Scottish Care Information. SCI Gateway v12.1. User Admin Guide NATIONAL INFORMATION SYSTEMS GROUP (NISG CIRRUS)

Scottish Care Information SCI Gateway v12.1 User Admin Guide NATIONAL INFORMATION SYSTEMS GROUP (NISG CIRRUS)

Contents 1 Introduction... 1-3 2 Accessing SCI Gateway... 2-1 Accessing SCI Gateway...2-2 Passwords & Security...2-3 Logging on to SCI Gateway for the first time...2-3 The SCI Gateway Homepage...2-4 Passwords in SCI Gateway...2-5 Changing your own Password...2-5 3 Working with the NHS Directory... 3-1 Navigating the NHS Directory...3-2 NHS Directory...3-2 Finding Non GP Locations/Providers...3-6 Activating GP Practices...3-8 Activating a Non GP Location/Provider...3-10 Import Consultant or Healthcare Professional...3-11 Adding Capabilities to HCEs...3-13 Adding users to an HCE...3-16 Changing a user s password...3-18 Password Security....3-19 Password Expiry...3-19 Password Grace Period...3-19 Deleting a user...3-20 Adding Admin Capabilities to users...3-22 Capability Options...3-23 Removing Capabilities...3-26 Adding Extras...3-28 Types...3-29 4 User Permission Groups... 4-1 User Permission Groups...4-2 Creating a Permission Group...4-3 Adding Locations/Specialties/Consultants to a Permission Group...4-5 Adding Users to Permission Group...4-7 Searching for users in the Permission Groups window....4-9 Adding HCE Coverage to a user...4-10 Removing Permission Groups...4-13 5 Statuses... 5-1 Accessing the Add Message Status Window...5-2 Adding a New Status...5-3 Creating a new status...5-3 Applying a new status...5-5 Changing a Default Status...5-6 Removing Statuses...5-7 6 Maintaining URLs... 6-1 Assign Maintain URL capability...6-2 Add a URL for a receiving location...6-3 Crown Copyright 2008 i

Message Interfaces and Capabilities...6-7 Original message...6-7 Capabilities...6-7 Interface...6-7 Interface...6-8 Editing URLs...6-9 Managing Dead Messages...6-10 Assigning Dead Messages Capability...6-10 Re-submitting and deleting Dead Messages...6-12 7 Managing Protocols In The Training Instance... 7-1 Adding a Protocol...7-2 Associating the Protocol with HCEs...7-4 8 Stylesheet Versioning... 8-1 Adding an new stylesheet...8-1 Linking a stylesheet...8-8 Creating stylesheet versions...8-10 Deleting stylesheets...8-13 9 APPENDICES... 9-1 Attachments...9-2 File size...9-3 GLUE...9-3 Crown Copyright 2008 ii

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

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 0141 282 2100. Additional copies of this user guide and further support information are available on our website: www.show.scot.nhs.uk/sci Contact us Customer Service Desk National Information Systems Group (NISG) Cirrus Marchbank Drive Glasgow Airport Business Park Paisley PA3 2SJ Telephone: 0141 282 2100 0141 282 2000 Email: scitrainers@gpass.csa.scot.nhs.uk Web site: www.show.scot.nhs.uk/sci Crown Copyright 2008 1-4

2 Accessing g SCI I 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

Accessing SCI Gateway You can connect to SCI Gateway through this link https://www.scigw.scot.nhs.uk/web. 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 2008 2-2

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 2008 2-3

The SCI Gateway Home page The SCI Gateway Home page 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 Allows users to access national e-library website for NHS health information Crown Copyright 2008 2-4

Passwords in SCI Gateway Changing your own Password You can change your password at any time by following the steps outlined below. 1 Point to Admin and then click on 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 2008 2-5

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

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 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. Crown Copyright 2008 3-2

Finding GP practices 1 Point to the Admin link and select NHS Directory 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 2008 3-3

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 2008 3-5

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 Point to the Admin link and select NHS Directory Click here 2 Click the link required for Non-GP locations 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 2008 3-6

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. Medical records can manage them if this is the usual method. 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 2008 3-7

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 2008 3-8

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 2008 3-9

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 locations 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, click to activate 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 2008 3-10

Import Consultant or Healthcare Professional The NHS Directory in SCI Gateway contains a list of consultants and 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 Healthcare Professional (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 select All, Consultants only or HCPs only Crown Copyright 2008 3-11

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. 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. Crown Copyright 2008 3-12

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 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. Capabilities can be assigned either before or after a location has been activated. Crown Copyright 2008 3-13

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 Select the message type from the drop down list to add the capability Click on the drop down list and select 4 Click on Add Capability Crown Copyright 2008 3-14

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 staff should be added. Click on the Add User button Crown Copyright 2008 3-16

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 user 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 2008 3-17

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 Point to the Admin link and select NHS Directory 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 2008 3-18

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 2008 3-19

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 users should have been added. Click on the link [Maintain] next to the user to be deleted Crown Copyright 2008 3-20

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 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: 1 Point to the Admin link and select NHS 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 users 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 2008 3-22

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. Add Consultant/HCE This allows users to import a Consultant or HCE from the full ISD reference files. 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 Crown Copyright 2008 3-23

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. Crown Copyright 2008 3-24

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. 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 i.e. 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 2008 3-25

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 When you select this option the capability will be removed from the list. Capability greyed out with the option to [Restore] 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. Crown Copyright 2008 3-26

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 any permission group that the user has 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 2008 3-27

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 SCI Store and is added at Health Board level. 1 Click on the Add Extra button 2 Select the extra type you want to add from the drop down list. Select Extra Type required from the list 3 Key in relevant details to the info text - in this instance the SCI Store URL URL address added here 4 Click on Save to save the extra Crown Copyright 2008 3-28

The extra type selected was SCI Store. The SCI Store button is now displayed here Details of the added Extra displayed here Types Can attach files from Docman To update Extra click here To delete Extra click here 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 in step 2 on the previous page. 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. When attaching this extra the Info text field should be set to true and the additional Message Type field should be set to None. Crown Copyright 2008 3-29

Attachment email address You can add an e-mail address for an HCE so that users can send e-mails in connection with a specific message. Sending e-mails 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. 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 2008 3-31

4 User r Permission n Groups The Capabilities assigned to an HCE (see pages 3-23 to 3-27) 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

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 2008 4-2

Creating a Permission Group 1 Point to 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 2008 4-3

4 The Health Care Entity screen 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 2008 4-4

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 2008 4-5

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 2008 4-6

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 name. 2 Click on the left hand facing double arrows to add the users Crown Copyright 2008 4-7

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 4-10. Crown Copyright 2008 4-8

Searching for users in the Permission Groups window. Searching through list of users in a health board area 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 2008 4-9

Adding HCE Coverage to a user A user assigned to a group may require 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 2008 4-10

When you select a location by default SCI 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 2008 4-11

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 field 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 2008 4-12

4 Save the changes by clicking on the Save Group button Occasionally 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 follow the instructions in step 1 on the previous page. 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 2008 4-13

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 SCI 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

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 Default setting is Discharge Message Type Existing Message Statuses for all NHS Scotland Default setting Administrative / Unknown - Select from list to show Existing Message Statuses by 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 2008 5-2

Adding a New Status Creating a new status 1 Select the message type for which you want to add a status Click in the drop down list and select message type 2 Enter the details of new status into Name field Enter status name here 3 Select the Status type and click on Save Click in the drop down list to select the Status Type 4 Click on Save to save the status to the list Crown Copyright 2008 5-3

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 Note: 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 3. The order for each list of statuses is alphabetical by message type In progress first and followed by Submitted. Crown Copyright 2008 5-4

Applying a new status The new status must now be applied to your health board area before it will be available for users. 1 Place a tick next to the status that you want to apply 2 Click in the drop down list and select your health board area Click here to open list select health board area 3 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 2008 5-5

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 2 Click on Save Defaults 1 Click in the drop down list and select your status 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 2008 5-6

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 your health board area list. It will still be in the Existing Referral Messages Statuses list for all NHS Scotland. Crown Copyright 2008 5-7

6 Maintaining g 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

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 2008 6-2

Add a URL for a receiving location 1 Point to the Admin link and click on Destination URLs 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 2008 6-3

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 2008 6-4

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 2008 6-5

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 2008 6-6

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 Make GPFR Response N/A N/A N/A N/A N/A N/A N/A N/A Accept egpfr Response Crown Copyright 2008 6-7

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 Attachment s Capabilities Make Accept Referral Referra l Make Discharg e Accept Discharg e Make egpfr Reques t Accept egpfr Reques t Make egpfr Respons e N/A N/A Accept egpfr Respons e 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 2008 6-8

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 2008 6-9

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 configured at NHS Scotland level and currently is set at 10 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 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 2008 6-10

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 2008 6-11

Re-submitting and deleting Dead Messages 1 Point to Admin and click on Dead Messages 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. 3 To delete messages click in the box next to the required messages and click on Delete Click here to delete selected messages Crown Copyright 2008 6-12

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 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 SCI Support for advice prior to deleting. Crown Copyright 2008 6-13

7 Managing g Protocols s In n The e 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

Adding a Protocol Log on to the Training instance of SCI Gateway as the Administrator User for your health board. 1 Point to the Admin link 2 Click on Protocols 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 2008 7-2

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 2008 7-3

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 2008 7-4

8 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. 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 stylesheet Linking a stylesheet Creating stylesheet versions Deleting stylesheets 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. Crown Copyright 2008 8-1

1 Point to Admin then click on Stylesheets. 2 In the Stylesheet List screen click on the New Stylesheet button to add a new stylesheet 3 In the Add Stylesheet screen give the new stylesheet a name, description and choose a message type from the dropdown list. Add details here Crown Copyright 2008 8-2

4 Attach an owner HCE to the stylesheet by clicking 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 make changes 5 Choose an owner HCE from the Health Care Entity Directory Click in the box next to the appropriate HCE 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 Owner button Owner HCE Crown Copyright 2008 8-3

7 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 the HCEs button 8 Choose the required HCEs from the HCE directory box Choose the required HCE Click the Select button to complete. It may take a few seconds to return to the Add Stylesheet screen 9 To detach the currently attached HCEs click in the appropriate HCE box to remove the tick To show the HCEs attached to the stylesheet click on the Show HCEs Button Crown Copyright 2008 8-4

10 Activate and choose a schema version for the stylesheet within the Stylesheet Version Details area of the screen Click in the Activate box and choose the appropriate schema Click on the Stylesheet XSLT button to open the XSLT screen 11 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 t the Add Stylesheet screen 12 Save the changes to the stylesheet Click on the Save Changes button A message will be displayed confirming if the save has been successful the 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 Crown Copyright 2008 8-5

13 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. All other stylesheets that you add shall be listed within the Stylesheet List. Linking StylesheetsThere 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. In the example below there are two other HCEs within the Other HCEs using the stylesheet list box. These have been added at NHS level. Crown Copyright 2008 8-7

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. 1 Point to Admin on the menu then click on NHS Directory 2 The stylesheets for the health board area/hce is 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 3 Select which stylesheet to attach to the HCE by clicking on the appropriate radio button Crown Copyright 2008 8-8

4 Before returning to the NHS Directory update the details by clicking on the Update button 5 Return to the 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 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 click on the Detach link On return to the list the stylesheet that was detached is no longer displayed. 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. You will need NHS Directory and Stylesheets capability to be able to carry out this function. Crown Copyright 2008 8-9

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 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 3 To create your new stylesheet version click on the Update link Click to update the stylesheet Crown Copyright 2008 8-10

4 Creating another version requires a change to the XSLT code click on the Stylesheet XSLT button Note: Anything you change within the Stylesheet Details section will change all versions 5 Replace or edit the code within the code screen. 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 confirming the successful change Click to save the changes Crown Copyright 2008 8-11

7 Return to the Stylesheet List screen to view the new stylesheet 8 The number of stylesheet versions should now be listed under the versions column Number of versions 9 Thoroughly test the new stylesheet version by starting the appropriate message and viewing the letter To see all stylesheet information on the stylesheet version list repeat step 2. Crown Copyright 2008 8-12

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 unused by any messages to delete. Click on the Delete link. 2 A message may be displayed indicating the stylesheet is still active - click on the Update link to make inactive 3 Click in the Active box to remove the tick Click here to make inactive Crown Copyright 2008 8-13

4 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 5 On return to the Stylesheet List click on Select and then Delete Click here and then on Delete 6 A confirmation box will be displayed click on OK to delete Click to confirm the 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. Crown Copyright 2008 8-14