Mail-out to patients

The first step is to send out invitation packs to all your practice patients who have been diagnosed with COPD. The purpose of this invitation is to inform all patients well in advance so that they can make an Informed Decision about taking part in the study when they are in good health.  The instructions are laid out below in a step-by-step manner.

List patients

First of all a list of patients who may be eligible for the study, should they develop exacerbations must be created. Please use your GP system (e.g. EMIS, VISION, etc.) COPD QOF register to identify all eligible patients for the study.

Alternatively you could create a new search on the current practice population, for patients more than 40 years of age and using the read-codes below. This is more relevant if you think there are many patients with COPD who are not on the COPD register but are eligible for taking part in the study:

  • Chronic Obstructive Pulmonary Disease (H3..00)
  • Chronic Bronchitis (H31..00)
  • Emphysema (H32..00)
  • Bronchiectasis (H34..00)
  • Mild Chronic Obstructive Pulmonary Disease (H36..00)
  • Moderate Chronic Obstructive Pulmonary Disease (H37..00)
  • Severe Chronic Obstructive Pulmonary Disease (H38..00)
  • Other specified Chronic Obstructive airway Disease (H3y..00)
  • Chronic Obstructive airway Disease NOS (H3z..00)

Create a list of patients either from your COPD register or by running the search.

Please go through the list of patients and identify and exclude patients who may not be able to take part in the study for e.g. House bound patients, patients who may not be able to provide consent, life limiting malignancy, severe mental illnesses etc.  This will be the final list of eligible patients who should be sent the PACE invitation packs.

Mail merge

Mail merge the PACE invite letter using your practice header addressed to all the patients on the final list. Please also include the PACE patient information sheets (PIS), summary information sheet and patient card with this letter to complete the study pack.

Finally mail out these study documents to the respective patients.

Docmail

Sites will have the option of using using Docmail , where appropriate, to send relevant patients a letter informing them about the study (on practice headed paper), a study summary sheet and a participant information sheet (PIS). Also included will be a patient card with “Potentially eligible for PACE Study” This will allow potential participants the opportunity to consider whether they would like to participate should they develop an AECOPD during the recruitment period. Patients will be encouraged to identify themselves with the aid of the card, to the practice as having a suspected AECOPD, and where appropriate, consult before taking any oral antibiotics or oral steroids that they have at home (‘rescue medications’). Study posters will be used in surgery waiting areas to inform patients about the study.

Docmail instructions for download

Docmail instructions.docx Docmail instructions.docx
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