Sample Scanning Scenarios


*Note that these scenarios may vary


1. Inpatient Scenario

  • Scan a patient barcode
  • Scan "Close Referral" (if required)
  • Scan any number of intervention(s)
  • Scan "Stop"

2. No patient barcode available

  • Scan a clinical care activity barcode
  • Scan any number of intervention(s)
  • Scan "Stop"

P.S. Add the patient manually through the session editor


3. Group

  • Scan a clinical care activity barcode
  • Scan "Set group session"
  • Scan any number of interventions (these will be shared interventions and need to be scanned once only before scanning patients' barcodes)
  • Scan barcodes of the patients attending the session
  • Scan "Stop"

4. Inpatient Multiple Patient (Co-treatment)

  • Scan a clinical care activity barcode
  • Scan patient barcodes
  • Scan any number of interventions following each patient barcode scanned, or scan shared interventions for all patients (this should happen before any patient barcode is scanned)
  • Scan "Stop"


Your hospital's patient administration system returned the clinical unit & location information for inpatients so you don't need to scan these.

Capturing group sessions is just like capturing individual sessions, except you scan "set group" after the start barcode before scanning any patient barcode, and then only scan stop once, at the end of the group session.

You can add as many patients into the session as you want, just make sure you do this somewhere between "Start" and "Stop".

If you don't have the patient's barcode to scan you can enter it manually later when you upload.


Seeing Multiple Patients (co-treatment sessions)

You've probably noticed the last example relate to co-treatment situations. For example, as a physiotherapist you may leave one patient doing exercises while working with another patient. If scanning, follow the steps above. If entering the information online, you have the option to change from "Seen as Group" to "Seen Individually" and vice versa. "Seen Individually" means you are performing a co-treatment session and each patient will be allocated a fraction of your time in the report i.e. patient time  = staff total time / number of patients. On the other hand, when set to "Seen As Group" each patient will be allocated the total amount of staff time equally i.e. patient time = staff total time.



Scan the patient’s barcode late? You can correct the start time in the program after uploading your scans.

Can’t remember if you scanned stop? A second stop barcode is ignored – so scan stop again to be safe!

Anything scanned after stop is ignored. Scan all interventions, changes to setting, and supplies before scanning stop.

Patient has been discharged from the discipline. If you are attending the last session with a patient before he/she is discharged , scan the ‘Close Referral’ barcode which finalise the referral. This way the next time the same patient is referred for allied health intervention for a different treatment, he/she will be classified as a new patient instead of existing patient.

Performing the same intervention for every patient in a group or a co-treatment session?  Scan the interventions after scanning “Start” but before your first patient. This tells the system that you are performing the same intervention for all the patients. You don’t need to scan the intervention again.

Scan a patient to start the session and all other scans can be done when the session has finished! Don't worry about scanning everything at the start of a session, once you scan a patient barcode, the session has started and all other scans can be done once the session has finished, before scanning stop, to avoid interruption when attending to the patient.


Some tips on scanning your diary with Activity Barcoding

1. Use the scanner wherever possible. If you scan a session it takes far less effort than using a computer.

2. If you're busy, scan the patient's barcode then forget about scanning until the end when things are slower.

3. If you don't have a patient's barcode, scan a "temporary" (dummy) patient barcode. You can add the patient's number online or using a "fix dummy" barcode.

4. Scanning a start barcode stops the last session.

5. If you're not sure if you scanned stop, scan stop again. The system is smart enough to count only the first time you scan stop.

6. NIPA sessions become IPA sessions if you scan a patient's barcode.

7. Keep in your notes the barcode of your current patient. Take their stickers if available.


Interruptions while treating a patient?

If you are treating a patient and get interrupted to perform some other task, stop the existing session and scan to start the new session. When you return, re-scan the patient's URNUM barcode to start a new session with the patient. Any supplies or interventions already scanned will be associated with the earlier session, and don't need to be re-scanned.

For inpatients, the clinical unit and location, as usual, are pulled through your hospital's patient administration system. For outpatients, the clinical unit is maintained from the previous session. The location will need to be rescanned for outpatients, as will the clinical unit if it hass changed.

If you used any extra supplies and interventions not already recorded, these will also need to be scanned.

Of course, be sensible. If the interruption is for less than 5 minutes, you may decide it is unnecessary to record the interruption.

Remember: The more you scan in as you go, the less you need to enter manually!



IPA (Individual Patient Attributable)

NIPA (Non-Individual Patient Attributable)

IPA and NIPA are terms developed by the NAHCC in an attempt to record as much patient time in your day directly to patient care.

IPA is time you spend treating identifiable patients.

NIPA is where you are unable or it is impractical to assign clinical care time to identifiable patients e.g. large ward rounds, handover, allocation meetings.

Please refer to your Department rules when determining whether time is IPA or NIPA.

In ABC, if you scan or enter a patient, the time is IPA. If you do not, it is NIPA.


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