Meddbase Glossary

Article author
Sebastian Hansen
  • Updated

What is the purpose of the article?


To provide a comprehensive list of definitions of key terms used on or relating to Meddbase. 

 

How does it help?


By providing definitions and further resources to an A-Z list of commonly used terms in Meddbase. If any words or phrases sound unfamiliar then this article will provide context and guidance.

 

Contents


A - B - C - D - E - F - G - H - I - J - K - L - M - N - O - P - Q - R - S - T - U - V - W - X - Y - Z 

 

A

Absence
A period of time that can be recorded as an absence for a patient / employee in Meddbase. This includes the ability to record a start date, estimated return to work date, actual return date and reason.
An absence can be viewed and updated by an authorised user in the Occupational Health Portal.
Created and viewed in Meddbase via Patient > Find Patient > Patient Record > Absences (in Actions panel).
Viewed and updated in the Referral Portal via Absence Management.
Absence Reason
A configurable value for the reason for an absence. This is used in conjunction with Absence Type when applying an absence record for a patient/employee.
Setup via Admin > Common Catalogues.
Used in creation or update of absences via Patient > Find Patient > Patient Record > Absences.
Absence Type
A configurable value for the type of Absence. This is used in conjunction with Absence Reason when applying an absence record for a patient/employee.
Setup via Start Page > Admin > Common Catalogues.
Used in creation or update of absences via Patient > Find Patient > Patient Record > Absences.
Enables the user to record an advance payment.
This can either be done for a specific appointment via …Appointment Home > Make Advance Payment.
Alternatively it can be done for the creditor via …Company record > Accounts > Action > Add Payment
Advance payments can consequently be matched to an invoice.
Allergies
Panel that can be made available on Clinical form (subject to configuration) to enable recording of allergy information for a patient. Multiple allergy records can be recorded in combination of substance and severity.
Recorded via …Patient Record > Appointment History > Appointment Home > Consultation.
When recorded Allergies are visible via …Patient Record > Medical History
Appointment Amendment Reason
Enables the definition of a reason when changing a date, time or attendee for an appointment.
Setup via Start Page > Admin > Common Catalogues.
Appointment
The entity that results from a successful appointment booking that represents the encounter between the patient and the clinician starting a specific date and time.
It is within the appointment that Clinical forms are used and in relation to which clinical findings are recorded and then visible in the Medical history.
It is also in relation to which patient arrival, attendance and discharge can be tracked.
Viewed for a patient via ..Patient Record > Appointment History
When completing a booking, a booking confirmation message can be triggered. The content is based on global configuration in Task Checker or more specifically for the appointment type.
Setup via Start Page > Admin > Configuration > Task Checker
or via Start Page > Admin > Appointment Admin > Patient confirmation
The type of appointment that is chosen when an appointment booking is made.
Each appointment type has a range of characteristics that impact on its availability for booking and behaviour through and beyond the booking process itself.
These characteristics include its default duration, default clinical form, Pre-appointment questionnaire(s) for patients, its availability for Portal booking, the associated confirmation (letter, email and/or SMS), pop-up notes for patients or doctors, the associated referral questionnaire, its availability for telemedicine (using Vidyo).
Setup via Start Page > Admin > Appointment Admin.
Used in creation of an appointment including the following methods:-
1. Patient > Find Patient > Patient Record > Book an appointment (via schedule)
2. Patient > Find Patient > Patient Record > Book an appointment (via Slot finder)
Attendee
A participant in an appointment.
Attendees are set when making an appointment booking. Typically the patient and the attending clinician.
Attendees can also be updated for an upcoming appointment via Modify Attendees option on an Appointment Home page.
Enables the user to apply an authorisation code for a patient with a specified payer and number of credits with an expiry date.
Each authorisation code is applied in the context of a case.
This code can then be applied for an appointment to change the payer. In turn, this enables payment under that authorisation code subject to the remaining credits available and expiry date.
Created via Patient > Find Patient > Patient Record > Eligibility & Cases > New Authorisation.

B

Defines the maximum percentage of a bill that an insurer will pay. The remainder is billed to the patient.
This is set-up as a rule that can be applied to a Charge Band.
Created via Start Page > Admin > Billing Rules > + Add Rule > New Benefit Maxima Percentage Rule.
Billing Item
A component line item of an invoice.
Billing items that belong to an invoice which has been marked as 'sent' cannot have the amount changed.
These can be viewed on an invoice or via Start Page > Accounts > Billing Items.
By double-clicking on the invoice number, the Invoice to which the billing item belongs is displayed.
Sets of pricing rules such as those for appointments and services, cancellations, fee percentages, online booking.
Billing Rules are combined in Charge Bands to control the services and prices available when patient appointment bookings are made and services provided.
Created via Start Page > Admin > Billing Rules > + Add Rule
Added to Charge Band via Start Page > Admin Billing Rules > [Select] Charge Band > + Add Rule.
A navigational aid presented on every page of the application. It shows the user a visual marker of their location within Meddbase relative to the application Start Page.
Each element of the Breadcrumb trail is selectable. Thereby enabling the user to retrace their steps back along the route they have travelled through the application.
In use globally.

C

Enables the user to record a cancellation for an appointment. If cancellation charges rules have been setup, these may generate an invoice.
When recording a cancellation, a 'reason' is applied and notes can be added.
When cancellation is recorded, the status of the appointment is shown as 'Cancelled' and the appointment slot becomes available again for booking.
Cancel via …Patient record > Appointment History > Appointment Home > Cancel Appointment.
A Billing rule that defines the conditions of when a Cancellation fee will be applied for an appointment. The conditions could be the type of cancellation (cancellation, DNA, rescheduled) or the notice period. It also enables the definition of:-
- The payer (default payer or the patient)
- Whether the fee is a percentage of the bill or a fixed amount
- Conditions of when it applies (e.g. Doctor/role, site, location)
Created via Start Page > Admin > Billing Rules > + Add Rule > New Cancellation Charges Rule.
Added to Charge Band via Start Page > Admin Billing Rules > [Select] Charge Band > + Add Rule.
Case
Enables the management of a case for the patient. Each case belongs to a patient record and should contain a relationship to at least one referral. A case may also contain a relationship to one or more appointments.
Cases can be created for patients both in Meddbase and the Referral Portal.
Cases can also be closed in Meddbase, and the Occupational Health Portal.
In Meddbase, created via Patient > Find Patient > Patient Record > Eligibility & cases (in Actions panel).
In Referral Portal created via Create new case.
Case Names
A configurable list of names for cases. These are selectable as the Case Title when a new case is created for a patient either in Meddbase or on the Referral Portal.
Setup via Start Page > Admin > Common Catalogues > + New Case Name.
Used in Meddbase via …Patient Record > Eligibility and cases > New case.
Used in the Referral Portal via Create new cases > [select employee] > Refer employee > Create New Case.
An synonymous term for a Security Policy in Meddbase.
Setup via Start Page > Admin > Security Policy.
Applied as policies on different entities including Patients, Documents, Pathways, Stock, Companies, Appointment types.
Chamber
Organisation instance in the Meddbase product.
A container for sets of rules that define the pricing and eligibility for services for a patient.
There are some Charge Band characteristics which are set separately to the Rules. These include its
- Debtor type (patient, or company on behalf of patient),
- Age from
- The ability to enable online booking
- The ability to enable membership.
A charge band is applied for each patient record and company record. This can be 'default'.
Created via Start Page > Admin > Billing Rules > + Add Rule > New Chargeband.
Applied for patient via ... Patient Record > Personal Details.
Clinical Forms
Feature used in Consultation screen of appointments to enable the capture of consultation/clinical data.
Clinical forms need to be created for customers by the Solution Engineering team, based on a specification.
Viewed and used via ...Patient Record > Appointment History > Appointment Home > Consultation.
Clinician Schedule
The view showing the schedule of bookings and availability for Clinician(s).
The calendar dates can be navigated from the current date and extended to show between 1 and 7 days.
From here the user can:-
- View availability for different dates or date ranges
- Filter Clinicians by Gender, Specialism or Role
- Select a slot to start the appointment booking process
Viewed via Start Page > Clinician > Clinician Schedules.
Alternatively per clinician via …Clinician > Search Results > Doctor Details > Diary.
Close Case
Enables the user to close a case for a patient. By doing so, the clinical forms associated with the clinical case are closed too.
Closed by Meddbase user via …Patient Record > Appointment History > Appointment Home > Consultation > Close .
Cases can also be closed by authorised Referral Portal users via Open Cases > [select case] > Close case. But there are constraints here.
Collaboration
Feature of the product that enables conversations between collaborators.
A collaboration can be set to be open for anyone who is a record in Meddbase or has a role.
Alternatively it can be set to closed so that it needs Administrator approval for new collaborators.
Created in variety of contexts including documents, patient documents, patient appointments, incoming referrals and outgoing referrals.
Collaborator
A user (medical person or non-medical person) who is involved in a collaboration.
This can also extend to authorised users on the Occupational Health Portal with whom collaboration messages can be shared and to which they can reply.
Common Catalogues
A feature available to Administrators/supers of Meddbase that enables the configuration of different types of lists and codes. Examples of these are Sites, Locations, Payment types, Employee Divisions, Stock Record Types and Titles.
Setup via Start Page > Admin > Common Catalogues.
An organisation record in the Meddbase system.
A company has a 'Company type' such as employer, insurer, internal, legal, NHS commissioner, pharmacy, practice, school.
This type impacts on how the record is consequently used and can relate to a patient.
Company records themselves can also have a range of relationships other records such as documents, contacts, referrals, invoice and payments.
Companies can be the default payers for services for patients.
Created via Start Page > Company > Add Company.
Viewed via Start Page > Company > Find Company > Search Results.
Company Alias 
An associated name which helps locate a company with multiple names e.g "Example Bank Name" and "EBN"
A user of Meddbase can be assigned a concurrent license.
Users with a concurrent license assignment can access the application subject to the number of concurrent licenses available and the number of users who are assigned a concurrent license that are currently logged in.
Viewed and updated via Start page > Admin > Contract Management.
Consent Options
Feature of the product that enables the user to record different types of consents (e.g. service recall, general contact) provided by the patient.
Viewed and updated via …Patient Record > Personal Details > Consent Options button.
Component of an appointment that brings up a Clinical form. This form enables the Clinician / medical person to record Clinical notes. Additional Clinical forms beyond the default loaded form can be presented.
There are a range of actions available from the consultation page. These typically include
- Prescribing medication
- Referring a patient
- Setting a recall reminder
- Assigning a task
- Discharging the patient.
Viewed and updated via …Patient Record > Appointment History > Appointment Home > Consultation.
Contacts
Contacts can be added from the Start page or in relation to companies. This enables the user to record key information such as name as name, email, phone and address.
A credit note can be raised for an invoice that has been marked as sent and needs to be corrected in some way. This could be where an incorrect amount was invoiced or there is a bad debt.
A credit note is raised via …Invoice > Actions > Raise Credit Note.
Creditor
The company that is due payment for a product or service provided in the Meddbase system.
Created when the 'creditor' is applied for an appointment booking or when a bill is raised for products or services.
Custom fields can be added to screens within sections.
Initially via Layout > Unlock Layout for editing within a screen.
Then using down arrows in section header > Add Field.

D

Data Import
Enables the authorised user to import data to update existing records or create new records in a range of tables.
Templates can be setup to streamline the import process.
Accessed via Start Page > Admin > Data Imports.
Debtor
The patient or company that is liable for the debt on an outstanding invoice.
Viewed via Start Page > Accounts.
Applied when an invoice is generated. In this scenario the patient or company identified as the payer becomes the debtor for the invoice.
Demo chamber
A Meddbase demo/test environment that may be provided to customers (depending on different factors) during their project implementation to enable testing and practice.
A Billing rule that prevents different types of services being accessed by patients allocated to a specific Charge Band. This can be applied only when certain criteria are met. Namely Doctor/Role, Site, Location and/or Tag.
Created via Start Page > Admin > Billing Rules > + Add Rule > New Deny Services Rule.
Added to Charge Band via Start Page > Admin Billing Rules > [Select] Charge Band > + Add Rule.
Department
Enables the authorised user on the Referral Portal to allocate a department to an employee.
It is also possible to define the departments (and employees allocated to them) which an authorised user can view and manage on the Referral Portal.
Setup via Start Page > Admin > Common Catalogues > Employee Departments
On certain types of Clinical form for an appointment, it is possible to record an Invoicing Diagnosis value. These are part of the Healthcode feature and are setup via Common Catalogues.
Discharge
A feature available on an appointment Clinical form to discharge a patient. In some contexts (such as Occupational Health) this can trigger the requirement to produce a report.
Used by selecting Discharge at the bottom of a Clinical Form for a patient consultation.
After the discharge feature has been used, a 'Discharged' appointment in the schedule is presented in a grey colour.
Enables the viewing, creation, updating, attachment, emailing, sharing and printing of documents for a patient or a company.
It is also possible to collaborate and assign tasks in the context of documents.
Created for patients in a range of contexts. Documents can be generated from templates using template codes to facilitate the merging of data. The data that can be merged into documents include that held for patients, companies, appointments, invoices, medical history, credit note, prescription, quote or stock amongst other things.
Viewed on a patient record via …Patient Record > Documents.
Viewed on a patient record via …Company Record > Documents.
A built-in word processor which allows users to open and save files, it encrypts files stored temporarily on your computer and safely deletes them after being closed.  
A billing rule that enables banded pricing for slots depending on how many remaining slots there are available in a Clinician's diary for the day.
In practice this may be used to charge less when there are more slots available and conversely charge more when there are fewer slots available.
Created via Start Page > Admin > Billing Rules > + Add Rule > New Dynamic Price Rule.
Added to Charge Band via Start Page > Admin Billing Rules > [Select] Charge Band > + Add Rule.

E

eFax
eFax integration service enabling a clinician to send a prescription to a pharmacy that has been setup in the Meddbase chamber.
Activated via Start Page > Admin > Configuration > Chargeable feature.
Employee
A record that can be created in the Occupational Health Portal. By creating an employee in the OH Portal, the record then appears as a patient in Meddbase. The patient record is automatically linked automatically to the company using the Referral Portal as the employer.
Created and viewed in Meddbase as a Patient.
Created and updated in OH Portal as an Employee.
Employer
A specific type of company in the Meddbase system. Employers can have relationships to 'patients' (a.k.a. employees).
The employer can have a Referral Portal which enables their authorised users to manage their employees cases and referrals.
Created via Start Page > Company > Add Company.
Enable Online Booking
A feature on a Charge Band that creates portal access for the patient using that Charge Band.
When activated, it is possible to choose to send automated email messages notifying patients about the access itself.
Set via Start Page > Admin > Billing Rules > [Select] Charge Band > Enable Online Booking.
External email address
Relevant in the context of Users. Since Meddbase users must be assigned an external email address to enable them to reset passwords.
Added and updated for user records via Start Page > Admin > User Management.

F

Fee Rule
A Billing rule that enables a fixed fee allocation to another Billing Company. The other Billing Company receives a fixed amount irrespective of the invoice total.
This is typically used if a clinician charges a fixed fee for performing a service. The Fee Rule can be set to only apply under certain conditions. For example for a specific Doctor/Role, site, location and/or tags.
In this scenario, there will be an invoice where the payer/patient is the debtor. But also another invoice where the company is the debtor and the other specified Billing Company is the creditor.
Created via Start Page > Admin > Billing Rules > + Add Rule > New Fee Percent Rule.
Added to Charge Band via Start Page > Admin Billing Rules > [Select] Charge Band > + Add Rule.
A Billing rule that enables a percentage based fee split with a Billing Company. This could be a Clinician's Billing company or another specified Billing Company.
This is typically used where the Clinic and the Clinician agree a percentage based fee split for the delivered services.
In this scenario, there will be invoice where the payer/patient is the debtor. But also another invoice where the company is the debtor and the other specified Billing Company is the creditor.
Created via Start Page > Admin > Billing Rules > + Add Rule > New Fee Percent Rule.
Added to Charge Band via Start Page > Admin Billing Rules > [Select] Charge Band > + Add Rule.
Follow-up
From the Clinical form in a Consultation, enables the creation of a follow-up referral.
Please note - This requires Clinical form configuration and only works in the context of appointments that have been received from a referral.
Accessed via …Patient record > Appointment History > Appointment Home > Consultation.

H

Integration with Meddbase that allows for invoices to be submitted to Healthcode and claimed from private healthcare insurance companies.
Set via Start Page > Admin > Work > Outstanding Debt.

I

Inbound Referrals created for patients.
Incoming Referrals appear in users' Worklists. On selection of the Referral the user can take different actions such as a collaboration, referral to a secondary care provider, booking of an appointment or a discharge.
Viewed via Incoming Referrals on the Start Page.
Incoming Referral Work Type
Enables the definition of characteristics for an Incoming Referral Work Item. These include:-
- The default security policy for patients received via referral
- The default charge band for patients received via referral
- The default policy for documents attached to an incoming referral for a patient.
- Templates used for Referral Discharge and Referral Rejection
- Default text content of a Discharge Letter
This is configured via Start Page > Admin > Work.
Set via Start Page > Admin > Work > Incoming Referrals.
Invoice
A record of transactions for services provided.
This is typically produced in relation to an appointment and can be generated
- On patient arrival
- On discharge
- Manually
It is also possible to manually raise a bill for products and services.
Invoices in Meddbase have a creditor and a debtor and contain one or more billing items. Invoices can be edited up until the point they are marked as sent. Payments and part payments can be made on sent invoices.
Invoice generation default for appointments is set via Start Page > Admin > Configuration > Accountancy > Invoice generation.
A Billing rule that enables the allocation of services to different invoices, and potentially different billing companies, depending on the Invoice Group applied.
Created via Start Page > Admin > Billing Rules > + Add Rule > New Invoice Group Rule.
Added to Charge Band via Start Page > Admin Billing Rules > [Select] Charge Band > + Add Rule.
Invoice Grouping
Enables the grouping of invoices for companies. This can be done either by time (e.g. daily, weekly, monthly) or by account.
Where grouped by account, each unsent invoice is incorporated into the last unsent invoice.
Set via ..Company Record > [Company name] > Company Detail

L

Enables the user to unlock and then edit the layout of screens to add and remove sections, columns.
To edit within a screen go to Layout > Unlock Layout for editing
Location
Locations belong to Sites and can be used in the setup of Sessions for Clinicians, the booking of appointments and use of Rooms for meetings.
Locations are configured in Common Catalogues under each Site.
Created via Start Page > Admin > Common Catalogues > Site > + New Location.
Used in different contexts. Such as:-
- Reviewing Site Schedules
- When completing an appointment booking
- When booking a meeting

M

Mail Merge
Enables the creation and production of mail merges for mass mailings. These can be sent via email, SMS or letter. Mail merges use the same query building functionality as reports to enable selection of specific records.
They can use templates and have a contact type categorisation that will only be sent to patients that have a record of the relevant consent.
Setup via Start Page > Admin > Mail Merge Management.
Generated for patients via Start Page > Mail Merges.
Management Information (MI) Reports
Enables the authorised user of the Referral Portal to view key referral reporting information. This could include absence data, assessment outcomes and referral information.
There is some configurability of these reports via Start Page > Admin > Configuration > On-line Portal > [Occupational Health charts panel]
Enables the user to view past medical information for the patient.
This can contain a wide range of data including medical history, family history, vaccinations, complaints, advice, treatments, consultation data, pathology results, documentation, services and social history.
Data added to Medical record via different methods including …Patient record > Appointment History > Appointment Home > Consultation
Viewed via …Patient Record > Medical History
A feature of a Charge band that can be enabled and then applied for patients to make them members of a Membership Scheme.
When applied for a patient, it requires the setup of a recurring payment.
Setup via Start Page > Admin > Billing Rules > [Select] Charge Band > Enable Membership Scheme.
Module
A Module is a combination of services setup in Services Types that can then be applied as a Service for a Patient.
As part of the setup of a Module, it is possible to define attendees to deliver services and
- Their required role or specialism
- The duration of attendance
- The off-set from the start when their attendance is required.
This is particularly useful if booking a module for delivery in an appointment through the Slot Finder. The Slot Finder results are only then presented for times when all clinicians are available for their specific time slot.
A Billing rule that enables the application of a discount for multiple services. This can be applied as a percentage discount to the price of the second service or consequent services using 'Service Price %'. The first service is charged at 100%.
Alternatively it can be calculated using the price of the 'Highest Value Service' and calculating consequent services as a percentage supplement of that original service price.
Created via Start Page > Admin > Billing Rules > + Add Rule > New Multiple Procedure Rule.
Added to Charge Band via Start Page > Admin Billing Rules > [Select] Charge Band > + Add Rule.
My Account
A feature of the Occupational Health Portal that enables a user to review and update their contact details, contact options (preferences for different types of communications and their methods) and their Portal password.

O

OH Portal
Another name for the Occupational Health Portal.
Occupational Health Portal
The online portal for the management of Occupational Health Referrals.
Depending on the configuration and the permissions set, authorised users (such as managers) can
- Manage employee records
- Create referrals for employees
- Create appointments for employees
- Send questionnaires for employees to complete
- Review documents about the referral or case (when shared by the Meddbase user).
The Occupational Health Portal may also be referred to as the Online Referral Portal, OH Portal, Referral Portal or Online Portal.
Occupational Health Referral
A referral received through the Occupational Health Portal.
This flows through a life-cycle from creation in the Portal to creation of a work item
.
A typical flow moves through steps of Collaboration > Acceptance > Appointment creation and attendance management in Meddbase. Then it is concluded through the production of an Occupational Health report.
There are alternative flows that could involve rejection, acceptance and referral to a 3rd party or refer to a secondary care provider.
Viewed via Start Page > Work > Occupational Health.
3rd party product for which Meddbase has an integration to enable the processing and secure storage of Credit Card information.
Previously known as SagePay.
Open Case
Enables the user to re-open a closed case.
Re-opened by Meddbase user via …Patient Record > Eligibility & Cases > + Show All > [select case] > [set status to 'Open'] > Save.
Cases can also be re-opened by authorised Referral Portal users via Closed Cases > [select case] > Open case.
Outbound Referral Work Type
Enables the user to configure the default characteristics for each Outbound Referral Work Item. These include:-
- The default medical policy
- The default policy for documents attached to an outbound referral for a patient
- Templates used for Referral Letter, OH Referral Letter, Appointment confirmation email, Appointment confirmation SMS
- Time allowed for the referral to be accepted
- Whether attachments are sent as secure links to emails
Setup via Admin > Work > Outbound Referrals.
Outstanding Debt Work Type
Enables the user to configure the characteristics for each Outstanding Debt Work Item. These include:-
- Activating HealthCode Invoicing
- Setting a username and password
- Setting for use in a test environment (typically before live use of the feature)
Setup via Start Page > Admin > Work > Outstanding Debt.

P

A specific type of service that can be created and used when booking appointments or services.
In contrast to other services, when setup, PACS have a modality.
From this list a 'Multipart' service can be selected which when applied to an appointment can group PACS services into one order request.
Setup via Admin > Service Management.
Given a service price via Admin > Billing Rules > Price List.
PACS Inbox Work Type
Enables the user to configure the characteristics for PACS Inbox Work items. These include:-
- Whether to auto-attach non-Meddbase ordered images to a patient record
- Whether to assign completed reports to the reporter's default assistant
- Whether to assign work items to Radiographers on patient arrival
- Default medical policies applied
- Default security policy for patients created by the PACS not previously in the Meddbase system
- Default charge band for patients created by the PACS not previously in the Meddbase system
- The ability to set a role associated with each Modality
Setup via Admin > Work > PACS Inbox.
Enables the user to create a pathology lab request for a patient from the patient record itself.
Created via …Patient record > Pathology Lab Request
Pathology Results Work Type
Enables the user to configure the characteristics for Pathology Results Work items. These include:-
- The ability to set the default assigned reviewer, based on a role or the person who requested the result
- Set time allocations for reviewer assignment and result acceptance for results in ranges of 'Normal', 'Abnormal', 'Critical' and 'Urgent'
- Set notification priorities for Reviewers and Admins for results in ranges of 'Normal', 'Abnormal', 'Critical' and 'Urgent'
Setup via Start Page > Admin > Work > Pathology Results.
Pathways
A toolkit to automate business process in the Meddbase product.
Based on analysis and specification, the Solution Engineering team design a workflow solution that can be triggered by different events.
A pathway can have functional capabilities define what tasks are completed, when, by whom and in what order.
Patient
Recipient of medical services.
In Meddbase a patient record has relationships with many other features such as appointments, documents, medical records, cases, referrals, absences, invoices, tasks, Occupational Health, contacts and companies.
Created in Meddbase via Start Page > Patient > Add Patient.
Created in Referral Portal via Create new employee.
Patient Contact Protocol
The Patient Contact Protocol guides the business user to take specific time driven actions in order to contact the referred employee for an incoming Occupational Health referral.
It is configurable. The configuration enables the definition of :-
- The order in which actions (email, phone, write letter) should be taken
- The time (in days) within which those actions should be taken
- The templates used to support the different outbound communication actions
- When a related Service Level Agreement (SLA) would be breached.
Configured in Start Page > Common Catalogues > Patient Contact Protocols.
Applied via … Billing Rules > Portal Referral Rules > Referral Contact Protocol field.
Patient Did Not Arrive (DNA)
Enables the user to record that a patient was a no show for an appointment. If cancellation charges rules have been setup, these may generate an invoice with a DNA.
When 'Did not arrive' is recorded, the status of the appointment is shown as 'Did Not arrive'.
Record 'Did not arrive' via …Patient record > Appointment History > Appointment Home > Did not arrive.
Enables the user to 'arrive a patient'.
Subject to configuration settings, the invoice is generated on arrival.
When the patient is 'arrived', the actions menu changes and enables other actions to be recorded (e.g. 'the patient is being seen').
The booking also changes colour to blue in the schedule.
Arriving the patient via …Patient record > Appointment History > Appointment Home > Patient has arrived.
Patient is being seen
Enables the user to record that the patient is being seen after having been 'arrived' in the system.
By recording that the patient is being seen, Meddbase makes available the 'Go to consultation' feature in the appointment workflow which can be accessed by a 'medical user'.
The booking also changes colour to green in the schedule.
Logged via Patient record > Appointment History > Appointment Home > Patient is being seen.
Patient Portal
Online product module that enables patients to login to a secure environment to carry out a range of tasks. These include the ability for the user to
- View appointments
- Book appointments
- Answer questionnaires
- View documents
- View invoices
- Make payments.
A rule that, when applied to a Charge band, enables patients to self-book selected services on the Patient Portal.
Please note - This requires the customer to have the Patient Portal chargeable feature activated, the Portal configured for use and the related Charge Band enabled for online bookings.
Created via Start Page > Admin > Billing Rules > + Add Rule > New Patient Self-book Rule.
Added to Charge Band via Start Page > Admin Billing Rules > [Select] Charge Band > + Add Rule
Payer
The person or organisation that pays for appointments and services, typically on behalf of a patient. This could be the patient, the employer, Insurer, a Legal Company, NHS Commissioner or another account.
A default payer is set for each patient record.
Default payer set in Patient > Find Patient > Patient Record > Personal Details.
Key information that can be recorded for the person such as their demographic details, security policy, default payer, charge band, employer, legal company, insurer, Next of Kin, GP, NHS details.
Viewed via …Patient Record> Personal Details
Portal Referral Rule
A rule that defines whether referrers can refer patients and/or make bookings through the Referral Portal.
It also enables the definition of a range of SLA settings for referral management such as the number of days to make contact and the number of days to finish a report.
Beyond that, the rule enables the definition of the services to which the SLA applies.
Created via Start Page > Admin > Billing Rules > + Add Rule > New Portal Referral Rule.
Added to Charge Band via Start Page > Admin Billing Rules > [Select] Charge Band > + Add Rule.
Pre-placement questionnaire (PPQ)
Enables the referral portal user (employer representative) to select and send questionnaires to be completed by the employee.
The questionnaire will appear on the employee's record in the Referral Portal with a status denoting whether it is complete. However the content of the employee questionnaire responses are not visible.
Sent on Referral Portal via Employee Overview > [select employee] > Send questionnaires
Questionnaires are configured by Meddbase Solution Engineering team based on a specification agreed with the customer.
A feature that enables the creation of a prescription including the recording of dosage, quantity, method, route of administration, duration and review date. The prescription list available is taken from First data bank.
This feature enables the presentation of warnings about drug to drug interactions.
Used by selecting Prescribe a the bottom of a Clinical Form for a patient consultation.
Once created, prescriptions are visible on …Patient Record > Medical History
A set of prices for appointment types and services.
A Price List can be configured so that it only applies when there is a specific doctor/role, at a specific site, at a location. Alternatively, the Price List can be left to apply in 'Any...' context.
When created, a Price List can be added as a Rule to a Charge Band; after which it is available for pricing services for patients.
Created via Start Page > Admin > Billing Rules > + Add rule > Add New Price List.
A Billing rule that enables the modification of a price list by a specified percentage. Either for the total price charged or in the context of Benefit Maxima.
It can also be set to apply under 'any' conditions for a Charge band; or only applied for a specific doctor/role, site, location and/or tag.
Created via Start Page > Admin > Billing Rules > + Add Rule > New Price List Modifier Rule.
Product
A type of service that can be created and used when booking appointments or services.
This has characteristics in common with other services, such as the ability to set recall properties. Specifically products can be setup to be subject to Stock Control.
Setup via Start Page > Admin > Service Management.
Given a service price via Start Page > Admin > Billing Rules > Price List.
A pre-requisite Clinician or Non-Medical staff record that needs to be created and assigned to a user before the user record can successfully be created.
Procedure
A type of service that can be created and used when booking appointments or services.
Setup via Start Page > Admin > Service Management.
Given a service price via Start Page > Admin > Billing Rules > Price List
A Billing rule that works with Price Lists on a Charge Band. When 'Provide All Services' is not ticked for a Price List, this rule can be used to define what services are available under different conditions.
Created via Start Page > Admin > Billing Rules > + Add rule > New Provide Services Rules.
Added to Charge Band via Start Page > Admin Billing Rules > [Select] Charge Band > + Add Rule.

Q

Query Builder
Enables the super-user to build report templates including a root table, columns, filters and parameters.
Once built and saved, they can be published as reports.
Setup via Start Page > Admin > Report Management > New report query.
Questionnaire
Product functionality that enables patients (or managers) to complete questionnaires on-line. As a rule of thumb these are linked to appointments.
After specification, technical configuration of questionnaires is carried out by the Solution engineering team.
Questionnaires are applied to appointment types via Start Page > Admin > Appointment Types > Edit Appointment Type > + in Questionnaires panel.
Enables the user to provide a quote for an appointment or services.
A previously provided quote can be found and from there it is possible to carry out different tasks such as
- Book an appointment from the quote
- Delete the quote
- Print a quote letter
- Open an appointment booked from the quote
Quote setup via Start Page > Admin > Configuration > Accountancy Tab.
Quotes created via …Patient Record > Book an appointment (via Slot Finder) > [select slot] > Quote
Existing quotes found via Start Page > Patient > Recall Quote.

R

Enables the user to re-assign one or more Sessions from one Clinician to another Clinician.
Re-assignment done via Start Page > Find Clinician > Select Clinician > Site Schedule > Re-Assign
Recall
An action that a user can take for a patient, or for a patient in the context of an appointment. This enables the user to set the :-
- Recall Date
- Schedule of recurrence
- Assignment to users in the Recall Reminder Admin role
- Recall Reason (as free text)
Created via …Patient > Find Patient > Patient Record > Recall (in Actions pane) or …Patient > Find Patient > Patient Record > Appointment > Consultation > Recall.
Then viewed via Start Page > Work > Recall Reminders.
A reminder that a Recall is due.
This reminder once set is made available to members of the Recall Reminder Role group.
When the recall reminder is selected it enables the user to view patient details and recall information. From the recall reminder the user can:-
- Book an appointment
- View a related appointment
- Edit a recall
- Log a call
- Send an SMS
- Assign the reminder
A list of recalls can be viewed via Start Page > Work > Recall Reminders.
Create new record via …Patient Record > Recall.
Referral
This typically refers to an incoming referral created in Meddbase or on the Referral Portal.
But it could also refer to an outbound referral from Meddbase to another provider.
Created on the Referral Portal via …Employee record > Refer.
Created in Meddbase via …Patient Record > Refer Patient.
Referral Messaging
Enables the authorised user on the Referral Portal to view and create new messages in the context of an employee referral.
New messages are then available to Meddbase users as part of a Referral Collaboration.
Referral Portal
Another name for the Occupational Health Portal.
Referral Portal Account
Enables the setup of permissions for a user of the Referral Portal.
The settings enable control over permissions to edit employee details, manage cases, manage recalls, manage users, manage absences, re-allocate cases, manage questionnaires and view statistics
It also enables control over the employee records in different departments with which a Referral Portal user can work.
Updated for a Referral Portal user via …Patient Record > Online Portals > Portal Account Settings.
Repeat (prescription)
A feature that enables the creation of a repeat prescription. This enables the selection of drugs for which a repeat prescription needs to be created.
Used by selecting Repeat a the bottom of a Clinical Form for a patient consultation.
Once created, visible on …Patient Record > Medical History.
A feature set in Meddbase that enables users to run tabular reports on different tables of data using a variety of parameters.
Users with appropriate permissions can also create reports using different tables and columns. The reports can be created using query criteria that can be presented as selection parameters to users each time a report is run.
Run via Start Page > Reports.
Setup via Start Page > Admin > Report Management.
A group representing a category of users. Roles provide a streamlined category-based method of allowing users with different 'Roles' to perform different actions and carry out different tasks.
There are a pre-configured set of roles provided with the application that can be updated.
View and update roles via Start Page > Admin > User Management.
Add users to roles as above.
Add Roles to Security Policies via Start Page > Admin > Security Policy.
A method of combining different sets of Billing rules to a group.
The Ruleset itself can then be applied to a Charge band.
Where there are many different rules that may need to be applied for different companies, a Ruleset can be a useful mechanism of grouping rules together to ensure they are applied consistently.
Created via Start Page > Admin > Billing Rules > + Add rule > New Rule Set.

S

Enables the application of 'Safe Names' (alternative names) for services that are presented on Invoices.
As an example a 'Hepatitis Test' could have a 'Safe Name' of 'Medical Test'. This name 'Medical Test' would then appear on the invoice.
Created via Start Page > Admin > Billing Rules > + Add rule > Add New Price List.
Alternatively created via Start Page > Admin > Service Management.
Viewed when the user produces an invoice for service(s).
SagePay
3rd party product for which Meddbase has an integration to enable the processing and secure storage of Credit Card information.
Now known as Opayo.
Next to the Meddbase logo at the top of the application, the Search bar enables the user to find and select Patients, Invoices, Clinicians, Companies or Appointments using specific criteria.
A grouping feature of screens. When editing the layout, sections can be renamed, re-sized, moved or removed.
Fields can also be added to sections.
To edit within a screen go to Layout > Unlock Layout for editing.
When a user needs to send attachments for documents to a patient, Secure email enables the user to select the document and email it as a secure link. This requires the email recipient to successfully complete identity authentication using a mobile phone code to be able to view the document online.
Accessed via …Patient Record > Documents > Email > Send document as secure link.
Security Policies represent the permissions that can be assigned to a user or Role Group to carry out different types of actions (mostly around principles of Create, View, Modify or Delete) with different entities.
These entities include Patients, Patient Medical Records, Documents, Appointments, Companies, Referrals, Contacts, Accounts, Invoices, Absences, Prescriptions, Cases and Policies themselves.
Policies can be applied at record level and are sometimes referred to as Certificates in their Security Policy setup or within the application at record level.
An application administrator can create or edit Security Policies and give different role groups permission to take different action in the context of a policy.
Setup via Start Page > Admin > Security Policy.
Service
In Meddbase a service can be added to an appointment (or separately) for delivery to a patient. These typically attract separate charges.
Services are configured through Service Types and their pricing and availability is impacted by the configuration of Billing Rules. Examples of services include PACS, Procedures, Products, Tests, Vaccinations or in combination as a Module.
Setup via Start Page > Admin > Service Management.
Manually billed via …Patient Record > Raise bill for products and services.
A rule that enables the restriction of the number of times a service can be applied for a patient in a time period.
Created via Start Page > Admin > Billing Rules > + Add rule > New Service Credits Rule.
The feature in Meddbase that enables the user to create or update Service Types.
Accessed via Start Page > Admin > Service Management.
A Service Type can be created by user with appropriate permissions. It can be a service of one of the following types PACS, Procedures, Products, Tests, Vaccinations or in combination as a Module.
Service Types each have a range of characteristics including a 'Safe Name' duration and Recall period (days, months, years).
Setup via Start Page > Admin > Service Management.
Session
Blocks of time in the Clinician's schedule when they are available at sites for appointments.
Each Site session record includes data for Start Time, Finish Time, Site, Location, Price, Billing tag, whether to Allow Online Bookings, Allow Companies, Allow Appointment Types.
Created via Start Page > Clinician > Search Results > Doctor Details > Site Schedule.
Existing sessions and availability viewed via Start Page > Clinician > Clinician Schedules.
Clinician Schedules enables the user to view Clinician availability.
A schedule which can be repeated in a time efficient manner when a clinician has a complex and repeatable structure. The template can be applied to a clinician's week in their site schedulers and for how many weeks this should apply. 
An action that can be taken with an invoice that has been marked as sent to enable re-allocation of a proportion of the invoice amount to a 3rd party debtor (e.g. an insurer) on another invoice.
Done via ..Invoice > Actions > Shortfall > To Account.
Site
The top level 'place' within a chamber where appointments can be located. Each chamber can have multiple sites and each site can have multiple locations.
Each site must have a name and can have an address, phone, email and comments.
When a session is created for a Clinician it is done at a site.
When an appointment is booked for a patient it is also done at a site.
Used when setting up a Session for a Clinician via …Clinician Record > Site scheduler.
Used through different methods of booking an appointment such as …Patient record > Book an appointment (via schedule).
Site Schedule
The Site session diary for the Clinician that can be used to setup sessions.
This includes the ability to create sessions manually or copy previous weeks sessions.
Setup via Clinician > Search Results > Doctor Details > Site Schedule.
Site Session
Alternative name for Session.
SLA Policy
A feature of Portal Referral Rules (which in turn are applied to Charge Bands).
This enables definition of the Referral Contact Protocol.
It also enables the definition of the number of days within which different activities need to take place to meet a Service Level Agreement for a Referral. These include the number of days to make contact, the days to place an appointment, days to finish a report amongst others.
The Portal Referral Rule to which it belongs can be set for specific services.
SLA Policy created via Start Page > Admin > Billing Rule > Add Rule > + New Portal Referral Rule.
When created the Portal Referral Rule is applied to a Charge Band.
Slot
Period of time in the Clinician schedule that can be used for an appointment.
A default slot size set for Clinicians via ..Clinician record > Personal Details > Time slot size.
A Clinician slot for booking can be found via Start Page > Clinician > Slot finder.
Slots are also used when setting Dynamic pricing Rules based on the number of free slots for a Clinician via Start Page > Admin > Billing rules > + New Dynamic Price Rule.
Enables the user to find a slot, using a range of parameters, that can be used to make an appointment booking for a patient.
These parameters (filter criteria) include Appointment Type, Clinician Specialism, Clinician Role, Clinician Sex, Time of Day, Site or distance from an address.
Slot finder is accessed via Start Page > Clinician > Slot finder.
Alternatively via …Patient Record > Booking an appointment (via clinician slot finder).
SNOMED CT
SNOMED CT codes can be used in Clinical Forms.
When a term is input on a Clinical Form, the system will suggest SNOMED CT Terms.
These are tentative entries which can be confirmed, negated or disregarded.
Used in …Patient Record > Appointment History > Appointment Home > Consultation.
Specialism
Area of clinical practice. (e.g. cardiology; urology).
A classification that can be added to Clinicians in the Meddbase solution.
Recorded for a Clinician via …Clinician Record > Personal Details > Specialisms
Enables user to search for Clinicians with a Specialism via Start Page > Clinician > Find Clinician > Pick Specialism(s)
Set the type of Specialisms that an appointment type will allow via Start Page > Admin > Appointment Admin > Edit Appointment Type > Referral tab.
SSO
Abbreviation for Single Sign On.
The Meddbase product can be configured to support Single Sign-on.
Enabled in application via Start Page > Admin > Configuration > Application > Enable single sign-on.
The landing page after login to the Meddbase application. This start-point enables the user to access all of the components of the application to which they have been provided access.
Enables the customisation of the Start page. This include the ability to add and edit 'Tiles' and 'Tile Sets'. Each Tile Set is a group of Tiles. Each Tile contains an action that can be performed. These items can be re-labelled and re-organised. A Personal Schedule (calendar) can be added to each Tile setup.
Setup via Start Page > Admin > Common Catalogues > Start Page Layouts.
Used to manage stock in Meddbase.
Definitions for stock setup in Start Page > Admin > Common Catalogues > Stock Definitions.
Stock items setup via Start Page > Admin > Service Management.
Stock managed via Start Page > Stock Control > Stock records.
Dispensed either via Start Page > Stock Record or …Patient Record > Appointment History > Appointment Home > Consultation.

T

Enables the user to enable and set default wording for appointment confirmation messages and appointment reminder messages. These generic messages will not be used where a reminder or confirmation is set at appointment type level.
It also enables the reminders to be sent for Recalls, Services, Questionnaires and Birthdays.
For the different confirmations and reminders the communications can be activated separately with distinct wording for emails and SMS messages.
There is also the opportunity to set a time of day schedule for the distribution of different Task Checker reminder communications.
Accessed via Start Page > Admin > Configuration > Task Checker.
Tasks enable users to create, view, assign and action tasks in a variety of contexts.
This can be done for patients, patient appointments, patient documents, documents,
Invoices and prescriptions. Each task can have a start date, end and reminder date.
Users can view a list of their tasks in a Task List and there is a contextual 'Go to' option to select the item/entity to which the task relates.
TDL
The Doctors Laboratory. A laboratory system that can integrate with Meddbase.
Telemedicine
In Meddbase, it refers to the use of Vidyo technology to deliver video based consultations. This is a chargeable integration feature that requires setup.
Appointment Types can be configured to use Telemedicine via Start Page > Admin > Appointment Admin > Edit Appointment Type > Telemedicine tab.
Templates can be created by users to enable production of standard outputs that can merge contextually relevant data using template codes.
Templates can be used to create outputs in the format of emails, SMS messages and documents (text based or MS Word based).
These can be created in a range of different contexts including those for patients, appointments, cases, referrals, prescriptions, pathology requests, quotes invoices and for the online portal.
Created and updated via Start Page > Templates.
Used in a wide range of context including
- ...Patient record > Documents
- ...Patient record > Appointment Home > Documents
- ...Clinician record > Documents
- ... Company record > Documents
- Outbound Referral >
- Occupational Referral
Potentially triggered in a range of contexts including
- Appointment confirmations
- Portal registrations
- Portal password changes/result
- Online payment confirmations.
Template codes are used in templates.
There are large number of codes that can be used dependent on the context. The categories of codes include those for appointments, collaborators, companies, credit notes, invoices, medical history, pathology, patient, patient portal, prescription, profile, quotes, recalls, referrals, stock and telemedicine.
Test
A type of service that can be created and used when booking appointments or services.
This has characteristics in common with other services such as recall characteristics and a safe name. Additionally a test can be defined to have an expected turn-around, provider (e.g. TDL), print code and parameters.
Setup via Start Page > Admin > Service Management.
Given a service price via Start Page > Admin > Billing Rules > Price List.
Tiles
The arrangement of application features presented to the user when they login and are presented with the Start page.
There are also Tiles made available to users who have access to Admin features.
Each tile represents a meaningful group of features and provides links to access each feature presented in the tile.
Title
A list of values that can be selected when creating or updating patient and non-patient records as an honorific.
Updated on a patient record via …Patient Record > Personal Details.
Two-factor Authentication
When activated in Meddbase, it requires groups of users to provide 2FA to log in to the Meddbase product (unless set to allow users to override).
Used on login screen.

U

User (Meddbase)
The person who logs into the Meddbase application. Each user is assigned to Roles that enables them to carry out different activities.
Users are created by application administrators to assign their application permissions through Role Groups.
As a pre-requisite to creation, each user needs to exist in Meddbase as either a Clinician or Non-Medical Staff which is then assigned to the user as their 'Profile'.
User (Occupational Health Portal)
A user that has access to the Occupational Health Portal. When created, these users are given rights to perform different actions on the Portal such as:-
- Edit employees
- Manage cases
- Manage recalls
- Manage (other) users
- Manage absences
- Manage questionnaire allocation (for employees)
When a 'User' is created in the Portal, a Patient record for the same person is created in Meddbase.
User Management
Enables the user to create and update Meddbase users.
Setup of users carried out via Start Page > Admin > User Management.

V

Vaccination
A type of service that can be created and used when booking appointments or services. Like Products, Vaccinations can be managed for Stock Control.
Setup via Start Page >Admin > Service Management.
Given a service price via Start Page > Admin > Billing Rules > Price List.
Video
Specific type of appointments in the Meddbase product available for appropriately configured appointment types.
Sometimes referred to as Telemedicine. In Meddbase product uses 3rd party Vidyo technology.
Activated via Start Page > Admin > Configuration > Chargeable features.
Configured for Appointment types via Start Page > Admin > Appointment Admin > Edit Appointment Type > Telemedicine.

W

Enables the user to make a quick booking for a patient. This enables the recording of appointment type, attendees, site, location, creditor, start date and time.
Created via …Patient record > Walk-in \ telephone appointment
Feature in the product to permanently erase data once it has been deleted.
Please Note- Data that has been 'wiped' cannot be restored.
A 'job to be done' in the Meddbase application that is shown in a grouped list. This could include a task, an inbound referral, an outbound referral, a Pathology result, PACS inbox list.
The range of options is configured by the application administrator, and the range of work items presented to the user depends on their group memberships, workflows and task assignment.
Visible to Meddbase users from Start Page > Work.
Work Types
Enables configuration of set of classifications for Work items. When configured and made available, they provide the structured list of Work Items shown to the user.
Work Types include Appointment Reminders, Incoming Referrals, Occupational Health (referrals), Outbound Referral, Outstanding Debt, PACS Inbox, Pathology Results, Recall Reminder, Result Reminder and Tasks.
Each of these Work Types have behaviours based on configuration settings available for them.
When configured, the Work Items related to these Work types are visible to users in the appropriate roles.
Setup via Admin > Work

X

3rd party accounts software product integration.
Meddbase has an integration with Xero which enables invoices, payments and credit notes to be pushed from Meddbase to Xero.
Setup via Start Page > Admin > Configuration > Accountancy.

 

 

Last Updated


This article was last updated on 20 September 2023.