Workforce Census Module for the Primary Care Web Tool. Guide for Practice users Version 5.7

Transcription

1 Wrkfrce Census Mdule fr the Primary Care Web Tl Guide fr Practice users Versin 5.7 September 2015

2 Cntents Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance WHAT IS THE PRIMARY CARE WEB TOOL?... 3 PRIMARY CARE WEB TOOL SUMMARY OF FUNCTIONS... 7 PRACTICE OVERVIEW... 8 MANAGE STAFF... 9 Add Staff member Mark Staff member as a Leaver Accept Staff member Transfer staff t anther Practice Remve Staff Member MANAGE VACANCIES STAFF RECORD Staff Details Absence Staff Reprt SUBMIT DATA STAFF DEMOGRAPHICS PRACTICES USING HEE GP WORKFORCE TOOLS HOW DO I? GET ACCESS TO THE PRIMARY CARE WEB TOOL? REGISTER ON THE SITE AND LOG IN TO THE WEB TOOL? Step 1 Register yur Practice User Accunt Step 2 Sign-in Using Registered Details RESET MY PASSWORD FOR THE PRIMARY CARE WEB TOOL? BOOKMARK THE PRIMARY CARE WEB TOOL? ACCESS MY BOOKMARK FOR THE PRIMARY CARE TOOL? ADD A GP TO MY PRACTICE? ADD STAFF OTHER THAN A GP TO MY PRACTICE? EDIT A STAFF RECORD? MARK A STAFF MEMBER AS A LEAVER? ADD OR EDIT A STAFF MEMBER ABSENCE? ADD AND EDIT A STAFF VACANCY AT MY PRACTICE? REMOVE A DUPLICATE/INVALID STAFF MEMBER RECORD? TRANSFER A MEMBER OF STAFF TO ANOTHER PRACTICE? ACCEPT A MEMBER OF STAFF TRANSFERRED TO MY PRACTICE? APPENDICES APPENDIX A APPENDIX B APPENDIX C APPENDIX D Cpyright 2015, Health and Scial Care Infrmatin Centre.

3 Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance What is the Primary Care Web Tl? The Primary Care website has been develped by NHS England fr use by its Reginal and Area Teams, and als CCGs and General Practice. It mbilise a suite cmparative data and infrmatin t supprt assurance and quality imprvement in General Practice. It is als used t cllect NHS England s annual self-declaratin frm GP Practices t supprt mnitring f statutry and cntractual bligatins. The platfrm is shared cllabratively with HSCIC, where they cllect wrkfrce infrmatin frm General Practice. Restrictins and permissins n the site ensure that nly HSCIC have access t this dataset. Via a secure lgin, the Primary Care website presents three data driven mdules t users; General Practice Outcme Standards (GPOS) supprting quality imprvement General Practice High Level Indicatrs (GPHLI) supprting assurance and, Dementia (DPC) supprting imprvements in Dementia diagnsis and as a result, access t pst diagnstic supprt Originally develped in Lndn in cllabratin with Lndn-wide LMCs, the GPOS mdule wn the Health Service Jurnal award fr Enhancing Care with Data and Infrmatin Management. The site presents data, infrmatin and charts which are easy t interpret and allws GP practices t cmpare themselves with any ther practice in England r thse with similar characteristics. A Wrkfrce Census mdule has been created within the PCWT t enable Practices t recrd details f their current wrkfrce t fulfil their requirements as part f the wrkfrce Minimum Data Set (wmds) mandatry cllectin. This cllectin has been apprved by the Burden Advice and Assessment Service (BAAS), frmerly Review f Central Returns (ROCR), with the reference ROCR/OR/2237/001MAND. The BAAS team are keen t receive feedback n central data cllectins frm the clleagues wh cmplete/submit returns. In particular, arund the length f time data cllectins take t cmplete and any issues, suggested imprvements r duplicatin f data cllectins. Feedback can be submitted t BAAS using the Data Cllectin Burden Reductin Service referral frm which is available nline. Using the Primary Care Web Tl If yur Practice already uses the Primary Care Web Tl (PCWT) fr ther Mdules/functins (e.g. General Practice Outcme Standards [GPOS] r General Practice Higher Level Indicatrs [GPHLI]) then the persn respnsible fr maintaining yur Practice s data n the Web Tl (herein referred t as the Practice Administratr ) will be given access/permissins t use the Wrkfrce Census mdule. Once access has been attributed t yur Practice s Administratr accunt yu will be able t see and select the Wrkfrce Census User mdule buttn; this is available frm the Mdule Selectin windw (Figure 2a n page 5). If this is nt the case, then please cntact us and this will be investigated and rectified as sn as pssible t ensure yu have the access rights that yu require. If yur Practice des nt currently use any functins f the PCWT then yu may need t register r yur Practice will receive an invitatin t the PCWT. The full registratin prcess fr this Web Tl mdule nly needs t be cmpleted nce per invitatin. T access the site again at a later time, yu can either: 3 Cpyright 2015, Health and Scial Care Infrmatin Centre.

4 Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance 1) Manually access the Primary Care Web Tl page by typing in the full URL dmain name int the address bar f yur brwser windw (i.e. r 2) Save the PCWT hme page address in yur web brwser and g directly t the site, frm yur Favurites page t d this yu will need t have bkmarked the address a Hw D I bkmark the Primary Care Web Tl is cntained within the Hw D I sectin f this dcument. When visiting the Primary Care Web Tl page, yu will be required t lg in see Hw D I sign int the Primary Care Web Tl? fr assistance if yu require it t sign int the PCWT. On entering yur registered credentials fr the first time, yur internet brwser may prmpt yu t save yur passwrd. It is recmmended that yu d nt select this ptin wing t the cnfidential nature f the data and infrmatin cntained that culd be accessed by ther users. Figure 1 Once yu have lgged nt the Web Tl successfully, yu will be presented with the Dmain Selectin screen - see Figure 1. Yu will nw need t select yur designated Dmain within Primary Medicine this will be the Medical rle the tp left f the 4 thse available. On clicking this, yu may be directed t the Welcme page - as shwn in Figure 2b where yu will be advised f a summary f the Web Tl. This will pen the Wrkfrce Census area f the Primary Care Web Tl and the Welcme page - this Welcme screen will nly appear the first time yu use the Web Tl. T see the message again the next time yu lg in, click in the radi buttn abve the Cntinue t the Tl buttn. If yu d nt wish t see this message again, simply click Cntinue t the Tl. If yu d nt see the Welcme page, d nt wrry, yu shuld instead see a Mdule Selectin page similar t Figure 2a. 4 Cpyright 2015, Health and Scial Care Infrmatin Centre.

5 Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance Figure 2a The reasn that yu will see this screen is because yur Practice accunt will already have multiple rles available t it, t gain access t the Primary Care Web Tl select the Wrkfrce Census User buttn. Figure 2b The site will navigate directly t yur Practice s page, this screen is knwn, and will be referred t thrughut this dcument, as the Practice Overview screen. This screen appears as in Figure 3. Figure 3 Frm the main screen yu can navigate t ther available functins via the buttn menu n the left-hand side f the screen, see Figure 4. There are 7 functins cntained within the Wrkfrce Census mdule, these are: Practice Overview Manage Staff Manage Vacancies Staff Recrd Practice Details Submit Data Staff Demgraphics 5 Cpyright 2015, Health and Scial Care Infrmatin Centre.

6 Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance These can be accessed by clicking n the buttns n the left-hand side f the Web Tl. They can als be accessed via the Menu bar at the tp f the Web Tl as shwn in Figure 5 belw. Figure 5 There are 4 menus available: Figure 6 The Practice menu The Help menu The Other Rles menu The Lgut menu When yu mve the cursr ver the Practice menu a drp dwn will appear that shws all f the functins f the Web Tl all divided within the menu fr each f the 7 functins available. Figure 6 shws the ptins available these will all be lked at in further detail in this guidance dcument. The secnd menu is the Help menu, when yu click n this it will prvide yu with the ptin t dwnlad a full User Manual fr all aspects f the Primary Care Web Tl. The third menu is the Other Rles, this menu will return yu t the dmain selectin screen and select anther Rle (if this is applicable t yur access rights/practice) see Figure 2a. The furth and final ptin is the Lgut menu, by clicking this yu will be lgged ut f the Web Tl. Yu will be prmpted t cnfirm that yu want t lg ut f the Web Tl as all unsaved changes will be lst if yu lg ut r leave the page withut saving them first. If yu are happy t lg ut f the Web Tl then click the OK buttn see Figure 7. Figure 7 6 Cpyright 2015, Health and Scial Care Infrmatin Centre.

7 Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance Primary Care Web Tl Summary f functins Practice Overview The Practice Overview displays a list f all the registered Staff at yur Practice; this includes Dctrs (GPs), Nursing Staff, Direct Patient Care Staff and Nn-clinical Staff. The Overview will prvide basic details fr each Practice emplyee shwing infrmatin such as Name, Date f Birth, Registratin N and Rle see Table 1 n page 8. Manage Staff The Manage Staff page allws yu t manage the flw f staff thrugh yur Practice. The page allws yu t transfer staff t anther Practice, accept new members f staff frm anther Practice, mark a member f yur Practice staff as a Leaver r create a new staff recrd fr any new starters. Manage Vacancies The Manage Vacancies page allws yu t manage yur Practice s current vacancies current and clsed/filled. Staff Recrd The Staff Recrd page allws fr yu t select & update Staff recrds r add a new member f staff t yur Practice list. This als allws yu t recrd staff absences fr training, sickness and any ther reasn/s. Submit Data The Submit Data page is used fr Census cllectin this page allws yu t send data during the bi-annual cllectin windws (30 th September and 31 st March). Staff Demgraphics The Staff Demgraphics page allws yu t prduce charts n a variety f demgraphics available frm the data stred abut yur Practice. 7 Cpyright 2015, Health and Scial Care Infrmatin Centre.

8 Practice Overview Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance The Practice Overview is the first page that yu are navigated t when yu lg nt the Primary Care Web Tl. This page displays the staff emplyed at yur Practice. Figure 3 n page 5 and Table 1 belw shw examples f hw the Practice Overview page shuld lk; yu will nte that they display a summary f the Practice Staff. These will be explained in due curse in the Staff Recrd sectin. The Practice Overview page can be used t access a staff member s recrd directly by mving the cursr ver the staff recrd that yu wish t enter and clicking when the recrd changes frm black t blue this will then pen that Staff member s recrd within the Staff Recrd page (see page 16). Table 1 8 Cpyright 2015, Health and Scial Care Infrmatin Centre.

9 Manage Staff Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance The Manage Staff page is brken dwn int five functins, as shwn in Figure 8: Manage Staff (Overview) Add Staff member Mark Staff member as a Leaver Accept Staff member Transfer Staff Member This Sectin is used t manage the Practice staff recrds additins t Practice staff and mving/leaving Practice staff. Figure 8 9 Cpyright 2015, Health and Scial Care Infrmatin Centre.

10 Add Staff member Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance This sectin f the Web Tl allws yu t add new members f staff t yur Practice. The Add Staff member functin appears in the Staff Recrd and the Manage Staff pages f the Web Tl as well as the Practice Overview page. Frm the Practice Overview page, click the Add a New Staff Member buttn at the bttm f the table see Figure 3 n page 5. Frm the Manage Staff page, click the Add Staff Member buttn see Figure 8 n page 9. Frm the Staff Recrd page, click the Click t Add a New Staff Member buttn see Figure 15 n page 16. This pens the Add Staff Member tab, see Figure 9. Figure 9 Yu can nw add yur staff GPs, Nurses, Direct Patient Care r Admin/Nn-Clinical. The ptins available fr Staff Grups and Rle are available in Appendix D page 48. This is used when adding a new Member f Staff fr the first time. Fr the Hw D I add a GP t my Practice? crib sheet, see pages Fr the Hw D I add staff ther than a GP t my Practice? crib sheet, see pages 37. Pints t Remember Remember that all GPs shuld be searched n either the Lkup Registratin N. r Lkup Name functins. All ther staff types (i.e. Nurses, Direct Patient Care and Admin/Estates/Facilities staff) need t be manually entered. All dates must be frmatted as DD/MM/YYYY e.g. 01/02/ Cpyright 2015, Health and Scial Care Infrmatin Centre.

11 Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance Mark Staff member as a Leaver If a member f yur Practice staff leaves, fr whatever reasn, yur Staff list can be updated t reflect this change this is dne by marking the staff member as a Leaver. Access is via the Leaving Infrmatin tab n the Staff Recrd page (page 16) r using the Mark Staff member as Leaver screen. Alternatively, if the staff member is leaving t anther Practice, their recrd can be transferred via the mdule and their recrd will autmatically be updated t shw them as a leaver this can be fund in the Transfer staff t anther Practice sectin n page 13. Figure 10a When using the Mark Staff member as Leaver screen as seen in Figure 10a Once yu have accessed this page, select the member f staff that yu wish t mark as a leaver via the drp dwn menu as shwn in Figure 10b. Figure 10b Yu will then need t add the leaving date. This can be manually entered (in the frmat DD/MM/YYYY) r by using the calendar functin as shwn in Figure 10b. Once bth fields are cmplete, Click the Mark as Leaver buttn. The Hw D I mark a Staff member as a Leaver? crib sheet is fund n page 39. Yu can update the Demgraphics (if knwn/prvided by the new starter) tab at this pint r yu can leave it and return t it at a later date and prcess as shwn in Staff Details (page 17) & Appendix A (page 45). 11 Cpyright 2015, Health and Scial Care Infrmatin Centre.

12 Accept Staff member Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance When a staff member transfers frm anther Practice t yurs their recrd can be transferred via the PCWT t prevent yu frm having t re-enter all the staff member s details frm scratch. Once the previus Practice administratr has transferred the staff member t yur Practice (see Transfer staff t anther Practice n page 13) yu will then be able t accept their recrd n the PCWT. T d this, yu will need t pen the Manage Staff page and select the Accept Staff Member page via the tab r the buttn, as shwn in Figure 11a belw. Figure 11a Once yu have accessed this page yu will need t select the available member(s) f staff that have been transferred t yur Practice via a drp dwn menu that is shwn in Figure 11b. Figure 11b By clicking the Accept staff member buttn the recrd f this staff member will transfer t yur Practice. Yu will need t check that the details are crrect and in additin ensure that the Jb Infrmatin fields within the Staff Recrd are crrectly cmpleted (e.g. Cntracted Wrking Hurs) fr their emplyment within yur Practice as well as their Jb Rles, etc. Fr the detailed Hw D I accept a member f staff transferred t my Practice? crib sheet, see page 44. T d this, fllw the prcess as pages Cpyright 2015, Health and Scial Care Infrmatin Centre.

13 Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance Transfer staff t anther Practice This tab allws fr the transfer f staff recrds, acrss the PWCT, frm ne Practice t anther Practice. The tab is accessed via the Transfer Staff t anther Practice buttn n the Manage Staff page as seen in Figure 8 n page 9 and belw in Figure 12a. On access t this page there are 2 fields that require cmpleting t actin a Staff Transfer; the first is a drp-dwn menu that allws yu t select any member f yur Practice s staff as seen in Figure 12b and the secnd is a manual input field where yu need t input either the Practice Cde r the name f the Practice that the staff member is mving t there is an assistance within this field that means that yu can start t type within the field and the PCWT will display pssible valid entries t assist yu cmpleting this field an example is seen in Figure 12c. Figure 12a Figure 12b Figure 12c Once the new Practice is cnfirmed/entered in the secnd field, click the Transfer staff member buttn. A prmpt will appear advising if yu are sure that yu wish t transfer this member f staff (this actin cannt be undne) if yu are sure, click OK (see Figure 12d). The PCWT will then infrm yu that the Staff member has been marked as a Leaver n yur Practice accunt and is nw available t their destinatin Practice t accept. Figure 12d The staff recrd will nw n lnger be visible in yur Practice Overview this recrd will nt be sent with any future data cllectins via the PCWT. Fr the detailed Hw D I transfer staff t anther Practice? crib sheet, see page Cpyright 2015, Health and Scial Care Infrmatin Centre.

14 Remve Staff Member Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance If yu ever, fr whatever reasn, create duplicate r invalid staff recrds yu can remve these recrds frm yur Practice Overview. This functin is accessed frm Manage Staff, then via either the Remve Staff member tab r buttn as seen in Figure 13a. Once yu have accessed the Remve Staff member page, yu will need t select the staff recrd that yu wish t remve frm the drp-dwn list (Figure 13b) this list will be in the rder that the staff recrds appear in yur Practice Overview. Once selected, input a reasn fr remval in the field prvided. This functin is nly fr a limited number f reasns and as such yu shuld remember that staff members wh have left r retired shuld be actined via the Mark Staff member as Leaver r Transfer staff t anther Practice functins and nt deleted. Once a reasn has been recrded, this is a mandatry field fr remvals due t auditing, click the Remve Staff Member buttn as seen in Figure 13c. Figure 13a Figure 13b Figure 13c Once the new Practice is cnfirmed/enter Once clicked, a prmpt windw will appear at the tp f the windw advising that this member f staff has been remved (see Figure 12d). Figure 12d The staff recrd will nw n lnger be visible in yur Practice Overview this recrd will nt be sent with any future data cllectins via the PCWT. Fr the detailed Hw D I remve a duplicate r invalid staff recrd? crib sheet, see page Cpyright 2015, Health and Scial Care Infrmatin Centre.

15 Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance Manage Vacancies The Manage Vacancies page f the mdule allws yu t recrd and maintain all details f vacancies at yur Practice. The main view fr this page is the Vacancy Overview, see Figure 14c. Yu can create an existing vacancy fr any staff pst available at yur Practice by clicking n the Add a New Vacancy buttn at the bttm. Figure 14a Yu will nw need t enter sme basic infrmatin fr the vacancy; as a minimum this requires: Staff Grup (e.g. GP), the Jb Rle (e.g. Salaried by Practice) and a vacancy start date, (e.g. 15/09/2014). The Staff Grup and Jb Rle are selected frm a drp dwn list and the vacancy start date is selected frm a calendar, as seen in Figure 13b, r by manual input (in the DD/MM/YYYY frmat). The ther fields, as seen in Figure 14a, can be filled in if required. Once yu have filled in at least the mandatry fields, the vacancy can be saved n the system by clicking the Add Vacancy buttn; this will return yu t the Vacancy Overview. This verview functins in the same way as the Practice Overview. T enter and either clse r edit a vacancy, simply duble click n the recrd within the verview list. Figure 14b Figure 14c It can be useful t include the Vacancy Status t each lg s that yu can see the status f each vacancy i.e. which are actively being advertised, which are n hld r which have been filled. Fr the detailed Hw D I add r edit a Practice vacancy? crib sheet, see page Cpyright 2015, Health and Scial Care Infrmatin Centre

16 Staff Recrd Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance The Staff Recrd page f the mdule allws yu, as Practice Administratr, t perfrm mdificatins and amendments t staff recrds at yur Practice it is als linked int the Practice Overview page when yu are navigating frm ne staff recrd t the next. There are three functins within this page: 1) Staff Details 2) Absences 3) Staff Reprt When yu select a member f yur Practice staff frm the drp dwn list, as shwn in Figure 15, and click the Chse this staff member buttn yu will be directed t that individual s Staff Details. Fr the Add a New Staff Member buttn functin, please refer t Add Staff member under the Manage Staff page explained n page 10. Figure 15 Within a staff member s recrd yu can view and edit the data stred within the fllwing 4 tabs: Staff Infrmatin Details Jb Infrmatin Leaving Infrmatin These will be lked at in detail within the Staff Details guidance that fllws. 16 Cpyright 2015, Health and Scial Care Infrmatin Centre

17 Staff Details Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance Once input nt the Web Tl, there are nly limited reasns fr editing data in a staff recrd. Examples f which wuld be a change f: 1. Surname e.g. Marriage, divrce, etc. 2. Rle e.g. Lcum t Salaried by Practice 3. Type f Cntract e.g. Bank t Fixed Term/Temprary 4. Cntracted Wrking Hurs e.g reduced t Registered Interest &/r Special Interest e.g. Nne t Paediatrics Staff Infrmatin Figure 16 This tab, shwn abve in Figure 16, cntains persnal, identifiable infrmatin fr the member f staff i.e. Names, Date f Birth, Unique reference numbers (such as GMC/NMC Registratin numbers r Natinal Insurance Number) as well as jb rle. The Staff Grup and Rle are selected frm a drp dwn list; see Appendix B n page 46; by selecting the relevant Staff Grup and Rle. Data within this tab shuld nly need updating if an individual changes their jb rle r name. 17 Cpyright 2015, Health and Scial Care Infrmatin Centre

18 Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance Details This tab cntains demgraphic infrmatin abut a staff member: Gender Ethnic Origin These are selected frm clicking n the drp-dwn lists in each field. These demgraphics are brken dwn as in Appendix A n page 45. Jb Infrmatin This tab, shwn in Figure 16a, cntains data in relatin t an emplyee s jb. The tab als allws Registered Interest and Special Interest that are attributed t that staff member. The Date Jined (when the staff member started at the Practice), their Surce f Recruitment (where they jined the Practice frm) and Type f Cntract that they are emplyed n are als recrded n this tab. Figure 16a Multiple Interests can be selected by selecting the relevant radi buttns next t the Interest, see Figure 16b. Figure 16b A cmprehensive list f all the Specialities and Interests are shwn in Appendix B (page 46). 18 Cpyright 2015, Health and Scial Care Infrmatin Centre

19 Leaving Infrmatin Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance If a member f staff leaves yur Practice, they can be manually marked as a leaver frm this tab. The date f leaving the Practice (Actual Terminatin Date) is recrded as well as the Reasn fr Leaving and Destinatin n Leaving as per Figure 17. Figure 17 The Reasn fr Leaving and Destinatin n Leaving are selected frm a drp dwn list. The ptins available fr each are shwn in Appendix C n page Cpyright 2015, Health and Scial Care Infrmatin Centre

20 Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance Absence This tab allws yu t add any staff absence t their recrd this des nt just cver sickness but can als be used t facilitate Training/Study leave as well as Paternity/Maternity/Adptin Leave. Figure 18a After yu have selected a Staff member via the Staff Recrd page, see Figure 15 n page 16, yu can add absences t that member f staff s recrd. T d this yu will need t click n the Absence tab t pen the Absence Summary as shwn in Figure 18a. By clicking n the Add a New Absence buttn yu will pen the Absence Overview as shwn in Figure 18b. Yu will then need t recrd the start and end date f the absence perid either via the calendar functin r manual input and then select the categry fr the absence frm a drp dwn list. Figure 18b If yu want t keep track f hw yur Practice manage and cver an absence yu can d this by selecting the Details and Cver tab. Within this tab yu can select if the absence was cvered (and hw) as well as recrding a nte abut the absence. Once yu have filled in the details f absence that yu want t recrd, click n the Save Changes buttn. This will save the absence and return yu t the Absence summary screen hwever nw this screen will shw yu an absence (see Figure 18c). Yu can then add further absences if required t create a list fr management purpses, r yu can view r edit an absence by duble clicking n it. Figure 18c Once created, yu cannt delete r remve an absence frm the member f Staff s recrd. Fr the detailed Hw D I add a staff absence? crib sheet, see page Cpyright 2015, Health and Scial Care Infrmatin Centre

21 Staff Reprt Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance Once yu have selected a member f Practice Staff t view r amend their recrd, yu can access the Staff Reprt tab (see Figure 8, page 9) within the Staff Recrd page. This Reprt, as shwn in Figure 19, can be used t create a PDF cpy f the individual Practice Staff member s cmputerised recrd. Figure Cpyright 2015, Health and Scial Care Infrmatin Centre

22 Submit Data Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance The Submit Data page, see Figure 20, is used t submit yur Practice data t the HSCIC. The ptin t submit data via this Tl is nly available during a shrt cllectin windw fllwing the Census dates 31st f March & 30th f September yu will be advised when this will be via cmmunicatin frm the HSCIC. Figure 20 This page acts as bth a validatin tl and a means f submitting yur data; it will shw: Staff member s name these are hyperlinks that, when clicked n, will direct yu t their Staff Recrd Date f Birth Staff Grup Valid data checker if there are invalid r missing field(s) then yu will see a black crss (as abve) if the recrd is valid (all mandatry fields recrded) yu will see a green tick Missing Fields this shws hw many missing (mandatry) fields are cntained within the recrd t make it valid. If yu mve the cursr ver this, a bx will appear n the screen telling yu which fields are missing. Once all recrds display a green tick, yu can click the Submit Data t HSCIC buttn please nte that any recrds that have a black crss will nt be submitted and may result in yur Practice being recrded as nt submitting. 22 Cpyright 2015, Health and Scial Care Infrmatin Centre

23 Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance Staff Demgraphics The Staff Demgraphics shw simple breakdwns f yur staff, as shwn in Figure 21a, by the fllwing categries: Staff by Grup Staff by Age Staff by Gender Staff by Ethnic Origin These will be prduced in the frm f bar charts which can then be either saved (t varius frmats) r printed see Figure 21b. Figure 21a Figure 21b Staff per 1000 Patients Figure 21c As seen in Figure 21c, there is a tab t shw Staff per 1000 patients. This prduces charts f staff numbers per 1000 patients fr: Staff by Grup Staff by Age Staff by Gender The calculatins fr this functin is made using the Practice s patient listsize (hw many patients are registered at yur Practice). 23 Cpyright 2015, Health and Scial Care Infrmatin Centre

24 Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance Practices using HEE GP Wrkfrce tls There will be a number f Practices acrss England wh use Health Educatin England (HEE) GP Wrkfrce tls. The Wrkfrce Census mdule f the Primary Care Web Tl is nt the nly cllectin vehicle fr GP Wrkfrce data hwever it is the nly ne that allws the HSCIC and NHS England Regin team cntacts knw which Practices have and have nt submitted data during cllectin windws. As such, all Practices, including thse wh submit via ther means, will need t access the Primary Care Web Tl s Wrkfrce Census mdule. It is imprtant fr these Practices t understand that n data frm their HEE GP Wrkfrce tl will be transpsed int the Wrkfrce Census mdule, therefre when a Practice lgs int the mdule their Practice Overview may well be very different t their actual wrkfrce please be aware that this des nt matter as the prcess belw will result in nne f the data cntained within the Wrkfrce Census mdule being extracted, the prcess simply tells the mdule that yur Practice is submitting via ther means and marks yur Practice as submitted s yur lcal NHS England Regin team will nt cntact yu t chase yur Practice Wrkfrce data. The prcess is as fllws: Step 1: Lg in Step 3: Access Wrkfrce Census mdule Step 2: Access Medical Dmain Step 4: Select Submit Data Step 5: Click the tick-bx cnfirming that yur Practice is submitting data via alternative means Please nte that any data that yu enter within the HEE GP Wrkfrce mdule will nt be transcribed int the PCWT s Wrkfrce Census mdule. Step 6: Cnfirm by submitting t HSCIC By cmpleting the HEE GP Wrkfrce data cllectin prcess, yur Practice will simply need t fllw these steps t cnfirm yur data is being cllectin via ther means, n data within this mdule will be submitted. 24 Cpyright 2015, Health and Scial Care Infrmatin Centre

25 Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance Anti-phishing Legal Disclaimer The HSCIC des nt cntact individuals t request their persnal infrmatin r lg n details withut prir cntact frm a client. Never prvide any sensitive persnal infrmatin, including yur Natinal Insurance Numbers, r any lg n details and passwrds ver the telephne r internet if yu did nt initiate the cntact. Please be aware that certain unscrupulus, dishnest peple may seek t btain yur persnal infrmatin (and thse cntained within the system) by suggesting that issues may arise if yu d nt immediately prvide r verify yur infrmatin. D nt prvide such infrmatin t smene calling r ing yu. If yu are unsure whether cntact is legitimate; cntact the HSCIC Cntact Centre direct via the phne number r address belw. D nt use any alternative cntact details r link that may be prvided by the . Require further assistance? If yu require further assistance fr any matter that is nt cvered within this guidance dcument r the attached Hw D I? prmpt sheets, please cntact the HSCIC Cntact Centre Team: Cntact Centre Team - PCWT The Health and Scial Care Infrmatin Centre (HSCIC) Tel: enquiries@hscic.gv.uk 1 Trevelyan Square Bar Lane Leeds West Yrkshire LS1 6AE 25 Cpyright 2015, Health and Scial Care Infrmatin Centre

26 Wrkfrce Census Mdule fr the Primary Care Web Tl (PCWT) User Guidance THIS PAGE HAS BEEN INTENTIONALLY LEFT BLANK 26 Cpyright 2015, Health and Scial Care Infrmatin Centre

27 Primary Care Web Tl Hw D I? register n the site and lg in t the Web Tl? reset my passwrd fr the Primary Care Web Tl? bkmark the Primary Care Web Tl? access my Bkmark fr the Primary Care Tl? add a GP t my Practice? add staff ther than a GP t my Practice? edit a staff recrd? mark a Staff member as a Leaver? add r edit a staff member absence? add and edit a staff vacancy at my Practice? remve a duplicate/invalid staff member recrd? transfer a member f Staff t anther Practice? accept a member f Staff transferred t my Practice? Primary Care Web Tl - Appendices Cpyright 2015, Health and Scial Care Infrmatin Centre

28 Primary Care Web Tl (PCWT) Hw D I? Hw D I? get access t the Primary Care Web Tl? Shuld my Practice get access t the Primary Care Web Tl? The Web Tl prvides a web prtal fr Primary Care data accessible t GP practice staff, CCGs area and reginal teams f NHS England and ther apprved stakehlder rganisatins. The site and Web Tl is nly available t registered users. If yu d nt currently have access, but have been advised that yu can register, click n the Register link at the tp f the webpage t register t use the site. If yu wish t request access, cmplete the frm n the Register page and a member f the Primary Care Web Tl team will get in tuch. If yu have any questins cntact the Primary Care Web Tl Team. There are sme basic system requirements that yu will have seen & read when yu registered: T use the site, it is recmmended that yu use a mdern brwser (Internet Explrer 9+, Firefx 10+, Chrme 13+, Safari 4+ r Opera ). These brwsers supprt native W3C/CSS3/HTML5 standards and the user experience is nticeably better cmpared with lder brwsers. The site has been checked t be cmpatible with Internet Explrer versin 7+, Firefx 4+ and Chrme 8+. Native supprt fr ipad and Andrid Hneycmb (tablet) is included. 28 Cpyright 2015, Health and Scial Care Infrmatin Centre

29 Primary Care Web Tl (PCWT) Hw D I? register n the site and lg in t the Web Tl? My Practice desn t currently use the Primary Care Web Tl, hw d I register? As a Practice Administratr fr a Practice that des nt currently use the PCWT, yu will receive an invitatin t register with n the system... This will lk similar t Figure A. Figure A On receiving this , yu will need t cmplete the fllwing steps in rder fr the invitatin prcess t successfully cmplete. Step 1 Register yur Practice User Accunt Click the link prvided n the (Figure A) t prceed t the Web Tl registratin page as shwn in Figure B. Yu will be directed thrugh the prcess f registering yur persnal details. Cmplete the registratin frm and click the Click here t cmplete registratin buttn at the bttm f the page. Figure B Upn successful registratin and creatin f yur accunt passwrd, yu will be redirected t the Lg in page as shwn in Figure C belw. Figure C Nw prceed t Step 2 29 Cpyright 2015, Health and Scial Care Infrmatin Centre

30 Primary Care Web Tl (PCWT) Hw D I? Step 2 Sign-in Using Registered Details I have registered my Practice n the Primary Care Web Tl, hw d I Sign in? Click int the text bx next t Enter yur username as the page states, this is the accunt that yu registered n the system as in Step 1. Once yu have input yur registered username, yu will need t click int the text bx next t Enter yur passwrd as per Figure D. Figure D At this pint, click n the Accept Terms and Cnditins and Lgin buttn belw the lg in text bxes when yu mve the cursr ver the buttn it will change frm grey t blue. If yu frget yur passwrd yu can retrieve this frm the system by clicking the Frgtten yur passwrd? Click here t retrieve yur passwrd link and fllw the instructins. If yur Lgin credentials match thse registered n the system, yu will be signed int the Web Tl. 30 Cpyright 2015, Health and Scial Care Infrmatin Centre

31 Primary Care Web Tl (PCWT) Hw D I? reset my passwrd fr the Primary Care Web Tl? I dn t knw what my passwrd is, hw d I reset it? Firstly, g t the PCWT hme page ( Once yu have gt t the hme page yu will see a screen like that in Figure E. At the bttm f the screen yu will see a link that says Frgtten yur passwrd? Click here t retrieve yur passwrd simply click the link. Figure E When yu d, the bttm (yellw) part f the screen will change t that shwn in Figure F. Figure F Fllw the instructins n this page by entering yur int the field and clicking n the Click here t cntinue buttn nce dne the system will search t check that yu are n the system and then nce it has cnfirmed yu are n the system yu will be sent an autmated similar t the ne that yu wuld receive when yu first sign up (Figure G). There will be a link n the that tells yu t click here t reset yur passwrd. Click this link and yu will be taken t a screen as per Figure H. Once yu enter and re-enter/cnfirm yu passwrd, click the Click here t cntinue buttn t take yu back t the lg in page. Figure G Figure H 31 Cpyright 2015, Health and Scial Care Infrmatin Centre

32 bkmark the Primary Care Web Tl? Hw d I save the PCWT hmepage as a favurite? Primary Care Web Tl (PCWT) Hw D I? When bkmarking the PCWT, it is imprtant t bkmark the main lg-in page and nt any f the pages within the Tl itself. Open up yur web brwser and manually enter the URL/address f the PCWT i.e. and then press Enter. Fr Internet Explrer (IE9+) T bkmark n IE there are 2 ptins: Figure I(1) 1) Using the keybard shrtcut f Ctrl+D, mve t step 2(c) 2) Using yur muse/cursr by fllwing the instructins in Figure I(1). (a) Mve yur cursr ver the star in the tp right crner f the brwser windw. (b) Click the star, this will pen the Favurites bar. (c) Press Add t Favurites - this will pen up a prmpt windw in the brwser. (d) T bkmark the page, click Add n the prmpt windw. Fr Ggle Chrme (13+) Figure I(2) T add a bkmark in Ggle Chrme, again there are 2 ptins: 1) Using the keybard shrtcut f Ctrl+D mve t 2(c) 2) Using yur muse/cursr by fllwing the instructins in Figure I(2). (a) Mve yur cursr ver the star in the tp right crner f the brwser address bar. (b) Click the star, which will make it change frm blank t gld this will pen up a prmpt windw in the crner f the brwser. (c) T bkmark the page, click Dne 32 Cpyright 2015, Health and Scial Care Infrmatin Centre

33 Primary Care Web Tl (PCWT) Hw D I? access my Bkmark fr the Primary Care Tl? I saved the Primary Care Web Tl as a bkmark but I dn t knw hw t access them n my internet brwser...? Once yu have bkmarked the page, yu will need t knw where these are t get back nt the site quickly. Fr Internet Explrer (IE9+) T access yur bkmark n IE: 1) Using the keybard shrtcut f Ctrl+I Figure J(1) 2) Using yur muse/cursr by fllwing the instructins in Figure J(1). (a) Mve yur cursr ver the star in the tp right crner f the brwser windw. (b) Click the star; this will pen the Favurites menu bar. (c) Click the bkmark in the list Fr Ggle Chrme (13+) T access yur bkmark in Ggle Chrme, there are 3 ptins: 1) Using the keybard shrtcut f Alt+E then press B, then use the arrw keys t select bkmark. T access the bkmark yu ve selected, press Enter/Return. 2) Using the Bkmark Manager, press Ctrl+Shift+O then select/click the bkmark using either the keybard r the muse/cursr. 3) Using yur muse/cursr, fllwing the instructins in Figure K n page Cpyright 2015, Health and Scial Care Infrmatin Centre

34 Primary Care Web Tl (PCWT) Hw D I? Figure K (1) Navigate the cursr t the 3 hrizntal bars icn t the right f the address bar; click this t pen the brwser menu. (2) Mve the cursr dwn the menu t the Bkmarks ptin, when yu d this anther menu will pen next t it. (3) All f yur bkmarks will appear at the bttm f this menu, click the Primary Care Web Tl bkmark t pen it. 34 Cpyright 2015, Health and Scial Care Infrmatin Centre

35 Primary Care Web Tl (PCWT) Hw D I? add a GP t my Practice? I have a new GP starting at my Practice, hw d I add them t my Practice n the Web Tl? There are 2 ptins t add a GP t yur Practice n the Web Tl. Optin 1 Belw is a simple step-by-step prcess. Search fr a Staff Recrd using the Registratin Lkup this methd invlves using the Lkup Registratin N functin. Step 1 Step 2 Figure L(1) Input the Registratin Number (i.e. GMC fr GPs) int the bx and click the Lkup Registratin N buttn (Figure L(1)) - the Web Tl will search the database and display a basic verview f the Medical Staff wh s Registratin Number yu have lked up see Figure L(2). Select this member f staff by clicking the Chse this Persn buttn. Figure L(2) Step 3 Input any blank fields that require data. Figure L(3) The Tl will ppulate sme f the data fields hwever thse left blank will need t be ppulated, e.g. NI Number see Figure L(3). Step 4 Select the applicable Staff Grup and Rle. Step 5 Click n the Details tab. Add apprpriate data if knwn frm the drp dwns (see Appendix A) Step 6 Click n the Jb Infrmatin tab. Ppulate tab as per page 16 & Appendix B. Step 7 - Save the changes by clicking the Save Changes buttn. 35 Cpyright 2015, Health and Scial Care Infrmatin Centre

36 Primary Care Web Tl (PCWT) Hw D I? Optin 2 Search n Surname lk up using the Lkup Name functin. This is a similar functin t the Lkup Registratin N abve except that the search nly uses the Surname as a lk up reference and names like Brwn r Smith can bring back dzens if nt hundreds f results. It is als wrth nting at this pint that the results use a sundex utility in the search which brings back results that sund like the search name entered e.g. the surname f Brwn will bring back nt just Brwn but als Brwne as well as Braun, Brwnlee, Brwning, etc. this is shwn in Figure M. Figure M Steps 1-4 are summarised in Figure M abve Step 1 Input the Surname f yur new starter in the Surname field Step 2 Click Lkup Name Step 3 Scrll thrugh the results until yu find the persn that yu are lking fr Step 4 Click the Chse this persn buttn t pull the basic recrd details t the Add Staff Member page. Step 5 Fill ut the Jb Infrmatin fr their new rle at yur Practice and then save the changes by clicking Save Changes. As per Optin 1, this will self-ppulate the majrity f the fields hwever, if nt ppulated; yu will be required t add the NI Number befre yu can save the changes and add t yur Practice list. This new staff recrd can then be managed in the same way as the ther recrds; within the Staff Recrd and Manage Staff pages as previusly explained within this guide. 36 Cpyright 2015, Health and Scial Care Infrmatin Centre

37 add staff ther than a GP t my Practice? Primary Care Web Tl (PCWT) Hw D I? Nurses, Direct Patient Care staff and Admin/Estates/Facilities staff (as well as thse dctrs wh s details are nt currently stred within the database) need adding manually. T d this, input data int fields¹ within the Staff Infrmatin tab; then yu can add the data required fr the Details & Jb Infrmatin tabs. ¹ all fields marked with a red asterisk (*) are mandatry and must be recrded fr the recrd t be submitted during cllectin windws. Step 1 On the Staff Infrmatin tab, fill in the staff data fields manually. Please enter the Date f Birth accurately this must be entered as DD in the first field, MM in the secnd field and YYYY in the third field. Any invalid dates will be highlighted by the site during saving. Please remember t add the NMC number fr Nurses and the GMC number fr thse dctrs (incl. Junir dctrs n rtatin, GP Registrars & Lcums) nt held within the database int the Registratin Number field. Step 2 Select the apprpriate Staff Grup and Rle frm the drp dwns see Appendix D. Step 3 Click n the Details tab. Add apprpriate data if knwn frm the drp dwns (see Appendix A) Step 4 Click n the Jb Infrmatin tab. Ppulate tabs as per page 17 & Appendix B. Step 5 - Save the changes by clicking the Save Changes buttn. A summary f the prcess is shwn in Figure N. Figure N 37 Cpyright 2015, Health and Scial Care Infrmatin Centre

38 Primary Care Web Tl (PCWT) Hw D I? edit a staff recrd? There are nly limited reasns fr editing data in a staff recrd. T edit a recrd, click the field r drp-dwn that yu wish t change and amend as apprpriate. Fr editing Staff Infrmatin see page 16. Fr editing Jb Infrmatin see page 17. Fr editing Detail see page 18. Fr editing Leaving Infrmatin see page 19. Or Hw D I mark a Staff member as a Leaver n page 39. Or Hw D I transfer a member f Staff t anther Practice n page Cpyright 2015, Health and Scial Care Infrmatin Centre

39 Primary Care Web Tl (PCWT) Hw D I? mark a Staff member as a Leaver? ne f my GPs is retiring; hw d I shw that they ve left n the PCWT s that their data isn t cllected? On the Mark Staff Member As Leaver tab (Figure O): (1) select the staff member wh is leaving frm the drp-dwn (2) click the cursr in the Chse Leaving Date field a. yu can either manually type in the date (this must be in DD/MM/YYYY frmat) r b. select the date using the calendar tl. (3) click the Mark as Leaver buttn. This will mark this member f staff as a leaver frm yur Practice the staff member will still shw n yur Overview hwever their data will nt be submitted t the HSCIC during the submissin prcess and nr will they be referenced in the Staff Demgraphics sectin f the Tl. Figure O As seen abve, in Figure N, by selecting the Staff Member and adding the Leaving Date (either manually r using the calendar tl) yu can Mark as Leaver and their data will nt be submitted during cllectin perids. 39 Cpyright 2015, Health and Scial Care Infrmatin Centre

40 Primary Care Web Tl (PCWT) Hw D I? add r edit a staff member absence? we nw have t include absence data, ne f my staff was ff sick last week and I need t add this int their recrd; hw d I d this? Yu can nw recrd sickness, training/study leave as well as Paternity/Maternity/Adptin Leave. T d this, enter a staff recrd either by duble-click n the name in the Practice Overview r selectin via the Staff Recrd menu. Figure P After yu have selected a Staff member via the Staff Recrd page yu click n the Absence tab t pen the Absence Summary as shwn in Figure P. By clicking n the Add a New Absence buttn yu will pen the Absence Overview as shwn in Figure Q. Yu will then need t recrd the start and end date f the absence perid either via the calendar functin r manual input and then select the categry fr the absence frm a drp dwn list. Figure Q If yu want t keep track f hw yur Practice manage and cver an absence yu can d this by selecting the Details and Cver tab as shwn in Figure R. Within this tab yu can select if the absence was cvered (and hw) as well as recrding a nte abut the absence. Figure R Once yu have filled in the details f absence that yu want t recrd, click n the Save Changes buttn. This will save the absence and return yu t the Absence summary screen hwever nw this screen will shw yu an absence (see Figure S). Yu can then add further absences if required t create a list fr management purpses, r yu can view r edit an absence by duble clicking n it. Figure S Once created, yu cannt delete r remve an absence frm the member f Staff s recrd. 40 Cpyright 2015, Health and Scial Care Infrmatin Centre

41 Primary Care Web Tl (PCWT) Hw D I? add and edit a staff vacancy at my Practice? we nw have t include jb vacancy data, my Practice was recruiting fr a Salaried GP earlier in the Year hw d I recrd this n the mdule? When yur Practice advertises fr a jb vacancy, yu will need t create a recrd f this n the mdule via that Manage Vacancies page. Click n the Manage Vacancies menu and this will pen the Vacancy Overview, see Figure T. Yu can then create yur vacancy (fr any staff pst) by clicking n the Add a New Vacancy buttn at the bttm. Figure T Yu are required t add the fllwing data: Staff Grup (e.g. GP) Jb Rle (e.g. Salaried by Practice) Vacancy Start date. The Staff Grup and Jb Rle are selected frm a drp dwn list and the vacancy start date is selected frm a calendar, as seen in Figure U, r by manual input (in the DD/MM/YYYY frmat). The ther fields, as seen in Figure T, can be filled in if required. Once yu have filled in at least the mandatry fields, the vacancy can be saved n the system by clicking the Add Vacancy buttn; this will return yu t the Vacancy Overview. This verview functins in the same way as the Practice Overview. T enter and either clse r edit a vacancy, simply duble-click n the recrd within the verview list. Figure U Once a vacancy has been clsed r filled, it is best practice t add the Vacancy End date int the recrd. 41 Cpyright 2015, Health and Scial Care Infrmatin Centre

42 Primary Care Web Tl (PCWT) Hw D I? remve a duplicate/invalid staff member recrd? I accidently create the same staff member s recrd twice, hw d I delete this frm my Practice Overview? If yu ever, fr whatever reasn, create duplicate r invalid staff recrds yu can remve these recrds frm yur Practice Overview. This functin is accessed frm Manage Staff, then via either the Remve Staff member tab r buttn as seen in Figure V(1). Once yu have accessed the Remve Staff member page, yu will need t select the staff recrd that yu wish t remve frm the drp-dwn list as shwn in Figure V(2) this list will be in the rder that the staff recrds appear in yur Practice Overview. Once selected, input a reasn fr remval in the field prvided, this is a mandatry field fr remvals due t auditing. Please remember - this functin is nly fr a limited number f reasns and as such yu shuld remember that staff members wh have left r retired shuld be actined via the Mark Staff member as Leaver r Transfer staff t anther Practice functins and nt via this delete/remve functin. Once a reasn has been recrded, click the Remve Staff Member buttn as seen in Figure V(3). Figure V(1) Figure V(2) Figure V(3) Once the new Practice is cnfirmed/enter Once clicked, a prmpt windw will appear at the tp f the windw advising that this member f staff has been remved, see Figure V(4) belw. Figure V(4) The staff recrd will nw n lnger be visible in yur Practice Overview this recrd will nt be sent with any future data cllectins via the PCWT. 42 Cpyright 2015, Health and Scial Care Infrmatin Centre

43 Primary Care Web Tl (PCWT) Hw D I? transfer a member f Staff t anther Practice? ne f my GPs is mving t anther Practice; their new Practice have requested that their recrd is transferred t their Practice via the mdule. Hw d I d this? Firstly, yu will need t knw either the name r the Practice cde fr the GPs new Practice. Once knwn, yu will need t fllw the fllwing steps: 1) Click n the Transfer Staff t anther Practice buttn n the Manage Staff page as seen in Figure W(1). 2) There are 2 fields that require cmpleting t actin a Staff Transfer; i) The first is a drp-dwn menu that allws yu t select any member f yur Practice s staff as seen in Figure W(2). ii) The secnd is a manual input field where yu need t input either the Practice Cde r the name f the Practice that the staff member is mving t an example is seen in Figure W(3). Figure W(1) Figure W(2) Figure W(3) 3) Once the new Practice is cnfirmed/entered in the secnd field, click the Transfer staff member buttn. 4) A prmpt will appear advising if yu are sure that yu wish t transfer this member f staff (this actin cannt be undne) if yu are sure, click OK - see Figure X(1). The PCWT will then infrm yu that the Staff member has been marked as a Leaver n yur Practice accunt and is nw available t their destinatin Practice t accept. Figure X(1) Figure X(2) The staff recrd will nw appear in yur Practice Overview as a Leaver as shwn in Figure X(2) this recrd will nt be sent with any future data cllectins via the PCWT. 43 Cpyright 2015, Health and Scial Care Infrmatin Centre