- What is QuickTrace?
- What computers does it run on?
- What Hardware do I Need to Purchase from CHA?
- How is My Patient Data Set Up?
- What About Sticking on the File Labels?
- I'd Like to Use Colour Coded Tabs on Files - Is this Possible?
- Can I Practice Before Using the Real System?
- What if I have problems?
- What Does the Annual Maintenance Charge Cover?
- What if I have an Idea for Some Other Useful Feature?
QuickTrace is a purpose designed tracing system for GP practices which
also supports records staff with general management of records. In
addition it provides useful features such as printing of labels for
specimens and request forms for labs.
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What computers does it run on?
QuickTrace runs on your existing PCs - generally no additional PCs are
required. It can be used on a single standalone PC or run over networked
PCs. The networked set up allows additional features to operate - for
example, internal email reminders may be sent to colleagues who are
holding files which are overdue for return. CHA will advise on the most
appropriate arrangement.
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What Hardware do I Need to Purchase from CHA?
QuickTrace produces file labels, address labels , labels for GP111Fs (pink sheets) and also labels for specimens and request forms - so a label printer with labels and ribbons is usually required.
In order to scan file labels etc two alternative options are available,
although note that both may be utilised at the same time if you wish.
Firstly a "CCD" scanner may be used directly connected to a PC. This
will update the database immediately transfers are logged. Secondly,
portable data terminals (PDTs) may be used to scan file labels then the
data transferred at a later point to QuickTrace. This is useful if PCs
are not available in some locations where transfers need to be logged.
Also PDTs can be used when your PC system is unavailable due to a
network problem, for example or over a weekend when the computer systems
are shut down. The PDT transmits the data to a PC via a cradle.
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How is My Patient Data Set Up?
Your clinical system (eg GPASS/EMIS/Vision etc) will normally be able to
generate an export file containing the required patient data. CHA will
assist you in creating this file and we will then process and check the
file for problems. This allows us to set up the initial set of patients
in QuickTrace for you. We can even print the initial set of labels, if
required. QuickTrace will shortly be linked to GPASS for automatic
adding of new patients as well as automatic editing of data when it
changes in GPASS. Other clinical systems will be linked to in the
future.
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What About Sticking on the File Labels?
Sticking a label on each of your files for your initial set of patients
takes a little while! However, during this exercise, we loan you
equipment to rewind printed rolls of labels and an applicator which
minimises the time and effort required to stick the labels on.
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I'd Like to Use Colour Coded Tabs on Files - Is this Possible?
CHA has a marketing agreement with Kardex Systems who supply factory produced colour tabs for this purpose. QuickTrace has features built into it to support use of these tabs as well as having an optional additional module, ColourTrace, which allows you to produce additional tabs in your own surgery, as you need them.
Note that we can match existing colour tabs from other suppliers, too!
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Can I Practice Before Using the Real System?
As well as installing the real system, we will install a "demonstration
version" and a "training version" which allows you to train staff
without worrying about corrupting real data. It also provides an
opportunity to decide what names to use for "locations" (where files are
transferred to), "reasons" (what they will be used for when transferred)
and also categories of each. You may then practice setting these up
without worrying about making mistakes. Only when you are completely
confident will you work on the live system.
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The system has a comprehensive help file which explains how to carry out
all activities. It also has a section of "Frequently Asked Questions"
(FAQ) which may help solve any problems. The latest version of the FAQ
is available via the Support section of this web site. Note this is restricted to
registered users of QuickTrace and/or ColourTrace. If problems are experienced which
require advice you can contact our office during normal office hours by
telephone, fax or email. If necessary we will make a site visit to
resolve problems.
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What Does the Annual Maintenance Charge Cover?
This charge (currently £325 pa for QuickTrace and £99 for ColourTrace)
covers any support required as well as provision of upgrades to the
system as they are released. You may be required to obtain and install a
modem link to QuickTrace to allow us to examine the system remotely.
This issue is under examination at present.
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What if I have an Idea for Some Other Useful Feature?
QuickTrace has been developed entirely on the basis of what has been asked for by medical records staff and doctors. We want this process to continue so any new ideas will be seriously considered for inclusion in the subsequent versions.