Regulatory Patient Profile

The regulatory profile is used to view (and create) regulatory events associated with a patient.

  • If the patient already has a medication history, you can create a regulatory profile from the patient's medication history. For further details, refer to Medication History
  • If the patient does not have a medication history, you can create a new patient profile from Patient Search.

Create a new Regulatory profile

Prior to creating a new profile, use Patient Search to check if a record already exists. In most cases, there should already be a medication history record for a patient.

  1. From Search, select Patients.
  2. In Patient Search, select Create Profile.
  3. In the new Create Profile form, enter the information required.

    Patient details

    If the patient already has a medication history, the patient details are automatically populated from this record.

    Recent overdose

    Select a date, then specify if the date is Estimated.

    High profile patient

    Patients whose ScriptCheckSA information may be particularly sensitive can be flagged as High Profile. This flag prevents the patient from appearing in search results, unless the user or practitioner has been given specific permission to search for the patient.

    See High Profile Patient Access in Practitioner Profile

    Deceased

    If selected, provide a date of death (indicate if the date is Estimated), cause of death and source of death information.

    Guardian's full name

    Optional

    Free text entry.

    Clinical Details

    • Notified Palliative Care Patient (NPCP) - Optional

      If selected, record the date of palliative care notification (precise or estimated).

    • Other

      If other is selected, enter the relevant clinical details in the displayed text field.

    This section records when a practitioner or someone else has made a report that patient is alleged to have engaged in some sort of fraudulent activity in order to obtain monitored medicines (for example, forging scripts, using stolen scripts, giving false identity information, etc...)

    1. If Alleged fraudulent activity is selected, provide a date and a source.
    2. Select an end date.

    The date selected must be a future date. When the end date is reached, the flag, date and sourced are automatically cleared.

    When the flag is cleared by a user (for example as a result of an Enquiry or Investigation), the Date and Source fields are also cleared.

    If creating this profile from a patient's Medication History, enhance or confirm the pre-filled information sourced from this profile.

    Add Alternate identity

    For example, a nickname, a previous legal name, or a known or suspected false identity.

    Enter at least one character in either name fields, or a date of birth or gender.

    Add Address

    For example, genuine previous/alternate addresses, or alleged fraudulent addresses.

    Enter information in one or more of these fields:

    • Level, Suburb, Postcode, State
    • Unit type and Unit number - both must be populated to be valid.
    • Street number, Street name, and Street type - all three must be populated to be valid.
    • Postal delivery type and Postal delivery number - both must be populated to be valid.

    View Task

    Related tasks display (10 per page) in reverse chronological order in the grid.

    • (If required) Apply additional filters to each column header.
    • (if required) Select any column header to sort.

    Create Task

    When the logged in user has the Regulator role, the Create task screen displays with Status set to Open (by default).

    • Priority - (Optional) Low, Medium, High

    • Status - (Mandatory) Open or Closed

    • Assigned to - (Mandatory) Select the relevant user role.

      All tasks assigned to your user role display on the Tasks Dashboard.

    • Due Date - (Mandatory) Must be a future date.

    • Date Created - (Read-only) Today's date

    • Administrative task type - Select from the list.

    • Regulatory task type - Select from the list.

    • Notes - 1000 characters max.

    When the logged in user has the Regulator Support role, the Create task screen displays default values for the most common task type for this role:

    • Priority: Low

    • Status: Open

    • Assigned to: Regulator

    • Due date: 14 business days after Date created (excluding weekends)

    • Administrative task type: Upload document for review.

    • Regulatory task type: This field is not displayed.

    When all the mandatory fields have been completed, Save is enabled.

    The task is visible on the Dashboard screen to users with the relevant role.

    Attach any digital copy of letters associated with this patient.

    • Date of document - Date the document was created or obtained by the user.

    • Document type - Select from the list.

    • Source

      • Inbound - Received by DDU (Default).

      • Outbound - Initiated by DDU.

    • Sender/Recipient - Either the person or organisation who provided the document, or for whose benefit the document was uploaded.

    • Sensitive - By default, all uploaded documents are flagged as Sensitive. Practitioners cannot view this document in the Practitioner portal, unless the flag is removed.

      Correspondence attached to an organisation cannot be viewed or accessed by practitioners.

    • Choose file - Select a single file to be uploaded. Max size is 4 MB.

    • Drop file here - Drag-and-drop a file to be uploaded.

    • Upload - The document is uploaded to ScriptCheckSA.

      Your document has been successfully uploaded.

      If the document's file type is not allowed, or if malware is detected, the upload is not permitted.

      The document selected is not a permitted file type.

      The document selected did not pass the malware scan and has been rejected.

    • Cancel - The document is not uploaded.

    Edit document details

    Select Edit to modify the document details displayed in the grid.

    If the document was uploaded, all Document Details can be edited.

    If the document was generated by ScriptCheckSA, you can only modify two entries.

    • Document status: To be reviewed, In review, Review completed

    • Sensitive: Remove this flag if you want the document to be displayed in the Practitioner portal.

    All correspondence is displayed in the grid in reverse chronological order.

    • Open - Select the Filename to open the attached document (and download it).

    • Edit - Select Edit to modify the document details displayed in the grid.

    • Delete - Select Delete to remove the document from the grid. This only applies to uploaded documents.

    Your document has been deleted successfully.

    Optional

    Notes are visible to other regulators.

    1. Enter your note (up to 1000 characters), then Save.

      The Notes section displays 20 of the most recently added notes, sorted in reverse chronological order.

      Each note displays with a Date/Time stamp and the name of the user who created it.

    2. Select Show more to display all notes.

  4. Select Save to save your changes.

    If any of the required data is missing or invalid, Save is disabled.

    Once the profile is saved, you are returned to Patient Search.

    A success message displays at the top of the page:

    Your Patient Details have been updated successfully.

Edit a regulatory profile

You can also edit a regulatory profile while creating or editing any regulatory event, such as Enquiries or Investigations.

  1. Search for a patient record, as explained in Patient Profile .
  2. From Patient Search Results, open the required regulatory profile or linked profile.

    If you open a linked profile, the medication history is displayed first. Select Patient Profile to open the regulatory profile.

  3. Review and update the existing patient details.

    Patient demographics

    Review and update the patient demographics.

    Patient flags

    If the patient has an S58 Privileged Circular that is Active, a flag is displayed.

    S58 Privileged Circular

    If the patient is linked to Investigation that is Open or Reopened, a flag is displayed.

    Under Investigation

    This flag is removed when the Investigation is closed.

    See Investigations

    Clinical Details

    • Notified Palliative Care Patient (NPCP) - Optional

      If selected, record the date of palliative care notification (precise or estimated).

    • Other

      If other is selected, enter the relevant clinical details in the displayed text field.

    High profile patient

    Patients whose ScriptCheckSA information may be particularly sensitive can be flagged as High Profile. This flag prevents the patient from appearing in search results, unless the user or practitioner has been given specific permission to search for the patient.

    See High Profile Patient Access in Practitioner Profile

    Deceased

    If selected, provide a date of death (indicate if the date is Estimated), cause of death and source of death information.

    S58 Privileged Circular is issued to prevent patient from being prescribed or dispensed specific medicines as a result a specified incident(s). For example, doctor shopping, forgery, overdose, etc ...

    Once a patient has been associated with an S58 Privileged Circular, a flag is displayed in the patient profile header (see above).

    S58 Privileged Circular

    An alert rule is triggered when a patient with a S58 Privilege Circular on their profile is receiving a prescription for a monitored drug.

    See Alert Rules

    Add S58 Priviledged Circulars

    • Start date - (Mandatory)

    • End date - (Optional)

    • Reasons - (Mandatory) Select all the relevant reasons for this S58 Privileged Circular.

    • Other - If Other is select in Reason, you must provide a short description.

    • Comments - (Optional)

    Add Medicine

    • Select the relevant medicine(s) from the Monitored Medicines List.

      • S8 drugs

      • S4 Monitored drugs

      • Monitored drugs

      Refer to Monitored Drug List

      Selected MP names display in the grid.

    View privileged circulars (in grid)

    All privileged circulars displayed in the grid in reverse chronological order.

    • Click a row to open an entry and view details.

      There can only be one Active privileged circular entry at a time for this patient. The Save function is disabled when attempting to create a new circular and its start and end dates overlap with an other Active circular..

    The Authorities grid displays the newest version of each authority.

    To view older version, open the authority from the grid and navigate to the Related Versions section.

    Create Authority

    Select the relevant authority type to be re-directed to a blank Authority page.

    See Authorities

    Once the authority is saved, a success message is displayed in the profile.

    Your Authority has been created successfully

    The newly saved authority is added to the Authorities grid (10 per page).

    View the enquiries associated with this patient.

    Filter by Date Range or apply additional filters to each column header.

    Update Enquiry

    If an enquiry is Pending or Open, open it and update it. For example, change its Status to Closed. Once an enquiry is Closed, it becomes read-only and can no longer be edited.

    Create Enquiry

    You are re-directed to a blank Enquiry page.

    See Enquiries

    Once the enquiry is saved, a success message is displayed in the profile.

    Your Enquiry has been created successfully

    The newly saved enquiry is added to the Enquiries grid (10 per page).

    Investigations grid

    Filter by Date Range or apply additional filters to each column header.

    Create Investigations

    You are re-directed to a blank Investigations page.

    See Investigations

    Once the investigation is saved, a success message is displayed in the patient profile.

    Your investigation has been created successfully

    The newly saved investigation is added to the Investigations grid (10 per page).

    View Task

    Related tasks display (10 per page) in reverse chronological order in the grid.

    • (If required) Apply additional filters to each column header.
    • (if required) Select any column header to sort.

    Create Task

    When the logged in user has the Regulator role, the Create task screen displays with Status set to Open (by default).

    • Priority - (Optional) Low, Medium, High

    • Status - (Mandatory) Open or Closed

    • Assigned to - (Mandatory) Select the relevant user role.

      All tasks assigned to your user role display on the Tasks Dashboard.

    • Due Date - (Mandatory) Must be a future date.

    • Date Created - (Read-only) Today's date

    • Administrative task type - Select from the list.

    • Regulatory task type - Select from the list.

    • Notes - 1000 characters max.

    When the logged in user has the Regulator Support role, the Create task screen displays default values for the most common task type for this role:

    • Priority: Low

    • Status: Open

    • Assigned to: Regulator

    • Due date: 14 business days after Date created (excluding weekends)

    • Administrative task type: Upload document for review.

    • Regulatory task type: This field is not displayed.

    When all the mandatory fields have been completed, Save is enabled.

    The task is visible on the Dashboard screen to users with the relevant role.

    Attach any digital copy of letters associated with this patient.

    • Date of document - Date the document was created or obtained by the user.

    • Document type - Select from the list.

    • Source

      • Inbound - Received by DDU (Default).

      • Outbound - Initiated by DDU.

    • Sender/Recipient - Either the person or organisation who provided the document, or for whose benefit the document was uploaded.

    • Sensitive - By default, all uploaded documents are flagged as Sensitive. Practitioners cannot view this document in the Practitioner portal, unless the flag is removed.

      Correspondence attached to an organisation cannot be viewed or accessed by practitioners.

    • Choose file - Select a single file to be uploaded. Max size is 4 MB.

    • Drop file here - Drag-and-drop a file to be uploaded.

    • Upload - The document is uploaded to ScriptCheckSA.

      Your document has been successfully uploaded.

      If the document's file type is not allowed, or if malware is detected, the upload is not permitted.

      The document selected is not a permitted file type.

      The document selected did not pass the malware scan and has been rejected.

    • Cancel - The document is not uploaded.

    All correspondence is displayed in the grid in reverse chronological order.

    • Open - Select the Filename to open the attached document (and download it).

    • Edit - Select Edit to modify the document details displayed in the grid.

    • Delete - Select Delete to remove the document from the grid. This only applies to uploaded documents.

    Your document has been deleted successfully.

    Optional

    Notes are visible to other regulators.

    1. Enter your note (up to 1000 characters), then Save.

      The Notes section displays 20 of the most recently added notes, sorted in reverse chronological order.

      Each note displays with a Date/Time stamp and the name of the user who created it.

    2. Select Show more to display all notes.

  4. Save.

    Your Patient Details have been updated successfully.

    If data is missing (in required fields) or invalid, Save is disabled.

View Access History

When a practitioner views a patient, a log entry is created. On the patient's profile, you can review these access logs.

  1. Search for and select a patient.
  2. On the patient's profile, select View Access History ....

    In Access History, the following details are shown for each practitioner who has viewed the patient:

    • Timestamp
    • Practitioner Name
    • Profession
    • Contact Number (if available; for prescribers only)

      The contact number is sourced from the most recent medication event ScriptCheckSA received from that prescriber, based on their Prescriber Number.

    • Address

    You can filter and sort using the column headers, and also search within each column.

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