NHSP:Connect. Trust User Guide

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2 Contents Contents Getting Started overview Adding Jobs Using the Date/Time Selector Select partial hours for start or end time Cascading Jobs to agency Special Requests (NHSP/Agency) Special Requests (Direct Booking) (Substantive) Document Attachments Booking Internal Candidate into previously requested job View Jobs Filtering Requests Viewing further details and editing a request Requesting Break glass authorisation Assessing Candidates ing a CV to a consultant Requesting to Book a candidate Cancelling a job (unfilled) Cancelling a job (Booked) Cancelling Part of a job Viewing Bookings Timesheets NHSP/Substantive Timesheets Agency/NHSP Timesheets Adding to Bookmarks/Homepage Getting Started Page 2 of 35

3 The following guide has been compiled to aid you in your day to day use of, to help with all aspects of bookings, from requesting a Locum to viewing the status of those requests to authorising timesheets. To gain access to the system you must logon to the NHS Professionals web site, this means you will need to open Google Chrome and then enter the NHS Professionals website address into the address bar (you can also access directly from On this page click Logins The following page will appear: Click on There are training resources for the system found in the Help Guides section Page 3 of 35

4 Now click the logo When the login pop up appears, enter your credentials as supplied by NHS Professionals and click Log In: Page 4 of 35

5 2. overview Once the page loads you will see the following: This page allows you to control all the key activities for managing your Locum bookings and Timesheets. This page is split into a number of parts, which will be covered in depth later on in this guide. The top panel allows you to filter your requests: Below this is a panel that allows you to access other functions and also create a new Locum request: Page 5 of 35

6 Below this panel is the Locum requests panel, this panel shows the requests by any filters that you may have selected: The panel to the far right of the page lists the locations/directorates/divisions that you can book for: 3. Adding Jobs To add a Job click the green cross below the filtering options This will open the Add Request page: Page 6 of 35

7 This is where the main detail of the request is entered. The above is where you can enter the times of the requests within the range of dates you require Given By: This should read as your name LMS address: This should contain your address as setup within the system Client: The ward/dept name where you want this request to be worked Grade: The type of locum that you require e.g. Consultant Speciality: the speciality of the grade you require Please note that when you will need to type the first few letters in the Client, Grade and Speciality boxes this will then give you a list of options for you to choose from. From/To: ONLY use these if the shift pattern is Monday to Friday Reason: The reason for the request. Attachment: You can attach files to this request e.g. Job Description Notes: You can also enter further notes here. Once you have selected dates & times the full roster will be displayed here Page 7 of 35

8 This is what a request will look like when you have completed the form: Only use the From and To date boxes if you require standard shift times. If your shifts vary day by day then use the date/time selector on the right and leave the From and To dates blank If you have used the From and To date boxes, this will auto populate the date/time selector on the right of the screen: Selected times appear highlighted in yellow Page 8 of 35

9 3.1 Using the Date/Time Selector If you require different dates/times throughout the job, you can use the date/time selector to select these: Use your mouse to select each box individually or click and drag a period of time throughout a day. You can click, drag and select as many days as required, or you can drag and select different times on different days Once you have selected a period of time, you can change months using the Previous and Next buttons at the top of the Date/Time selector: 3.2 Select partial hours for start or end time If you need to select a start or end time as a partial hour (quarter/half/three quarters), click and hold the box you wish to change in the Date/Time selector. A pop up will appear: Click one of the yellow quarters to remove that quarter HH:45 HH:30 HH:15 Note that this will only modify the selected date for that partial hour. Page 9 of 35

10 If you need to modify all the times in the range, then change the Group Edit Minutes from the red cross to a green tick and then modify the partial hours as above: 3.4 Cascading Jobs to agency Once you have added a job on to, the system will pass this request, by , to internal candidates that match the Grade/Speciality and then to NHS Professionals. If a candidate is not forwarded for the job, the system will then cascade to agencies by at the given timescales. You can force the system to cascade to everyone ASAP by selecting these options (you may have more than one Tier of agencies): Page 10 of 35

11 3.5 Special Requests (NHSP/Agency) To request NHSP or an Agency to directly book an member of staff, enter either NHSP or the name of the agency into the Special box and select the correct option that appears Once you have selected an option a Message box will appear - this is free text for you to enter a note of the doctor s name this is to specify to NHSP or the agency the name of the worker you require them to book. Once you add the request, an will be sent to NHSP requesting that they book the specified worker. 3.6 Special Requests (Direct Booking) (Substantive) If the worker you wish to book is an internal substantive worker then start typing Internal Candidate and then select Internal Candidate from the Special Box. Once you have done this, you see a Candidate box appear. Start typing the name of the worker and a drop down list of options will appear. Select the candidate you wish to book: Page 11 of 35

12 3.7 Document Attachments You can if you wish, attach documents to the job. These may be for specialist requirements and include but are not limited to Job Descriptions or Person Specifications. To use this, click the Attachment button and then select the document you wish to send out with the job: Once you have entered the details for the job, ensure you check the Notes section for the rota d hours, to ensure they are correct. Once you entered the details for the job you can add the job either as a whole job with many shifts or on a shift by shift basis (each shift will be entered as a job with only one shift attached): Done: Clicking the Done button will add the job with many shifts within it Create as Shifts: Clicking this button will add each shift as an individual job. Page 12 of 35

13 3.8 Booking Internal Candidate into previously requested job If you have already added a job and then have selected an internal trust locum you can book them for that job in the following way. At the top of the page next to the logo, you will see M (Main View) & S (Staff View) in the Filter area. You will need to click S to change to Staff View Once in Staff view, you will see the jobs listed on one side of the page and the internal substantive candidates on the other side of the page: Select the job from the left hand side of the page and then select the worker on the right you can filter for the worker using the search box above the list of workers. Once you have selected the job and the candidate, click the Book tab above the list of jobs: Page 13 of 35

14 The following screen will appear: Ensure you select the correct payment method PAYE The left had side of the page indicates the details that will be sent to the worker via , you can change these but it is preferable not to. The right hand side indicates the payment method and the core and unsocial rates Once you have clicked book, you will need to confirm the rates: To book the worker, click the Book button. If these rates are correct then click yes, you will see the notification panel appear this panel will also indicate if you cannot book the worker: Page 14 of 35

15 You can confirm the booking by clicking Confirm Booking or exit using the Close, No Action buttons 4. View Jobs The View Jobs panel holds all the current requests within the system. Each row within this panel is a separate request, which could be for a single day or for an extended period of time. The grid shows you the basic information for the request, hovering over the detail in a column will display further information about that column. No: The system number for the request. Hovering your mouse over the number will display the date/time the request was entered. Grd/Spc: Page 15 of 35

16 This column gives you the Grade & Speciality of the request. Hovering over the grade will display the full description of the grade and speciality. These are also colour coded depending on the grade entered. Job Start: Indicates the start date of the job. Job End: Indicates the end date of the job. Shifts: The shifts column indicates how many shifts are required within the job. Hovering over this will show a full list of the rota. Client: Indicates the area in which the request is to be worked or was requested for. Status: The status column indicates each job s status. The possibilities are Live: Live job (unfilled) REQ(Live): Request for a specific doctor from an agency or NHSP Unkn: This means that the job has finished and the outcome (filled by) is not known you will need to action something on this request to book a doctor, if you know who has worked this job. You may also see some coloured squares next to the status: (see section 4.4 to view how to forward candidates/request book candidates) A green square indicates that an external (NHSP/Agency) Locum has been put forward for a job (the number in the box indicates the number of candidates forwarded) A red outline to any square indicates that the candidate s rates are over the break glass threshold (See section 4.3 to request break glass authorisation) A yellow square indicates that a CV has been forwarded to a consultant A red square indicates that a Locum has been rejected/withdrawn for the job A blue square indicates that a trust locum has put themselves forward for the job. Staff: This column shows the person who entered the request. Action: If you need to action something with this job a symbol will be displayed: take., hovering your mouse over the symbol will list the actions you need to Page 16 of 35

17 4.1. Filtering Requests At the very top of the page you will see your filter options. This allows you to filter for jobs with a particular Directorate, by default all jobs are shown This allows you to filter for jobs by the start and or end date of the shifts in a job. The Speciality filters will allow you to filter by speciality a new pop up will appear for you to select. This allows you to filter by All jobs, those jobs that require an Action by you or all those that are Filled This allows you to filter by job number or by staff member that requested the jobs Clicking R will reset all your filters to their defaults 4.2 Viewing further details and editing a request To view further details click on a request in the jobs panel and then click Activity Page 17 of 35

18 A further screen will be shown with the details of the request: From here, you can view the notes/rota information and you can add any further notes To edit the details of the request, click the edit job button. The add/edit job screen appears and you will be able to edit the request as needed. Once you have edited the details of the request click the Done button, this will save your changes (see the Add Jobs section of this manual to view all the functionality outlined in this page). 4.3 Requesting Break glass authorisation If a candidate is forwarded and their rate exceeds the NHS Professionals rate, you will need to request authorisation for the rate from your Break Glass authoriser. You will know when a candidate requires break glass authorisation when their coloured square is outlined in red: Page 18 of 35

19 Select the job and then click the activity tab. From here you will be able to Forward Assess the candidate: When the assess box appears, the candidates rate will appear in red: Click the button to forward the request to your authoriser When the box appears, change the drop down to Break Glass Authoriser Select the recipients in the recipients box. You will need to enter a reason for the rate approval request and then click the Details Button. The break glass authoriser will receive an from which they can approve or reject the request Page 19 of 35

20 4.3 Assessing Candidates When a job has had a candidate forwarded by either NHS Professionals or by a commercial agency, a green square will be displayed next to the job status (see section 4 for a full explanation of the coloured boxes) The number of candidates forwarded will be displayed in the box To view the candidates, you will need to click on the job and then click the Activity tab. From this page you will be able to view the candidates that have been forwarded: Clicking on a name will display their compliance details. Each of the bold coloured boxes indicates that documents have been uploaded. You can click on these to view the document Page 20 of 35

21 To perform an action, click on Assess or the Forward Assess button This screen will give you further information on each candidate. Further information on the details in this screen is on the next pages Page 21 of 35

22 Date Forward: The date and time the candidate was forwarded for the job. Agency: The organisation that the worker works for. Candidate: The candidate name if they are backgrounded in green they have worked at the hospital before, if they are backgrounded in yellow, then they have worked at the trust before. Compliance: Indicates the candidates compliance to work you can click on the boxes to show the CV as previous, however, the colour of the boxes indicates if a candidate is compliant in that area or not. Date From/To: This may vary if the candidate is not available for the whole duration of the job. If you choose to book this candidate will split the part of the job the candidate cannot work as a separate job. Rate: Indicates the hourly rate for the candidate. Page 22 of 35

23 Agency Comment: Free text for further information when you wish to Request Book a Doctor Book?: You have the options of Request Book, Decline, and Withdrawn Using Request Book will NHSP the details of the candidate you wish to book for the job (this does not book them, NHSP will do that for you) Using decline will NHSP/Agency that you do not wish to use the worker Withdrawn is used when the agency withdraw the worker i.e. they are no longer available. If you wish to the candidate to a consultant, then click the button this process is explained in the next steps here. Page 23 of 35

24 4.4 ing a CV to a consultant. When a candidate has been forwarded for a job, you will often need to the CV to a consultant. To do this you will need to view the activity on a job and assess the candidates (as in section 4.3) Once you have done this you will need to use the button on the row of the candidate you wish to send: This will pop up a box for you to enter the details of the consultant: Enter the name of the consultant, any message you may have for them and then use the Details button Page 24 of 35

25 When you click on the recipient s box, you will see a list of preset recipients. You may select as many of these as you wish If you need to enter further information in, enter it in the message section and then press the details button to send the . When you have successfully ed the C, you will see in the jobs section that the square for that candidate has changed from green to yellow Page 25 of 35

26 4.5 Requesting to Book a candidate. Once the consultant has approved a candidate, you will need to request that that candidate be booked. This will NHSP and they will book the candidate for you. To do this, you will need to Assess the candidate as described in section 4.3. Once here, you can use the Book? option: When you select the Book list, you will be presented with a list of options: Select your option: All the Request Book options will request that this individual is booked, but you can select one with further information for the NHSP/Agency s benefit. Decline, will inform NHSP that you do not wish to book this candidate Page 26 of 35

27 5.0 Cancelling a job (unfilled) If for whatever reason you need to cancel a job, you can do this from the activity screen: Click on the job you wish to cancel and then click the Activity Tab Once you have selected the appropriate option this will cancel the job (you do not need to click a save option. Click on the View Jobs tab and you should see the job there with an update Status: Page 27 of 35

28 6.0 Cancelling a job (Booked) Find the job you wish to cancel Click on the job you wish to cancel and then click the Activity Tab Click the Cancel Job & Booking button When prompted, click Yes to cancel the job. The job s status will automatically be set to Cancelled by Client In the View Jobs tab, you will see the Job has been marked as CNCL in the status column, an will be sent informing them of the cancellation Page 28 of 35

29 7.0 Cancelling Part of a job. If you need to cancel part of a job, be it booked or unfilled, you can do this by editing the job, (click the job, then activity and then Edit Job You can remove dates from this screen using drag and drop or by clicking the individual coloured cells within the date/time selector Once you have done this, click the Done button to save the changes, an will be sent with the amended details to either NHSP, the agency or the worker 8.0 Viewing Bookings There are two ways you can view all booked jobs. The first is in the main view by clicking on the filter for filled jobs Click Filled in the filter options The grid view will then have all the booked jobs you can view further detail for each job by clicking on the job and then the activity tab Page 29 of 35

30 The second way to view booked jobs is to click on the Bookings tab: This will then display a page with all your bookings: You can use the filters at the top of the page, to filter the requests that you are shown: You will see the bookings listed below this section: You can click on the candidate s name to view the candidate s photo (if it is attached to their profile) Page 30 of 35

31 9.0 Timesheets From the main view, you can access timesheets using the Timesheets tab: 9.1 NHSP/Substantive Timesheets You will then be presented with a list of timesheets for you to Authorise: Click on the Show button to expand the timesheet there may be more than one shift within each timesheet. The timesheets for each shift will be shown. Click the action box and select Bank Auth This will then allow you to modify the start, end times and break if required: Page 31 of 35

32 9.2 Agency/NHSP Timesheets Agency and NHSP timesheets vary from Substantive timesheets, in that the agency/nhsp will amend the timesheet and may upload a paper copy for you to view: Clicking on view will allow you to view the timesheet; you can then authorise or dispute the timesheet. You can action as many shift timesheets as you require and then at the bottom of the page you must read the declaration and then tick to confirm that you agree with declaration: Once you have done this click the submit button on the right hand side. Page 32 of 35

33 10.0 Adding to Bookmarks/Homepage You can add as a bookmark or a homepage. To bookmark this page, simply click the Star symbol next to the address at the top of the page: The following pop up will be displayed: You can change the name to something more meaningful if you wish: Once you have entered this click Done You should now find that NHSP Connect appears in your Bookmarks bar. Simply click this button to go directly to : Alternatively you can have Google Chrome open as your homepage when you open Google Chrome. To do this click the three dashes below the red cross in Chrome: Page 33 of 35

34 This will open a menu, and you will need to click on settings: In the settings page, you will see an option for On Startup Select the option Open a specific page or set of pages and then click Set Pages In the pop up enter the URL (address) of into the box ( Page 34 of 35

35 Then click OK. Now when you open Google Chrome, will be loaded by default as your homepage (or as part of a set of homepages). Page 35 of 35

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