The WCCG Administration Role Logging on to the Gateway WCCG Setting Up User Accounts The NHS Directory Screen...

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1 Welsh Clinical Communications Gateway (WCCG) Account Administration Guide

2 Useful Contacts Contact Name Contact Details Primary Care Service Desk Tel: Table of Contents The WCCG Administration Role... 3 Logging on to the Gateway... 3 WCCG Setting Up User Accounts... 4 The NHS Directory Screen... 4 Parents of the Practice... 4 Children of the Practice... 5 Protocols for the Practice... 5 Extras for Practice... 5 Stylesheets and Data for the Practice... 5 Users for the Practice... 6 Search Function... 6 Adding and editing Non Clinical WCCG User Accounts... 8 Receiving Groups... 9 Sending Groups... 9 Admin Capabilities...10 Roles...10 Editing an Account De-activating a Gateway Account Re-Setting a WCCG Password WCCG Account Administration Guide V4 2

THE WCCG ADMINISTRATION ROLE It is important to remember that a user may ask for certain permissions but it is down to the administrator to have a discussion with the user to explain all the

3 THE WCCG ADMINISTRATION ROLE It is important to remember that a user may ask for certain permissions but it is down to the administrator to have a discussion with the user to explain all the permissions involved e.g. they may ask to be able to send a message but may not have asked to be able to print so the administrator would need to ask them if they required the printing function. LOGGING ON TO THE GATEWAY The Gateway may be accessed in one of two ways: the first process is by using the Standalone method (which should never be used for creating referrals). The user may click on the WCCG icon on the desktop or by typing in the URL in the address bar If accessing the Gateway via a clinical system, then the following log in methods may be used. INPS Vision Emis Web WCCG Account Administration Guide V4 3

with. PARENTS OF THE PRACTICE The Parent section indicates the upper levels to which the GP Practice belongs to with the NHS Wales being the uppermost

4 WCCG SETTING UP USER ACCOUNTS On successful log in to the Gateway, the user will need to locate the NHS Directory in order to access the Practice s Gateway Accounts THE NHS DIRECTORY SCREEN There are a number of areas on the NHS Directory Screen that the user will need to familiarise themselves with. PARENTS OF THE PRACTICE The Parent section indicates the upper levels to which the GP Practice belongs to with the NHS Wales being the uppermost level. This is followed by the Health Board and subsequently the group of Practices operating within that Health Board. WCCG Account Administration Guide V4 4

5 CHILDREN OF THE PRACTICE The Children of the Practice will list all the Active and Inactive GPs. PROTOCOLS FOR THE PRACTICE The Protocols are the available templates that the Practice may use. Currently the only protocol available is the National Generic Referral V2.0. Future protocols will include Advice Requests and Responses and General Supplementary Messages. This section is not available to edit. EXTRAS FOR PRACTICE This is an editable section of the screen when viewed within the individual users account STYLESHEETS AND DATA FOR THE PRACTICE These sections are not editable. WCCG Account Administration Guide V4 5

NB: An HCE may refer to either a location or an individual Clinician.

6 USERS FOR THE PRACTICE There are two functions that can be used in this section of the NHS Directory. Search Add User SEARCH FUNCTION A search may be undertaken to locate an HCE (Health Care Entity) or for an individual user. NB: An HCE may refer to either a location or an individual Clinician. In the above screenshot, the word Princess has been entered and following a click on Search has returned two entities. Their status ( Active ) will be displayed as either True or False and the Entity ID along with the Parent ID will also be displayed. The search criterion in the second screenshot has returned all Active HCE s. The two names in the blue text are hyperlinks to the individual user s accounts. WCCG Account Administration Guide V4 6

7 On selecting User, the search will require different criteria to be input. Ensure that the Status is set this may be Active or Inactive. The resulting search will display all users across the NHS Wales directory, with any user listed within a local practice in blue text that denotes a hyperlink to their user account details. WCCG Account Administration Guide V4 7

8 ADDING AND EDITING NON CLINICAL WCCG USER ACCOUNTS Clicking on Add User will open a new screen. The individual fields will needs to be completed with the relevant information. The User name should follow the convention of the Practice ID ( W code) and the individual s initials. There may be cases where two or more users have the same initials; the administrator will need to decide how to differentiate the accounts. The Active box will need to be ticked; this may be changed in the event of a user no longer requiring the account or suspending the account for any length of time. On setting up a new user account, it is recommended that a generic Password1 is provided. The account administrator should leave the Change Password at next Logon ticked to ensure that the user creates their own password that should not be divulged to any other member of staff. To comply with current Practice Guidelines, the Password never expires should never be selected. Passwords should be changed every days as a rule. WCCG Account Administration Guide V4 8

RECEIVING GROUPS Depending on the role of the user within the GP Practice, the Receiving Groups will need to be applied. By using the Add button, one or more receiving groups may be selected.

9 RECEIVING GROUPS Depending on the role of the user within the GP Practice, the Receiving Groups will need to be applied. By using the Add button, one or more receiving groups may be selected. The selected receiving group(s) will be displayed, with the ability to remove from the list if required. If a group is subsequently removed from the list, it will remain visible within the list with the ability to restore again at a later stage. SENDING GROUPS Again, depending on the role of the user within the Practice, the Sending Groups will need to be set from the drop down list. The user may also be assigned more than one sending group. As with the Receiving Groups, the users Sending Group list may be amended by adding or removing items. WCCG Account Administration Guide V4 9

It is acceptable to leave this section as Select Capability ROLES This section requires the administrator to select ALL relevant roles that the

10 ADMIN CAPABILITIES For most users within a GP Practice, the permission level set should not include administration rights. This should be confined to designated Practice Administrators. It is acceptable to leave this section as Select Capability ROLES This section requires the administrator to select ALL relevant roles that the user will need assigned to their account. From the drop down list of roles, each identified function will need to be added. As the list is created, those selected will be displayed above the drop down box. WCCG Account Administration Guide V4 10

11 Unlike the Receiving and Sending groups, if a role is removed (by using the blue hyperlink), it will no longer be displayed in the list. To re-instate a role, it would need to be added from the drop down list. The roles which need to be added for a user are dependent on Health Board (and the role of the user). The current list of roles required by Health Board is below: Abertawe Bro Morgannwg University LHB Make Referral Default Role Make Supplementary Default Role Make Advice Response Default Role Accept Advice Request Default Role Accept Referral Update Default Role Cardiff & Vale University LHB Make Referral Default Role Make Supplementary Default Role Make Advice Response Default Role Accept Advice Request Default Role Accept Referral Update Default Role Accept Discharge Default Role Hywel Dda LHB GP Practices Make Referral Default Role WCCG Account Administration Guide V4 11

12 Betsi Cadwaladr University LHB Make Referral Default Role Accept Discharge Default Role Cwm Taff LHB Make Referral Default Role Accept Discharge Default Role Aneurin Bevan LHB GP Practices Make Referral Default Role Accept Discharge Default Role Powys LHB GP Practices Make Referral Default Role On completion of the form, the administrator can click on Save to create the account or Reset to clear the page. EDITING AN ACCOUNT There may be occasions when an account may need to be modified or edited. This may be for a number of reasons, such as a surname change. To edit an account, the administrator will need to log into the Gateway, navigate to the NHS Directory to bring up the list of Practice users and click on the Maintain link at the end of the user s account. WCCG Account Administration Guide V4 12

13 By clicking on the Maintain, the screen will then display the user s account which can be edited before clicking on Save If successful editing has been completed, the following message is displayed. DE-ACTIVATING A GATEWAY ACCOUNT In the event that a Gateway account is no longer required, the administrator will need to log into the Gateway and, via the NHS Directory link, locate the user s account in the list. Click on the Maintain link to open the account. WCCG Account Administration Guide V4 13

14 Remove the tick from the Active check box to change the account to Inactive. Click on Save before closing the screen. A message will be displayed. RE-SETTING A WCCG PASSWORD There may be a number of reasons why a user may not be able to access their WCCG account. This may be through: Incorrect User name being entered Forgetting their Password Entering an incorrect Password Password has expired beyond grace period. The following steps may be taken to re-activate the account once the Administrator has logged into the Gateway and via the NHS Directory link, located the user s account in the list. 1. Click on the Maintain link 2. Enter a new password on the Password (max 32) box it is advisable to use the current month and year e.g. Feb2013. WCCG Account Administration Guide V4 14

15 3. Confirm the password and ensure that there is a tick in the Change Password at next logon box. 4. On successful changing of the password, a message will be displayed on the screen. If the user has forgotten their username, this may be provided from the account details in the Maintain screen. WCCG Account Administration Guide V4 15

Welsh Clinical Communications Gateway (WCCG) User Guide

Vision 3 Welsh Clinical Communications Gateway (WCCG) User Guide Copyright INPS Ltd The Bread Factory, 1A Broughton Street, Battersea, London, SW8 3QJ T: +44 (0) 207 501700 F:+44 (0) 207 5017100 W: www.inps.co.uk