Data Access

User account access and all data within the system flows as follows

The system will therefore look at the data using this level to present the information to the user. 

The Trust Level and Site Level access for user accounts are determined at the user creation stage.

When the user logs into the system they are interacting from the site level downwards.  For this reason, it is important that users ensure the first interaction with the system is to select the correct site for the data they wish to view.

Select the correct Site Data

At the time of creating your account your access to specific organisation's data is set.

If you have requested access to more than one organisation this will be shown via the Organisation Menu on the toolbar

Just select the organisation you wish to see the data for and this will determine the data you will then see within the system throughout the system.

Access a case record

Firstly, select the organisation relevant (see Select the correct Organisation).  Once you have selected the relevant organisation the Dashboard on the Homepage will update to match the selected organisation.

Use the left side of the dashboard to link to CASE RECORDS for a batch.  This will then show the list of matching CASE RECORDS, from which you can open an individual CASE RECORD to see the REVIEW FORMS assigned to it.

(the right hand side of the dashboard shows a summary of the review forms for the selected site and the current 6 month period).

Via Search Menu

You can search for a case record by various criteria including patientID or name via the Search option of the main toolbar.

This will then open up a blank search form in which you can select your search critieria.

Please note:  Using the Consultant, Speciality or Ward field will require knowledge of the relevant code as these fields do not enable a search by name

This will then return all case records matching your search criteria.  Click open to view the case record of the relevant result.

Via a Dashboard link

The Home page shows various shortcuts to case records, you can choose to click on the button for cases from a particular site and month or all cases for all sites (as per your access permissions) for a particular month.

This will then return all case records matching your search criteria.  Click open to view the case record of the relevant result.

Via Search Results Page

After carrying out a search the results will be shown on the Search/Cases page

Scroll through the search results to locate the relevant case record and click on the Open button to open the case record.  

If the case record is not listed or you have changed your search criteria you can start a new search by clicking on the Find Case button of the search results page.

Clicking the button will open the search form, this will show with the fields pre-populated using your lase search criteria. 

For example, if you have clicked on the CLA01 January 2018 cases link on the Dashboard the search form will show the organisation field with CLA01 and Batch with January 2018.

Search Results Page

After carrying out a search the results will be shown on the Search/Cases page.  Scroll through the search results to locate the relevant case record and click on the Open button to open the case record.  

The Show Applied filters button will show the details of your search criteria.  If the organisation was not part of your search criteria then this will show you all site codes your user account is permitted to access.

The Review Start Date column shows the date on which any review form assigned to the case record was first saved.

Review Forms within a Case Record

Once you have clicked Open for the elevant case record you will see all the reviews assigned to that case. 

Use the Review Form information to identify the relevant review form you wish to access.

Started

This is the date that the review form was first saved.

Status

A review form status can be one of three stages.  

Not Started - this means that the review form has not had data entered or saved

In Progress - this means that review data has been entered and saved into the review form but further data can still be added

Closed - this means that it is deemed all review data has been entered and no further input is required

 - This indicates that the review form is a priority review (priority reviews will always appear at the top of the review table of a case record)

Scores

This is shows the standard scoring questions and the answers selected for them

Action Buttons

View - this will open the review form and show you the answers provided to the review form questions only, you will not be able to edit the information

Edit - this will open the review form and enable the user to complete/edit the answers to the questions

Complete - once the review process has been finished for this case and review it can be closed by clicking the Complete button (it is possible to reopen the review should it be necessary)

Navigating a Review

Some review forms contain several tabs, these can be navigated using either the tab name or the previous/next section buttons at the bottom of each tab.

Please note:  Multiple selection lists (the answer fields which show as dark grey fill) - when clicking Select All, the Unanswered option will appear selected until you click save or switch tab, when you go back into the selection list Select All and Unanswered are automatically deselected.

Saving a Review

When you make changes to a review form a yellow banner will appear around the form borders.  If a form contains more than one tab when you change tabs auto-saving will be performed. 

In addition to the switching tabs saving, each review has a three save buttons

• Save - this will save any changes you have made and remain on the same tab of the review form.
• Save and Exit - this will save any changes made and return to the review summary table of the case record
• Save and Complete - this will save any changes made, return to the review summary table of the case record and change the status of the form to Complete instead of Not Started/In Progress

Reports

Information on the reports available within the system can be found at Reports