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7 Day Self Assessment Tool (7 Day SAT) March 2016 Survey - User Guide v4 (March 2016)

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Presentation on theme: "7 Day Self Assessment Tool (7 Day SAT) March 2016 Survey - User Guide v4 (March 2016)"— Presentation transcript:

1 7 Day Self Assessment Tool (7 Day SAT) March 2016 Survey - User Guide v4 (March 2016)

2 Registering for the Tool

3 Go to www.7daysat.nhs.ukwww.7daysat.nhs.uk And click the register button. For security reasons the registration page will not work from a bookmarked page. It must be accessed by clicking this button for it to work. If you have previously been a data approver when the tool was at Hospital Site level, then you will need to re-register as a data approver for the Trust level March 2016 survey.

4 Fill in all the relevant details about yourself Fill in all the relevant details about your organisation. First selecting the type of organisation which will then load sub lists relevant to your selection. Select User Permission type. This will display messages describing what the responsibility of each role entails. For more information see slides 6-8.

5 Registration on the 7 day Self Assessment Tool depends upon: A valid NHS email address being provided. Identification of the relevant organisation. You will be registered to enter or approve data for this organisation only. Once this is received you will receive your password via email. It is anticipated that approval will be granted within 48 hours of notification. Any queries, please contact NATCANSAT Helpdesk on: 0870 840 8033 or email ccf-tr.Natcansat@nhs.net

6 Different User Types

7 Approver User Type: After registration the 'approver' will receive a password to log into the 7daysat website. The 'approver' password should be retained and used only by the person registered in this role. For the March 2016 survey, an approver role for an Acute Trust must be the Medical Director or member of the Executive Trust Board. The 'approver' log-in grants access to the tool, whilst also giving permissions to access the approval functionality (via an additional button on the welcome page tab). Once the data entry has been completed, the 'approver' should review the inputs and, once satisfied, approve the record (following the procedure outlined in slides 22-25). The ‘approver’ also receives alerts that new potential ‘data submitters’ have registered. If the ‘approver’ wishes the person they have been alerted about to be a ‘data submitter’ then they should log into the tool and on the welcome page they should click the user administration button. On this administration page the ‘approver’ can grant access to registered users for data submission purposes.

8 Data Submitter User Type: After registration the ‘data submitter’ will be emailed confirmation of their registration, this email will also go to the ‘approver’ of the same organisation. Once the ‘approver’ logs in to the tool and grants access to the ‘data submitter’ (via the ‘user administration’ button on the welcome page) then the ‘data submitter’ will receive another email informing them of the ‘data submitter’ password. This will enable data to be entered and to be saved but will not allow data to be approved using the approver button on the welcome screen. This button will be hidden from the ‘data submitter’.

9 Logging into the Tool

10 Select your Organisation Type and Trust from the drop down list Enter your password and Click Log In There are two user types per organisation, an ‘approver’ user type and ‘data submitter’ user type. The ‘data submitters’ are all appropriate users at the site who can enter self assessment data about their particular work area or department. The ‘approver’ one is for data to be approved, this user type can enter data as well but they also have the responsibility of reviewing and signing off all of the data that has been entered for their site. If you are having trouble logging in, please contact NATCANSAT on: 0870 840 8033 or ccf-tr.natcansat@nhs.net

11 USER ADMINISTRATION (‘APPROVER’ USER TYPE ONLY)

12 Once you are logged in the welcome navigation screen is the first screen you will come to. Here the user administration button can be found. Click this to: Change your name, email address, job role or telephone number. If you are a Data Approver you can also: Grant ‘data submitter’ access to a registered user Transfer your ‘approver’ rights over to another user (this will remove your ‘approver’ status and leave you as a ‘data submitter’ only). Once you have logged in you will see a Welcome Screen

13 USER ADMINISTRATION GRANT ‘DATA SUBMITTER’ ACCESS TO A REGISTERED USER (‘APPROVER’ USER TYPE ONLY)

14 The top section on the user administration screen allows you to view all registered users of the 7daysat tool for your own organisation. By selecting a user from the left box and clicking the ‘Make Data Submitter’ button, the user selected will be granted ‘data submitter’ access and they will also be emailed the password to log into the tool as a ‘data submitter’. The list on the right hand side shows all registered users who have been granted ‘data submitter access’. By selecting a user and clicking this button, the user selected will be removed from the ‘data submitter’ list and their access to the tool will be revoked. The user will be emailed to let them know this has happened.

15 ENTERING DATA FOR THE MARCH 2016 SURVEY QUESTIONS ONLY

16 This is the section that needs to be completed by the deadline of the 25 th April 2016

17 There are various types of responses allowed in the tool Drop-down fields allow you only to select from a defined list. Radio buttons allow you only to select one answer Depending on the response to the previous question, additional questions may appear underneath. Text boxes allow you to type in comments. As you type, they display the number of remaining characters left in blue font.

18 As you change between tabs the records are automatically saved. Alternatively you can select the ‘Save’ or ‘Next’ button at the bottom of each page. Each tab contains the different questions that need to be completed for the March 2016 survey

19 If you move your mouse over the tabs at the top it will let you know which questions this tab relates to from the case note audit template

20 Any data entered that is invalid will appear with a red asterisk next to it. More information is given when you click ‘Save’ – where a pop up box will let you know what the issue is. It will also appear as a red line of text at the bottom of the page. Any data entered that has been left incomplete (e.g. the responses in Saturday in this question) will appear with a blue ‘i’ next to it.

21 Information about the specific questions, can be found on the Supporting Information file, or on the FAQ page. If you have further queries, please contact the 7 Day Services Support team from the ‘Key Contacts’ Page

22 The last section on tab 6 provides a link to the Approval Page. Approval will only be allowed after the 11 th April 2016, up until the deadline date of the 25 th April 2016.

23 Approval of Record

24 To ‘Approve’ your record, on the welcome screen click here to access your records page The Trust record can only be approved by the registered ‘data approver’. This is usually the Medical Director at the Trust or another member of the Trust Executive Board

25 To ‘Approve’ your record. Click Approve Active Record. The selected record is the record highlighted in yellow. This is only visible for ‘data approvers’. Previous records are shown in this table to view, but are read-only. This section will tell you if all the question parts are complete

26 The approval button will only appear if all sections are adequately completed. If there are sections incomplete then it will explain which questions need completing.

27 You record has been approved once Once you have clicked “Approve Active Record”, this pop up message will appear. You have to tick that you wish to approve and share this record, and click ‘Continue’. Once successfully approved, a “Yes” should appear in the NHS England Submission column You will also receive a message in green text to show that it has been submitted successfully.

28 Once your Trust record has been approved this button on the Home Screen will change to ‘Submitted’

29 Contacts

30 7 Day Self Assessment Tool Produced by: National Clinical Analysis and Specialised Applications Team (NATCANSAT) Website: www.natcansat.nhs.uk Helpdesk: 0870 840 8033 Email: ccf-tr.natcansat@nhs.net In conjunction with: NHS England Email: 7dssupport@nhsiq.nhs.ukwww.natcansat.nhs.ukccf-tr.natcansat@nhs.net7dssupport@nhsiq.nhs.uk www.7daysat.nhs.uk


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