Junior Doctor Portal e-monitor: work diary card Version: 3.0 Status: Live Issue date: January 2013
Table of contents Foreword... 1 1 Getting started... 2 1.1 Logging in... 2 1.2 Logging in for the first time... 2 1.3 Forgotten login details... 2 2 Your monitoring exercises... 3 2.1 Exercise list... 3 2.2 Viewing the exercise calendar... 3 3 Adding a new diary card entry... 4 3.1 Record types... 4 3.2 Recording a day of work... 4 3.3 Recording a day of annual leave... 5 3.4 Recording a day of study Leave... 5 3.5 Recording a day of sick leave... 6 3.6 Recording a day off... 6 4 What happens next?... 7 4.1 Editing an existing record... 7 4.2 Submitting your records... 7 4.3 Time-out and exericse closure... 7 4.4 Printing your records... 7 4.5 Logging out... 7 4.6 Feedback of results... 7 4.7 Getting further help... 7
Foreword Allocate Software s Junior Doctor Portal is a web based software solution which helps Trusts to manage their junior doctors rotas more effectively. This system helps to reduce the administrative burden associated with monitoring, but also offers doctors several benefits: I. Web certified security and communication II. Record monitoring data at any computer with internet access III. No need for paper diary cards cluttering your pockets IV. On-line help and support V. Keep records of all monitoring exercises you have performed VI. Faster turn-around of monitoring results VII. Increased transparency with the monitoring process Allocate Software s data security meets ISO standards so you can rest assured that your data is hosted and backed up safely and securely on our servers. Before logging into any of our systems, users are advised to read our Terms & Conditions which can be found on the login page and in the footer of the site once you have logged in. This document outlines the responsibilities of Allocate Software and our users and is design to protect the interests of both parties; it has been written in conjunction with several NHS organisations. Should you feel unable to agree to these Terms then in the first instance you should contact your Trust s medical staffing department for further advice. This guide details the use of the work diary card from a doctor user s perspective. Version: 3.0 Page 1 of 8
1 Getting started 1.1 LOGGING IN Open your internet browser and type in the following address: http://www.juniordrportal.com Figure 1: Login screen You should have recently received an email with your username and password. Enter these details into the appropriate fields at the top of the page; remember that your password is case sensitive. 1.2 LOGGING IN FOR THE FIRST TIME When you login for the first time you will be asked to confirm your own personal details held in the system. Make any changes as necessary, and then enter a new password (minimum of 6 characters including 1 numeric) and click on save. You will use your new password from this point forward, therefore it is safe to delete your automated password email. 1.3 FORGOTTEN LOGIN DETAILS If you have forgotten your username and password, click on the forgotten your login details? link under the login details boxes (see figure 1). You will be asked to enter your email address, username, or mobile phone number. If you know any one of these details please enter them and select continue - the details will need to match those that have been saved by your medical staffing department in the system. Your login details will be resent to your email address. If the system does not recognise the details you have entered, you should contact your medical staffing department in the first instance. Version: 3.0 Page 2 of 8
2 Your monitoring exercises 2.1 EXERCISE LIST Having successfully logged in, you will be directed to the exercise list view. The list displays all current and past monitoring exercises, including those that may have taken place at a previous trust. The current and most recent exercises will be displayed towards the top of the list. Left-click on the exercise name to view the exercise calendar. Figure 2: Monitoring exercise list 2.2 VIEWING THE EXERCISE CALENDAR The exercise calendar lists each day for which a diary entry is required for the duration of the monitoring exercise. The current day is highlight with a white square. Completed diary cards are represented on the calendar by coloured blocks; each colour denotes a different duty or leave type. By the end of the exercise, each day should have a completed duty, leave or day off entry. Figure 3: Complete diary card entries on the exercise calendar Selecting the cell underneath each date will take you to the diary card for that particular day. Version: 3.0 Page 3 of 8
3 Adding a new diary card entry 3.1 RECORD TYPES Having selected a date from the calendar, the record type options will be displayed. The options allow you to select between days of work, days off, leave and sickness. Figure 4: Record type options 3.2 RECORDING A DAY OF WORK Select the work record type in the choose record type section. You will then be asked to select which template duty you have worked. The available duties are taken from the contracted rota held by your medical staffing department. Select the duty most appropriate to the work you have performed. Figure 5: Duty selection drop-down menu If necessary, the start and end time of the duty can be modified to reflect the exact hours of working on this day. If an early start or late finish is indicated, you will be required to indicate why this is the case before being able to save the record. The work episode picker allows you to indicate periods of work and rest throughout your duty in 15 minute intervals. Select the green work icon to the right of the grid and then select each 15 minute block of work. Use the date or hours links to highlight the whole duty or an hour at a time respectively. Periods of rest should be left blank. Work can be removed from the picker by selecting the erase work link and clicking an individual cell. Figure 6: Work episode picker Version: 3.0 Page 4 of 8
Some trusts may also request that you enter your natural break periods into the work episode picker by selecting an additional activity (usually coloured grey) for natural breaks. You will still be required to enter your overall natural break compliance status in the next section. Indicate whether or not you feel you have had sufficient natural breaks for the duty as a whole. Leave the box ticked to indicate if they were taken or un-tick to indicate if breaks were not taken. You will be required to give a reason if natural breaks have not been taken. The comments section is a free text box that allows you to record any additional information relating to the duty that maybe useful for your medical staffing department. Figure 7: Recording natural breaks and additional comments Once you have read the form of certification disclaimer at the bottom of the screen, select the tick-box and click save. 3.3 RECORDING A DAY OF ANNUAL LEAVE Select the annual leave record type in the choose record type section (figure 4). Confirm that the date for your leave is correct. Once you have read the form of certification disclaimer at the bottom of the screen, select the tick-box and click save. 3.4 RECORDING A DAY OF STUDY LEAVE Select the study day record type in the choose record type section (figure 4). If your study leave is flexible and not fixed in your rota then you will need to select either the contracted duty it replaced (which can be chosen from the drop down menu which will appear when that option is selected) or indicate that it was in place of a day off (and therefore extra-contractual). Figure 8: Selecting a day of study replacing either a worked duty or a day off Make any necessary comments regarding the study day. Once you have read the form of certification disclaimer at the bottom of the screen, select the tick-box and click save. Version: 3.0 Page 5 of 8
3.5 RECORDING A DAY OF SICK LEAVE Select the sick leave record type in the choose record type section (figure 4). Indicate from the drop-down list the duty you were contracted to work on that day. Specify who covered the sickness (doctor on same rota, other doctor, no one, don t know). If the doctor on same rota option has been selected, enter the covering doctors name. Figure 9: Recording a day of sick leave Make any necessary comments regarding the sick leave day. Once you have read the form of certification disclaimer at the bottom of the screen, select the tick-box and click save. 3.6 RECORDING A DAY OFF Select the day off record type in the choose record type section (figure 6). Confirm that the date for your day off is correct. Once you have read the form of certification disclaimer at the bottom of the screen, select the tick-box and click save. Version: 3.0 Page 6 of 8
4 What happens next? 4.1 EDITING AN EXISTING RECORD To edit an existing record, click on the colour-coded duty from the calendar on the exercise screen. Make any necessary amendments to your monitored record and click on save. Duties can only be edit whilst the exercise remains within the data-collection stage. 4.2 SUBMITTING YOUR RECORDS Your monitoring data will automatically be submitted to the medical staffing department each time you save a new record. You will not be required to provide a paper copy of your data. 4.3 TIME-OUT AND EXERCISE CLOSURE On the last day of your monitoring period, you will receive an automated email informing you of the closure of the exercise. Your medical staffing department will likely provide you with a time-out period during which the exercise will remain open for you to complete any remaining records. Once the timeout period expires, the exercise will close and become read-only. If you realise that records are missing or incorrect after this point, you will need to contact your medical staffing department. 4.4 PRINTING YOUR RECORDS You may, for your own reference, wish to print out your records. The monitoring records button above each exercise calendar will allow you to export your records into Microsoft Word format. 4.5 LOGGING OUT Once you have completed filling in your monitored records for a particular day, you should always remember to logout of the system to ensure that no one else can gain access to your account. Use the logout link at the top of the screen to end your session. 4.6 FEEDBACK OF RESULTS Your employing trust is responsible for providing you with a summary of the monitoring exercise after it has been carefully analysed. This will likely be in the form of an email from your medical staffing department. 4.7 GETTING FURTHER HELP For further assistance with using the portal, please contact Zircadian s junior doctor portal support team. The support team can be contacted between 0900 1730, Monday Friday, on 020 8946 8199, or by email at support@zircadian.com. Version: 3.0 Page 7 of 8
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