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ℹ️ Introduction
This article explains how to use the Ardens Virtual Ward resources in SystmOne to support patients through the Virtual Ward pathway. By the end of this article, you will be able to record referrals, admissions and discharges using the Virtual Ward template, and use the Ardens reports to identify and review patients on the Virtual Ward.
Background
Virtual wards allow patients who would otherwise need hospital care to receive appropriate treatment and monitoring in their own home or usual place of residence. They can support patients who require an alternative to hospital admission or who are suitable for early discharge from hospital.
For further information, see the NHS England Virtual Wards Operational Framework.
How Ardens Can Help
Ardens provides a range of Virtual Ward resources to support practices throughout the patient pathway, including:
Virtual Ward template to record referrals, admissions and discharges
Reports to identify new referrals for review and potential admission
A register of patients currently on the Virtual Ward to support multidisciplinary team (MDT) meetings
A patient status alert to quickly identify patients currently on the Virtual Ward
How to Access the Resources
Template
Access using one of the following methods:
Patient status alerts - Click the hospital building icon under the patient's name if the patient is already on the Virtual Ward
F12 Favourites - Press F12 and add the template to your favourites (access this support article for instructions on using the F12)
Search bar - Use the search bar in the bottom-left corner of SystmOne and search for 'Virtual Ward'
Auto-consultations - Click Auto-consultations > ardens GENERAL > Virtual Ward
Toolbar - Add the template to your toolbar
Reports
Navigate to Clinical Reporting > Ardens Ltd > Team | Meetings > Virtual Ward folder
🧑⚕️ Referral
Patients can be referred to the Virtual Ward when they are identified as potentially suitable for Virtual Ward care, either as an alternative to hospital admission or to support early discharge from hospital. Ardens helps the practice team record the referral so the patient can be reviewed by the clinical team.
Use the Virtual Ward template to record the Referral to virtual ward code. Recording the referral flags the patient for review, and they will then appear in the New Referrals to Virtual Ward (in last 1 month) report.
⚠️ Please note: Recording a referral does not admit the patient to the Virtual Ward. The referral should be reviewed by the appropriate clinical team before an admission is recorded.
Open the patient's record and open the Virtual Ward template
Select the Referral to virtual ward code
Save the consultation
📋 Admission
Referred patients should be reviewed by the clinical team before a decision is made about admission. Ardens helps you identify new referrals and record the admission, so the Virtual Ward register stays up to date.
The New Referrals to Virtual Ward (in last 1 month) report lists patients with a referral recorded in the last month, helping the team identify who needs reviewing for potential admission.
If the patient is to be admitted, record the Admission to virtual ward code using the Virtual Ward template. Recording the admission adds the patient to the Currently on Virtual Ward report and displays the Virtual Ward patient status alert in their record.
1. Identify Patients
Go to Clinical Reporting > Ardens Ltd > Team | Meetings > Virtual Ward
Select New Referrals to Virtual Ward (in last 1 month) and review the patients listed
2. Review / Action Patients
Open the relevant patient's record and open the Virtual Ward template
If the patient is to be admitted, select Admission to virtual ward at the top of the template
Save the consultation
🔃 Review
Patients on the Virtual Ward should be reviewed regularly by the clinical team, for example during multidisciplinary team (MDT) meetings. Ardens helps the team maintain oversight of these patients and quickly identify them in the clinical system.
Register
The Currently on Virtual Ward report lists every patient currently admitted to the Virtual Ward. Use it to prepare for MDT meetings, review each patient's clinical information and document any relevant activity in line with your local Virtual Ward process.
Patient Status Alert
Patients currently on the Virtual Ward display a hospital building icon beneath their name in the demographics box. Selecting this icon opens the Virtual Ward template.
⚠️ Please note: The report supports patient identification and review. Clinical decisions, monitoring arrangements and escalation should follow the patient's care plan and your local Virtual Ward procedures.
Go to Clinical Reporting > Ardens Ltd > Team | Meetings > Virtual Ward
Select Currently on Virtual Ward and review the patients listed
Open each patient's record as required to review their clinical information
🏠 Discharge
When a patient no longer requires Virtual Ward oversight, record their discharge using the Virtual Ward template. This keeps the register accurate and gives a clear record of when the patient left the Virtual Ward.
Record the Discharge from virtual ward code, along with any relevant consultation information. Once saved, the patient is removed from the active register and will no longer appear in the Currently on Virtual Ward report.
⚠️ Please note: Ensure the discharge is appropriate and has been agreed in accordance with your local Virtual Ward procedures before recording it in the clinical system.
Open the patient's record and open the Virtual Ward template
Select Discharge from virtual ward at the top of the template
Complete any relevant consultation information
Save the consultation
❓ FAQs
Why is a patient not appearing in the New Referrals to Virtual Ward report?
Check that the Referral to virtual ward code has been recorded and saved correctly in the patient's record. The report only identifies referrals recorded within the last month, so check when the referral was entered and confirm that you are using the correct report.
Why is a patient not appearing in the Currently on Virtual Ward report?
Check that the admission has been recorded using the Admission to virtual ward option in the Virtual Ward template. If the patient has been discharged, they will no longer appear on the active register. Check the consultation history to confirm which actions have been recorded.
How do I remove a patient from the Virtual Ward register?
Open the Virtual Ward template in the patient's record and select Discharge from virtual ward. Save the consultation to update the patient's status.
How can I tell if a patient is on the Virtual Ward without running a report?
Patients currently on the Virtual Ward have a hospital building icon beneath their name in the demographics box. Selecting the icon opens the Virtual Ward template.
Does recording a referral automatically admit a patient to the Virtual Ward?
No. A referral and an admission are separate steps. Record the referral first, review the patient through your local process, and record an admission only when appropriate.
🏫 Additional Support
To further your understanding of the Ardens resources:
Book training for your GP Practice, PCN or ICB
Contact our Support Team for support in real time