Scottish Care Information. SCI Gateway V14.0. User Admin Guide NATIONAL INFORMATION SYSTEMS GROUP (NISG)

Transcription

1 Scottish Care Information SCI Gateway V14.0 User Admin Guide NATIONAL INFORMATION SYSTEMS GROUP (NISG)

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3 Contents 1 Introduction Accessing SCI Gateway Accessing SCI Gateway SCI Gateway Login screen: Passwords & Security Logging on to SCI Gateway for the first time Security Questions Security Questions The SCI Gateway Homepage Passwords in SCI Gateway Changing your own Password Working with the NHS Directory Navigating the NHS Directory NHS Directory Finding GP or Dental Practices Finding Non GP Locations/Providers Adding New Services/Branches to the Directory Tree Activating GP Practices Activating a Non GP Location/Provider Importing Consultants or Healthcare Professionals Consultants at Virtual Specialties Capitalisation Removal Adding Capabilities to HCEs List of Available Message Types Adding users to an HCE User Demographics Entity Search User Search User Search Changing a user s password Password Security Password Expiry Password Grace Period Deleting a user Modifying a User Reactivate Inactive Users Inactive Users Adding Admin Capabilities to users Capability Options Removing Capabilities Adding Extras Extra Types Permissions Phase User Roles Roles capability Accessing Roles via the Admin Menu Edit an existing role Crown Copyright 2011 i

4 Redirect Roles Adding Users to Roles Deleting a Role Cloning a Role Adding a new Role Adding a User to a Role via the User Maintenance Screen HCE Coverage Sending Groups Receiving HCE Groups HCE Coverage (Outwith Groups) Accessing Groups via the Admin Menu Adding a New Group Updating a Group Deleting a Group Modify User screen User Home Screen and the Message Worklist Navigation Bar Menu Items Send / Receive tabs Context Menu Bulk Printing Protocol Screen (Data Entry) Letter screen Audit Trail Permissions Phase 2 Enquiry Screen Statuses Accessing the Add Message Status Window Adding a New Status Creating a new status Applying a new status Changing a Default Status Removing Statuses Managing Destination URLs & Copies of Messages Assign Destination URL capability Add a URL for a receiving location Message Interfaces and Capabilities Original message Asynchronous Copies Recipient Web Service v Editing URLs Dead Message Alerts Daily s Messages Not Sent Managing Dead Messages Assigning Dead Messages Capability Re-submitting and deleting Dead Messages Managing Protocols Adding a new Protocol Editing Protocols Managing Stylesheets Crown Copyright 2011 ii

5 Adding a new stylesheet Globally Unique Identifiers (GUIDs) Linking a stylesheet to an HCE via the NHS Directory Creating stylesheet versions Searching for a stylesheet version Deleting stylesheets Protocol Verification Tool Schema Version Targeting Adding the default schema version as an Extra Adding the optional attribute to the message xml Protocol Verification Tool Archiving Archiving Audit Trail Archiving Referrer Control Maintain sender details capability Sender details do not exist Sender details already exist Testing the sender details Protocol & stylesheet changes APPENDICES Appendix 1 Attachments File size Recipient Web Server (RWS) Appendix 2 Additional Services Crown Copyright 2011 iii

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7 1 Introductiion SCI Gateway is the national product in NHSScotland for the electronic exchange of clinical information such as referral letters and discharge documents between Primary and Secondary Care. You can use SCI Gateway to send referrals directly to healthcare providers via the NHSNet, and you can monitor the progress of referrals once they have arrived at the hospital. Who is this guide for? This guide can be used by anyone who has the responsibility for the admin of SCI Gateway in the workplace. It can also be used as a resource by anyone responsible for delivering training on SCI Gateway Admin. Areas covered This guide provides information about the following areas: Accessing SCI Gateway Administration of users names and passwords Working with the NHS Directory Permissions Phase 2 Statuses Managing Destination URLs Managing Protocols Managing Stylesheets Schema Version Targeting Archiving Referrer Control

8 INTRODUCTION Getting help Problems and enquiries regarding SCI Gateway should be directed in the first instance to your system administrator or IT department. All calls to National Information Systems Group (NISG) should be made through Customer Services on Additional copies of this user guide and further support information are available on our website: Contact us NISG Training Team NHS National Services Scotland Cirrus Marchburn Drive Abbotsinch Paisley PA3 2SJ Telephone: SCI Web site: NISG Website: Crown Copyright

9 2 Accessiing SCI Gateway Access to SCI Gateway is controlled by the use of User Names and Passwords. These are normally issued and maintained by your local health board area staff, and any queries regarding user names and passwords should be directed there in the first instance. This section covers: Accessing SCI Gateway Passwords & Security The SCI Gateway Homepage

10 ACCESSING SCI GATEWAY Accessing SCI Gateway You can connect to SCI Gateway through this link The link will take you directly to the logon page. Alternatively if you have installed the Gateway client using a disc provided by NISG Product Support you will be able to access from the Windows desktop, by double clicking on the SCI Gateway icon: SCI Gateway Login screen: Double-click on the NHS Scotland icon to enter the Live Gateway Double-click on the NHS Scotland icon with Training to enter the Training instance Gateway Note: The SCI Gateway icon on your desktop may look different to the one pictured above, depending on which version of Windows you are using. Crown Copyright

11 ACCESSING SCI GATEWAY Passwords & Security When you log onto SCI Gateway you are establishing a connection over the NHSNet, therefore you will need a user name and password for security purposes. User names and passwords are provided by your system administrator. If there is no-one in your area with Admin access contact NISG Product Support you will be able to change your password at any time after first logging on. See Changing a user s password for more info. The Logon screen pictured below is displayed when you click on the NHSScotland logo as described on the previous page. At the Logon screen type in your SCI Gateway User name and Password and click Logon Ensure you select the correct instance from the drop down list Logging on to SCI Gateway for the first time When you log on to SCI Gateway for the first time you will be asked to change your password for security purposes and you may be required to add your demographic information. Enter your existing Password, New Password and then Confirm New Password Click Change Password Crown Copyright

12 ACCESSING SCI GATEWAY Security Questions You may be required to select three security questions and add 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 the future. It will no longer be necessary for you to contact your system administrator to reset your password. Enter answers in the fields below your selected questions Click Save to enter security questions and answers A confirmation message shown below will be displayed to indicate the security questions have been successfully changed. 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. Crown Copyright

13 ACCESSING SCI GATEWAY The SCI Gateway Homepage The SCI Gateway Homepage is displayed when you log on to SCI Gateway. Some of the navigation buttons and links pictured may not be available, depending on how SCI Gateway is configured in your local health board area. Navigation links see below Check SCI News regularly for important information Navigation Buttons Return to the SCI Gateway Homepage Allows users to access National Guidelines on referring protocols. This is a separate website. There may also be Local Guidelines if they have been configured on SCI Gateway Allows users to access the national waiting times database. This is a separate website Allows users to change their passwords or security questions Access to SCI Gateway online Help pages Logs off SCI Gateway and closes Internet Explorer window Allows users to access national e-library website for NHS health information Crown Copyright

14 ACCESSING SCI GATEWAY Passwords in SCI Gateway Changing your own Password You can change your password at any time by following the steps outlined below. Point to Security and then click on Change Password 1. Type in your current password and then enter and confirm your new password. 2. Click on Change Password to make the change Note: See Section 3 of this guide for more information on working with user passwords and password security rules. Crown Copyright

15 3 Workiing wiith the NHS Diirectory SCI Gateway uses the national ISD reference files as its core address system for allowing sending and receiving messages. Locations need to be activated and assigned capabilities and users given logins to be able to carry out their required functions. The availability of receiving locations on SCI Gateway is the decision of local health board areas. This section covers: Navigating the NHS directory Activating Health Care Entities GP Practices and Non-GP Locations/Providers Adding capabilities to HCEs User Demographics Adding Users and password security Adding Admin Capabilities to users Adding extras

16 WORKING WITH THE NHS DIRECTORY Navigating the NHS Directory The NHS Directory is built in a tree formation. At the top of the tree is the whole of NHS Scotland. This level is only accessible by NISG Product Support. Admin users usually have access at the next level down which is their local health board area. The next level down: GP Practices and Non-GP Locations/Providers, Dental Services and additional services as defined by the health boards. From this level down there are a variety of configurations depending on your health board. The flow chart pictured below shows the different levels for GPs and Acute services. Every node on the directory tree is classed as a Health Care Entity (HCE). NHS Directory NHS Scotland NISG Product Support users only Health Board Area Local Admin users added at this level Area GP Practices Area Non-GP Locations/Providers Individual Practice Hospitals/Clinics Practice users added at this level Specialty Hospital/clinic users can be added at whichever level is required Sub-Specialty Consultants All users at practices are added at the same level i.e. GPs do not have a higher level than receptionists/secretaries. Crown Copyright

17 WORKING WITH THE NHS DIRECTORY Dental practice users should be managed in the same way that users are in GP practices At hospital level users can be added at a variety of sub levels. If the hospital works on a central referral point users can be added at hospital level. There may be occasions when a user needs only to see messages for a certain specialty/sub specialty or consultant. They should be added at the level that is appropriate for them and can be managed further with the use of Roles and Sending and Receiving Groups. See section 4 for further information. See Appendix 2 for examples of how additional services and branches can be configured on SCI Gateway. Crown Copyright

18 WORKING WITH THE NHS DIRECTORY Finding GP or Dental Practices To find GP or Dental practices point to the Admin link and select NHS Directory. Click here When you select NHS Directory it will link you to your own health board area. Click the link required for working with GP practices. Click here to open the area GP practices. See next page Click here to open the area Dental practices Crown Copyright

19 WORKING WITH THE NHS DIRECTORY GP Practices (Active) Click on the practice name to view GPs Entity ID and Codes associated with the HCE, see below GP Practices (Inactive) Dental practices will be displayed and should be selected in the same ways as pictured above for a GP practice. Each HCE has three codes associated with it, an Entity ID for SCI Gateway, its National code and a Directory code, which is a combination of an area code and the national code. Crown Copyright

20 WORKING WITH THE NHS DIRECTORY When you click on the practice name as shown on the previous page, information regarding the practice is displayed. GPs associated with the practice Users who have been added to the practice Capabilities associated with the practice. See Adding capabilities to HCEs for more info Click here to allow messages to be received. See page 3-11 Click here to make the practice active or inactive respectively. See Activating GP Practices for more info When a practice is activated on SCI Gateway all the GPs by default are activated. You can make individual GPs inactive if you choose. Activating from bottom up i.e. GP first, Location last allows more control and limits what is activated as opposed to activating all. Activated GPs need to be added as users to SCI Gateway and issued with a username and password if they want to log on to SCI Gateway. Capabilities are assigned to Health Care Entities (HCE) e.g. GP practice and not to individual users. See Adding Capabilities to HCEs for more info. Admin Capabilities can be assigned to admin users. See Adding Admin Capabilities to users for more info. Crown Copyright

21 WORKING WITH THE NHS DIRECTORY Finding Non GP Locations/Providers Non GP Locations/Providers includes a list of all acute hospitals and clinics in your health board area that provide secondary care and locations that provide care from Allied Health Professionals and other specialties for example Psychiatry, Physiotherapy or General Medicine. To find non-gp locations point to the Admin link and select NHS Directory. Click here Click the link for Non-GP Locations/Providers Click on the location name to display the list of associated specialties and consultants Crown Copyright

22 WORKING WITH THE NHS DIRECTORY After clicking on the location name as described on the previous page the list of associated specialties and additional details for the location is displayed. Click on a specialty name to show associated Consultants and Clinicians Users assigned at location level displayed here Capabilities assigned to the location displayed here Entity ID and National and Directory codes for the HCE respectively Click here to allow referrals / messages to be received. See pg 3-15 Click here to make the location active or inactive respectively. See pg 3-15 When a Location is activated by default the associated specialties clinicians and consultants are also activated. Activating from bottom up i.e. Consultant first Location last allows more control and limits what is activated as opposed to activating all. Medical records often manage referrals for acute specialties. If clinicians and consultants want to manage their own referrals on-line they need to be added as users and given a username and password. Crown Copyright

23 WORKING WITH THE NHS DIRECTORY Adding New Services/Branches to the Directory Tree The directory tree has been extended so that health boards can request services to be added that reflect some of the additional services that are offered in their health boards. New services need to be agreed with NISG Product Support prior to them being included in the directory tree. Once agreement has been reached the relevant request forms should be sent to ISD who will include the new services and the HCE children below the service into the directory tree. Once a new service has been added finding specific HCEs in the directory tree will be through the usual navigation process as for GP practices and Non-GP Location/Providers. As each health board will design their own services it is not possible to show all possibilities. See Appendix 2 for an example of a flow chart depicting how a health board could set up a new service. New services and their HCE children will have to be activated in the same way as other HCEs on SCI Gateway and assigned Allowed Destination status where applicable. All new Branches, Services or HCEs must go through the ISD request process. Crown Copyright

24 WORKING WITH THE NHS DIRECTORY Activating GP Practices A practice must be activated on SCI Gateway before a GP is able to send or receive messages. From the NHS Directory screen, click on the GP Practices link The list of Active and Inactive practices is displayed. Click on a practice name to see the list of GPs associated with the practice. Click on the practice name Crown Copyright

25 WORKING WITH THE NHS DIRECTORY List of GPs associated with Practice See below for Allow Destination and Active Before a location can receive messages it must be assigned Allowed Destination. Click on Allow Destination. Click on Allow Destination The practice must be activated before users can carry out the capabilities associated with the practice. Click on Activate to change False to True Crown Copyright

26 WORKING WITH THE NHS DIRECTORY Doune Health Centre is in the active list of GP Practices The practice will be added to the Active list and all the GPs will be made active automatically. When a practice has been activated, the Active status changes from False to True and the button changes to and can be selected to make a practice inactive. Inactivating a practice will have the effect of inactivating all users. When a practice is assigned Allowed Destination the status changes from False to True and the button changes to and should only be selected if you no longer want a location to receive messages. By default all HCEs currently on SCI Gateway, both active and inactive are Allowed Destinations. New services and HCEs added through the ISD reference files by default will be classed as Not Allowed. Allowed Destination is not an inherited option on SCI Gateway like the Activate option. The children of a parent HCE that is an Allowed Destination do not automatically become Allowed Destinations. If a new GP joins the practice they will not appear in the list until they have been added to the ISD reference files and an update run. Crown Copyright

27 WORKING WITH THE NHS DIRECTORY The practice details can be prepared in advance of activating the practice, i.e. the users can be given logins and capabilities added. Each HCE has three codes associated with it: the Entity ID, which is generated by SCI Gateway; a National Code, which is the usual institution code and a Directory code, which is a combination of an area code and the national code. For example G~1001.1~ ~1005 is the directory code for a GP practice in Greater Glasgow health board. G~1001 Greater Glasgow health board code G~1001.1~999 Addition of GP Practice service level code G~1001.1~ ~1005 Addition of national practice code and code determining entity type ie GP practice Crown Copyright

28 WORKING WITH THE NHS DIRECTORY Activating a Non GP Location/Provider A hospital, clinic or specialty must be activated on SCI Gateway before the consultants and clinicians are able to send or receive messages. In this example, the specialty of General Medicine is being activated. From the SCI Directory screen, click on the Non- GP Locations/Providers link The list of Active and Inactive locations is displayed, click on a location name to see the list of associated specialties - in this example an Active location is selected. Click the location name The Specialties associated with the location are displayed here. Click on the required specialty Crown Copyright

29 WORKING WITH THE NHS DIRECTORY Before an HCE, for example a hospital or specialty, can receive messages it must be made an Allowed Destination. Click on Allow Destination to show the True statement The specialty must be activated before users can carry out the assigned capabilities. Click on Activate to show the True statement Activating a location activates all the specialties and consultants in the tree below it. If you want to adopt a more controlled approach you should activate from the bottom up. If you activate the consultants required, then the parent HCEs ie specialties and locations will automatically be activated. When a location has been activated, the Active status changes from False to True and the button changes to and can be selected to make a location inactive. Inactivating a location will have the effect of inactivating all users. When an HCE is assigned Allowed Destination the status changes from False to True and the button changes to and should only be selected if you no longer want a location to receive messages. By default all HCEs currently on SCI Gateway, both active and inactive, are Allowed Destinations. Any new Services and HCEs added through the ISD reference files by default will have a status of False and Not Allowed. Allowed Destination is not an inherited option on SCI Gateway like the Activate option. The children of a parent HCE that is an Allowed Destination do not automatically become Allowed Destinations. If you want to make the children HCEs Allowed Destination click on the Destinations Tree button. Crown Copyright

30 WORKING WITH THE NHS DIRECTORY The Allowed Destinations window as pictured below is displayed when you click on the Destinations Tree button as described on the previous page: Click on the HCEs.. button Click next to the HCEs that you want to select Alternatively right click on the Parent HCE and select Check All Children Click here to select Click here to return to the Directory Tree Click here to save Crown Copyright

31 WORKING WITH THE NHS DIRECTORY Importing Consultants or Healthcare Professionals The NHS Directory tree in SCI Gateway contains a list of consultants and Healthcare Professionals (HCPs) available in each health board area for each specialty. This list does not contain the full list of consultants and HCPs on the ISD list. If you need a Consultant or HCP not currently available on your list to be added to a specialty at a location under your health board you can import them from the full ISD list. Navigate through the NHS directory from Health Board Non-GP Locations/Providers Hospital Specialty: Click here to import a consultant or HCP Click here to display All, Consultants only or HCPs only Exisiting Consultants/HCPs at current location Click in the box beside the consultant/s that you want to import Click on Add Crown Copyright

32 WORKING WITH THE NHS DIRECTORY Your selected consultants or HCPs will be added to the list at the top of the screen as pictured below: New consultant displayed here Click here to return to the NHS Directory New consultant displayed here on return to the NHS Directory After you have imported the required Consultant or HCP they will need to be made Active before their name is displayed in any user options/lists. Crown Copyright

33 WORKING WITH THE NHS DIRECTORY Users who want to be able to add a consultant or HCP will have to have an additional admin capability applied to their user login. Contact your system administrator for more information. Only Consultants and HCPs on the current ISD reference files can be imported. If the person you require is not on the list contact ISD in the first instance. Consultants at Virtual Specialties There may be some locations or specialties in SCI Gateway that are not standard and have been added to the NHS Directory tree. These are known as virtual specialties and are Gateway specific. An example of this would be if a health board wanted to add a specialty or a sub-specialty to an existing hospital that did not already exist in the NHS directory tree. The virtual entities files are handled by ISD and are processed in the ISD upload SQL server job in the same manner as standard entity files. In the past when users would fill in the appropriate ISD form with the names of consultants and health care professionals for these specialties they would not appear in Gateway under the specialty. Now it has been amended so that during the ISD Upload consultants and HCPs are processed so they can be added to a virtual specialty manually by use of the Import Consultant or HCP button on the NHS Directory Tree. Click here to import a consultant or HCP It is important that users still fill in the names for consultants and/or HCPs that are added to virtual specialties in the appropriate ISD forms. Users can fill in the appropriate forms (gw_subspec and gw_loc_a) from the following location and send them to ISD to have their requests listed under virtual specialties. The preferred method of submission is to attach the completed forms to an to: NSS.isdDIGReference@nhs.net Crown Copyright

34 WORKING WITH THE NHS DIRECTORY Capitalisation Removal When GP, consultant and HCP details are imported into SCI Gateway or amended by the weekly ISD Upload Process, the clinician s names are forced into title-case, with the letter immediately following Mac or Mc in surnames also capitalised. Unfortunately, for the same surname, some people capitalise the letter following Mac/Mc and some do not, with the result that some GPs have objected to how their names are presented. For example the name Mackie would be presented as MacKie. It is not possible to decide programmatically whether a particular Mac/Mc surname should have the following letter capitalised or not as different people follow different practice. The only solution, therefore, is to allow the clinicians a mechanism to represent their names as they wish. The computer systems used by PSD and ISD now allow the entry of mixed case clinician names which will then be imported into SCI Gateway as is. SCI Gateway implements database changes so the solution is in place if ISD need to change their system in the future. SCI Gateway will import clinician names from the ISD reference files exactly as they appear on these files so as to allow the clinicians control over the capitalisation of their forename and surname. To avoid lots of upper case names suddenly appearing in SCI Gateway, fully upper case names will still have the automatic title case conversion applied. This means that GPs, consultants and HCPs that do not have any issues with the current format of their names do not have to take any action to change how their name is held by ISD. Crown Copyright

35 WORKING WITH THE NHS DIRECTORY Adding Capabilities to HCEs A practice or location must have capabilities as signed to be able to either send or receive messages. Select the required capabilities from the drop down list displayed here Select the required message type from the drop down list displayed here Click on Add Capability Capabilities are generally assigned at the HCE or location level. When assigned at this level it ensures that all specialties or entities within the location by default are given the capability. In a practice all GPs can send and/or receive messages. At the hospital level all specialties and consultants can receive messages. There may be occasions at a hospital HCE when you need to assign a capability at a lower level. For example, the hospital only has the capability to accept referrals but a specialty like Physiotherapy might need to be able to make referrals. The capability can be added at the specialty level. Crown Copyright

36 WORKING WITH THE NHS DIRECTORY Capabilities can be assigned either before or after a location has been activated. Navigate to the HCE required e.g. hospital or practice: Select the capability required from the drop down list: Click on the drop down list and select Select the message type from the drop down list to add the capability: Click on the drop down list and select Click on Add Capability: Click on Add Capability Crown Copyright

37 WORKING WITH THE NHS DIRECTORY The new capability is added here Click here to remove Repeat the steps to add all the capabilities required to the HCE. Note: Users in HCEs must also be added to the relevant roles and Sending/Receiving Groups to be able to view the following messages. See Section 4 for more info. List of Available Message Types Advice Request A GP may require further information on how to take a patients treatment forward without the need for the patient to be formally referred to Consultant/Clinician. An Advice Request message type would be added to allow the GP to create this message in conjunction with the Make, Accept, Redirect and Accept Redirected capabilities. Advice Response Allows the Consultant or clinician to respond to the Advice Request. An Advice Response message type would be added to allow a response message in conjunction with the Make, Accept, Redirect and Accept Redirected capabilities. Ambulance Report The Ambulance Report is sent by the Scottish Ambulance Service to A&E destinations. It should be viewed/accessed via SCI Store rather than via SCI Gateway, although SCI Gateway carries it and directs it to the correct SCI Store. For more information on this message type contact NISG Product Support. Discharge A patients discharge details can be sent from SCI Discharge or other 3 rd party discharge systems and appears as a discharge message on SCI Gateway. A Discharge message type would be added to allow receipt of this message in conjunction with the Accept, Redirect and Accept Redirected capabilities. egpfr Request The egpfr Request is sent from the Department of Work & Pensions to GPs asking for clinical information about a claimant s disabilities. An egpfr Request message type would be added to allow the creation of this message in conjunction with the Make, Accept, Redirect and Accept Redirected capabilities. Crown Copyright

38 WORKING WITH THE NHS DIRECTORY egpfr Response The egpfr Response is the response from the GP sent back to the Department of Work & Pensions. An egpfr Response message type would be added to allow the receipt of this message in conjunction with the Make, Accept, Redirect and Accept Redirected capabilities. Referral Allows the GP to create and send referral information to the Consultant/Clinician. A Referral message type would be added to allow this message in conjunction with the Make, Accept, Redirect and Accept Redirected capabilities. Referral Update The referral update is a new message type that recipients of referrals can send to the referrers to give further information about the processing of a specific referral, e.g. vetting outcomes. It allows more information than can be imparted through the status system. A Referral Update message would be added in conjunction with the Make, Accept, Redirect and Accept Redirected capabilities. Supplementary There may be occasions where it is necessary to send additional information after the referral has been submitted to the hospital/clinic. Additional information inclusive of attachments can be sent. A Supplementary message would be added in conjunction with the Make, Accept, Redirect and Accept Redirected capabilities. Crown Copyright

39 WORKING WITH THE NHS DIRECTORY Adding users to an HCE Navigate through the SCI Directory to the HCE required - in this example a GP practice: Click on Area GP Practices Select the practice from the list of active practices: Click on the practice name to select The list of users is displayed. This is the level that all practice staff, GPs and clerical staff should be added. Click on the Add User button: Click on Add User Crown Copyright

40 WORKING WITH THE NHS DIRECTORY Enter user demographics, details in the Username, Password and Confirm Password fields and click on Save: Enter details here Click on Save Your user can now be added to Role(s) and HCE Groups. Select the Role(s), Receiving and Sending groups from the drop down list and click on Add. There is more information on these functions in section 4. Select Role(s) and click on Add Select HCE Receiving and Sending Groups from the drop down lists then click on Add Crown Copyright

41 WORKING WITH THE NHS DIRECTORY A user must be added to HCE groups to be able to see received and sent messages. See HCE Coverage. After the HCE groups are displayed the user can be added to other locations in the list if required. If there is not an appropriate receiving or sending HCE group available to meet the user s requirements you will need to add a group. See HCE Coverage. To add a user to another HCE follow the same process as shown for a GP Practice. You will have to navigate further down the NHS directory if you want to add the user to either Specialty or Sub-specialty level. Users to a Dental practice should be treated in the same way as a GP practice. Users can be added before and after locations are activated on SCI Gateway. Crown Copyright

42 WORKING WITH THE NHS DIRECTORY User Demographics For efficient management and identification of users on SCI Gateway, when new users are added you must record additional demographic information. From the NHS directory tree select the Add User button. The Add User window will be displayed as pictured below: User demographic fields displayed here. Complete as required Select Role(s) and click on Add Click on Save when complete Select from the drop down lists and click on Add to put the user into HCE Groups When you click on Save a message will be displayed confirming the user was created successfully. Crown Copyright

43 WORKING WITH THE NHS DIRECTORY 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 and/or sent messages they must be added to the relevant HCE Groups. 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. Entity Search You can search for an entity by HCE name: Click on Entity Type in the name of the HCE that you are searching for and click on Search You can type in the full name of an HCE or part of a name (as above) Crown Copyright

44 WORKING WITH THE NHS DIRECTORY If you have typed in part of a name (as above) all the HCEs that include that part of the name will be found including ones that access is denied for the user Click on the HCE that you require. In this case it s the Alva Medical Practice that has Forth Valley GP Practices as its parent You are taken to the HCE that you searched for Crown Copyright

45 WORKING WITH THE NHS DIRECTORY User Search You can search for a user by surname and forename and/or a 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. You can click on the username to take you to the modify user screen. Crown Copyright

46 WORKING WITH THE NHS DIRECTORY Changing a user s password You will need to change users passwords when they forget their password or if their log on expires from lack of use. Point to the Admin link and select NHS Directory: Click on NHS Directory Navigate through the directory to the user s HCE/location and click on the [Maintain] link next to the user s name: Click on Maintain Crown Copyright

47 WORKING WITH THE NHS DIRECTORY Type in any new details, type in the Password and confirm Password fields and click on Save: Enter details here and click on Save Password Security Your password must be at least six characters in length Your password must have a combination of alpha and numeric characters and is case sensitive Never write down your password or reveal it to others When keying in your password it will be displayed as a series of so that it cannot be read When you change your password, the new one must not match any of the previous four passwords used for your user name If you think someone else may know your password, you should change it as soon as possible Crown Copyright

48 WORKING WITH THE NHS DIRECTORY Password Expiry Passwords in SCI Gateway are configured to expire after 90 days. Messages indicating the countdown to the expiry date will be displayed when you log on from seven days prior to that date. You should change your password during this notification period. Password Grace Period If you do not change your password prior to it expiring, the system will initiate a 21-day grace period. If you log on during this time you will be prompted to change your password before you can proceed. If you do not change your password prior to it expiring or during the 21- day grace period, a message will be displayed the next time you log on informing you that your password has expired. If this happens you must contact your system administrator to have a new password issued. Crown Copyright

49 WORKING WITH THE NHS DIRECTORY Deleting a user Navigate through the SCI Directory to the HCE where the user is assigned - in this example a GP practice: Click on Area GP Practices Select the practice from the list of active practices: Click on the practice name to select The list of GPs is displayed. This is the level that all practice staff, GPs and clerical users should have been added. Click on the [Maintain] link next to the user to be deleted: Click on Maintain Crown Copyright

50 WORKING WITH THE NHS DIRECTORY Click on the Delete button: Click on Delete Click on OK to complete: Click on OK When users are deleted from SCI Gateway they will not be able to log in to SCI Gateway and their user account cannot be reinstated. The user name will not be visible in the NHS directory tree, Modify user or HCE 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

51 WORKING WITH THE NHS DIRECTORY Modifying a User 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 Inactive Users You will still be able to 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

52 WORKING WITH THE NHS DIRECTORY In the Receiving or Sending Group HCE windows Inactive users will still be displayed in the Users section. See Crown Copyright

53 WORKING WITH THE NHS DIRECTORY HCE Coverage in section 4 for more information on groups. Click Admin, then the relevant HCE Group 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 the same name as an Inactive user the following message will be displayed: Crown Copyright

54 WORKING WITH THE NHS DIRECTORY Adding Admin Capabilities to users Admin users need to be able to manage users and HCEs and to be able to configure local options on SCI Gateway. In order to do this they must have the necessary capability rights assigned to them. In the first instance NISG Product Support will assign an admin user in your health board area the capabilities required. Thereafter the user will be able to assign the necessary capabilities to other admin users in your area. Capabilities can be added to a user when the user is added to SCI Gateway or at any time later by following the steps below. Point to the Admin link and select NHS Directory from the drop down list: Click here to navigate to the NHS Directory tree Navigate through the directory to the user s HCE/location and click on the [Maintain] link next to the user s name. Admin users are generally located at health board area level: Click on Maintain The modify user screen is displayed, select the required capability from the drop down list and click on Add: Select required capability from the list and click on Add Crown Copyright

55 WORKING WITH THE NHS DIRECTORY Each capability required must be selected and added individually. It is not possible to multi select capabilities and then click on Add. Capability Options Activate/Deactivate HCEs This allows users to activate or deactivate an HCE ie hospitals, clinics, clinicians. Add Consultant/HCP This allows users to import a Consultant or HCP from the full ISD reference files. Allowed Destinations This allows users to assign the Allowed Destination option to an HCE. They can also remove the option from an HCE. Capabilities This allows users to add capabilities for HCEs for example assign Accept referrals to a hospital. Dead Messages This allows users to manage the dead message list ie copies of messages to other locations that have not reached their destination. Destination URLs This allows users to configure the URLs for web servers and message destinations with the different message types and options available. Prior to configuring this area you should contact NISG Product Support for more information, as they will still manage some of these options. Extras This allows users to configure local options for SCI Gateway for example local Guidance pages. See Extra Types for information on all Extras. HCE Stylesheets This allows users to apply stylesheets against HCEs in the health board. The capability will not allow users to add or change stylesheets. Maintain Sender Details Users who have this capability can maintain a list of sender details by manually entering, amending and deleting the sender details in that HCE. Each administrator should only be able to maintain the sender names for those HCEs that they normally have permission to access. Messages Not Sent This allows users to search for messages within their health board with a status of In progress and that are due to be archived. This capability required for admin users helps them manage messages for archiving. NHS Directory This allows the user to view the URLs for the health board area under the capabilities section. This capability is required along with User Maintenance in order to manage users. Crown Copyright

56 WORKING WITH THE NHS DIRECTORY Receiving HCE Groups This allows users to manage receiving groups for example, create a receiving group that allows users to receive messages for a specific specialty and its consultants. Roles This allows admin users to think at the functional level by defining roles for groups of people who do similar jobs and also to break down capabilities to a finer level of detail. Protocols This allows users to add and manage protocols. This facility is not available for users who manage their referrals through a third party system, for example SCI Outpatients. Contact NISG Product Support if you need further clarification. Sending HCE Groups Admin users will be able to allocate one or more HCEs into a Sending HCE Group. Users who are given access to this group will be able to see outgoing messages at any of the HCEs in the group provided the user has the appropriate sending role. Statuses This allows the user to configure local statuses for messages for example checked and passed by GP for in progress referrals. Stylesheets This allows users to add, edit and manage stylesheets for different message types. User Maintenance This allows users to manage users for example add/remove users, manage passwords and assign admin capabilities to users so that they have the ability to configure local requirements and options. Users must also be assigned NHS Directory capability to be able to manage users. View Directory This allows the user to view NHS Directory tree and the URLs for the health board area under the capabilities section. It is a view only option. Save button When you select this option the capability will be removed from the list. Restore link When you select this option the capability will be completely restored to the user. The Restore will not take effect until the changes have been saved. Users cannot add or remove capabilities for themselves. Reset button When you select this option it will remove all capabilities that have been added to the user and remove them from any Sending or Receiving HCE group to which they have been added. The Reset will not take effect if the changes have been saved. Delete button Extreme caution should be exercised using the Delete button as it will not only delete capabilities - it will delete the user s log on from SCI Gateway. Crown Copyright

57 WORKING WITH THE NHS DIRECTORY Removing Capabilities You may have occasion to remove capabilities from a user, go to the modify user screen: Users admin capabilities are displayed here. Click on here to remove the Capability The Capability that you have removed is still on the list with the option to Restore if required. Capability greyed out with the option to [Restore] Crown Copyright

58 WORKING WITH THE NHS DIRECTORY Adding Extras The Extras area allows Admin users to configure their own health board area with some added features. The extras can be added at whatever level is appropriate e.g. Hospital location. In this example the extra is SCI Store and is added at Health Board level. Click on the Add Extra button: Click here Select Extra Type required from the list Key in relevant details to the Info Text field - in this instance the SCI Store URL then click on Save Crown Copyright

59 WORKING WITH THE NHS DIRECTORY The extra type added was SCI Store. The SCI Store button is now displayed here Details of the added Extra displayed here To update Extra click here To delete Extra click here Extras can be added at any HCE level and is an inherited option i.e. if you add the Extra at health board level all the levels below will inherit the Extra. Extra Types Attachment address You can add an address for an HCE so that users can send s in connection with a specific message. Sending s is not a secure method of communication. Can attach files from Docman You can attach files straight from Docman in the same way as you would attach a file from your local PC or network. Can receive attachments This must be configured for users to be able to send attachments with their referrals. The default setting is for all locations to be able to add attachments. You can opt out of this by entering False into Info Text field, which will be displayed if you select the Can receive attachments option on the previous page. Crown Copyright

60 WORKING WITH THE NHS DIRECTORY File message in Docman If you have this facility you can file a message straight to Docman. If the message carries the patient s CHI number a copy of the message will be saved directly to the patient s record in Docman. For example when sending a referral, a copy will automatically be saved to the patient s record in Docman. Discharge letters can also be saved directly to Docman. However, this will be to the Batch Manager and not the patient s record. EGPFR Requests and egpfr Responses need to be saved locally and then dropped into Docman. When attaching either of the Extras relating to Docman the Info text field should be set to True and the additional Message Type field can be set to All Messages or the Extra can be added individually for each Message Type. These Extras should be added to each individual practice and not at Health Board GP Practices level as not all practices use Docman. Guidance URL You can add the URL of a local website where you publish local guidance on referring protocols. Users will be able to access it directly from SCI Gateway by clicking on Guidance on the menu bar and selecting through the Local Guidelines. Add the URL in the Info Text field as shown for SCI Store on page SCI Store URL You can add the URL of your local SCI Store. A SCI Store button will be displayed on SCI Gateway and users will be able to access it directly from SCI Gateway. As shown on page Set flags on status receipt You must configure this option if you want flags to set automatically on the worklist when the status of a message changes. For example if this option is configured when a referral is printed or opened the Viewed flag will be displayed on the worklist. Default New Message Schema Version Adding this as an extra allows boards to globally switch schema version without altering all their protocols. This extra will be an inheritable extra, if a given HCE does not have the extra configured for it, the system will look for the nearest ancestor which does have it configured and will use it s value. See Schema Version Targeting for more info. Crown Copyright

61 WORKING WITH THE NHS DIRECTORY Crown Copyright

62

63 4 Permiissiions Phase 2 The capabilities assigned to an HCE (see Adding Capabilities to HCEs) determine which type of messages it can send and/or receive. Users take their capability from the HCE where they are added in the directory tree. After users have been added and capabilities have been assigned to HCEs, you can manage User Roles and HCE Coverage so that users can work with messages for an expanded or condensed list of locations, specialties or clinicians as required. This section covers: User Roles HCE Groups (Sending and Receiving) Permissions Phase 2 Enquiry Screen

64 PERMISSIONS PHASE 2 The two main components in Permissions phase 2 are: 1. New User Roles functionality. See below. 2. HCE Coverage. This initially only allowed admin users to administer messages that were received by users (in permission groups) however it has been extended to include Sending HCE Groups (see HCE Coverage). User Roles In some health boards, it would be beneficial to define roles across HCE boundaries. For example, a Medical Secretary role might be created to define the standard functions that are to be performed by medical secretaries across hospital departments or even across several hospitals. This could be achieved by defining one Medical Secretary role thus providing a standard set of functions that a medical secretary can perform: functions based on the messages and capabilities defined for the HCEs in which each individual secretary operates. In the case of a GP practice: using the HCE Capability model in previous versions of SCI Gateway, the best that could be achieved was to have an HCE with Create Referral capability. That capability would automatically allow all the users (GPs and practice staff alike) to park, review and send the referral and this wouldn t prevent referrals from being sent prematurely. Using roles, practice staff could be restricted to just Create Referral and View in Progress thus providing them with the ability to create, park and review a referral while the GP role could be extended to include the Send capability thus allowing GPs to review and send the referral while preventing practice staff from inadvertently sending the referral. As mentioned above NISG created default roles for each message type and they were distributed to each health board via the R14.0 upgrade. Crown Copyright

65 PERMISSIONS PHASE 2 Roles capability A user will not be able to manipulate roles unless s/he has been provided with the new Roles capability. Board administrators will need to request/be assigned the Roles administrative capability as appropriate, i.e. Boards will need to decide who should get the Roles capability and request that they are assigned them. If a board administrator has Roles capability then they can assign it to other users. Roles must be added to admin users capabilities for them to manipulate other users roles Crown Copyright

66 PERMISSIONS PHASE 2 Accessing Roles via the Admin Menu Gateway admin users who have the Roles capability will have a menu option that will take them to a screen displaying a list of roles with the options to update, delete or clone a particular role or to create a new one. Go to Admin Roles to view the list of roles Click here to add a new role Click on Update to edit or view the Role Click on Delete to remove the Role Click on Clone to copy the contents of the Role to create a new one Roles displayed in alphabetical order Message advising on items per page and hyperlink to next page(s) Change the items per page by typing in and clicking on Update Crown Copyright

67 PERMISSIONS PHASE 2 The default roles provided by SCI were named: <Health Board Name> Accept <MessageType> Default Role e.g. Forth Valley Accept Referral Default Role. This role has all the relevant receive permissions ticked except Redirect <Health Board Name> Make <MessageType> Default Role - e.g. Forth Valley Make Referral Default Role. This role has all the send permissions ticked <Health Board Name> Redirect <MessageType> Default Role - e.g. Forth Valley Redirect Referral Default Role. This role has View Received and Redirect ticked Edit an existing role To view or edit an existing role, click on the Update link: Click here to view or edit a role (in this case Make Referral Default Role) Once you click on Update you will be taken to the Edit Role Details screen. The top half of this screen displays a Receive tab and a Send tab along with each message type and checkboxes that can be selected or deselected for each permission / message type combinations. Crown Copyright

68 PERMISSIONS PHASE 2 Pictured below is the Forth Valley Make Referral Default Role. By default the Receive tab is at the front. In this case nothing is ticked in the Receive tab because it is a Make Referral role and make message types are outgoing messages. The Owner HCE button defaults to the logged on user s HCE. In the case below this is Forth Valley. The owner of a role should be the HCE that will manage the role, for example a health board area or hospital/location. Click here to save changes Click here to return to the Role List Owner HCE button displaying the default HCE Message types Permissions checkboxes Crown Copyright

69 PERMISSIONS PHASE 2 Click on the Send tab to bring it to the front. Here you can see all the permissions are ticked for the Make Referral default role. Send tab at the front All the above permissions for Referral have been ticked Some check boxes may be greyed out as they depend on other permissions being checked. For example print in-progress depends on view in-progress, so the print check box is greyed out until the view check box is checked. Similarly print (and more) will be deselected if the view checkbox is deselected (the user needs to approve this via a message box as below). If you deselect the View In Progress checkbox on the Make Referral Default Role you will receive this message Crown Copyright

70 PERMISSIONS PHASE 2 Every permission should depend on view permissions only unless it is a view permission itself. View permissions are view in-progress, view sent, view received and view audit trail. Redirect Roles Redirect messages such as redirect referral have their own default roles. They will have the redirect permission and view received assigned to them as below. View Received and Redirect permissions checked Crown Copyright

71 PERMISSIONS PHASE 2 Adding Users to Roles Users are added to Roles in the bottom half of the screen: Arrow buttons to allow users to be added and removed from Users in Role list Users associated with the home HCE of the loggedon user List of all users assigned to Role Click on Select All to highlight all users on the right-hand side for selection Deselect All button Click on the Filter by HCE button to filter further down the HCE tree Crown Copyright

72 PERMISSIONS PHASE 2 Deleting a Role To delete a Role all users must first be removed from the Role in the Roles screen then the delete link can be clicked as on page 4-4. A quick method of highlighting all users for removal is to highlight the first one then click on shift and highlight the bottom one in the list. Health board administrators should be aware that if they edit or delete a default role or any other role this will affect all the users in that role Cloning a Role In addition to the Update and Delete options, there is a Clone option for each role in the list. When the Clone option is selected, a message box is displayed asking the user if the users assigned to the role should be copied over to the new role. If the user clicks OK at this stage, the Role Detail screen will be displayed with the data from the cloned role copied into the fields, except for the role name. The role name will be blank for the user to fill in. The role name must be unique across NHS Scotland. The cloned role with its data will not be saved until the Save button is hit. If the user selects the Cancel button from the above dialogue box, the Role Detail screen will be displayed with data such as the home HCE and the permissions ticked/not ticked from the cloned role. However the role name will be blank for the user to fill in and the users in the original role will not be copied over. Crown Copyright

73 PERMISSIONS PHASE 2 Adding a new Role The New Role button will take the user to the Role Detail screen but all data fields on that screen will be empty as below. The role name must be unique across NHS Scotland. Name and Owner HCE areas blank Permissions check boxes all empty in both Receive and Send tabs Users added to Role Arrow buttons to allow users to be added to or removed from the Users in Role list Users associated with the home HCE of the logged-on user Crown Copyright

74 PERMISSIONS PHASE 2 Adding a User to a Role via the User Maintenance Screen The user maintenance screen shows the roles of which the user is a member. It is possible to add or remove a user to or from a role in this screen as well as in the Roles screen. The roles listed in the Roles dropdown will be those with an owner HCE which is the logged-on user s home HCE or one of its ancestors or descendents. 7 Roles picked up from the user s Home HCE s capabilities Add Roles to each user by choosing the appropriate role from the drop down list and then click on Add Click on Remove to delete role. Note: Role disappears instantly Crown Copyright

75 PERMISSIONS PHASE 2 HCE Coverage Sending Groups Sending HCE Group may consist of more than one HCE. A user will be able to see messages sent from any of the HCEs in their Sending HCE Group. The HCE that a message is sent from is always the user's Home HCE (as before), i.e. a user will be able to see and submit messages from any of the HCEs in their Sending HCE Group, but they will only be able to create messages from their Home HCE. The message totals shown on the home page will also be affected as a consequence. Default Sending Groups For HCEs that previously had the Make Message capability in previous versions of SCI Gateway, NISG created Default Sending HCE Groups so that all users would still have the same functionality. The Sending HCE Groups were named <HCE Long Name> (<HCE ID>) (Default Sending Group) e.g. Training Medical Centre (70865) (Default Sending Group). Receiving HCE Groups In previous versions of SCI Gateway, Permission Groups were used for users to be able to see received messages. Now Permission Groups have been renamed Receiving HCE Groups. HCE Coverage (Outwith Groups) HCE Coverage (Outwith Groups) has been disbanded. Crown Copyright

76 PERMISSIONS PHASE 2 Accessing Groups via the Admin Menu Admin users who have been given HCE groups capabilities can view either Sending or Receiving HCE groups via the admin menu. For the purpose of this demonstration we will view Sending Groups. Click on Admin HCE Groups Receiving HCE Groups or Sending HCE Groups Click here to add a new Sending Group This will be highlighted if the user has the Sending Group capability Sending HCE Groups Groups are displayed in alphabetical order by name Click on Update to amend existing group details Click Delete to remove the group Crown Copyright

77 PERMISSIONS PHASE 2 Adding a New Group If the user clicks on New Sending Group they will be presented with the following screen: Click on Save to save changes Return to the Group List by clicking here Type the name of the new group here Select Owner HCE from here Arrow buttons to allow users to be added and removed from Users in Group list Users (that can be added to the group) associated with the home HCE of the logged-on user Add HCEs to the Group by clicking on this button. View HCEs in the HCEs in Group box above Once the user has added all the relevant data and clicks on Save they will be presented with the following message at the top of the HCE Group details screen: Crown Copyright

78 PERMISSIONS PHASE 2 Updating a Group If you click on the Update link for a group you will see the following screen: Click on Save to save changes Return to the Group List by clicking here Users (that can be added to the group) associated with the home HCE of the logged-on user Add HCEs to the Group by clicking on this button. View HCEs in the HCEs in Group box above Arrow buttons to allow users to be added to or removed from the Users in Group list Crown Copyright

79 PERMISSIONS PHASE 2 When you have completed any changes and click on Save, the following message will appear at the top of the HCE Group Details screen: Group modification message Return to the Group List by clicking here Deleting a Group Once returned to the Group List screen if the user chooses to delete a Sending or Receiving HCE Group they must detach all users from the group first. If all users have not been removed an error message will appear at the bottom of the Group List screen stating: Once the group is successfully deleted the following message will appear at the bottom of the Group List screen: Crown Copyright

80 PERMISSIONS PHASE 2 Modify User screen A user can be added to existing sending and receiving groups via the modify user screen as below: Add users to their Sending and Receiving groups here Click on Save to save changes Crown Copyright

81 PERMISSIONS PHASE 2 User Home Screen and the Message Worklist The user s home screen is displayed when the user logs on to SCI Gateway or when the user selects Home from the navigation pane. If any of the HCEs in the user s Receiving HCE Group(s) has received a message, the system will display a You have x new <Message Type> message(s) for each message type provided the user has Receive Tab / View Received = Y in the Receive Permissions in Roles. For example: a user sees the following screen when logging on at her GP practice where she is a receptionist. New messages alert /hyperlink dependent on view received permission in Roles and messages received in the user s Receiving HCE Group Message alerts/hyperlinks dependent on view in progress permissions in Roles and messages sent from the user s Sending HCE Group In progress referrals with appointments booked via SCI Outpatients The user has the following roles: FV Accept Advice Response Default Role FV Accept egpfr Requests Default Role FV Make egpfr Response Default Role FV Make Referral Default Role The egpfr Requests and Advice Responses are governed by the view received permission in the Accept Roles and the messages that have been received in the user s Receiving HCE Group(s). The egpfr Response and Referral messages are governed by the view in progress permissions in the Make Roles and the messages sent from the user s Sending HCE Group(s). Crown Copyright

82 PERMISSIONS PHASE 2 Below is the modify user screen with the relevant Roles: Roles If the user goes back to the Roles menu by clicking on Admin Roles and looks at one of the roles, for instance Forth Valley Accept Advice Response Default Role, they can see the permissions that are ticked: Accept message has ticks in Receive tab Permissions ticked for FV Accept Advice Response Crown Copyright

83 PERMISSIONS PHASE 2 If they look at the Forth Valley Make Referral Default Role the permissions are set as follows: Send tab has permissions for Make Role Permissions ticked for FV Make Referral Default Role Navigation Bar Menu Items New Message menu item As in previous versions of SCI Gateway a message type will appear as a sub-item of the new message menu if the user s home HCE has Make capability for the message type, otherwise it will not appear. However in addition to this the create / park permission will need to be present for each message type in the Send tab of the role. Crown Copyright

84 PERMISSIONS PHASE 2 Messages menu item The Messages menu item will not operate as in previous versions of SCI Gateway because only the view received, view sent and view in-progress permissions will be checked if they are present for the user, HCE capabilities from the users HCE coverage or home HCE no longer apply. If in previous versions of SCI Gateway an HCE had a message capability e.g. Accept Referral, but no longer has it then any user will still be able to see old referrals received by that HCE if the user has view received referral permission and the HCE is in their HCE coverage from a receiving HCE group of which they are a member. Audit Trail Menu Item The Audit Trail menu item will be available only if the logged-on user has view audit trail permission in the send tab or the receive tab for at least one message type. Guidance Menu Item The Guidance menu item will be available only if the logged-on user has at least one permission granted for the referral message type. Crown Copyright

85 PERMISSIONS PHASE 2 Send / Receive tabs As with the Messages menu, the decision on which tabs to display in the users worklist no longer depend on HCE capabilities but only on user permissions. In this way, users will be able to see messages for HCEs which have had message capabilities in the past but no longer have them. In particular, if the user has view in-progress or view sent permission for the message type selected from the Messages menu then the Send tab will be displayed, regardless of whether the user s home HCE or any of the HCEs in their sending HCE group coverage has Make capability for the message type. If the user has view received permission for the message type selected from the Messages menu then the Receive tab will be displayed, regardless of whether any of the HCEs in their receiving HCE group coverage has Accept or Accept Redirected capability for the message type. Conversely, if the user does not have view in-progress or view sent permission for the message type selected then the Send tab will not be displayed and if the user does not have view received permission for the message type then the Receive tab will not be displayed even if there are HCE message capabilities present in the HCE coverage. The messages displayed in the Receive tab of the worklist will depend on the user s HCE coverage from their receiving HCE groups as before. In the Receive tab, the user will only be able to see messages of a type for which they have view received permission. Crown Copyright

86 PERMISSIONS PHASE 2 Context Menu Most of the functions on the worklist context menu, which allow specific operations on a single message to be carried out, will be subject to user permissions. The context menu items available on the Send tab are different from those on the Receive tab and different again for in-progress and sent messages. Receive tab Send tab If the user does not have the necessary permission to access a context menu item, the item will be disabled. Crown Copyright

87 PERMISSIONS PHASE 2 Bulk Printing The user has to have print permission (sent or received) for each message type in order to be able to print them. In-progress messages cannot be printed from the worklist. If Selected is chosen for bulk printing in the All messages worklist and the user does not have print permission for all the message types in the list then the ones they do not have permission to print will be greyed out. If All Unprinted is selected in the All Messages worklist, and the logged-on user does not have print permission for all the message types in the list, then not all that is seen will be able to be printed. Logged on user does not have print permission for the message types with the greyed-out boxes. Selected is chosen for bulk printing Crown Copyright

88 PERMISSIONS PHASE 2 Protocol Screen (Data Entry) On the data entry popup screen of the protocol, the introduction of user permissions will affect the availability of buttons. Any buttons which are to be unavailable due to relevant permissions not being present will be disabled, rather than made invisible. Letter screen The letter screen is accessed either by hitting the Preview Letter button on the protocol screen or by opening a submitted message in the worklist. If the user viewing the letter does not have the relevant permissions then certain buttons will be disabled rather than not present. Audit Trail If a user can see a message in the worklist in accordance with their HCE coverage, given appropriate view permissions (in-progress, sent or received), and they have the corresponding view audit trail permission (send or receive tab) for the message type then they should be able to see all audit trail items for the message. However the user is able to access the audit trail regardless of the view in-progress, view sent or view received permissions. When the audit trail for a particular message is accessed from the work list context menu, all audit trail items for the message are listed. If the logged-on user does not have appropriate view audit trail permission (send tab or receive tab) then they will not be able to access the audit trail in this way because the context menu item will be unavailable. If a sending or receiving HCE is selected as a search criterion for the audit trail, and the user has no right to see that HCE s messages in accordance with their HCE coverage (sending or receiving) then the messages sent to or from the HCE selected as search criterion will not be included in the audit trail listing, i.e. the list will be empty. Crown Copyright

89 PERMISSIONS PHASE 2 Permissions Phase 2 Enquiry Screen The user roles and permissions enquiry screen enables admin users to view details of users roles and permissions based on specific search criteria. The roles enquiry screen displays all matching users along with their status, home HCE, roles, receiving HCE groups and sending HCE groups. The permissions enquiry screen is for an individual user and displays the user s permissions for each message type. To access the Enquiry Screen go to Admin Administrative Reports User Permissions. Find the User Permissions menu item from the Admin menu and click on it 1. Status dropdown allows you to choose inactive and/or active users 2. Home HCE defaults to administrator s Home HCE 3. Role dropdown is populated with all roles owned by the user s home HCE or one of it s descendents 4. Receiving /Sending HCE Groups is populated with all of those groups from the user s home HCE or descendents After choosing your data from the dropdowns click on Search Crown Copyright

90 PERMISSIONS PHASE 2 When the Search button is clicked users matching all the criteria listed in the dropdowns will be displayed. The list of users will be ordered by surname then forename If the Role is (All) users who have not been allocated to a role will be included. If the Receiving HCE Group is (All) users who have not been allocated to a receiving group will be included. If the Sending HCE Group is (All) users who have not been allocated to a sending group will be included. A user could be allocated to more than one role, receiving group or sending group and all will be displayed. Crown Copyright

91 PERMISSIONS PHASE 2 Find the user you require in the list and click on Permissions to view all the user s permissions. Click on the Permissions link Click Back to go to the User Roles screen Crown Copyright

92 PERMISSIONS PHASE 2 Crown Copyright

93 5 Statuses SCI Gateway provides a default status of In Progress for messages not yet sent, and a default status of Submitted for messages that have been sent, however, the Add Message Status function allows Admin users to configure statuses that meet the needs of their own health board area. The different statuses allow users to monitor the progress of a message through its journey. For example when an appointment has been scheduled for a referral the status may be changed by the hospital to show this. There are 2 steps to creating a new status for your health board. Step 1 Creating a new status Within the Existing Message Statuses area you will find a list of available statuses that NISG Product Support and other health board areas have already created. Prior to adding a new status you should look to see if there is an appropriate status available. If not the first step is to add a status with your own name/wording and save it to the list. Step 2 Apply the new status The new status will now need to be applied to your own health board. You will need to specify if you want to change a default status. For example if you are applying a redirect status you may want to change the default setting from submitted to the name of your new status. This section covers: Adding an original status Applying statuses to your health board area Removing statuses

94 STATUSES Accessing the Add Message Status Window You can access the Add Message Status window by clicking on the Admin link and then selecting Statuses as pictured below: Click on the Admin link and then select Statuses Existing Message Statuses for all NHS Scotlandfor selected message type Select from list to show Existing Message Statuses for your health board Note: For a user to be able to add a Status to SCI Gateway they must be assigned the appropriate capability. Crown Copyright

95 STATUSES Adding a New Status Creating a new status Select the message type for which you want to add a status: Click in the drop down list and select message type Enter the details of new status into the Name field: Enter status name here Select the Status type and click on Save: Click in the drop down list to select the Status Type then click on Save to save it to the list Crown Copyright

96 STATUSES The new Status has been added to the national list of Existing Referral Message Statuses: New message displayed here Scroll through the pages to find your new status You may have to search through the pages of available statuses to find the new status that you have just added. In this instance the new status is on page 2. The order for each list of statuses is alphabetical by status name In progress first and followed by Submitted. Crown Copyright

97 STATUSES Applying a new status The new status must now be applied to your health board area before it will be available for users. Place a tick next to the status that you want to apply: Place tick here Click on the Add button to add the status to your health board area: Click on Add The screen is refreshed and the new status is added to the list of Existing Message Statuses for the selected health board: New status displayed here Crown Copyright

98 STATUSES Changing a Default Status If you have added a new status for redirect you can change the default status from Submitted so that when a message is redirected the new status is generated, applied to the message and is displayed in the worklist: New Redirected status Click on Save Defaults Click in the drop down list and select your status Note: Redirected messages will have a status of Submitted in the worklist if you do not change the default status for redirected messages. Changing the default status will ensure the sender of the message is aware that their message has been redirected. The health board is responsible for choosing the status names. Although it is possible for the local health board area to change the default statuses of In Progress and Submitted, it is not recommended, as this may cause confusion for users when messages are sent between different health board areas. Crown Copyright

99 STATUSES Removing Statuses You can remove a status from the list of Existing Message Statuses for your health board area, if it is no longer required. Find the status that you want to remove you may have to scroll through the pages of statuses for your health board area: Click on the [Remove] link to remove an unwanted status The screen is refreshed and the status is no longer on the health board area list. It will still be in the Existing Referral Messages Statuses list for all NHS Scotland. The status will still remain in the NHS Scotland list The status is removed from the health board list Note: It is not possible to delete a status from the list of Existing Referral Messages Statuses for NHS Scotland Crown Copyright

100 STATUSES Crown Copyright

101 6 Managiing Destiinatiion URLs & Copiies of Messages In order for other systems e.g. SCI Store to receive messages the location must have the URL address for its Web server configured in SCI Gateway with the types of messages and options required. Messages are saved and can be accessed in SCI Gateway by the receiver and sender of the messages. Copies of messages can also be sent to other locations so that third parties e.g. other clinicians and AHPs where appropriate, can access them with the patient s consent. SCI Store is the main location for copies however health board areas can send copies to any secure location that they choose. URL addresses for these receiving locations must be configured on SCI Gateway with the types of messages and options required. This section covers: Assigning destination URL capabilities Adding URLs for locations Message Interfaces for Originals and Copies incl. Recipient Web Service v2.0 Messages Not Sent Managing Dead Messages

102 MANAGING DESTINATION URLS Assign Destination URL capability For a user to be able to add a URL to SCI Gateway they must be assigned the appropriate capability. Click on the [Maintain] link next to the user who is to be assigned the capability: Click here Select Destination URLs from the Select Capability drop down list and click on Add: Click here to select the Destination URLs Capability and click on Add Click on Save Capabilities for users are assigned by your local health board but it is not possible to assign the Destination URLs capability to yourself. Contact SCI if you need to be assigned this capability. It is the responsibility of the health board area to ensure compliance with national and local security standards. Once the capability has been assigned you will be able to configure URLs for your hospital web servers, SCI Store and any other locations to which you need to send copies of messages. Crown Copyright

103 MANAGING DESTINATION URLS Add a URL for a receiving location Point to the Admin link and click on Destination URLs: Click here Click on the New URL button: Click here Enter the name of the receiving location in the Name field and add the location s URL in the field below: Enter Name and URL details here Crown Copyright

104 MANAGING DESTINATION URLS Click the required send method using the radio button and select the appropriate interface from the Interface drop down list and assign the required capabilities: Select message type, interface and assign capabilities to be applied Click on the HCEs button to open the Health Care Entity Directory: Click here The Health Care Entity Directory screen is displayed. Click on the icon to expand the directory and select the HCEs that you want to associate with the URL: Click on Select to complete Crown Copyright

105 MANAGING DESTINATION URLS The details of the associated HCEs are displayed in the HCE Links field in the New URL Details screen. Associated HCEs displayed here Click on Save to add the associated HCEs After clicking on Save the details will be added to the list of URLs for the health board area. URLs currently configured in SCI Gateway will be carried forward when SCI Gateway is upgraded to the new version. You can associate as many HCE/locations as is required to a URL. For example if you want your SCI Store to receive copies of all referrals received by all Health Board Non GP locations: Give the URL a suitable name for your SCI Store Select Asynchronous Select With Attachments from drop down list Select Accept referral tick box Click on HCE button Click next to Health Board area to expand list Select Area Non GP Locations/Providers tick box Click on the Select button in the HCE Directory window Click on Save Crown Copyright

106 MANAGING DESTINATION URLS If the GP practices and or primary care locations in your area refer to locations in other health board areas you may want to set up the URL to receive copies of those referrals too. For example: Select Asynchronous Select With Attachments from drop down list Select Make referral tick box Click on HCEs button Click next to Health Board area to expand list Select Area GP Practices tick box Click on Select Click on Save The GP Practices and Non GP Locations/Providers lists can be expanded and individual locations selected if you do not want to choose the full list. See pages 6-7 to 6-8 for more information on message types. If selecting all is not appropriate for your needs you will need to configure a separate entry of the URL for each message capability option you choose. For example you may have 4 entries for your SCI Store URL, one each for Make referral, Accept Referral, Make Discharge and Accept Discharge with a more defined list of associated locations. Associated locations are locations which will send messages to the URL. SCI Gateway will not send multiple copies of a message to SCI Store. It will determine where there is more than one request for a single message and send only one copy. To be able to receive copies into your local store you must ensure the latest Recipient Web Service component is installed on your SCI Store server. Other configuration may also be required. Contact the Atos Helpdesk for help. The URL for other locations must be for a valid webserver connected within the NHS net. The process for adding the URL is the same as that for any HCE or SCI Store. Note: If you require to configure a URL to be associated with SCI Outpatient referrals, the Ambulance Report, or the egpfr please contact NISG Product Support for more details. They will continue to maintain this function for the foreseeable future. The SCI Outpatients options are only available for hospitals and clinics which use the SCI Outpatients Management System to manage their outpatient referrals and appointments. Crown Copyright

107 MANAGING DESTINATION URLS Message Interfaces and Capabilities The capabilities available are dependent on the send method (original or asynch) and interface you select from the drop down list. Original message This is the type of message that you would usually send through and be managed through SCI Gateway, for example referrals or discharges. When setting up URL details for original messages you would choose With Attachments. If you activate a new hospital/hce you will need to configure the URL for the new Web server with the relevant message types, interfaces and message type capabilities using the Original message option. Original Message Capabilities The message type capabilities that can be chosen are displayed below. Crown Copyright

108 MANAGING DESTINATION URLS Asynchronous Copies Asynchronous messages are copies of messages sent through SCI Gateway. When you want to set up a URL for a location to receive copies of your referrals the only option you currently have is With Attachments. It is not possible for a redirected referral to have a copy sent to either SCI Store or any other destination. Asynchronous Message Capabilities Crown Copyright

109 MANAGING DESTINATION URLS Recipient Web Service v2.0 This interface enables URLs to be configured that can pass messages via the new outbound web service synchronously or asynchronously. Recipient web service v2.0 is necessary to work in conjunction with Globally Unique Identifiers (GUIDs) for stylesheets. See GUIDs for more information. Choose Recipient Web Service v2.0 option when adding a new URL to allow the use of GUIDs When an existing URL is amended via the Edit URL Details page the user will be able to select the option Recipient Web Service v2.0 from the Interface drop down box. This option will appear when the Send method is either Original or Async. Choose Recipient Web Service v2.0 option when editing an existing URL to allow the use of GUIDs Crown Copyright

110 MANAGING DESTINATION URLS Editing URLs If you have to change the URL address for an HCE/location in your health board area, this can be managed through the NHS Directory. Navigate to the HCE that needs the URL changed. Click on Remove: Click here SCI Gateway will remove the URL. To choose an alternative, select a URL from the drop down list: Select URL from drop down list Click on Attach Url to complete: Click here To carry out a change in this manner you must know the name and message type associated with the URL you are changing to. If unknown the URL must be changed through Destination URLs. Crown Copyright

111 MANAGING DESTINATION URLS 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 NISG Enter address of person to be alerted when system unavailable Click on Save Crown Copyright

112 MANAGING DESTINATION URLS 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

113 MANAGING DESTINATION URLS Messages Not Sent There is an 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 Key in number of days required to search on Select Message Type or leave as All Messages Exclude or include cancelled messages as required Click on Search Crown Copyright

114 MANAGING DESTINATION URLS 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

115 MANAGING DESTINATION URLS Pictured below is an example of a detailed report which is displayed when you click on [Details] as described on the previous page. Message type column Click here to print a copy of the Messages Not Sent report Click here to go back to the previous screen 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

116 MANAGING DESTINATION URLS Managing Dead Messages When copies of messages are sent to your required destination they are placed in a queuing mechanism. If the receiving system is unavailable the messages will go back into the queue and will be re-submitted a number of times after which they will be deposited into Dead Messages. The number and timescale for re-submission is configured at NHS Scotland level and currently is set at a timescale of ten minutes. The Dead Messages area will allow you to retrieve and re-submit at a later time when the receiving system is available, or delete if required. Assigning Dead Messages Capability To be able to work with Dead Messages the user must be assigned the Dead Messages capability. Click on the [Maintain] link next to the user who is to be assigned the capability: Click here Select the Dead Messages capability from the Select Capability drop down list and click on Add: Click here to select the Capability then click on Add Crown Copyright

117 MANAGING DESTINATION URLS The screen will refresh and the new capability will be displayed in the Granted Capability List: New capability is shown here Click on Save to save the capability: Click here to save Capabilities for users are assigned by your local health board, but it is not possible to assign yourself Dead Messages capability. Contact NISG Product Support if you need to be assigned this capability. It is the responsibility of the health board area to ensure compliance with national and local security standards. Crown Copyright

118 MANAGING DESTINATION URLS Re-submitting and deleting Dead Messages Point to Admin and click on Dead Messages: Click here To re-send all Dead Messages click in the box in the column heading or click on the Select All button to select all messages and click on Re-Submit: Click here to select all messages on current page and click Re-Submit Alternatively to select all messages on all pages click on Select All and then click Re-Submit Crown Copyright

119 MANAGING DESTINATION URLS To delete messages click in the box next to the required messages and click on Delete: Click here to delete selected messages If you do not want to send all of the messages from the list click in the box next to the messages required and click on Re-submit. Once you have clicked on Re-submit the messages will be removed from the Dead Messages list and go through the re-sending process. If the receiving location is still offline or the process fails the messages will re-populate the Dead Message list. Dead Messages should only be deleted if instructed to do so by the sender or receiver of the message. If for technical reasons it is not possible to re-send a dead message contact NISG Product Support for advice prior to deleting. Crown Copyright

120 MANAGING DESTINATION URLS Crown Copyright

121 7 Managiing Protocolls SCI Gateway uses protocols to generate different message types. Protocols are created and maintained at local health board area level. Step 1 Protocols are written in an xml editor and tested using the Protocol Verification Tool (PVT). When a protocol passes the PVT the Administrator at the health board publishes and tests protocols on the SCI Gateway Training instance. Any changes required would be made and re-tested. Step 2 When all concerned are happy that the protocol is ready it is published on the Live instance of SCI Gateway for general use. This section covers: Adding A New Protocol Editing Protocols

122 MANAGING PROTOCOLS Adding a new Protocol Log on to SCI Gateway as the Administrator User for your health board. Point to the Admin link and click on Protocols: Click here A list of protocols will be displayed. Click on New Protocol: Click on New Protocol Key in a name and description: Enter a Name and Description in the relevant fields The name of the protocol should be unique. It is not possible to create two protocols with the same name. Crown Copyright

123 MANAGING PROTOCOLS Select the Message Type from the drop down list: Select Message Type from the drop down list An owner must be assigned to the protocol. This will determine who has responsibility for managing the protocol: Click on Owner Show HCEs button If you try to save a protocol without assigning an Owner the following message will be displayed: Clicking on the Show HCEs button in the protocol Details window will display the list of HCEs that are associated with the protocol. Crown Copyright

124 MANAGING PROTOCOLS Place a tick beside the HCE to have ownership. This would usually be at health board level but can be different where appropriate. Click on Select to confirm: Click here to tick the owner and click Select to confirm There can be only one Owner of a protocol. Once you have selected an Owner the next step is to select the HCEs that will be associated with the protocol. Click on the HCEs button to add the locations/hces that you want to associate with the protocol: Click here Crown Copyright

125 MANAGING PROTOCOLS Click on the plus signs to expand. Click beside the locations and/or specialties to associate the protocol with the HCEs: Click to apply the protocol to a specialty or location Click on Selec to save You are returned to the Add protocol screen. The next step is to add the protocol xml: Click here to add the XML The protocol code should be created by your preferred method e.g. Notepad or XML Spy, and verified using the protocol Verification Tool (PVT). The code should then be copied from source and pasted into the XML screen. Crown Copyright

126 MANAGING PROTOCOLS In the Add Protocol window right click and select Paste: Right click in empty window and select Paste The XML is displayed. Ensure no changes are made and click on Protocol Details: Click on Protocol Details On return to the Protocol Details window save the protocol: Click on Save Changes to save the protocol Crown Copyright

127 MANAGING PROTOCOLS If you try to save a protocol with an error in the XML the following message will be displayed. Clicking on the Protocol XML button screen for you to examine. again will display the XML on For example: Make the relevant changes and return to the Protocol Details screen. You can then click on Save Changes once again. Crown Copyright

128 MANAGING PROTOCOLS You will receive a message saying the Protocol was created successfully - you can now activate the protocol for use: Protocol message here Click in the box to activate On return to the Protocol List window the new protocol is displayed: New protocol is listed here Crown Copyright

129 MANAGING PROTOCOLS Editing Protocols There will be occasions when you want to edit the details or update the XML code in a protocol. Open the Protocol List window. The list of protocols for your health board is displayed. The default is set to 20 protocols per page but can be changed as required. Click on Selec to open a protocol for editing The Protocol Versions screen is displayed. If you have previously updated a protocol there will be more than one version displayed. Click on Update to open the protocol details Crown Copyright

130 MANAGING PROTOCOLS The protocol details window is displayed. Click here to make the protocol inactive Click here to change the XML Edit the name, description, owner and/or HCEs Make changes as required and click on Protocol Details Crown Copyright

131 MANAGING PROTOCOLS When you return to the Protocol Details window you can save the changes. Click on Save Changes to save any updates Protocol modified successfully message will be displayed Click here to return to the protocol versions A new version of the protocol has been generated because there has been a change to the XML. The new protocol takes its activity status from the protocol that was edited i.e. if the protocol being edited was Inactive the new protocol will also be Inactive. If you want the new protocol to take effect immediately ensure the Active option is selected. Crown Copyright

132 MANAGING PROTOCOLS Editing the name, description, owner, HCEs or Active status will not create a new version of the protocol. If editing the name of the protocol ensure the name is unique or you will not be able to save the changes. If you make an incorrect change to the XML, the following message will be displayed Crown Copyright

133 8 Managiing Styllesheets In SCI Gateway a stylesheet is used to display the information entered in a protocol in the form of a letter. Health board areas can add and edit stylesheets to suit their own requirements. Different versions of stylesheets for the same type of letter can be created and stored without affecting previously created letters through stylesheet versioning. A stylesheet can have any number of stylesheet versions, which allows old and new letters to be viewed whenever required. Only one stylesheet per message type can be attached to a HCE. Changing the stylesheet version s XSLT is the only way to create a new stylesheet version. This section covers: Adding a new stylesheet Globally Unique Identifiers (GUIDs) Linking a stylesheet Creating stylesheet versions Deleting stylesheets Protocol Verification Tool (PVT)

134 MANAGING STYLESHEETS Adding a new stylesheet In order to add a stylesheet a user must be assigned Stylesheets capability. Contact NISG Product Support if you need to be assigned this capability. Point to Admin then click on Stylesheets: Click here In the Stylesheet List screen click on the New Stylesheet button to add a new stylesheet: Click here In the Add Stylesheet screen give the new stylesheet a name, description and choose a message type from the drop-down list. Add details here Crown Copyright

135 MANAGING STYLESHEETS Attach an owner HCE to the stylesheet by clicking on the Owner button: Click on the Owner button The owner should be the HCE with the permissions to add, edit and delete the stylesheet. Parents of the HCE will also have permission to make changes. Choose an owner HCE from the Health Care Entity Directory then click on the Select button to complete. It may take a few seconds to return to the Add Stylesheet screen: Click in the box next to the appropriate HCE The owner HCE should now be visible next to the Owner button: Owner HCE Crown Copyright

136 MANAGING STYLESHEETS Attach the HCEs that are to use the stylesheet by clicking on the HCEs.. button. This should be those who are to have their letters affected by the new stylesheet: Click on HCEs.. button Choose the required HCEs from the HCE directory box and click on the Select button to complete. It may take a few seconds to return to the Add Stylesheet screen: Choose the required HCE(s) then click on Select To detach the currently attached HCEs click in the appropriate HCE box to remove the tick. Crown Copyright

137 MANAGING STYLESHEETS To show the HCEs attached to the stylesheet click on the Show HCEs button: Other HCEs using the stylesheet box. Set at NHS Scotland level in this instance There is a second list box named Other HCEs using the stylesheet. The second HCE list box will only be populated if stylesheets are attached at a higher entity level to your own e.g. NHS Scotland level. In the example above there are two other HCEs within the Other HCEs using the stylesheet list box. These have been added at NHS level. Activate and choose a schema version for the stylesheet within the Stylesheet Version Details area of the screen: Click in the Active box and choose the appropriate schema version from the drop down list Click on the Stylesheet XSLT button to open the XSLT screen Crown Copyright

138 MANAGING STYLESHEETS There are normally two options for a schema version: a) the latest and b) an earlier one. Usually the latest schema version would be chosen; an earlier one would only be selected if messages were being received from a third-party system that could only send messages using an out-of-date schema version. If in any doubt contact the NISG Service Desk. Add the stylesheet XSLT code from its source by copying and pasting into the code screen: Click on the Stylesheet Details button to take you back to the Add Stylesheet screen Back at the add stylesheets screen: New stylesheets may require a GUID to be generated. See below Crown Copyright

139 MANAGING STYLESHEETS Globally Unique Identifiers (GUIDs) For systems that send messages into SCI Gateway via the inbound web service (e.g. from a hospital discharge system to SCI Gateway), corresponding stylesheets must be uploaded into SCI Gateway to enable it to display the letters. For systems that receive messages from SCI Gateway via the outbound web service (e.g. from Gateway to SCI Store, PAS etc), corresponding stylesheets must be uploaded into those systems to enable them to display the letters. A mechanism is required so that when a stylesheet is amended on one system, other systems will recognise that their stylesheet is no longer valid. This will enable these systems to accurately and safely display the letter or trigger an alert to identify if they do not match thus reducing the threat of clinical risk. The solution to this problem is that every stylesheet version that is created will have a globally unique identifier (GUID). The GUID will be of the format hhhhhhhh-hhhh-hhhh-hhhh-hhhhhhhhhhhh where h is a hexadecimal character. For example:. The receiving systems web services need to be updated to accept stylesheets with GUIDs. If administrators don t upgrade their services then they won t be able to receive the GUID and will still have the same recurring issues they faced with regards to updating valid stylesheets. Destination URLs will need updated to enable URLs to be configured that can pass messages via the new outbound web service synchronously or asynchronously. The interface dropdown has changed to include recipient web service v2.0 (which is necessary to work in conjunction with GUIDs). After the R14.0 upgrade all existing stylesheets in Gateway were assigned a GUID. Crown Copyright

140 MANAGING STYLESHEETS When a new stylesheet is added via the Add Stylesheet page the user will be able to enter a GUID manually or select a button to auto-generate it. The new stylesheet cannot be saved without a valid GUID. Message on updating other relevant systems Enter a GUID manually or click on Generate If the GUID is entered in the incorrect format there will be an error message: Error message GUID entered incorrectly (1 character missing from the end) Crown Copyright

141 MANAGING STYLESHEETS Save the changes to the stylesheet: Click on the Save Changes button A message will be displayed confirming if the save has been successful View the newly added stylesheet details: Click on the Stylesheet List button to view the new stylesheet The new stylesheet listing has a name, description, message type, versions and select column as shown below. Crown Copyright

142 MANAGING STYLESHEETS Linking a stylesheet to an HCE via the NHS Directory Once a stylesheet has been added and attached to one or more HCEs within the Add Stylesheet screen it is automatically listed within the NHS Directory under those HCEs, so there is no need to go through the linking process. However it may be required to link an existing stylesheet to another HCE. It is possible to attach an existing stylesheet to an HCE directly from the NHS directory. Point to Admin on the menu then click on NHS Directory: Click here The stylesheets for the health board area/hce are displayed at the bottom of the NHS Directory screen and list all the linked stylesheets including those owned by NHS Scotland: Stylesheets for health board displayed here To link a stylesheet click on the Attach Stylesheet button Crown Copyright

143 MANAGING STYLESHEETS The list of available Stylesheets for your health board is displayed. Select which stylesheet to attach to the HCE by clicking on the appropriate radio button. Click on the radio button Before returning to the NHS Directory, update the details by clicking on the Update button On return to the list the stylesheet that was detached is no longer displayed. Click on the Update button Return to the NHS Directory by clicking on the NHS Directory button: Click on the NHS Directory button Crown Copyright

144 MANAGING STYLESHEETS Within the Stylesheets for Health Board list at the bottom of the NHS Directory screen you will see the new stylesheet listed. This stylesheet will now affect all of its child HCEs: Newly listed stylesheet Stylesheets that are owned by NHS Scotland cannot be detached by anyone other than NISG Product Support. You will need NHS Directory and Stylesheets capability to be able to carry out this function. To detach the stylesheet from the owner click on the [Detach] link: Click here Crown Copyright

145 MANAGING STYLESHEETS Creating stylesheet versions Once a stylesheet has been added another version of that stylesheet can be created. For example a new version of a referral stylesheet can be added and linked; this would then be the stylesheet that is used for referral letters from that point on. All letters prior to this would use the correct previous version to generate the referral letter. Point to Admin then click on Stylesheets: Click here In the Stylesheet List all stylesheets that have been added to your health board will be displayed. Click on the Select link to view a list of stylesheet versions: Click here Crown Copyright

146 MANAGING STYLESHEETS To create your new stylesheet version click on the Update link: Click here Creating another version requires a change to the XSLT code click on the Stylesheet XSLT button: Stylesheet XSLT Note: Anything you change within the Stylesheet Details section will change for all versions e.g. name, description. Crown Copyright

147 MANAGING STYLESHEETS Replace or edit the code within the code screen then click on the Stylesheet Details button to return to the Edit Stylesheet screen: Click here to return to the Edit Stylesheet screen Edit code here If your SCI Gateway s web services are setup to enable a GUID to be passed along with the message XML you should generate a GUID at this point. [See Globally Unique Identifiers (GUIDs) for more info] Generate a GUID here A history of the GUIDS assigned to this version of this stylesheet is listed here Crown Copyright

148 MANAGING STYLESHEETS A stylesheet version can have more than 1 GUID but a GUID can only have 1 stylesheet version. This is to enable users who may have entered a GUID incorrectly to amend it. The history of GUIDs acts as an aid when checking if receiving systems have received messages that used the incorrect GUID. If an existing GUID is updated via the Edit Stylesheet page the current GUID will be added to the GUID history. If there are GUIDs in the history the Edit Stylesheet page will display these in a list showing the GUID and the date entered. The list will display the most recent GUIDs first. It will not be possible to delete a GUID from the GUID history. See below for a stylesheet version that has been amended successfully: Click here to save your changes Message to confirm successful modification Add a new GUID by clicking on Generate or input it manually Click here to hide GUID information GUID history with most recent at the top Crown Copyright

149 MANAGING STYLESHEETS You can t use the same stylesheet GUID again if you attempt to, the following error message will be displayed: Click here to save your changes If you attempt to use a GUID that already exists for a stylesheet version you will get this error message Save the changes to your new stylesheet version and return to the Stylesheet List screen: Click to save the changes Return to the Stylesheet List screen to view the new stylesheet A message will be displayed confirming the successful change Crown Copyright

150 MANAGING STYLESHEETS The number of stylesheet versions should now be listed under the version column: Number of versions Searching for a stylesheet version The stylesheet list in Gateway will allow a GUID to be stored for each stylesheet version and there will be a search by GUID facility. If you know the GUID you can find the stylesheet by entering the GUID here and clicking on Search Search facility Select a stylesheet version by clicking on Select Number of versions for each stylesheet Crown Copyright

151 MANAGING STYLESHEETS Thoroughly test the new stylesheet version by starting the appropriate message and viewing the letter: Crown Copyright

152 MANAGING STYLESHEETS Deleting stylesheets Once the stylesheet has been added and linked there may be a need to delete a stylesheet. Only stylesheets that have not been used by a message can be deleted. Select a stylesheet unused by any messages to delete. Click on the Delete link: Click on Delete A message may be displayed indicating the stylesheet is still active - click on the Update link to make inactive: stylesheet is still active message Click on Update Click in the Active box to remove the tick: Click here to make inactive Crown Copyright

153 MANAGING STYLESHEETS You will now need to save changes and return to the stylesheet list: Click here to save changes Click on Stylesheet List to return to the list On return to the Stylesheet List click on Select and then Delete : Click on Delete Crown Copyright

154 MANAGING STYLESHEETS Two confirmation boxes will be displayed one after the other. Click on OK on both to delete: On return to the Stylesheet List the stylesheet will no longer be displayed. If you try to remove a stylesheet that has been used, a message will be displayed indicating that the stylesheet cannot be deleted because the version is in use. Stylesheet cannot be deleted message Crown Copyright

155 MANAGING STYLESHEETS Protocol Verification Tool You can preview your stylesheet in the optional drop down menu in the Protocol Verification Tool. Click on Refresh or Refresh All to refresh the drop down lists Preview stylesheet by clicking on the drop down list The PVT is allowing you to choose a stylesheet to use to preview what the letter will look like. It is not validating stylesheet versions in the same way it is validating protocols. Crown Copyright

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157 9 Schema Versiion Targetiing A schema is a model for describing the structure of information and the questions you can ask in each message type i.e. referral, discharge, advice request etc. When a new schema is introduced to SCI Gateway, other connected systems such as SCI Store also need to add the schema so that the new message content can be displayed. This section covers: Adding the default schema version as an Extra Adding the optional attribute to the message xml Protocol Verification Tool (PVT)

158 SCHEMA VERSION TARGETING With Schema Version Targeting Health boards have the ability to phase in any changes to a new schema version rather than have to have all their connected systems updated prior to the SCI Gateway upgrade. SCI Gateway supports xml messages created for two versions of the schema rather than just one. These are the current version of the schema and any newly introduced version for that release. SCI Gateway can have the default message schema version set up in 2 places: 1. By adding the default schema version for each message type as an extra at the HCE level required 2. By adding an optional attribute that states the defined message schema version in the message xml to the protocol by typing it in at the root of the message If the attribute doesn t exist in the protocol message itself, the schema selected will be decided by using the destination HCE Extra Default new message schema version (see next page). HCE Extra values shall be setup at NHS Scotland level by NISG to ensure a system wide default exists. The system default will always be set to the latest schema version supported however the schema versions used with new messages will depend on the values set by the health boards and protocol writers. Crown Copyright

159 SCHEMA VERSION TARGETING Adding the default schema version as an Extra Adding this as an extra allows boards to globally switch schema version without altering all their protocols. This extra will be an inheritable extra, if a given HCE does not have the extra configured for it, the system will look for the nearest ancestor which does have it configured and will use it s value. In the following example the default schema has been added at NHS Scotland level but this could be done at health board level or if the schema is only needed for a certain hospital it could be added at the HCE level for that hospital. Therefore boards could have a number of schemas within their HCE directory. Click on Update to edit default new schema version details Click on Add Extra to add a default schema version 1. Choose Default new message schema version from drop down 2. Type the schema version number into the Info Text field 3. Choose relevant message type Click to save changes Crown Copyright

160 SCHEMA VERSION TARGETING If you try and add a version number to the info text that does not exist Gateway gives a validation message as below: Type a schema version number that does not currently exist then click on Save Validation error Crown Copyright

161 SCHEMA VERSION TARGETING Adding the optional attribute to the message xml Add the new optional attribute (messageschemaversion= *.* ) at the protocol root element to specify the schema of the produced message xml. Adding this attribute will target the certain criteria that are valid for that version of the schema e.g. one of the rules added in Schema version 2.7 was the referral to treatment (RTT) tab in the referral protocol. So if the RTT tab was required in this particular protocol the root element of the referral message xml would look like this: messageschemaversion attribute added at root If a health board has an attribute set at the HCE Extra level but has a different one set at a protocol that sits within that HCE, the attribute stated in the protocol will override the Extra. This means the health board can set all their message schema versions at a higher level but make exceptions where necessary. Crown Copyright

162 SCHEMA VERSION TARGETING On clicking the Protocol Details button when adding a new protocol, the system will check that the targeted schema, whether specified by the protocol or the extra, exists and is active. If the targeted schema version does not exist or is inactive then the system will display a validation error message: Click on Protocol Details after inserting xml Incorrect schema version inserted in protocol Click on Save Changes to see validation Crown Copyright

163 SCHEMA VERSION TARGETING On clicking the Create button when creating a new message, the system will check that the targeted schema, whether specified by the protocol or the extra exists and is active. If the targeted schema version does not exist or is inactive then the system will not display the protocol web form but will display a user message and allow the user to choose another protocol, a different location or revert to the home page. Error message due to Schema version being inactivated Create button greyed out thus not allowing the web form to be displayed Supplementary, Tertiary and Reply messages all pre-populate to some degree from an existing message. The protocols used will all have the ability to have a messageschemaversion attribute, which may specify a different version of schema than the original message. The system will still cater for this, although some information may not pre-populate due to it not being in the original message. Crown Copyright

164 SCHEMA VERSION TARGETING Protocol Verification Tool There is a new version of the Protocol Verification Tool to support the changes regarding making use of the optional messageschemaversion attribute. A new drop down menu where you can pick your schema version has been added to the PVT. Choose schema version from drop down list Click on Refresh or Refresh All to refresh the drop down lists Crown Copyright

165 10 Archiiviing The archiving facility enables Health Boards to be able to access historical records from a SCI Gateway archive. Messages older than nine months will be archived and stored long term in a secure location by National Information Systems Group (NISG). This section covers: Archiving Audit Trail Archiving

166 ARCHIVING Archiving SCI Gateway is not designed to hold messages indefinitely, therefore automatic archiving / deleting of messages that are older than nine months has been introduced to combat this. 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. 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. Crown Copyright

167 ARCHIVING 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

168 ARCHIVING Crown Copyright

169 11 Referrer Controll SCI Gateway allows pre-population of the Referrer Control fields when the user s Home HCE is on a new branch such as a Dentist or Allied Health Professional (i.e. the HCE is not in either the GP Locations or Non-GP Locations Branch). This provides the users with prepopulation wherever they are sending from, avoiding manual data entry and reducing errors. This section consists of: The Maintain sender details capability When sender details do not exist When sender details do exist Testing the sender details Protocol & Stylesheet Changes

170 SCI GATEWAY REFERRER CONTROL Maintain sender details capability A list of Health Care Professionals (HCPs) who send messages can be formed from the above details and maintained for each HCE in a new branch. There is a new admin capability called Maintain Sender Details. Users who have this capability can maintain the sender details list by manually entering, amending and deleting the sender details in that HCE. Each administrator should only be able to maintain the sender names for those HCEs that they normally have permission to access. Capabilities are accessed in the modify user screen: The Maintain Sender Details capability must be granted to users who are to maintain the sender details lists. Crown Copyright

171 SCI GATEWAY REFERRER CONTROL When a user has the afore-mentioned capability they should see the Maintain Sender Details option in the Admin menu as below: Click on Maintain Sender Details Click on HCEs button to choose which HCE to maintain Crown Copyright

172 SCI GATEWAY REFERRER CONTROL Once the HCEs button is clicked choose the sender details from the list. The user can only select one HCE at a time. In this example Orthodontics FDRI has been chosen. You will only be able to tick one HCE at a time. Click on Select to continue There are 2 scenarios once the HCE selection process is completed where: 1. Sender details do not exist for the selected HCE 2. Sender details do exist for the selected HCE Crown Copyright

173 SCI GATEWAY REFERRER CONTROL Sender details do not exist In the case where no sender details exist for the selected HCE the user will be presented with a screen similar to the following one which they can fill in location details for: Input relevant location details. Location name is the only mandatory field. Click on Add. If the Location name field is not filled in and you click on Add the following error message will be displayed at the top of the sender details maintenance screen: Crown Copyright

174 SCI GATEWAY REFERRER CONTROL Once you fill in at least the mandatory field and click on Add the following screen will be displayed: Message confirming that the location has been added. Location icon See page for the Test button Location details are filled in due to previous screen Click on these arrows to hide the section This screen allows the user to update the location details, delete the location or add specialties or HCPs to the location. The following page explains each of these areas: Crown Copyright

175 SCI GATEWAY REFERRER CONTROL Location details Add/amend information to the fields and click on Update to save changes Clicking Delete will remove the location and any children of the location. If location details are added or amended and the update button is clicked the following message will be displayed at the top of the sender details maintenance screen: Specialty details The specialty section allows the user to add details of a required specialty. The user can either select a specialty from the alphabetically sorted list or they can type one into the specialty name field. Specialty name is a mandatory field. Single clicking a specialty in the list will populate the field Alphabetically sorted list Specialty code is automatically filled in when a specialty is added from the list Click on Add to display the specialty Crown Copyright

176 SCI GATEWAY REFERRER CONTROL Single clicking a specialty in the list will populate the specialty name field. If the user begins to type a specialty name into the field the list will filter down only displaying those specialties whose names contain the letters typed. If the letters typed do not match any name in the list then nothing will be displayed in the list. If the Add Specialty button is clicked when a name entered in the specialty name field is not in the list then the user will be presented with a warning message stating: If the Specialty field is correctly populated when the Add Specialty button is clicked then the tree will be refreshed displaying the newly added specialty as a child of the location. The location will again be automatically selected by default. This will allow users to continue adding HCPs and Specialties to the location. Crown Copyright

177 SCI GATEWAY REFERRER CONTROL HCP Details The HCP section allows the user to add details of the required HCP to either the location or the specialty depending on what branch has been selected. If a specialty is added to the tree the location is still highlighted and therefore any users who are added after the specialty will be added to the location. If a user wants to add HCPs to a specialty they must highlight the specialty first. When adding an HCP the Forename, Surname, Code Scheme and Code fields are mandatory. The code entered will be validated against the regular expression stored in the database for the code scheme selected in the drop down list when the Add HCP button is clicked. If the code is invalid then the user will be presented with a warning message stating: Crown Copyright

178 SCI GATEWAY REFERRER CONTROL If there are missing mandatory fields when the Add HCP button is clicked then the user will be presented with a warning message stating: If any warnings are issued to the user then the HCP will not be added to the tree until the invalid entries are corrected and the Add HCP button is clicked again. If the fields are correctly populated when the Add HCP button is clicked then the tree will be refreshed displaying the newly added HCP as a child of the location or specialty. The location node will again be automatically selected by default. This will allow users to continue adding HCPs and specialties to the location. HCPs added at both location and specialty level Crown Copyright

179 SCI GATEWAY REFERRER CONTROL Sender details already exist In the case where sender details already exist for the selected HCE then the tree control will be populated with the relevant locations, specialties and HCPs pertaining to the associated sender details. Locations, specialties and HCPs can be added, updated and deleted in the same manner as outlined above. Testing the sender details The Test button will allow the users to test the sender details. Clicking the button will display a webpage dialog that will allow the user to interact with the referrer control and verify that it is functioning in the way that they wish with the details they have entered. HCP fields will be populated depending on location and/or specialty chosen above. Users sending messages from new branches such as Allied Health Professionals or Dentists should now have their sender details pre-populating wherever they are sending from. Crown Copyright