Staff throughout the Trust, particularly in our emergency departments, including MIU at Andover, are working extremely hard on the transition to the new patient information system, MIYA.
Integrating a system of this scale has been a major challenge; however, go live went well and MIYA is making a positive difference to helping us manage patient care and flow better.
Naturally, there have been some teething problems but we have worked with with the vendor to deliver fixes as quickly as possible.
Please contact the IT Helpdesk ext. 24180 with any technical issues although it is best to speak with colleagues in the first instance as there may be a quick fix.
Thank you for your ongoing hard work and resilience, and for supporting each other as we integrate MIYA and adapt to new ways of working while continuing to provide outstanding patient care.
Patient First is being withdrawn from the market and will not be supported beyond autumn 2024.
Southampton Hospitals are also moving on to the MIYA platform for ED later in the year.
Phase 1 will be live on 17 July, it is a like-for-like replacement of Patient First with some additional functionality.
The majority of work will become digital, replacing almost all paperwork. It will have electronic ED medical records, including e-noting/e-clerking.
In this phase, areas outside ED can view patient episodes by launching new ED system from within EPR in read only mode.
Phase 2 is expected to take a further six months. This will enable MIYA ED to link with other systems within the Trust, and right-clicking links directly into neighbouring systems (like EPMA, ICE, CRIS, PACS, SCAS). This phase is due for completion by March 2025.
Online training should be accessed via Green Brain at a convenient time before 17 July.
Users need to log into their Green Brain account after clicking the link and then they will be taken straight to the course.
For ED Users:
Admin Staff: Please complete the Admin Package on Green Brain.
Clinicians (Medical and Nursing Staff): Please complete the Clinicians Package on Green Brain.
For Users Outside ED:
ED MIYA - Package to access patient records outside ED via EPR
From there, they will need to click ‘Register’ and then ‘Launch’.
Once you’ve accessed the online resources, you’re welcome to send any questions you have to the project leads: Mihai.Borsa@hhft.nhs.uk (Clinical Lead), Reg.Yeomans@hhft.nhs.uk (Nursing/EPs Lead) and Paul.Huckle@hhft.nhs.uk (Training Lead).
The training videos are now available on Green Brain. If you are not able to access Green Brain, please click on the videos below to access them.
Please note that these training videos should not be shared beyond the intended use.
ED Miya - Administrators Package
| General Navigation | Video | Document |
| New Registration | Video | Document |
| Pre-Arrival | Video | Document |
| Discharge Summary | Video | Document |
ED Miya - Clinicians Package
| General Navigation | Video | Document |
| Pre-Arrival | Video | Document |
| Primary & Secondary Assessment | Video | Document |
| Noting: Clinical & Nursing Documentation | Video | Document |
| Discharge Actions | Video | Document |
| Patient Overview | Video | Document |
| Tasking | Video | Document |
| Discharge Summary | Video | Document |
ED MIYA - Package to access patient records outside ED via EPR
A new suite of powerful servers is being built to support EDs throughout the Trust which will balance traffic on the network, therefore reducing and mitigating the risk of system failure.
It is a cloud-based system, but robust business continuity plans have been developed to ensure we maintain our operation.
If the system was to fail, the supplier’s developers will work with our own IT team to resolve issues quickly.
Internal ED staff Handover
When you handover to a colleague, as you discuss your patient, go into the patient episode and untick your name ensuring your handover colleague ticks their name against the patient to add them to their caseload.
ED to Specialty’ Handover
Nurses taking patients to other wards will take a Tablet with them.
The new ED System has an electronic Nursing Handover document which can be reviewed and discussed with the receiving ward nurse.
For doctors within the speciality wards, they will be given ‘Read Only’ access to the new ED system where they can see all ED Doctor assessments, treatments, and plans. This functionality is available within the patient specific record within EPR, thus saving time for doctors accessing patient records and treatments etc, carried out within the EDs.
Q. What will happen to the Safeguarding forms? Will these still be sent to the Safeguarding team daily?
Currently, MIYA ED does not manage the full safeguarding process. It contains a checklist which guides you through the questions you need to ask and when to contact the Safeguarding team.
There will still be paper forms that you will need to complete in the event of a safeguarding escalation which will be sent to the Safeguarding team on a daily basis.
The checklist is clearly divided into sections to support you in knowing when and how to ask questions, depending on the situation.
Q. Will mental health assessments be picked up to action in other systems? What will the process be?
The mental health assessment has been carefully designed to follow our strict process so that multidisciplinary teams are alerted at the right moment. If you tick YES to certain statements, pop-up alerts or questions will guide you through the next steps so that you trigger the appropriate course of action.
Q. If you undertake a mental health assessment and children are marked as present in the patient’s residence, will this link to the Safeguarding team and/or a form to complete?
The mental health assessment not only identifies issues for the individual but also for any dependents.
If children are marked as present in the household, this brings up an alert which asks you to complete a new child safeguarding referral.
For any one-off or infrequent agency or locum staff, when their identity has been validated on arrival, they will be allocated an agency ID badge. Their badge will be linked to a generic directory account. A record of who worked on each shift is maintained so that entries in the ED system can be traced back to individual users.
Q. How will agency staff and locums learn how to use the system?
There is an online learning package for agency colleagues. If someone registers with an agency and they haven’t worked for Hampshire ED units before, they will be asked to complete the online learning as part of their induction and may be required to complete a short assessment prior to them coming onsite.
Q. Should agency staff and locums not based in ED learn how to use the system?
Yes, agency or locum staff receiving patients from the ED will need to be able to access patient notes from MIYA.
There is an online learning package for agency colleagues. If someone registers with an agency and they haven’t worked for Hampshire ED units before, they will be asked to complete the online learning as part of their induction and may be required to complete a short assessment prior to them coming onsite.
Q. Will agency ID cards work? Will it come up with ‘Agency Nurse 1’ for example or will they input their name?
Longstanding agency/locum staff will be given their own ID badge, linked to their own directory account which is an account on the network like any substantial staff member.
For any one-off or infrequent agency or locum staff, when they arrive for shift, they will be allocated an agency ID badge once their identity has been validated. Their badge will be linked to a generic directory account. A record of who worked on each shift is maintained so that entries in the ED system can be traced back to individual users.
You will no longer receive paper notes at patient handover but you can launch MIYA using right click option in EPR for read only access for full patient episodes. Please look out for user guidance and relevant information related to this.
Q. Will I be provided with any training on how to access MIYA records outside ED?
There is a short video on Green Brain, please ensure you and your colleagues watch this before 17 July. Please visit here to access the training on Green Brain.
Q. What is ‘Read only’ mode?
‘Read only’ mode is where you only have access to patient records, but you will not be able to make any amendments.
Q. What happens if I am not regular ED user but if I need to see patient in ED department?
You need to contact IT service desk to get access as main user.
