ICE electronic requesting
Pathology and Radiology ordering for health professionals in Kent and Medway
ICE OrderComms allows GPs and other health professionals to request diagnostic tests quickly and easily at point of care. It also integrates seamlessly with the current GP and community EPR systems, such as EMIS and RIO, without affecting GP and patient interaction.
The system supports paperless booking, allows flexibility and faster turnaround with full visibility.
ICE is accessed through the patient’s record in EMIS. For instructions on how to do this, please refer to the training section below.
For more guidance on using ICE, please see the FAQs.
Using ICE
ICE is accessed through a dedicated link within EMIS – when you are in an EMIS patient record and wish to order a test, choose ‘Kent & Medway Diagnostics’ from the provider options.
To view or request on ICE, you need a user account. Please complete the new user form.
If you would like to view the short e-learning or quick reference guide, go to the training information.
Your practice’s ICE super user can also support you.
Access types
There are three levels of access to ICE.
Typically, the job titles fall into the following groups, although there are exceptions and this list is not exhaustive. Please provide as much information as possible so that we can be sure to allocate the staff member to the correct level of access.
GP requester
Lead GP
GP partner
Locum GP**
GP registrar/trainee**
**Locums and GP Registrars may request examinations under the supervision of a Lead Clinician
Non-medical clinicians
AHP*
Physiotherapist*
Paramedic*
*any non-medical clinician must be approved by the Trust’s Radiology Board to request certain categories of examination.
View only
Practice nurse
Medical secretary
Receptionist
Administrator
Practice manager
Pharmacist
Physician associate
For approval requirements, please speak to your practice’s ICE Super User or Practice Manager.
When completing the new user form, please provide as much information as possible so that we can allocate the correct access level to the staff member.
This form will be available soon. In the meantime, please email mtw-tr.km-iceoc@nhs.net with your access request.
Please note that, whilst most requests will be actioned within 1-2 working days, non-medical referrers may need to wait up to 6 weeks for requester access, as final approval from the Radiology Board is only actioned once per month.
Please speak to your practice manager or ICE super user if you wish to amend a user’s details or access level, or you wish to remove a user’s access to ICE.
If this is not possible, please email mtw-tr.km-iceoc@nhs.net
A test version of the interactive e-learning guide is currently available.
Visit the test interactive e-learning guide
The whole training takes 10-15 minutes, or you can pick a particular section to learn about a specific task.
The Quick Reference Guides (QRGs) show you how to complete the common tasks in ICE. Please click on the links below to download the PDF.
Quick reference guide 1 - How to Access Ice via EMIS Quick reference guide 2 - How to Request in ICE Quick reference guide 3 - How to delete a request in ICE Quick reference guide 4 - How to look at results in EMIS Quick reference guide 5 - How to look at results in ICE Quick reference guide 6 - Setting up ICE Users in EMAS manager Quick reference guide 7 – Using iRefer as a training toolFrequently asked questions
How do locums access the system?
A long-term locum can be set up on the system – ask your practice’s super user.
A short term locum can be set up under a 'locum code' within EMIS, as long as the practice keeps full records of who uses these codes at all times. Results will then be forwarded to their supervising GP.
Very short term locums are permitted to use the previous paper system. Results will be forwarded to their supervising GP.
Will I still have access to my current requesting system?
DartOCM will eventually be decommissioned for Radiology requests, so please transition to ICE.
Paper requests can be processed in exceptional circumstances only (e.g. system unavailable).
Users who continue to send requests sent via the legacy system will be encouraged and supported to transition to ICE.
How do I access ICE?
ICE will be an option within EMIS, once you are within a patient record. See the quick reference guide in the training section.
How will I be trained on the system?
The system is very intuitive, and should be ready to use with minimal training. There is no mandatory training requirement.
In the first instance, se your practice's ICE super user for assistance.
A short, interactive e-learning, downloadable quick start guides and other materials are available on the training page of this website and your practice's ICE super user will be able to offer further assistance, if required.
How quickly will I see the results/reports?
The TATs (Turnaround Time) for reporting will remain the same.
ICE has the facility to view your requests and monitor their progress through the system (please refer to the quick reference guide).
Radiology results will be available to view on ICE as soon as they are authorised on the Trust systems.
Results will be integrated into EMIS and viewable within EMIS reports (see the quick reference guide for more information) as well as within ICE.
Where can I see reports?
Reports will be visible within ICE, and also within patient reports in EMIS (no change to current process).
If a report was requested from acute, there will be a ‘download’ button in EMIS to bring the full report down from ICE.
To learn more about reports, and the different ways to access them, please refer to the interactive e-learning or the quick reference guide.
Where can the patient go for their test?
For chest x-rays, these are ‘walk in’ tests that don’t require pre-booking, and the patient can attend any Trust facility. Since the request is sent to the Trust’s Radiology central system, the patient and test details will be available at any site.
For all other x-rays, the patient should use the Patient Portal to book a slot – the surgery will supply details.
For tests that require a booked appointment, the patient will be contacted by the Radiology team to agree a time and location.
Is the data safe?
Yes, the data is safe. Before implementing NHS systems, they go through rigorous processes to ensure they comply with data protection regulations and clinical governance.
Is the process 100% paper-free?
The ICE system supports a paperless environment. This not only saves on the use of paper and administration but also improves efficiency and clinical access through the introduction of electronic requesting, test selection, electronic reporting, and work sheet preparation. For Pathology, sample labels will be produced for sample containers (i.e. no hand-written labels needed). Electronic requesting will negate the need for printed request and report forms. These forms are usually supplied on pre–printed stationery, which can be expensive.
If a patient doesn’t attend for their requested test, how will I know?
The progress/ statuses of all requests can be viewed directly on ICE, under ‘my requests’ (see the interactive e-learning for instructions). Clinicians will continue to receive alerts for ‘did not attends’ as per the current procedure.
How do I request repeat radiology tests in ICE? Can I copy/ duplicate a previous request?
It will not be possible to copy previous requests. Each request needs to be based on the current status of the patient, so should be entered individually.
If ICE is not working how can I order tests and access results?
To order tests, please refer to your local business continuity plan for the correct process.
Results can be accessed in EMIS reports: see the quick reference guide for instructions.
How do I amend or delete my request?
Please see the quick reference guide.
Is there anything for the patient to take with them?
The patient no longer receives any paperwork to take to the hospital/ other testing location. All their information is sent electronically. You may need to provide access/ accessibility information for people with particular requirements (e.g. refer to the provider’s website for wheelchair accessibility) or direct the patient to the facility’s website for opening hours.
How will the system affect patient experience?
There will be an improved patient experience by means of a reduction in the number of unnecessary samples (pathology) taken in error. There’s also a reduced opportunity for misdiagnosis, inappropriate treatment and/or delays in treatment through improved timeliness and clarity for the interpretation of results.
Can the system improve patient care/safety?
Yes – electronic patient data is used and matched across systems, with an increase in use of NHS number as primary identifier. Clinical context for requests is prompted to clinicians to ensure all required information as well as reduce request and result enquiry times. Patient details are pre-filled, so are complete and legible which helps to reduce request enquiries, delays, and mistakes.
The system prevents the ordering of duplicate tests, which waste patient time. It also allows the clinician to see all tests ordered for that patient, giving a clearer history.
Further help and support
Your first point of contact is your practice’s ICE super user.
They are trained to answer common queries and issues. If needed, they can escalate any problems to the ICE central team, or seek IT assistance.
If you need to escalate further, please use the IT support form on the Dartford and Gravesham NHS Trust website and we will be in touch shortly (usually within 1 working day).