Regulatory Patient Profile

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

  • If the patient already has a medication history, you can create a regulatory profile (Patient Profile page) from the patient's medication history (Patient Details page). 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 and in many cases, there will already be a regulatory profile.

  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.

    Palliative care

    Select the checkbox, if relevant.

    Deceased

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

    Parent/Carer

    Enter the first name, middle name, surname and or date of birth of the parent/carer of the patient

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

    Patient organisation enables you to specify the following as part of the address.

    • Caravan Park

    • Child Protection Services

    • Community/Group home

    • No Fixed Address

    • Nursing Home

    • Prison

    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. All fields are optional, except at least one of the following must have input:

    • Suburb

    • Postcode

    • State

    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

    • 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

    • Task type - (Mandatory) Select from the list.

    • Notes - 1000 characters max.

    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.

    Upload Document

    Attach digital copies of any associated letters.

    • Date received - Date the document was received by Management Portal user.

    • Document type - Select from the list.

    • Source

      • Inbound - Received by Department of Health (Default).

      • Outbound - Initiated by Department of Health.

    • 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 TasScript.

      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 TasScript, 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. (Only system administrators have access to delete 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.

    Existing notes cannot be updated after being saved.

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's Clinical Regulatory Risks has any of the following set to Yes, a flag is displayed.

    • 59E Declaration

    • 59B Notification

    • Treatment for opioid use disorder

    Example:

    In addition, if the patient is linked to an investigation that is Open, a flag is displayed.

    Under Investigation

    This flag is removed when the investigation is Closed.

    See Investigations

    Palliative care

    Select the checkbox, if relevant.

    Deceased

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

    Parent/Carer

    Enter the first name, middle name, surname and or date of birth of the parent/carer of the patient

    Risks are displayed in the grid with the following fields:

    • Risk type

    • Date added

    • Start date, End date

    • Additional information

    Add Risk

    Yes/No sliders can be set for:

    • 59E Declaration

    • 59B Notification

    • Treatment for opioid use disorder

    Any of these that are turned on will display as a badge under the patient name at the top of the profile.

    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

    • 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

    • Task type - Select from the list.

    • Notes - 1000 characters max.

    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.

    Upload Document

    Attach digital copies of any associated letters.

    • Date received - Date the document was received by Management Portal user.

    • Document type - Select from the list.

    • Source

      • Inbound - Received by Department of Health (Default).

      • Outbound - Initiated by Department of Health.

    • 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 TasScript.

      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. (Only system administrators have access to delete 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.

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