The following guidance document can be used to ensure the correct tools are available and configured to run the GRASP AF and/or COPD audits.

Transcription

1 The following guidance document can be used to ensure the correct tools are available and configured to run the GRASP AF and/or COPD audits. SystmOne version Checklist There are a number of things that you will need to check or have available to access and install the necessary software to perform either of the GRASP audits Please ensure you work through the following list, to ensure you are ready to begin installing and using the Primis CHART and GRASP audit tools 1. Check that any users, who will need to run the GRASP audit tools through the practice clinical system (SystmOne) have the user access rights to access MiQUEST. This is an RBAC permission (assigned to SMART card) and will need to be added to a user s card if not already available. To check ask the user to log on with their SMART card. Navigate to reporting and ensure MiQUEST is available as an option in the dropdown menu. If it is not available, someone with access to the National Health Service Spine Portal will need to add permission to the user s SMART card. The two access right are: MIQUEST Access' can access MIQUEST and import queries 'MIQUEST Manager' can create and amend Data Collection Agreements 2. Ensure you know your practice ID number (this will be required when configuring CHART for use the first time it is used on a new PC 3. You will need to have some folders set up on your practice shared drive to use with CHART. a) Firstly check to see whether these have been set up from a previous audit. You will be looking for something containing 3 folders: Queries Responses Archive If you have already got these folders, clear out any old queries (delete) and move any response files into the archive folder. (Open Responses folder if there are previous Response files, select all previous [Ctrl A] and move to Archive folder [right click > cut] close Responses folder then open Archive folder and right click > paste) IMPORTANT make a note of where these files are located as this will be needed when configuring CHART for the first time on a new PC b) If you do not already have these folders, set them up as shown below: Primary Care Information Team Page 1 of 22 07/09/2017

2 Click Start Computer and locate the practice shared drive Click New Folder and label Chart Create 3 folders within the Chart folder and label Queries-Responses-Archive IMPORTANT make a note of where these files are located as this will be needed when configuring CHART for the first time on a new PC 4. The tools required to undertake the GRASP audits are published by Primis and accessed via the Primis Hub. [You will need to install CHART and the required GRASP library to each PC you want to run or view the audit data on]. Even if you know you already have CHART installed on your PC, it is likely that this is not the latest version and will need to be updated. a) Check whether your practice already have a membership to the Primis Hub If not or you can t remember the details, sign up for a practice basic membership or request your forgotten details using this link b) If you know your practice membership details you can sign into the Primis Hub using this link Primary Care Information Team Page 2 of 22 07/09/2017

3 5. Use of the GRASP suite is free to all PRIMIS Hub members within NHS England, however access to these audits will need to be requested and approved before they can be downloaded for use within CHART Log into the Primis Hub using the practice details Click on the GRASP suite of tools link Complete the details in the access request form Once a response is received, sign the terms and conditions of use You will now be in a position to download Chart Primary Care Information Team Page 3 of 22 07/09/2017

4 Downloading and configuring CHART for use with the GRASP AF audit Log into the Primis Hub with practice membership Click Chart Primary Care Information Team Page 4 of 22 07/09/2017

5 Click the download link. NB check the bottom of the screen as there may be a pop up asking if you want to run the programme on the PC. If so, click Run. It is safe to run this programme click Run Primary Care Information Team Page 5 of 22 07/09/2017

6 Follow the instructions on screen to continue with the set up. NB the default location to download these files is to the C:Drive. These are only programme files to make the software work. It is therefore safe to store them in this location. This will mean however that the software will only be available on the PC you are installing on and will need to be done again for any other PCs you wish to use to view/managed the audit data. Click Install Once the installation is complete, click finish and close the PRIMIS HUB Primary Care Information Team Page 6 of 22 07/09/2017

7 You should now see there is a shortcut icon to the Chart software on your desktop Chart will now need to be configured. Open by double clicking on the icon You may be prompted to Enable Content the first time you do this You will then see a series of messages asking you to configure Chart for use Click OK Primary Care Information Team Page 7 of 22 07/09/2017

8 Allow access to VBA will only need to be done once for each install Click OK and follow the instructions below: Click on File>Options>Trust Center Open Trust Center Settings using the button on the right of the screen Select Macro Settings from the list and tick the box which says Trust access to VBA project object model Click OK Primary Care Information Team Page 8 of 22 07/09/2017

9 Close and re-open CHART selecting the Save option Click configure You will then be asked to work through a number of Tabs in the configure screen. Ensure you complete the necessary information before clicking OK. You will need your practice ID and the file pathways to the Queries/Responses and Archive folders you set up earlier. Enter Practice ID and Select clinical system from drop down (TPP SystmOne will appear in the list) Primary Care Information Team Page 9 of 22 07/09/2017

10 Move to the File Path tab Use the browse button against each box to navigate to the three folders, set up previously on the practice network. Select BOTH for default query type S:\Chart\Queries S:\Chart\Responses S:\Chart\Archive It is not necessary to complete the Set Doctors tab as the audit does not require the functionality governed by this. Move to the Practice details tab. The Practice Name must be completed as it is used to identify the data uploaded to Chart online The Read code set should have defaulted to the correct file when the clinical system was entered. The file name will be as shown below for TPP SystmOne users Organisation and Primis ID should be left blank Click OK The GP Practice Medical Centre London Close and re open CHART selecting Save Primary Care Information Team Page 10 of 22 07/09/2017

11 When opening CHART, you should now be prompted to agree to the use of this software with your practice database. This message will display every time CHART is used. Click I AGREE You are now ready to install the libraries you will use for your audit. New libraries and any updates to currently installed libraries can be accessed using the check for updates link on the Chart home page Click OK. Click Check for updates Primary Care Information Team Page 11 of 22 07/09/2017

12 You will be prompted to log into the Primis Hub. Log in with the details used to request access to the GRASP tools Click OK You will then see a list of available libraries. This will show anything you do not currently have installed or anything you need to update. Select GRASP AF from the list and click Download. (Repeat the following process for GRASP COPD) Primary Care Information Team Page 12 of 22 07/09/2017

13 If these are not available in the list refer back to the Checklist on Page 1 of this document NB any other query library in the list will be free to download to practices if you wish to use them. When you select DOWNLOAD, you may see the following warnings appear at the bottom of the screen. It is safe to proceed by clicking Run Follow the set up instructions as before and as shown below Primary Care Information Team Page 13 of 22 07/09/2017

14 Once you have all the libraries you require, you can close the PRIMIS Hub After a new installation or update, CHART must be reset. On the CHART toolbar click Reset CHART and close selecting Save You are now ready to run your audit Running the GRASP AF and COPD audits Before running audits, it is best practice to ensure there are no old queries left in the folder from a previous run as anything in this folder will be imported into the clinical system at this stage. Navigate to the Queries folder on the network and delete any old files Open the Responses folder and check to see if there are any previous response files that have not been archived [NB The Archive folder should be used to store previous responses. This enables practices to plot their progress over time.] If there are files still in this folder DO NOT DELETE THEM. You will need to archive these files before you complete the current audit. The best way to do this is to use the archive function within Chart as it will automatically create a file structure, helpful when looking at several audits over a period of time. See*Archiving_Response_Files for instruction on how to do this Primary Care Information Team Page 14 of 22 07/09/2017

15 NB - It is possible to manually move these files i.e. cut and paste, however be aware that this will affect how a range of audits are displayed in the selection box within CHART. This may become more important in the coming months, if you run audits of different types with several runs over a period of time When you are ready to begin Open CHART and click I Agree CLICK Run MiQUEST Searches If you have installed more than one Query library, select the GRASP audit you wish to run from the available audits drop down menu Primary Care Information Team Page 15 of 22 07/09/2017

16 S:\ Chart \ Queries The queries will automatically be saved to the location previously set in the configuration process. Query type will be set to both as set up previously. This will run the same audit twice; once with named patient data for practice use and once with pseudonymised data for upload to CHARTOnline. NB The GRASP audits will be run once as a base line and at intervals as agreed within the SLA. There should not be any requirement to amend the reference date, however for information, it is here that a date can be set back in time should this be something the practice wish to do with any future audits. Click Create MIQUEST Queries The queries will now need to be run through the clinical system (SystmOne) Running the GRASP Query library in SystmOne Open SystmOne Select Reporting menu > MIQUEST Primary Care Information Team Page 16 of 22 07/09/2017

17 If there are any old queries in the list on the left, Right mouse click on the yellow folder and select delete. Select Import Folder Navigate to the Query file on the network DO NOT OPEN THE FOLDER Click Select The queries will now be read into SystmOne The status of the queries will display on screen Primary Care Information Team Page 17 of 22 07/09/2017

18 The status should change from Not authorised authorised completed This will usually happen automatically driven by the agreement in the background. If this does not happen click Authorise All Requests to move to authorised Authorise All Responses to move to completed. Once the responses are complete, save them to the Responses folder on the network by clicking Save All Response Files You are now ready to view your audit results within CHART Primary Care Information Team Page 18 of 22 07/09/2017

19 Open CHART [if you have previously closed it] click on Display Practice Results Select the audit you wish to work with ensuring you select the Named option, Click select Viewing and interpreting responses in CHART. Many PRIMIS tools are now accompanied by a detailed guide to help practices interpret and act upon their results. To access these guides, when viewing your results, click Advice on Audit to access a hyperlink to the relevant document. Full instructions on navigating the summary and data sheets are already available within the PRIMS documents below. Please refer to these for further instruction CHART-2017-instruc tions.pdf grasp-af-instructio n-booklet.pdf grasp-af-quick-gui de.pdf grasp-copd-instruct grasp-copd-quick-g ion-booklet.pdf uide.pdf Primary Care Information Team Page 19 of 22 07/09/2017

20 Archiving Response Files When you have finished working with a response file, you will need to move this to Archive to ensure future responses are returned and view with ease. To do this, on the PRIMIS CHART tool bar, select the Archive icon The response files for this audit will then move to the Archive folder located on the network as configure earlier. To retrieve this audit in the future, just select the Display Archived Results link from the CHART homepage. Primary Care Information Team Page 20 of 22 07/09/2017

21 Granting permission for the CCG to view your practice code and uploading data to CHART online One of the requirements in the SLA s for the GRASP audits is to submit pseudonymised practice data to CHART online which can be viewed by the CCG for monitoring purposes. This is non patient identifiable data but the CCG will need to be able to identify that it is your data they are viewing. To grant access for the CCG to be able to see your practice identifier against submitted data, please use the instructions below. col-grantingpermis sionnationalcode-v2 To submit your baseline and monitoring audit data to CHART online, select the response file you wish to upload, selecting the pseudonymised version. [Don t worry, it is not possible to upload a named version by mistake, this would be rejected].click Select On the summary sheet view, select the Send Data to CHARTOnline icon from the PRIMIS CHART toolbar A message will be display stating 'If there is more than one summary sheet open then click Yes to send data from all files in this set or No to send only this file'. Primary Care Information Team Page 21 of 22 07/09/2017

22 If you have opened more than one response file in CHART, ensure you wish to send data from all of these. Click 'Yes' to send everything you have open or No to send just the one you are currently viewing. You will be shown the data string that will be sent to PRIMIS. Click OK then 'Close the box. A message will appear stating 'If you want to transmit the data string you have just viewed to PRIMIS, then select Yes. NB this will happen for each response file you have chosen to submit. Click 'Yes' Enter your PRIMIS login details A message will be displayed confirming that your data has been sent. Click 'OK' Primary Care Information Team Page 22 of 22 07/09/2017