Scottish Care Information. SCI Gateway v12.0. User Admin Guide

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1 Scottish Care Information SCI Gateway v12.0 User Admin Guide

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3 Contents 1 Introduction Accessing SCI Gateway Accessing SCI Gateway Passwords & Security Logging on to SCI Gateway for the first time The SCI Gateway Homepage Passwords in SCI Gateway Changing your own Password Working with the NHS Directory Navigating the NHS Directory NHS Directory Finding Non GP Locations/Providers Activating GP Practices Activating a Non GP Location/Provider Adding Capabilities to HCEs Adding users to an HCE Changing a user s password Password Security Password Expiry Password Grace Period Deleting a user Adding Admin Capabilities to users Capability Options Removing Capabilities Adding Extras Extra Types Adding Stylesheets User Permission Groups User Permission Groups Creating a Permission Group Adding Locations/Specialties/Consultants to a Permission Group Adding Users to Permission Group Searching for users in the Permission Groups window Adding HCE Coverage to a user Removing Permission Groups Maintaining URLs Assign Maintain URL capability Add a URL for a receiving location Message Interfaces and Capabilities Original message Capabilities Interface Interface Editing URLs Managing Dead Messages Assigning Dead Messages Capability Re-submitting and deleting Dead Messages Managing Protocols In The Training Instance Adding a Protocol Associating the Protocol with HCEs Stylesheet Versioning Adding an new stylesheet Linking a stylesheet Creating stylesheet versions Deleting stylesheets Crown Copyright 2007 i

4 8 APPENDICES Attachments File size GLUE Crown Copyright 2007 ii

5 1 Introduction 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 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 User Permission Groups Destination URLs Managing Protocols in the Training Instance

6 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 SCI should be made through Customer Services on Additional copies of this user guide and further support information are available on our website: Contact us SCI Cirrus Marchbank Drive Glasgow Airport Business Park Paisley PA3 2SJ Telephone: (Customer Services) Web site: Crown Copyright

7 2 Accessing 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

8 Accessing SCI Gateway You can connect to SCI Gateway through this link The link will take you directly to the log on page. Alternatively if you have installed the Gateway client using a disc provided by SCI Support you will be able to access from the Windows desktop, by double clicking on the SCI Gateway icon: 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

9 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 SCI Support you will be able to change your password at any time after first logging on. The Log On screen pictured below is displayed when you click on the NHSScotland logo as described on the previous pages. At the Log On 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. Key in current password to confirm identity Enter then confirm new password then click on Update Password Crown Copyright

10 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 here 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 see page 2-5 Access to SCI Gateway online Help pages Logs off SCI Gateway and closes Internet Explorer window Crown Copyright

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

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13 3 Working with the NHS Directory SCI Gateway uses the national ISD reference files as the core 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 Adding Users and password security Adding Admin Capabilities to users Adding extras Adding Stylesheets

14 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 SCI Support. Admin users usually have access at the next level down which is their local health board area. The next level down divides into 2 categories, GP Practices and Non-GP Locations/Providers. From this level down end users are added. The table pictured below shows the different levels NHS Directory NHS Scotland SCI Support users only Health Board Area Local Admin users added at this level Area GP Practices Area Non-GP Locations/Provider Individual Practice Hospitals/Clinic Practice users added at this level Specialty Sub -Specialty Hospital/clinic users can be added at whichever level is required Consultant All users at practices are added at the same level i.e; GPs do not have a higher level than receptionists/secretaries. At hospital level users can be added at a variety of 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. Crown Copyright

15 Finding GP practices 1 Click on the Admin button Click here 2 When you select NHS Directory it will link you to your own health board area. Click the link required for working with practices Click here to open the area GP practices. See next page Crown Copyright

16 Click on the practice name to view GPs Crown Copyright

17 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 Click her to make the practice active or inactive respectively 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 ie 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. Capabilities are assigned to Health Care Entities (HCE) ie GP practice and not to individual users. Admin Capabilities can be assigned to admin users. Crown Copyright

18 Finding Non GP Locations/Providers The Non GP locations/providers when selected will display 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 or Physiotherapy care.. 1 Click on the Admin button Click here 2 Click the link required for Non-GP location Click here 3 After selecting the area locations/providers, the list of active and nonactive locations is displayed. Click on the location name to display the list of associated specialties and consultants Click on the location name to open Crown Copyright

19 After clicking on the location name as described on the previous page the list of specialties associated with 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 Click here to make the location active or inactive respectively When a Location is activated by default the specialties clinicians and consultants are activated. Activating from bottom up ie Consultant first Location last allows more control and limits what is activated as opposed to activating all. If clinicians and consultants want to be able work with SCI Gateway to print or view their own messages they need to be added as users and given a user name and password. They do not need a login to receive messages and have medical records manage them. Capabilities, for example Accept Referrals, are assigned to Health Care Entities (HCE) ie to Hospitals. Users can be assigned Admin capabilities only, for example, Status. Admin users do not have the capability to attach URLs for sending messages. Contact SCI Support on the customer services helpdesk for further information. Crown Copyright

20 Activating GP Practices A practice must be activated on SCI Gateway before a GP is able to send or receive messages. 1 From the SCI Directory screen, click on the GP Practices link Click here 2 The list of Active and Inactive practices are displayed, click on a practice name to see the list of GPs associated with the practice Click the practice name 3 The GPs associated with the practice are displayed here. The practice must be activated before users can carry out the capabilities associated with the practice, click to activate Crown Copyright

21 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 button changes to and can be selected to make a practice inactive. Inactivating a practice will have the effect of inactivating all users. 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. The practice details can be prepared in advance of activating the practice ie the users can be given logins and capabilities added. Crown Copyright

22 Activating a Non GP Location/Provider A hospital or clinic must be activated on SCI Gateway before the consultants and clinicians are able to send or receive messages. 1 From the SCI Directory screen, click on the Non- GP Locations/Providers link Click here 2 The list of Active and Inactive location are displayed, click on a location name to see the list of associated specialties Click the location name 3 The Specialties associated with the location are displayed here. The location must be activated before users can carry out the assigned capabilities assigned, click to activate Crown Copyright

23 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 ie activate the consultants required, then the specialties and last the location. When a location has been activated, the button changes to and can be selected to make a location inactive. Inactivating a location will have the effect of inactivating all users. Crown Copyright

24 Adding Capabilities to HCEs A practice or location must have capabilities assigned to be able to either send or receive messages. Click on the specialty name to display associated consultant Select the required capabilities from the drop down list 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. Capabilities can be assigned either before or after a location has been activated. Crown Copyright

25 1 Navigate to the HCE Required eg hospital or practice 2 Select the capability required from the drop down list Click on the drop down list and select 3 Click on Add Capability Crown Copyright

26 Adding users to an HCE 1 Navigate through the SCI Directory to the HCE required. In this example a GP practice Click on Area GP Practices 2 Select the practice from the list of active practices Click on the practice name to select 3 The list of GPs is displayed. This is the level that all practice staff, GPs and clerical should be added. Click on the button Add User Crown Copyright

27 4 Enter details in the Username, Password and Confirm password fields and click on Save Enter details here Click on Save 5 Your user can now be added to a User Group. Select a user group from the drop down list and click on Add Select User Group from the drop down list Click on Add A users must be added to a permission group to be able to see received referrals. After the user group is displayed the user can be added to other locations in the list if required. If there is not an appropriate user group available to meet the users requirements you will need to add a group. See section 4 of this guide for more information on creating Permission Groups and adding users to groups. To add a user to a Non-GP Location/Provider 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 can be added before and after locations are activated on SCI Gateway. Crown Copyright

28 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. 1 Click on the Admin link and select Directory from the drop down list. 2 Navigate Through the directory to the user s HEC/location and click on the Maintain link next to the users name 3 Type in the new details in the password and confirm password fields and click on Save. Enter details here and click on Save Crown Copyright

29 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 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

30 Deleting a user 1 Navigate through the SCI Directory to the HCE where the user is assigned. In this example a GP practice Click on Area GP Practices 2 Select the practice from the list of active practices Click on the practice name to select 3 The list of GPs is displayed. This is the level that all practice staff, Gps and clerical should be added. Click on the link [Maintain] next to the user to be deleted Crown Copyright

31 4 Click on the delete button Click here to delete the user 5 Click on OK to complete Click on OK Crown Copyright

32 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 SCI Support will assign an admin user in your health board area the capabilities required. Thereafter that 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: 1 Click on the Admin link and select Directory from the drop down list. 2 Navigate Through the directory to the user s HCE/location and click on the Maintain link next to the users name. Admin are generally located at health board area level. 3 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 Click on Add Crown Copyright

33 Each capability required must be selected and added individually. It is not possible to multi select capabilities and then add. 4 After you have added all capabilities required click on Save. Capabilities will not show at the user s log on unless you save the changes. Capability Options Activate/Deactivate HCEs This allows users to activate or deactivate a healthcare entity ie hospitals clinics clinicians. 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. Statuses This allows the user to configure local statuses for messages for example checked and passed by GP for in progress referrals. Protocols This allows users to add and manage protocols. Currently this facility is only available for users in the training instance except in a few circumstances. Contact SCI Support if you need further clarification 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

34 Permission Groups This allows users to manage permission groups for example, create a permission group that allows users to receive messages for a specific specialty and its consultants. 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. Dead Messages This allows users to mange 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 Webservers and message destinations with the different message types and options available. Prior to configuring this area you should contact SCI 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. Capabilities This allows users to add capabilities for HCEs for example assign Accept referrals to a hospital. Crown Copyright

35 Removing Capabilities You may have occasion to remove capabilities from a user, go to the modify user screen as shown on page 3-18: 1 Users admin capabilities are displayed here. Click on Remove The Capability that you have removed is still on the list with the option to Restore if required. Save button Capability greyed out with the option to Restore When you select this option the capability will be removed from the list. Restore button When you select this option the capability will be completely restored to the user. The Restore will not take effect if the changes have been saved. Users cannot add or remove capabilities from themselves. Crown Copyright

36 Reset Button When you select this option it will remove all capabilities that have been added to the user and any permission group that the user has been added to. 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

37 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 eg Hospital location. In this example the extra is added is SCI Store and is added at at Health Board level. 1 Click on the Add Extra button 2 Key in relevant details and select the extra type you want to add from the drop down list. URL address added here Select Extra Type required from the list The extra type selected 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 Crown Copyright

38 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. 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. It must be added at HCE level for users to be able to access it. 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 through the Guidance link. Add the URL in the Info Text field as shown for SCI Store in Steps 1 and 2 on the previous page. 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 in step 2 on the previous page. GMC code, Specialty reference, HCP code, Location code, These areas are all added through the ISD reference files and are not currently used in SCI Gateway. Crown Copyright

39 Adding Stylesheets A Stylesheet determines how messages that are sent through SCI Gateway are displayed. There is a national stylesheet, however each health board area is at liberty to use whatever stylesheet they want and can add them to SCI Gateway. There are certain restrictions that must be adhered to when adding Stylesheets, therefore at the current time should you want to change the Stylesheet that you use please contact SCI Support through the customer services helpdesk. Crown Copyright

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41 4 User Permission Groups The Capabilities assigned to an HCE (see pages 3-20 to 3-24) determine what a user can do and which type of messages they will see with the location that they are assigned to. After Capabilities have been assigned, you can manage User Permission Groups so that users can work with referrals for an expanded or condensed list of locations, specialties or clinicians as required. This section covers: User Permission Groups Adding User Permission Groups Editing User Permission Groups

42 User Permission Groups Pictured below is an example of a default group displayed in the Permission Groups screen. This window provides options which allows you to create and edit users groups. Name of Permission Group displayed Click here to edit the group Click here to create a new group Click here to save all changes Users already in the group HCEs - Locations in the group Click here to add locations to the group Click on Select All to highlight all users List of users who can be added to the group Click to search for users by location Groups A group can have as many or as few users as required. A group can also have one or many locations. Users Users can belong to one or more groups. Users can belong to one group and also have access to other locations. Adding other locations to a user by default gives them the capabilities assigned to that location. Crown Copyright

43 Creating a Permission Group 1 Click on the Admin Link and select Permission Groups from the drop down list Click on Permission Groups 2 Click on the New button 3 Enter the name of the new permission group in the Group Name field and Click on Find Owner of HCE button Enter name here The owner of an HCE should be the entity that will manage the group, for example health board area or hospital/location. For example if you want to have an admin user with a login at hospital level manage a permission group you need to assign the owner at the hospital level. Crown Copyright

44 4 The Health Care Entity Window opens for the health board area. Click on the plus signs to expand the directory. Click next to the Location that you want to assign ownership and click on Select Click to select the owner of the group 5 The Owner is displayed. Click on Save Group to complete You are returned to the Permission Groups screen and the group you have just created is displayed in the Group field. Crown Copyright

45 Adding Locations/Specialties/Consultants to a Permission Group Once you have created a permission group as shown on page 4-2 and 4-3 you need to add locations/specialties/consultants that you want the group to cover. 1 Click on the HCE button 2 The HCE Directory is displayed, using the plus signs expand the directory. Click next the locations that you want to add to the user group. Click to select required locations Click on Select If you add a location to the permission group by default you will add all specialties and consultants below that level. If you want a more defined list of specialties and or consultants expand the list using the plus buttons and click next to all that you want to select. Crown Copyright

46 3 The details of the locations are displayed in the HCEs in Group New locations are displayed here To remove an HCE from the HCEs in group area click on the HCE button, expand the directory as described in step 2 and click next to the HCEs to deselect. The tick will be removed. When you return to the Permissions Groups window the HCEs will not be displayed. Crown Copyright

47 Adding Users to Permission Group On the right hand side of the Permission Groups screen the list of available users is displayed. When logged on at health board area this will display all the users for your health board. 1 Highlight the users you want to add to the user group and click on the left hand double arrow. To select a number of users who are listed together on the list press the shift button, click on the first name wanted on the list and click on the last name. To select a number of users spread over the list press the control button and click on each individual user names. 2 Click on the left hand facing double arrows to add the users Crown Copyright

48 The users are displayed in the Users in group section of the window. To remove one or several users from a group highlight the users required as described on the previous page and click on the right facing double arrows. If you add a user to a permission group who is currently a member of another permission group, the user will see referrals for both groups. In order for the user to see the referrals for the new group only they need to be taken out of the permission group that they were in previously. Users are sorted in numerical order first. All users with the same number are then grouped together in alphabetical order. For example All users without numbers will follow on in alphabetical order. A user can be given coverage for HCEs other than those assigned to the whole permission group see page Crown Copyright

49 Searching for users in the Permission Groups window. Searching through list of users in a Health Board are is made simpler with the use of the Filter Users button. Click here to filter for users The HCE Directory is displayed, expand the tree to display all entities required. You can only select one HCE. Click next to the required location or specialty and click on Select The list of users is reduced to show only the location selected. Reverse the process and click on the health board area to display all users. Crown Copyright

50 Adding HCE Coverage to a user A user assigned to a group may require to have coverage for other HCEs that the other users in the group should not see. It is possible through User maintenance to add the other HCEs to the user without having to configure a separate group just for that user. Through Admin/NHS Directory find the user who requires added HCE coverage - see Working with the NHS Directory for information on navigating: 1 Click on the maintain link next to the required user. Click on Maintain to modify the users HCE coverage 2 The Modify user screen is displayed. Click on the Directory button to open the list of HCEs. 3 The NHS Directory is displayed. Using the plus signs expand the directory. Click next to the locations/specialties/ consultants that you want to add to the user. Click next to the items that you want to add and click on Select Crown Copyright

51 When you select a location by default the Gateway selects all specialties and consultants connected to that specialty. The same carries through if you select at specialty level. If it is individual consultants that you need to add coverage for, keep expanding the tree to open all levels Crown Copyright

52 Editing User Permission Groups Once user permission groups have been set up there may be a need to edit a permission group name or change the owner HCE. You might even wish to remove the permission group completely. 1 Access the edit permission groups screen by clicking on the Edit button. 2 Change the permission group name if required. Type the new permission group name into the Group Name box. 3 Change the owner HCE if required by selecting the Find Owner HCE button and selecting a different HCE. Then click on the Select button. Tick the required HCE box Crown Copyright

53 4 Save the changes by clicking on the Save Group button. Occassionaly HCE s will have their name changed for example as a result of the merging of GP practices. If this occurs you should remember to edit the associated permission group names where necessary. Removing Permission Groups Permission groups can be removed from within the edit permission groups screen. To access this screen repeat step 1 from the previous section. Click on the Remove Group button to remove the permission group. Only permission groups that have no users or HCE s in the group can be removed. Crown Copyright

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55 5 Maintaining URLs In order for an HCE/location to receive messages the location must have the URL address for its Webserver 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 eg other clinicians, 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 Managing Dead Messages

56 Assign Maintain URL capability For a user to be able to add a URL to SCI Gateway they must be assigned the appropriate capability. 1 Click on the Maintain link next to the user who is to be assigned the capability Click here 2 Select Destination URLs from the Select Capability drop down list and click on Add Click on Save Click here to select the Destination URLs Capability and click on Add Capabilities for users are assigned by your local health board but it is not possible to assign 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 Webservers, SCI Store and any other locations to which you need to send copies of messages. Crown Copyright

57 Add a URL for a receiving location 1 Click on the Destination URLs link in the Admin screen 2 Click on the New URL button 3 Enter the name of the receiving location in the Name field and add the locations URL in the field below. Enter Name and URL details here Crown Copyright

58 4 Click the required message type using the radio button and select the appropriate interface from the Interface drop down list and assign the required capabilities See next page for more details Select message type, interface and assign capabilities to be applied 5 Click on the HCEs button to open the Health Care Entity Directory. 6 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

59 The details of the associated HCEs are displayed in the field in the Maintain URLs 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 Glasgow locations: Key in the URL for your SCI Store Select Asynchronous Select With Attachments from drop down list Select Accept referral radio button Click on HCE button Click next to Health Board area to expand list Select Area Non GP Locations/Providers Crown Copyright

60 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 radio button Click on HCE button Click next to Health Board area to expand list Select Area GP Practices. 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 5-7 to 5-8 for more information on message types. If you choose not to adopt the all approach as described above, 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 SCI GLUE component is installed on your SCI Store server. Other configuration may also be required. Contact Atos Origin 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. Crown Copyright

61 Message Interfaces and Capabilities The capabilities available are dependent on the interface you select from the drop down list (see point 4 on page 5-4). The following tables show the capabilities and interfaces available for both original and asynchronous messages. If you require to configure a URL to be associated with SCI Outpatient referrals please contact SCI Support. They will continue to maintain this function for the foreseeable future. The SCI Outpatients interface will only be selected if there are locations within your health board area which uses SCI Outpatient management system. Original message This is the type of message that you would usually send through SCI Gateway. For example referrals or discharges. If your hospital accepts referrals With attachments then select that option when setting up the URL, if your hospital doesn t accept attachments with referrals select Without attachments. If you have hospitals that do both then you need to configure the URL for both options and attach the hospitals using the HCE button. If you activate a new hospital/hce you will need to configure the URL for the new Webserver with the relevant message types, interfaces and message capabilities using the Original message option. Original Messages Interface SCI Outpatients With Attachment Without Attachments Capabilities Make Referral Accept Referral Make Discharge Not Applicable (see above) Accept Discharge Make egpfr Request Accept egpfr Request N/A N/A N/A N/A Accept egpfr Response Accept egpfr Request Crown Copyright

62 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. Interface With Attachments Capabilities Make Referral Accept Referral Make Discharge Accept Discharge Make egpfr Request Accept egpfr Request Accept egpfr Response N/A N/A Accept egpfr Request 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. Make egpfr Request and Accept egpfr response are for messages being sent and received respectively by Department of Works and Pension and will be configured by SCI Support and are not applicable to Admin users. It is not possible for a redirected referral to have a copy sent to either SCI Store or any other destination. Crown Copyright

63 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. 1 Navigate to the HCE that needs the URL changed. Click on Detach. 2 SCI Gateway will remove the URL. Select a URL from the drop down list. Select URL from drop down list 3 Click on Attach to complete To carry out a change in this manner you must know the ID number and message type associated with the URL you are changing to. If unknown the URL must be changed through Destination URLs. Crown Copyright

64 Managing Dead Messages When copies of messages are sent they are placed in a queueing 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 configurable at NHS Scotland level and will be determined by the Steering Group. 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 capability. 1 Click on the Maintain link next to the user who is to be assigned the capability Click here 2 Select the Dead Messages capability from the Select Capability drop down list and click on Add Click here to select the Capability 3 The screen will refresh and the new capability will be displayed in the Granted Capability List New capability is shown here Crown Copyright

65 4 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 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. Crown Copyright

66 Re-submitting and deleting Dead Messages 1 Click on the Dead Messages link in the Admin screen 2 To re-send 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 Using the check box on the column heading will select all messages on that page only. To select all messages on all pages click on the Select All button and then click on Re-Submit. To delete messages 3 click in the box next Click here to to the required delete selected messages and click messages on Delete Crown Copyright

67 If you do not want to send all of the messages from the list click in the check 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 off-line or the process fails the messages will repopulate 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 resend a dead message contact SCI Support for advice prior to deleting. Crown Copyright

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69 6 Managing Protocols In The Training Instance SCI Gateway uses protocols to generate referral letters. Protocols are created and maintained at local health board area level. At this time SCI Support will publish protocols on the Live instance of SCI Gateway. Administrator users at health boards may be allocated permissions to publish protocols only on the Training instance. This will allow them to trial protocols prior to them being published on the live Gateway. Contact SCI Support This section covers: Adding A Protocol Editing the XML Associating HCEs Editing Protocols

70 Adding a Protocol Log on to the Training instance of SCI Gateway as the Administrator User for your health board. 1 Click on the Admin button 2 Click on the Protocols link Click here 3 A list of active protocols will be displayed. Click on Add. Click on Add 4 The Add Protocol screen is displayed Enter a Name and Description in the relevant fields Select Referral from the drop down list Click on the Protocol XML button Crown Copyright

71 The protocol code should be created by your preferred method ie Notepad XML Spy, and verified using the protocol Verification Tool (PVT). The code should then be copied from source and pasted into the Edit XML screen. 5 The Edit XML screen is displayed Right click in the window and select Paste The XML will be displayed Click on Close You will be returned to the Add Protocol screen Click Here to make the protocol active Crown Copyright

72 Associating the Protocol with HCEs Once your protocol has been uploaded the next step is to associate with an HCE or as many HCEs as required. 1 Click on the Protocol HCEs button 2 The health Care Entity Directory is displayed Click on the plus signs to expand the tree Click beside the Specialties to be associated to the protocol Click on Select to complete 3 The list of HCEs associated with the protocol is displayed here Click on Close Crown Copyright

73 The list of protocols is displayed with the new protocol. The list is displayed in alphabetical order and the protocol is automatically given an ID code. Crown Copyright

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75 7 Stylesheet Versioning SCI Gateway currently stores a message s XML and its corresponding stylesheet then transforms the message XML to produce the letter whenever it is required to be displayed. It is now possible for health board areas to add and edit stylesheets to suit their own requirements. Previously any changes to a stylesheet would affect historical data i.e. old referrals would have used the new stylesheet and thus the letter displayed after implementing a new stylesheet would not match the original letter. Different versions of stylesheets for the same type of letter can now be created without affecting previously created letters through stylesheet versioning. A stylesheet can have any number of stylesheet versions. 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 stylesheet Linking a stylesheet Creating stylesheet versions Deleting stylesheets Crown Copyright

76 Adding an new stylesheet In order to add a stylesheet a user must be assigned Stylesheets capability. Contact SCI support if you need to be assigned this capability. 1 Point to Admin then click on Stylesheets. 2 You are now on the Stylesheet List screen. By default there are no stylesheets owned by the HCE on the list. Click on the New Stylesheet button to add a new stylesheet. 3 You are now on 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

77 4 Attach an owner HCE to the stylesheet by clicking on the Owner button. The owner chosen shall be the HCE who has the necessary permissions to add, edit and delete the stylesheet. Any parents of the HCE will also have permission make changes. 5 Choose an owner HCE from the Health Care Entity Directory. Click in the appropriate HCE checkbox Once the appropriate box has been checked click on the Select button to complete. It may take a few seconds to return to the Add Stylesheet screen. 6 The owner HCE should now be visible next to the the Owner button. Owner HCE Crown Copyright

78 7 Attach the HCEs that are to use the stylesheet. The HCEs using the stylesheet shall be the ones that are to have their letters affected by the new stylesheet. Click on the HCEs button 8 Choose the required HCEs from the HCE directory box. Choose the required HCEs Once the appropriate HCE boxes have been checked click the Select button to complete. It may take a few seconds to return to the Add Stylesheet screen. To detach the currently attached HCEs un-check the appropriate HCE box. 9 To view the HCEs attached to the stylesheet click on the Show HCEs button. Crown Copyright

79 10 Activate and choose a schema version for the stylesheet within the stylesheet version details area of the screen. Check the activate box and choose the appropriate schema version from the dropdown list. Click on the Stylesheet XSLT button to reveal the XSLT screen. 11 Add the stylesheets XSLT code from it s source by copying and pasting into the code window. Then click on the Stylesheet Details button to take you back to the Add Stylesheet screen. 12 Save the changes to the stylesheet. Click on the Save Changes button A message will be displayed confirming whether the save was successful or not. 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 thirdparty system that could only send messages using an out-of-date schema version. Crown Copyright

80 13 View the newly added stylesheet details. Click on the Stylesheet List button to view the newly added stylesheet The new stylesheet listing has a name, description, message type, versions and select column. All other stylesheet s that you add shall be listed within the Stylesheet List. There is a second list box named Other HCEs using the stylesheet. The second HCE list box would only be populated if stylesheets were attached at a higher entity level i.e. NHS level to your own HCE and to other HCE s outwith your own. In the example below there are two other HCEs within the Other HCEs using the stylesheet list box. These have been added at an NHS level log-in. Crown Copyright

81 Linking a stylesheet 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 s no need to go through the linking process. However it may be required to link an existing stylesheet to a HCE. It is possible to attach an existing stylesheet to a HCE directly from the NHS directory. NHS Directory as well as Stylesheets capability would be required to carry out this function. 1 Point to Admin on the menu then click on NHS Directory. 2 At the bottom of the NHS Directory screen there is a section for stylesheets. This lists all stylesheets that the HCE is linked to including ones that are owned by NHS Scotland. Stylesheets for Health Board section Click on the Attach Stylesheet button to take you to the Attach Stylesheet to Health Board screen. 3 Select which stylesheet(s) to attach to the HCE by clicking on the appropriate radio button(s). Crown Copyright

82 4 Before returning to the NHS Directory update the details by clicking on the Update button. 5 Return to NHS Directory by clicking on the NHS Directory button. 6 Within the Stylesheets for Health Board list at the bottom of the NHS Directory screen you will now see the new stylesheet listed. This stylesheet will now affect all of its child HCEs. Newly listed stylesheet 7 To detach the stylesheet from the owner HCE click on the detach link. Click to detach stylesheet To re-attach the stylesheet repeat step 2 to 5. Stylesheets that are owned by NHS Scotland cannot be detached by anyone other than SCI Support. Crown Copyright

83 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. 1 Point to Admin then click on Stylesheets. 2 On the stylesheet list you will see a list of stylesheets that have been added to your Health Board. Click on the Select link to view a list of stylesheet versions. Click to view stylesheet versions list 3 To create your new stylesheet version click on the update link taking you you to the edit stylesheet screen. Click to update stylesheet Crown Copyright

84 4 Anything you change within the Stylesheet Details section will change for ALL versions. Creating another version requires the actual XSLT code to be edited or replaced. Click on the Stylesheet XSLT button. 5 Replace or edit the code within the code window then click on the Stylesheet Details button to return to the Edit Stylesheet screen. 6 Save the changes to your new stylesheet version. A message will be displayed upon successful modification of the stylesheet. Click to save changes Crown Copyright

85 7 Return to the Stylesheet List screen. To enusure that the new stylesheet is listed. The number of stylesheet versions should now be listed under the versions column. 8 Number of versions 9 Thoroughly test the new stylesheet version by starting the appropriate message and viewing the letter. Change made to original stylesheet To see all stylesheet information on the stylesheet version list repeat step 2 Crown Copyright

86 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. 1 Select a stylesheet that has not been used by any messages and delete it. By clicking on the Delete link. Click to confirm the delete The stylesheet will be removed from the list. 2 Stylesheets that are currently active cannot be deleted. If trying to delete a stylesheet that is currently active a message indicating that it can t be deleted will be displayed as on the image below. Click on the update link and de-activate the stylesheet by un-checking the Active box within the Stylesheet Details section of the Edit Stylesheet screen as detailed in step 10 of Adding a New Stylesheet. Crown Copyright

87 3 Stylesheets that have been used for messages cannot be deleted. When trying to delete, a message will display indicating that the stylesheet cannot be deleted because the version is in use. Crown Copyright