Why am I seeing this warning message?

Shared Admin allows separate SystmOne organisations to see each other's appointment books.

If you're reading this article, it might be because the accuRx Appointment Reminder system is seeing appointments for more than just one SystmOne organisation in your appointment book.

We've come across 2 different reasons why practices might be set up to view each other's appointment books:

  1. Practices with multiple sites that are under separate contracts

    Practices with multiple sites where 1 (or more) site is a separate SystmOne organisation (and has a separate ODS code). This is normally because the sites are under separate contracts.

  2. PCNs with separate practices working together

    Separate practices in a PCN might use Shared Admin so they can see each other's appointments for operating extended access services.

In both of these scenarios, the accuRx appointment reminder system reads the same appointments more than once (once per SystmOne organisation). Therefore, there is a possibility appointment reminders could be set up more than once for the same appointments.

There is a way to prevent this happening. What you need to be careful of will depend on whether your practice fits under 1 or 2 above.

(If your practice doesn't fit under 1 or 2, please chat to us using the green message icon in the bottom right hand corner.)

What do I need to do?

1. Practices with multiple sites that are under separate contracts

accuRx will recognise separate SystmOne organisation as separate practices. You will see separate practices when logging in here under the Manage Practice page so you'll have more than one place in accuRx where appointment reminders can be set up.

Appointment reminders may have already been set up for my practice...

  • ⚠️ If you believe appointment reminders might have already been set up for your practice but you can't see them, double check the Manage Practice page of any other SystmOne Organisations associated with your practice just in case appointment reminders have been set up somewhere else. If you don't see reminders under any of your SystmOne Organisations, see below...

Appointment reminders have not been set up already for my practice...

There's a couple of ways you can set up reminders for your multiple sites if you haven't set up reminders yet:

  • OPTION A) You can set up all of your appointment reminders for all practice sites under one of your SystmOne organisations

  • OPTION B) You can split the appointment reminders so that only the appointments under a particular SystmOne organisation get reminders sent through that same organisation in the Manage Practice page.

    When setting up appointment reminders, you are asked to choose your site locations:

  1. For option A above, you can choose all site locations. (⚠️Just make sure you do not try and set up appointment reminders again under the other SystmOne organisation in the Manage practice page.)

  2. For option B above, you should make sure you only choose the site locations which relate to the particular SystmOne organisation you are setting up the reminders for. (⚠️Just make sure each SystmOne organisation uses different site locations when setting up reminders.)

  • Why split appointment reminders across SystmOne organisations?

    You may wish to split your appointment reminders across your SystmOne organisations so the message signature (left below) and sender ID (right below) on the text reflects which SystmOne organisation the appointment sits under.

    If you're happy for all of your appointment reminders to go out under 1 of your message signatures/sender IDs then you can just set up all reminders under 1 SystmOne organisation.

    Message signature/sender ID works the same for appointment reminders as with individual text sent through the toolbar. (The message signature is taken directly from the SystmOne organisation name. Each separate SystmOne organisation can set their own sender ID under their own Manage Practice page.)

2. PCNs with separate practices working together

If your appointment book contains appointments for other practices that are separate to yours, you will need to ensure you do not set up appointment reminders for these practices.

When setting up appointment reminders, you will be asked to choose your site locations:

⚠️ Make sure any site location you choose belong to your own practice. If you see a site location of a completely separate practice in your PCN, don't select this.

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