The purpose of this newsletter is to highlight the changes to SCI Gateway that occur in version 13.0.

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1 Scottish Care Information SCI Gateway Versiion 13.0 Newslletter The purpose of this newsletter is to highlight the changes to SCI Gateway that occur in version The major changes are listed on pages ii to vi What s New in SCI Gateway version Further details are provided on subsequent pages where appropriate. Crown Copyright 2010 I

2 What s New in SCI Gateway Version 13.0 for End Users 1 User Demographic Information In order to improve identification of users it is now mandatory that demographic information is held against a user s account - see page Security Questions A number of security questions have been added so that users can verify their identity when resetting their own password - see page User Reset Password When users forget their password they will now be able to reset their own password with new reset functionality see page Audit Trail Displays Users Names Additional user demographics are now stored in SCI Gateway and as a result the Audit Trail will now display the users first name and surname as well as the SCI Gateway user name - see page 1-7 Crown Copyright 2010 II

3 5 Archiving All messages older than nine months will be archived from SCI Gateway and stored by NISG shortly after the upgrade to version At regular intervals thereafter messages will be archived / deleted on an ongoing basis - see page 1-8 Message Destination Options 6 Destination drop down lists will now be filtered to only display those destinations that have a protocol attached 7 Patient Pre-population & Protocol Changes Version 13.0 of SCI Gateway now allows for some new or changed referral protocol questions to help with Referral to Treatment targets and to improve data quality. Protocols are controlled by each Health Board and it will be up to each board to decide if and when to make protocol changes. It will also therefore be up to each individual Health Board to notify users of changes to their protocols Crown Copyright 2010 III

4 8 Urgent - Suspected Cancer priority for referrals There is now an additional priority which can be included in referrals. Speak to your local system administrator if you do not have this priority in your protocols. More information on the urgent suspicion referral category and cancer waiting times data and definitions can be found at html Crown Copyright 2010 IV

5 What s New In SCI Gateway Version 13.0 for System Administrators 1 User Demographic Information Demographic information for users must be entered when a user is added to an HCE see page Dead Message Alerts There is now an option to set up addresses to alert administrator users when recipient systems become unavailable creating a build up of dead messages see page Patient Pre-population & Protocol Changes There are new lifestyle questions available for inclusion in your protocols. These questions will provide a more comprehensive view of a patient s exercise, smoking, alcohol and BMI history see page 2-6 Crown Copyright 2010 V

6 4 Archiving All messages older than nine months will be archived from SCI Gateway and stored by NISG shortly after the upgrade to version At regular intervals thereafter messages will be archived / deleted on an ongoing basis see page Reactivate Inactive Users Inactive users can now have their user accounts re-activated when necessary - see page Message Destination Options Users will now only be able to select message destinations that have a protocol attached see page Urgent - Suspected Cancer priority for referrals You can now create protocols which include the priority of Urgent - Suspected Cancer. Currently there may be other variations used for the wording of this priority however the above is the NCCDP term Crown Copyright 2010 VI

7 1 End User Changes Crown Copyright

8 User Demographic Information It will be a requirement after the upgrade to version 13.0 that demographic information regarding your name, role and location is held on SCI Gateway. This will make it easier to identify users in the administration windows of SCI Gateway when changes need to be made, for example if a user leaves their job and their account has to be made Inactive or deleted. When you log on to SCI Gateway for the first time after version 13.0 upgrade you may be required to add your demographic information: Select Title from drop down list Enter your own details into fields Enter any comments that are relevant Surname and Forename are mandatory fields. However the more information that is recorded the easier it will be for your system administrator to manage your account. When you add your address it must be in a valid format or the following message will be displayed You can save the information after you have completed the security questions see next page. Some health boards will upload users demographic information electronically to version 13.0 prior to you logging on. In these circumstances, you will not be required to enter your personal details. When you have saved your details a message will be displayed see next page Crown Copyright

9 Security Questions Pictured below is the Security Questions window which is displayed when you log on to SCI Gateway for the first time after it has been upgraded to version You are required to select three security questions and your answers from the lists provided. The answers you provide will be stored and used as security change questions which will allow you to reset your password if you should forget it in future. It will no longer be necessary for you to contact your local administrator to reset your password. See page 1-5 for more information on resetting your password. Enter answers in the fields below your selected questions Select question from the drop down lists Click on Cancel to go to the Home page see next page Click on Save to save your answers Message confirming your personal details and security questions have been saved Your security questions and answers, and demographics if applicable, have now been saved to your login account. Alternatively, you can create your own security questions by typing your preferred question in the relevant fields. see next page for the system security question options. Crown Copyright

10 Security Question Options: There are 10 security question options. You must select an option that is relevant to you from the list for each of the three questions. The options are: Colour of eyes Father s given name Favourite colour Favourite country First pet s name Mother s maiden name Name of first school Name of high school Place of birth Town/suburb of birth Security Questions Answer Rules Answers must be between 3 and 30 characters Must contain only alphabetic or numeric characters, spaces or single quotes You can bypass the security questions if you select Cancel as described on the previous page and you will be returned to the Home page. Each time you log onto SCI Gateway the Security Questions window will be displayed until you add them to your account. Note: If you do not add security questions and answers, the following message box will be displayed and in the event that you forget your password you will not be able to reset it yourself. You can change your security answers and/or questions by pointing to Security and selecting Change Questions from the Menu Bar as pictured below: Point to Security and select Change Questions Crown Copyright

11 User Reset Password If after a period of inactivity on SCI Gateway a user forgot their password, previously they would have had to call their local administrator to have it reset. Users will now be able to reset their own password at the login page if they have set their own security questions. See page 1-3 to 1-4 for information on how to add security questions. Access SCI Gateway in your usual way either from the desktop icon or through your other IT system until you have the login window displayed: Click on the link Forgotten your password? Enter user name here Click here to confirm Crown Copyright

12 Pictured below is the Security Questions Confirmation window which is displayed after clicking on Confirm as described on the previous page. Enter the characters from your security answers into the relevant fields Click on Confirm Enter a password in the New Password and the Confirm New Password fields Click on Change Password After clicking on Change Password you will be taken to the SCI Gateway Home page and a message will be displayed confirming you have changed your password. You can change your password at any time when you are logged in to SCI Gateway by pointing to Security and selecting Change Password from the Menu Bar as picture below: Point to Security and select Change Password Crown Copyright

13 Audit Trail Displays Users Names In order to improve management and identification on SCI Gateway, users will have additional demographic information recorded against their user account. This allows the Audit Trail to display more information. When a search is run on the Audit Trail, the results will display the first name and surname as well as the user name of the relevant users. User name, first name and surname displayed here Crown Copyright

14 Archiving SCI Gateway is not designed to hold messages indefinitely, therefore automatic archiving / deleting of messages that are older than nine months will be introduced soon after version 13.0 goes live. Shortly after SCI Gateway upgrades to version 13.0 the first stage of Archiving will be implemented. Messages older than nine months will be archived and stored long term in a secure location by National Information Systems Group (NISG). This archive will be retrievable and may be accessed by a limited number of NISG staff in exceptional circumstances and with relevant authorisation. Thereafter, messages will be archived / deleted from the worklist on a monthly basis when they reach the time limit of nine months old and will not be retrievable through SCI Gateway or from NISG. Therefore, you should always ensure that that there is an electronic copy of your messages stored where possible. Saving Copies of Messages Individual health boards will be responsible for the long term storage of messages that are sent via SCI Gateway. It should be noted that SCI Gateway is not the sole location for messages and that they can be saved to many GP and third party systems, for example: Most GP practices have for some time saved copies of their referrals to Docman and should continue to do so. If you do not have this facility contact your local primary care system administrators. A number of health boards have a facility set up where copies of messages sent and / or received within their control are saved in their local SCI Store. If you are unsure if your health board saves copies of your messages please contact your system administrator. Some hospitals and healthcare providers save electronic copies of their messages and some only save paper copies. If you have concerns about saving electronic copies please contact your local system administrator. Messages that have not been sent and are older than nine months will be archived / deleted along with all submitted messages. For information about saving messages in SCI Gateway see the Sending and Receiving Messages User Guide. Crown Copyright

15 2 System Administrator Changes Crown Copyright

16 User Demographic Information In order to improve management and identification of users on SCI Gateway, when new users are added you must now record additional demographic information. From the NHS directory tree select the Add User button. The Add User window will be displayed as pictured below: New user demographic fields displayed here. Complete as required Active box ticked by default Click on Save when complete Select from the drop down list and click on Add to put the user into a Permission Group When you click on Save a message will be displayed confirming the user was created successfully. Crown Copyright

17 Surname, Forename and User Name are all mandatory fields. However, if the user has an address, telephone number and location added to their account it will allow quicker contact when necessary. If a user needs to see and manage received messages they must be added to a Permission Group. The Active box is ticked by default when adding a new user. Click on the box to deselect if the user is not going to use the account immediately or if the location they are being added to is Inactive. If you try to create a user with only a user name and password the following messages will be displayed. When you reset a user s password using the Maintain User option in the NHS directory tree, you will not be allowed to save the changes without adding demographic information to the users account. User Search You can now search for a user by surname and forename and/or user name. From the NHS directory tree: Click on User Enter details in Surname, Forename and /or User name fields Select preferred option - Starts or Contains Select All, Active or Inactive as required Click on Search Search results are displayed with user s demographic details as recorded against their user account and their activity status. Crown Copyright

18 Dead Message Alerts Previously on SCI Gateway when the URL for a recipient server became dead there was no way of notifying users electronically of the situation. This could sometimes create a considerable build up of dead messages. You can now set up an address for admin users so that if your recipient systems and their URLs become unavailable and cannot receive copies of messages the admin users and SCI Support will be alerted. Open Destination URLs from the Menu Bar: Click on [Update] on recipient server to add addresses Click on [Restart] to restart copies to Store - only active when URL has been dead Click on Add to list Will say Yes when server is dead Select the number of consecutive dead messages to trigger alert Default address which alerts SCI Enter address of person to be alerted when system unavailable Click on Save Crown Copyright

19 Now that the addresses have been set up, each time dead messages on SCI Gateway reach your predetermined number all the addressees will be alerted by to inform them that their recipient server is off line. Once notified, SCI Gateway can then hold messages in a queue until the server is back on line instead of creating a build up of dead messages. Once the server is back on line the queue can be cleared by clicking on [Restart] as described on the previous page. Note: The dead messages that triggered the alert must still be cleared through Dead Messages when the recipient server is back online. Daily s Whenever you have dead messages you will receive an daily until the dead messages are cleared. You can add as many admin users addresses as are required to receive alerts for dead messages to the list. The Mandatory list is managed by SCI Support. The Add to List button will be greyed out and unavailable until you enter a recognisable address. The number of dead messages that trigger an alert to admin users is locally definable by selecting from the drop down list. When you click on Save as described on the previous page you will receive a message indicating that the URL has been updated as pictured below. Crown Copyright

20 Patient Pre-population & Protocol Changes Version 13.0 of SCI Gateway now allows for some new or changed referral protocol questions. The highlights of these changes are: The ability to have administrative questions which produce structured output The ability to have administrative questions that can appear on the first page of the referral letter Note: This will require changes to the style sheet The ability to have a completion date for medication in the referral XML and on the letter rather than it coming through as a duration The ability to have a new Protocol Response section in the referral XML and letter, together with generic questions and dynatables to populate it The ability to specify the text to appear in the referral XML and on the letter when a check box is ticked. Currently it is displayed as true The ability to have different text for a question on the form and for the letter, For example, the Form says What is the patient s height?, letter says Patient Height is The ability to have dynatables with as many columns as required The ability to have Smoking, Alcohol and Exercise history in a well-known location in the referral XML rather than as examination_ type questions New tab and questions to help with Referral to Treatment targets The ability to include the date recorded for patient measurements (BMI, Blood Pressure, etc) and to have multiple instances/recordings. For example, history of BMI Note: These will not be supported for GPASS and that the GP System suppliers will need to amend their systems before these can be utilised. Notification of the specific changes required is due to be sent imminently For full information please see the R13.0 Protocol Changes document (due to be published shortly). Please note that all changes are optional and that NISG will not be providing a protocol upgrade service for version Crown Copyright

21 Archiving SCI Gateway is not designed to hold messages indefinitely, therefore automatic archiving / deleting of messages that are older than nine months will be introduced soon after version 13.0 goes live. Shortly after go live of version 13.0 the first stage of Archiving will be implemented. In the first archive all submitted messages and messages not sent, older than nine months will be archived from SCI Gateway and stored long term in a secure location by National Information Systems Group (NISG). Thereafter, at regular intervals messages will be archived / deleted from SCI Gateway when they reach nine months old. These message archives will not be stored by NISG. Messages which have not been sent and are older than nine months will be archived / deleted as well as submitted messages as part of the archive process. See next page for managing messages not sent. Individual health boards will be responsible for long term storage of messages that are sent via SCI Gateway. Messages can still be saved by SCI Gateway to GP systems, Docman and other third party systems. Audit Trail Archiving As a separate transaction the Audit Trail will also be archived and stored long term in a secure location by NISG. On request and in exceptional circumstances, for example a legal case, these archives may be accessed by authorised personnel and details extracted for reporting. Crown Copyright

22 Messages Not Sent There is a new admin capability required for admin users to help them manage messages for archiving. This function will allow admin users to search for messages within their health board with a status of In progress and that are due to be archived. Through the NHS directory tree navigate to the Maintain User window of the user to allocate the capability: Select Messages Not Sent from drop down list Click on Add When the admin user logs in after the new capability has been applied they will have a new option on the Menu Bar: Point to Admin Administrative Reports and select Messages Not Sent Defaults to own health board Exclude or include cancelled messages as required Key in number of days required to search on Select Message Type or leave as All Messages Click on Search Crown Copyright

23 When you click on Search as described on the previous page, all messages that match the search criteria will be displayed as pictured in the example below. Click here to print a copy of the Messages Not Sent report Click here to clear the search Location that created the messages Number of not sent messages at Location HCE Click here to view a detailed report of messages not sent Crown Copyright

24 Pictured below is an example of a detailed report which is displayed when you click on [Details] as described on the previous page. Click here to print a copy of the Messages Not Sent report Click here to go back to the previous screen Message type column Date messages were created Location / clinician that created the messages Destination of messages Status of messages It is each health board s decision how they manage their messages not sent. Copies of messages can be saved or deleted as required. Crown Copyright

25 Reactivate Inactive Users Previously if a user was inactivated on SCI Gateway there was no way of re-activating their account. Changes to the functionality now allow this to take place. Navigate to the Modify User window of an Inactive user by clicking on [Maintain] in the NHS directory tree: Tick the Active box to reactivate a user s account Click on Save to save the change Click here to delete the user Inactive Users You will still be able view and manage user names that are inactive. In the Modify User window Inactive users will be displayed in the location s user list at the bottom of the window. Crown Copyright

26 In the Permission Group window Inactive users will be displayed in both the Users in Group section and the Users section. Inactive user In the NHS directory tree window Inactive users will be listed in the usual way as Active users. This user is inactive If you try to create a user with same name as an Inactive user the following message will be displayed: Users activity status will not be displayed in the Permission group window or the NHS directory tree. All Inactive users currently on SCI Gateway will be deleted at the point of upgrade to version Deleted Users When users are deleted from SCI Gateway as described on the previous page, they will not be able to log in to SCI Gateway and their user account cannot be reactivated. The user name will not be visible in the NHS directory tree, Modify user or Permission groups windows and will not be searchable. Any activity they have had on SCI Gateway will be retained i.e. history and activity in the audit trail and in protocols and stylesheets maintenance windows. After a user has been deleted the user name can be reused. Crown Copyright

27 Message Destination Options The screen where users choose the destination and protocol for a new message has been changed. The look and feel of the screen has not been changed, however the logic used to determine the HCEs that appear in the drop down lists has been changed to take account of protocols. Whilst the new logic does not mirror the previous logic its effects are very similar. Previously the old logic displayed HCEs that had the Accept capability assigned to them, their ancestors or their children but did not take account of whether a protocol was assigned. This meant that specialties that did not have a protocol assigned but which belonged to a hospital with Accept capability were included in the drop down list. However, when the user selected the specialty they were unable to create a new message as the protocol list was empty and the create button was disabled. The new logic will display HCEs that have a protocol assigned to them, their ancestors or their children. The create button will only be enabled if the chosen destination HCE has Accept capability assigned to it or its ancestors. Therefore, it will now be possible to choose an HCE and protocol, but where the destination HCE does not have the Accept capability assigned to it or its ancestors then the Create button will not get enabled and it will not be possible to send a new message. This does however mean that where Health Boards had moved the Accept capability down to specialty level or below, in order to remove certain specialties from the drop down lists, they can now move the capability back up to the hospital level. Crown Copyright

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