and the quantity that would have printed, select the letter set you wish to re-print then either select Print Letters, Create PDF’s, Telephone List or Reception List.

Print Letters – This will print the actual reminder letter
Create PDF’s – This will create PDF documents of the Reminder letters
Telephone List – This will create telephone lists for the Selected reminder letters
Reception List – This will create a combined patient list of all the letters selected

When any of these except Create PDF’s is selected you will then be asked which printer to print on as follows:-

 

Highlight the printer you want and click “Select”. The printing will then start.
N.B. PDF’s are used to import back into SystmOne and to email to patients.

 

1. In the Main Menu, select ‘Reminders system’
2. Select ‘Patients’
3. This will bring up the Patient Details screen,
4. Select the Patient that requires a letter reprint, you can do this using their NHS Number or the drop-down list to find their name.

 

5. Once you have selected the correct patient, click on ‘Drug Details’ to take you that patients drug information.
6. Use the ‘Drug Abbreviation’ to pick up a drug that is overdue for testing.
This will bring up the test information for that drug. You will be able to see the letter date (if any) in the Testing Requirements grid against one or more tests and which Reminder letter it was.

7. Click on the line for the test you want to re-print the letter for, anywhere on that line is fine.

 

8. This will bring up a new button ‘Test History’, click on this button to go to the ‘Patient Test History’ screen.

 

9. On this screen, you can click on a reminder letter, these are listed in the Reminder History grid. Once you select the letter you want, then a new button ‘Reprint Reminder’ will appear.
10. Click the Reprint Reminder Button to reprint the selected Reminder letter.
11. You will then allow you to select which printer to print the letter on

 

Highlight the printer you want and click “Select”. The letter will now be printed
Note: The Reprint Reminder button will only appear once you have selected at Reminder letter.

 

When you have run a complete set of letters (your usual monthly run) you will need to import these back into SystmOne. To import your letters back, you need to set up both scanning rules and the location of the documents.

PART 1: Setting up the location of the documents
1. In SystmOne:
2. Click on ‘Workflow’, from the dropdown menu select ‘Document Management’ and then ‘Acquired Documents’, see image below.

3. Select ‘Settings’ from the onscreen menu. See arrow.

4. Go to ‘New Device’, this will bring up the following screen.

5. This creates a new device; you now need to name it. Type the following in the ‘Scanning device name’ textbox: Neptune

6. Then click the option ‘Pick up images from a folder on the PC’

7. In the ‘Folder’ textbox type the following: C:\Temp\PDFS

8. Then click OK. This will point SystmOne to the correct folder to pick up your new PDF files.

9. On the following screen, tick the box ‘Use This Device’ and then click ‘OK’.

10. You have completed setting up the location of the documents. This does not need to be repeated in subsequent months.

 

 

Now you need to set up a new scanning rule for each reminder letter.

For Reminder Letter 1:

1. Go to Setup

2. Go to ‘Referrals and Letters’

3. Select ‘Scanning Rules’

4. This allows you to set up a scanning rule that will pick up the text from Neptune letters, apply the Read Code and allocate the letter to the SystmOne patient record with the Read Code.

5. In the following window, select ‘New’.

6. On the New OCR Mapping Rule screen, in the ‘Name’ textbox type the following: NPT1. See arrow.

7. Select ‘New Category’ (see red circle) and complete the textbox with the following: NEPTUNE. Click ‘OK’.

8. Then click the + button (see green circle) to make a new phrase.

9. Fill in the ‘Phrase’ textbox with the following: Near Patient Testing ES – Level 1

Note: This must be EXACTLY the same as the Neptune letter text or it won’t be picked up in the scan.

10. Click ‘OK’.
11. Select the Red ‘R’ in the Output section, this opens the ‘Read Code Browser’ screen.

 

12. In the search box type: Near patient testing

13. Click ‘Search’. This will pick up all the codes for Near patient testing. Select Near Patient Testing ES- level 1.

14. Highlight the Read Code it brings up, click OK. It will complete the output section with the correct read code.

 

15. Now click OK to save this scanning rule

Reminder Letter 2

1. Repeat steps 1-14, however this time you need to set the rule for Reminder Letter

2. To do this you need to pick up the Reminder Letter 2 text at the following steps:

2. At step 5 fill in the ‘Name’ text box with: NPT2

3. At step 8, complete the ‘New Phrase’ textbox with: Near Patient Testing ES – Level 2

4. At step 10 on the Read Code Browser screen, select the Read Code for Near Patient Testing ES- level 2 and then click OK.

Reminder Letter 3

1. Repeat steps 1-14, however this time you need to set the rule for Reminder Letter 3. To do this you need to pick up the Reminder Letter 3 text at the following steps:

2. At step 5 fill in the ‘Name’ text box with: NPT3

3. At step 8, complete the ‘New Phrase’ textbox with: Near Patient Testing ES – Level 3

4. At step 10 on the Read Code Browser screen, select the Read Code for Near Patient Testing ES- level 3 and then click OK.

Introduction and Welcome Letter:

1. Repeat steps 1-14, however this time you need to set the rule for both these letters, the system will treat them the same (i.e. as if they are one, therefore you set this rule once and it covers both letters). To do this you need to use the text below at the following steps:

2. At step 5 fill in the ‘Name’ text box with: NPTAdmin

3. At step 8, complete the ‘New Phrase’ textbox with: Patient Testing Enhanced Services Administration

4. At step 10 on the Read Code Browser screen, select the Read Code for Near Patient Testing Enhanced Services Administration and then click OK.

You have now set up a scanning rule for the Read Codes for each of the reminder letters. These rules are now set, and this process will not need to be repeated in subsequent months.

 

You now need to set up the Letter Type, this will apply to all the Neptune letters.

1. Click ‘New’.

2. In the following screen: In ‘Name’ type Call/Recall, in ‘Category’ select Neptune, in ‘Type’- select Letter Type, in ‘Phrase’ use the + button to add the phrase Near Patient Testing.

3. In the ‘Output section’, in ‘Letter Type’ use the drop-down box to scroll down to find Call/Recall on the list of options, or if it is not there select ‘select another option’ and search for it.

4. Click OK and then OK again to complete the setup.

 

 

1. On the top menu toolbar select ‘Workflow’, then ‘Document Management’ and then ‘Acquired Documents’.

See image.

 

2. You now need to create a New Batch of letters:

3. Click ‘Scan Images’. Then select ‘New Batch’ and call it Neptune PDFs.

4. The new letters will appear in the left-hand pane.

5. Now right click on the first page of the first document in this pane and select ‘Process Patient Document’. At this point a pop-up box will appear, select ‘Process Patient Document’ and not ‘Process Patient Document (no OCR)’. Scanning will start.

6. Once the document is scanned, it will locate the text you set up in the scanning rule and highlight it in yellow. Check it has picked up the text correctly.

7. Now briefly check the left-hand pane is all correct.

8. Under ‘Sender Address’, click on the little House icon and this will complete the practice details. Under ‘Recipient Address’ click on the little face icon to add the patient details.

9. In ‘Letter Details’ change direction to ‘outgoing’

10. Now press Confirm.

11. You may need to select the ‘complete’ button to complete; it depends on how your system is set up.

12. Then click OK. This takes you back to the screen where you can pick up the next document. The one you have processed will have dropped off the screen.

13. Continue processing until all documents are in SystmOne.

Note: We suggest you check the letter is attached to the correct patient record when you complete the first one or two- just to be sure.

 

 

 

When all letters have been processed, move the PDF’s you have imported into an appropriate Archive directory. (Create the Archive folder in the PDF’s folder in C:\Temp, if it is not already there). The C:/Temp folder can be located by clicking on the Neptune icon on the desktop, then clicking on ’Reports’.

This will take you to the C:/TEMP folder. Audit results

 

When an audit report is produced Neptune will roll-back the actions to the end of the period you are reporting on i.e. any Reminder letters/ test done outside of the date period will be excluded.

All patients are assigned a unique patient identifier as part of the Audit, should the CCG request further information regarding that patient, then the unique identifier can be searched for on the Patient Record screen.

The Audit contains the following headings, data under these headings is sent as part of the audit.

Unique Patient identifier, Current Amber Medication (abbreviation), date last issued (within date range), Monitoring required, Tests required, Last tested (within date range), Reminder by (Telephone or Letter), Has Reminder been sent (Reminder level and date), Days late, should a reminder have been sent, comments (Notes).
See image.

Audit: Headings of spreadsheet

Audit: bottom of spreadsheet



The Audit determines 2 kinds of compliance, that of the practice and that of the patient.

Doing an additional run of Neptune close to the end of the audit period should give the most chance of getting patients to come in for their tests promptly. This will help to ensure highest levels of patient compliance. Of course, the outcome of this is patient dependant.

Ideally you should aim to carry out a Neptune Run on the last day of the audit date range e.g. 1/1/2017- 31/03/2017 would mean you carry out a Neptune run on the 31/03/2017, so the Reminder data will be as complete and up to date as possible for your practice. This will provide the best outcome for your practice compliance.

Neptune verifies the user logging in with their own Windows login. If you have changed your Windows login recently, then you need to login to Neptune with your new details too.

Enter your ‘User ID’ (usually your standard windows logon user@domain Name e.g. tbristow@K867578DOM), click ‘Tab’

Enter your ‘Password’ (your windows logon password) If this does not resolve your issue, please contact us for further help.

Each user when they log on to a PC has their own Desktop. We will only have set up Neptune against the 2 users we set up at the point of Installing. It is possible to alter this, but you would need to set up a ticket from the website to let us know and we would book a session to do this over TeamViewer.

When we installed Neptune at your practice, we may have left you with a USB stick with Neptune software on it. This USB stick is for Neptune staff only and can be used by us to reinstall your system in case of emergency. Non- Neptune staff will not be able to complete a Neptune install from this USB device. Really they can’t! If you need a Neptune re-install contact us via the web ticket service and support will get you back up and running quickly.

How do I know what is new in Neptune?
Our website is a great way for you to access the latest resources.

www.neptunesolution.co.uk

The Support FAQ’s offer help about any questions you may have, and the latest training materials can be found here too.

Short, easy to follow Training Videos are also available to help you to learn skills or keep up date.

There are two processes to run to keep Neptune up to date. The first is the software itself and the second are the drugs and testing requirements. The drugs and testing upgrades/patches take account of changes in drug names and shared care protocols over time. The software upgrades/patches are the way that we add features and fix any issues to the software. We call these upgrade processes ‘patches’.

The CCG sends Neptune the latest information regarding drugs and tests, we produce a new Drug Patch. The CCG notifies the practices there is a drug patch and each practice is responsible for running the update.

1. Logon to Neptune

2. From the Main Menu click ‘Admin’

3. From the following menu select ‘Drug Patch Install’.

A new screen will appear.

4. On this screen, click ‘Check & Install Drug Patches’.
In the ‘Results’ window (see red arrow), will appear technical information regarding what patches have been loaded (if any).

In the ‘Latest Notes’ window (see purple arrow), will appear the latest notes about this and or the last patch loaded.

NOTE: Please read these notes carefully as they will inform you of the changes that are coming into effect.

 

 

 

Part of the way that Neptune works is that each Patient Drug Record contains its own testing schedules for a drug, as these may have be individualised due to clinical decisions. This means that when testing times on shared care protocols are altered Neptune will continue to hold the previously held schedule, unless manually changed to the new times.

This means that when the shared care protocol test schedules are altered, you then have to check and manually change the existing individualised patient records on these Amber Drugs.

To help with this there is now a report to show all patients that are not on the Standard testing periods. Care must be taken with this report as it will also highlight those patients that are specifically not on the standard shared care protocol, but the Notes section should help you determine which are which.

From the ‘Reports’ Menu.

Select ‘Check Tests’

Click on the ‘Running man’ to run the report

Select which printer to use

Highlight the printer you want and click “Select”. The report will now be printed

For each patient that has to be amended you will need to go into that patients Drug record and amend the test schedules

 

 

If a GP is leaving your practice and there is no direct replacement. Go to ‘Patients’ on the Appointment Reminder System page. Select the GP to be removed from the dropdown menu.

 

Now click search, see red circle. This will bring up the patients that match the selected GP. For each patient record you will need to reassign the patient to another GP, click Update. To get to the next record click the ‘Next’ button, continue until there are no more records.

Now go back to the Appointment Reminder System screen and select the ‘Codes & Defaults’ option.

 

On the next screen, select GP for Code Type and then find the leaving GP details and then delete.

See image

Note: Do not delete a GP before reassigning their patients, if you have done so please create a support ticket on our website: http://neptunesolution.co.uk/contact.html so we can help you.

 

 

If a GP is joining your practice and taking over patients from a GP who is leaving.

Go to the Appointment Reminder System screen and select the ‘Codes & Defaults’ option.

On the next screen, select GP for Code Type and then create the GP’s details and then add.

See image

Now go to ‘Patients’ on the Appointment Reminder System page. Select the GP who is leaving from the dropdown menu.

Now click search, see red circle. This will bring up the patients that match the selected GP. For each patient record you will need to reassign the patient to the new GP, click Update. To get to the next record click the ‘Next’ button, continue until there are no more records.

Now go back to the Appointment Reminder System screen and select the ‘Codes & Defaults’ option.

On the next screen, select GP for Code Type and then find the leaving GP’s details and then delete.

See image



The drug database and the shared care guidelines are maintained by your CCG. If you wish to report any changes or issues with these please contact the CCG, so they can make amendments.

The CCG sends Neptune the latest information and we produce a drug patch, about once a quarter. The CCG notifies the practices there is a new drug patch is available and each practice is responsible for running the drug update.

We have provided a backup service built into Neptune to help users to back up Neptune. As you leave any the Neptune system. Neptune will prompt you to run a backup.

Simply select yes or no. If you select yes, you will be presented with a backup screen, now select Backup.

When complete, Neptune will provide you with a summary, so you can check the backup is running as expected.

There should be no items in the failed column. Now click the X in the corner to close the Backup dialogue box. When run for the first time (Version 4) the destination folder should be set according to where the backup should run to, for users with previous versions you may want to contact us to help you do this. New users will have theirs set as part of the installation

 

 

Your first point of support is always the CCG. For Leeds CCG please email: leedsccg.prescribingteam@nhs.net

You can also obtain support from our website:

http://neptunesolution.co.uk/

This site hosts our latest training Manuals and videos as well as ‘How to’ videos and FAQ’s to help users.

If none of the above solve your query, please use our support ticketing service on the website:

http://neptunesolution.co.uk/contact.html

Creating a ticket allows you to log a Neptune issue with the Support Team 24 hours a day. Please note we will respond during working hours to tickets and we will keep you up to date with the resolution of your issue by email.

For emergencies we also have a helpline which operates weekdays between 9 and 5, excluding UK Public Bank Holidays

Direct Support line on 0121 374 0069

If it is possible to fix/resolve your issue quickly, we will do this during the call or by return call. If it is likely to be a lengthier process (e.g. Neptune needs to be reinstalled) we will contact, you to book a mutually convenient date and time to carry out the process via TeamViewer (our Remote Support software).

 

 

If the practice has not run the reports and Neptune for over 60 days, the pre-set reports usually used will not cover the period missing.

If you can copy and manipulate Reports in SystmOne or EMIS, you can make a copy of the usual reports. Then edit the date ranges to cover the missing period. The date range that you use should exceed the date range you need, we recommend 30 days prior to the start date to provide an adequate safeguard.

If you are unable to edit Reports contact your appointed SystmOne or EMIS support for help.

ESC Software Ltd (providers of Neptune) are not able to make changes in SystmOne or EMIS but we are happy to advise where we can.

If you are due to have Hardware changes at your practice and this will affect Neptune, please notify us at the earliest opportunity. This would include any PC running Neptune.

In our experience, it is unlikely that a non- Neptune technician will be able to re-install and internally set up Neptune.

We are happy to work with IT Technicians, if we have some notice.

It is also worth noting that regular backups have been essential where PC’s have failed and had to be replaced. Please make sure you back up after each Neptune session.

When an audit report is produced Neptune will roll-back the actions to the end of the period you are reporting on i.e. any Reminder letters/ test done outside of the date period will be excluded.

All patients are assigned a unique patient identifier as part of the Audit, should the CCG request further information regarding that patient, then the unique identifier can be searched for on the Patient Record screen.

The Audit contains the following headings, data under these headings is sent as part of the audit.

Unique Patient identifier, Current Amber Medication (abbreviation), date last issued (within date range), Monitoring required, Tests required, Last tested (within date range), Reminder by (Telephone or Letter), Has Reminder been sent (Reminder level and date), Days late, should a reminder have been sent, comments (Notes).
See image.

Audit: Headings of spreadsheet

Audit: bottom of spreadsheet



The Audit determines 2 kinds of compliance, that of the practice and that of the patient.

Doing an additional run of Neptune close to the end of the audit period should give the most chance of getting patients to come in for their tests promptly. This will help to ensure highest levels of patient compliance. Of course, the outcome of this is patient dependant.

Ideally you should aim to carry out a Neptune Run on the last day of the audit date range e.g. 1/1/2017- 31/03/2017 would mean you carry out a Neptune run on the 31/03/2017, so the Reminder data will be as complete and up to date as possible for your practice. This will provide the best outcome for your practice compliance.

Neptune & Logging In

Neptune verifies the user logging in with their own Windows login. If you have changed your Windows login recently, then you need to login to Neptune with your new details too.

Enter your ‘User ID’ (usually your standard windows logon user@domain Name e.g. tbristow@K867578DOM), click ‘Tab’

Enter your ‘Password’ (your windows logon password) If this does not resolve your issue, please contact us for further help.

Each user when they log on to a PC has their own Desktop. We will only have set up Neptune against the 2 users we set up at the point of Installing. It is possible to alter this, but you would need to set up a ticket from the website to let us know and we would book a session to do this over TeamViewer.

When we installed Neptune at your practice, we may have left you with a USB stick with Neptune software on it. This USB stick is for Neptune staff only and can be used by us to reinstall your system in case of emergency. Non- Neptune staff will not be able to complete a Neptune install from this USB device. Really they can’t! If you need a Neptune re-install contact us via the web ticket service and support will get you back up and running quickly.

Really they can’t! If you need a Neptune re-install contact us via the web ticket service and support will get you back up and running quickly.

Keeping Neptune Up to Date

Our website is a great way for you to access the latest resources.

www.neptunesolution.co.uk

The Support FAQ’s offer help about any questions you may have, and the latest training materials can be found here too.

Short, easy to follow Training Videos are also available to help you to learn skills or keep up date.

There are two processes to run to keep Neptune up to date. The first is the software itself and the second are the drugs and testing requirements. The drugs and testing upgrades/patches take account of changes in drug names and shared care protocols over time. The software upgrades/patches are the way that we add features and fix any issues to the software. We call these upgrade processes ‘patches’.

The CCG sends Neptune the latest information regarding drugs and tests, we produce a new Drug Patch. The CCG notifies the practices there is a drug patch and each practice is responsible for running the update.

1. Logon to Neptune

2. From the Main Menu click ‘Admin’

3. From the following menu select ‘Drug Patch Install’.

A new screen will appear.

4. On this screen, click ‘Check & Install Drug Patches’.
In the ‘Results’ window (see red arrow), will appear technical information regarding what patches have been loaded (if any).

In the ‘Latest Notes’ window (see purple arrow), will appear the latest notes about this and or the last patch loaded.

NOTE: Please read these notes carefully as they will inform you of the changes that are coming into effect.

 

 

 

Part of the way that Neptune works is that each Patient Drug Record contains its own testing schedules for a drug, as these may have be individualised due to clinical decisions. This means that when testing times on shared care protocols are altered Neptune will continue to hold the previously held schedule, unless manually changed to the new times.

This means that when the shared care protocol test schedules are altered, you then have to check and manually change the existing individualised patient records on these Amber Drugs.

To help with this there is now a report to show all patients that are not on the Standard testing periods. Care must be taken with this report as it will also highlight those patients that are specifically not on the standard shared care protocol, but the Notes section should help you determine which are which.

From the ‘Reports’ Menu.

Select ‘Check Tests’

Click on the ‘Running man’ to run the report

Select which printer to use

Highlight the printer you want and click “Select”. The report will now be printed

For each patient that has to be amended you will need to go into that patients Drug record and amend the test schedules

 

 

If a GP is leaving your practice and there is no direct replacement. Go to ‘Patients’ on the Appointment Reminder System page. Select the GP to be removed from the dropdown menu.

 

Now click search, see red circle. This will bring up the patients that match the selected GP. For each patient record you will need to reassign the patient to another GP, click Update. To get to the next record click the ‘Next’ button, continue until there are no more records.

Now go back to the Appointment Reminder System screen and select the ‘Codes & Defaults’ option.

 

On the next screen, select GP for Code Type and then find the leaving GP details and then delete.

See image

Note: Do not delete a GP before reassigning their patients, if you have done so please create a support ticket on our website: http://neptunesolution.co.uk/contact.html so we can help you.

 

 

If a GP is joining your practice and taking over patients from a GP who is leaving.

Go to the Appointment Reminder System screen and select the ‘Codes & Defaults’ option.

On the next screen, select GP for Code Type and then create the GP’s details and then add.

See image

Now go to ‘Patients’ on the Appointment Reminder System page. Select the GP who is leaving from the dropdown menu.

Now click search, see red circle. This will bring up the patients that match the selected GP. For each patient record you will need to reassign the patient to the new GP, click Update. To get to the next record click the ‘Next’ button, continue until there are no more records.

Now go back to the Appointment Reminder System screen and select the ‘Codes & Defaults’ option.

On the next screen, select GP for Code Type and then find the leaving GP’s details and then delete.

See image



The drug database and the shared care guidelines are maintained by your CCG. If you wish to report any changes or issues with these please contact the CCG, so they can make amendments.

The CCG sends Neptune the latest information and we produce a drug patch, about once a quarter. The CCG notifies the practices there is a new drug patch is available and each practice is responsible for running the drug update.

We have provided a backup service built into Neptune to help users to back up Neptune. As you leave any the Neptune system. Neptune will prompt you to run a backup.

Simply select yes or no. If you select yes, you will be presented with a backup screen, now select Backup.

When complete, Neptune will provide you with a summary, so you can check the backup is running as expected.

There should be no items in the failed column. Now click the X in the corner to close the Backup dialogue box. When run for the first time (Version 4) the destination folder should be set according to where the backup should run to, for users with previous versions you may want to contact us to help you do this. New users will have theirs set as part of the installation

 

 

Accessing Support

Your first point of support is always the CCG. For Leeds CCG please email: leedsccg.prescribingteam@nhs.net

You can also obtain support from our website:

http://neptunesolution.co.uk/

This site hosts our latest training Manuals and videos as well as ‘How to’ videos and FAQ’s to help users.

If none of the above solve your query, please use our support ticketing service on the website:

http://neptunesolution.co.uk/contact.html

Creating a ticket allows you to log a Neptune issue with the Support Team 24 hours a day. Please note we will respond during working hours to tickets and we will keep you up to date with the resolution of your issue by email.

For emergencies we also have a helpline which operates weekdays between 9 and 5, excluding UK Public Bank Holidays

Direct Support line on 0121 374 0069

If it is possible to fix/resolve your issue quickly, we will do this during the call or by return call. If it is likely to be a lengthier process (e.g. Neptune needs to be reinstalled) we will contact, you to book a mutually convenient date and time to carry out the process via TeamViewer (our Remote Support software).

 

 

If the practice has not run the reports and Neptune for over 60 days, the pre-set reports usually used will not cover the period missing.

If you can copy and manipulate Reports in SystmOne or EMIS, you can make a copy of the usual reports. Then edit the date ranges to cover the missing period. The date range that you use should exceed the date range you need, we recommend 30 days prior to the start date to provide an adequate safeguard.

If you are unable to edit Reports contact your appointed SystmOne or EMIS support for help.

ESC Software Ltd (providers of Neptune) are not able to make changes in SystmOne or EMIS but we are happy to advise where we can.

If you are due to have Hardware changes at your practice and this will affect Neptune, please notify us at the earliest opportunity. This would include any PC running Neptune.

In our experience, it is unlikely that a non- Neptune technician will be able to re-install and internally set up Neptune.

We are happy to work with IT Technicians, if we have some notice.

It is also worth noting that regular backups have been essential where PC’s have failed and had to be replaced. Please make sure you back up after each Neptune session.