MINAP Web-portal Guide

MINAP Web-portal Guide Version 1.0 June 2014

Contents 1. Scope... 1 2. Getting started... 2 i. 2.1 Introduction... 2 2.2 Access requirements... 2 2.3 Requesting access... 3 3. How to create a record... 8 3.1 Make a new record... 8 3.1.1 Direct entry... 8 3.2 How to save the record... 10 3.3 How to edit an existing record... 11 3.4 How to delete a record... 11 3.5 Help buttons... 11 3.6 Helpful tips... 12 3.7 Audit trail... 12 4. Analysis views... 13 4.1 How to access the analysis views pages... 13 4.2 Individual analysis views... 14 4.3 Analysis view help buttons... 14 5. MINAP BCIS... 14 6. Ambulance Outcome Database... 15 6.1 Introduction... 15 6.2 How to access the database... 15 6.3 Ambulance Export... 16 7. Data Validation tool... 17 7.1 Accessing the validation tool... 17 8. Cardiac Network analyses... 19 9. Importing and exporting your data... 20 9.1 Importing your data... 20 9.2 Exporting your data... 21 10. Trouble-shooting... 23 10.1 Unable to access the MINAP web-portal... 23 10.2 Problems with viewing the pages... 23 10.3. Slow connection... 23 10.4 How to get further help... 23 11. Other features... 24 11.1.2 Picking up a file from the dropbox... 26 11.2 User Definable fields... 28

11.3 Help documents... 30 11.4 NICOR News... 30 12. References... 30 ii.

1. Scope This document serves as a guide to anyone submitting MINAP data via direct data entry mode (primarily) using a web-based application - also known as web-portal - as the tool has a facility to import the data via.csv file). It is also to direct ambulance services and colleagues from Cardiac Networks to access the online views and pseudonymised patient level data via the export function. 1

2. Getting started 2.1 Introduction Web based application is becoming the preferred interface to submit clinical data to NICOR mainly because its access is not dependent on a license. On this basis, a hospital can have as many users set up to access the portal as it deems appropriate. Use of the web portal requires a computer with internet connection and a browser at present it is only compatible with Internet Explorer. There is work on-gong for all NICOR applications to be web-enabled by early 2015, by which point the MINAP portal will be moved to the new platform thus making it compatible with multiple types of browser and making it even more accessible. The web-portal is more user friendly with some fields hidden or populated depending on the type of patient (i.e. STEMI or nstemi), type of reperfusion or patient pathway for example. These field interdependencies will use the data that has been entered earlier in the record to show certain fields and hide others. There are also range checks and consistency checks built in to alert you when illogical dates and times, out of the specified range values and other unusual combinations, are entered to minimise data entry errors. All submitted records are kept securely on the NICOR servers and use secure modes of data transmission/replication with the NICOR servers. As Lotus Notes security is based around encryption, it is not possible to see the individual records created via Lotus Notes on the web-portal. However, if the web-portal is used consistently, all the records will be available to view, edit and export fully using the web based application. The entire population of records is visible in Lotus Notes. The online views are unaffected and reflect all the records present in the database. 2.2 Access requirements The web-portal can be accessed via the following URL: http://web.nicor.org.uk/. You will note that the URL changes to either NICOR 4 or NICOR 5 depending on the server s availability. It is essential that the web-portal is accessed from Internet Explorer version 6 (but no later version than 8). To check the browser compatibility, click on the Browser Compatibility button on the landing page (see Figure 1) which will show a message to confirm whether your browser is compatible or not. The web-portal works best if your computer screen resolution is set at 1024 x 768. If you are having problems with viewing the portal and unsure about your PC s resolution, please contact your IT department to check your PC settings. Figure 1 2

2.3 Requesting access Access to the MINAP web-portal requires a user ID and a password. Depending on the existing status of the user the following steps should be taken: Existing Lotus Notes Users: Existing users with access to Lotus Notes should automatically have access to the web-portal using their current ID and password. If this is not the case, you should contact the NICOR helpdesk at nicorhelpdesk@ucl.ac.uk who will adjust your user access accordingly. New Users: If you do not yet have access to the MINAP database, a request form for access to MINAP should be completed by the MINAP main contact at your hospital, submitted on your behalf and sent to the NICOR Technical Helpdesk. Your Trust s Caldecott Guardian will be contacted for authorisation. Once the request has been approved, the new user will be contacted by the technical helpdesk with user ID details and a password (sent separately). When you log in for the first time you need to change the password to a new one immediately (Figure 2), as per NICOR Terms and Conditions relating to access to NICOR portals. The new password should be at least eight characters long, containing letters, numbers and symbols. Do not share your password with anyone or let other colleagues use your access to NICOR portals. If you suspect that your password has been used or seen by anyone, change it immediately. Your web password will expire after three months so make sure you change it at least once during this period. You should never use the details of another person to enter data or let someone else use your details. Figure 2: By clicking on the Change Password button you will be taken to the Password Change Request page (Figure 3) and follow the instructions. After pressing the send button you should receive an email confirming that your password was changed successfully within 30 minutes. If you don t receive this email within 30 minutes, you should contact our technical helpdesk. On receipt of the confirmation email you are ready to log in with your new password. 3

Figure 3: 2.4 Accessing the MINAP web-portal Click on Login to access the web portal and this will take you to the login page (Figure 4). Enter your user ID and the new password in the relevant fields. The user name is not case sensitive as long as the correct characters and spaces are used and should be in the following format: first name surname/three letter hospital code/nicor (example: joseph lee/yyy/nicor). NB: a password is case sensitive. Click on the Sign In button. Figure 4: 4

Once you are logged in, MINAP can be accessed via the link highlighted in Figure 5 below. If you cannot see this link please contact our NICOR Technical Helpdesk at nicor-helpdesk@ucl.ac.uk or on 020 3108 1978 requesting access to the web-portal. Figure 5: By clicking on the MINAP v10.3.1 link a warning message pops up (Figure 6) reminding a user about patient confidentiality, user s responsibilities and general advice on what to do when security breach is observed. Click OK to proceed. 5

Figure 6: Click Yes if all details shown are correct followed by clicking on Continue as shown in figure 7. Figure 7: You have now reached the web-portal home page as shown in figure 8. Buttons on the left are selfexplanatory however they will be discussed in more detail in the relevant sections. The main page on the right contains NICOR Technical Helpdesk contact details and a reminder of the optimal display parameters. 6

Figure 8: 7

3. How to create a record 3.1 Make a new record 3.1.1 Direct entry To enter individual records click the Create MINAP Record button (Figure 9). Figure 9 This will take you to the Initial Diagnosis page of a new record (Figure 10). Here you can start entering the patient s details. The hospital code will already show by default (Figure 10, in red). You don t have to complete the entire record before it can be saved as you can keep saving it throughout the data entry process and come back to it later to complete the remaining parts. The following four fields must be completed for a record to be saved: Hospital code (default when you log in) Hospital number Initial diagnosis Date/time of admission Please note that individual fields on each page will either show or be hidden depending on previous data entered. This smart design is used to make data entry easier by hiding fields that are not required for a particular scenario. Each field has options with a drop down menu or where a numerical value is required, a free text space to enter the information. 8

Figure 10 When all available data have been entered on this page click the Next button to move to the next page (bottom right corner of Figure 10). This will take you to the Demographics and Admission page (Figure 11) where further data can be entered, and so on. It is important to move forward and backward by clicking the Next and Back button (see Figure 11) rather than using the back or forward button in your browser. By clicking on the compass icon (see Figure 11 in green) you will be Figure 11 taken to a navigation page (see Figure 12) with individual icons that directly link to sections of the MINAP dataset. Most icons are visible but some will be hidden if they are not relevant to a specific patient pathway. The icons will display different colours depending on the following: Grey no data fields have been completed in this section Light blue with a red star some data fields have been completed Light blue all fields in this section have been completed The advantage of using this feature is that it allows you an easy navigation through the patient form and at the same time check the status of data fields completeness. 9

Figure 12 3.1.2 Import records The second method of creating a new record is by importing one or more records using a.csv file. This process is explained in section 9 of this guide. 3.2 How to save the record In order to save the record four compulsory fields must be completed (see section 3.1.1 Direct entry) by clicking on the Save button. You don t have to complete the entire record before you can save it; you can save it at any point of the data entry process and come back to it later to complete the rest if you so wish. Once saved you can close the page by clicking the Close button (Figure 13). By closing the record (whether saved or not) you will be directed to the landing page that lists all your records. You can open an individual record by clicking on the admission date/time (in blue). This page can also directly be accessed by clicking on the MINAP Only button (Figure 13). Figure 13 10

3.3 How to edit an existing record You can access your existing records by clicking on the MINAP Only button (Figure 13). To open an existing record you need to click on the admission date/time (blue text) of the relevant record (Figure 14). Figure 14 You can navigate through the record by either using the Back/Next button or via the navigation page by clicking on the compass icon. When you have completed your editing you must remember to save the record by clicking the Save button as described in section 3.2. 3.4 How to delete a record It is not possible to directly delete a record on the web-portal. At present you will need to contact the NICOR Helpdesk with a request to delete a specific record(s). You will be advised who to send the details of specific record(s) to and how to send them i.e. via the dropbox to ensure secure data transfer. The helpdesk will need the Hospital number, NHS number and date & time of arrival in hospital. The NICOR helpdesk will confirm with you that the record has been deleted. REMEMBER: Do not send patient identifiable information to the helpdesk or the project team until instructed. 3.5 Help buttons The Majority of data fields in the portal are accompanied by the help button containing its definition and other relevant information. The help button can be accessed by clicking on the corresponding question mark icon see Figure 15. 11

Figure 15: This shows the information for the Initial diagnosis field. 3.6 Helpful tips Use the compass icon to navigate through the record without having to pass every single section. Use the tab key on your keyboard to move through the patient form. It will move the cursor directly to the next field in the dataset within the section you are entering data in. Refer to the help buttons next to the field you are completing if unsure how to complete it. For more detailed information on how to complete the record refer to the MINAP application notes which can be accessed by clicking on the Application Notes button on the left hand side of the web-portal screen. The Application Notes button will direct you to the MINAP webpages where you can find the Application Notes, newsletters, dataset, Public Reports and other publications Home button will take you to the home page of the web-portal 3.7 Audit trail The MINAP database will keep a record of the person who created the record as well as anyone who edited a record by user name and date and time. This is to maintain an audit trail of every creation and modification by whom for every record in the MINAP database. NB: Do remember that under no circumstances should you share your log in details with anyone or let anyone use your log in details to access the MINAP database. 12

4. Analysis views The MINAP web-portal contains the online view analyses that are updated overnight, i.e. if you enter new records or amend existing records, the analyses in the online views will reflect these changes the next day. Analyses views contain aggregate analyses. If you need to check the status of the added records you can do this by exporting your data the newly added records or changes to the existing records will be replicated with the NICOR servers almost instantly. 4.1 How to access the analysis views pages You will note that the column of buttons on the left-hand side appear in the web-portal wherever you are within the web-portal. You can access the Analysis Views pages by clicking the Analysis Views button (Figure 16). Figure 16 A new page will open with six online view analyses buttons on the left-hand side as shown in Figure 17. Figure 17 13

4.2 Individual analysis views Each analysis view can be accessed by clicking on the corresponding button. The buttons will remain visible when you enter the view to allow for easy navigation amongst the views. All analysis views will show the national aggregate data in the top half of the page; whilst the bottom part will show the results for your hospital (Figure 18 shows the Demographics view as an example). Figure 18 4.3 Analysis view help buttons The analysis criteria for each analysis view can be found by clicking on the Help button as shown in Figure 18). This will open a separate page explaining each column and including the underlying analysis criteria. 5. MINAP BCIS The BCIS section of the web-portal has not been updated for a number of years and must be used to enter any records into the BCIS database until further notice. The web based application of the BCIS database is being developed at present and its implementation will be communicated in due course. 14

6. Ambulance Outcome Database The Ambulance Outcome Database is a separate database containing data relevant to the individual ambulance trusts populated from the main MINAP database. It is only available to the ambulance services in England and Wales. 6.1 Introduction The Ambulance Outcome Database is used by the ambulance trusts on a read only basis, for monitoring of the ambulance services performance against national indicators. This database is populated with data from the main MINAP database based on the three letter ambulance trust code entered by corresponding hospitals. Currently ambulance services staff do not have editing rights to the records relevant to them. It is the individual ambulance trust s responsibility to contact the relevant hospital about missing records or any discrepancies e.g. date and time of arrival at hospital. This database is updated on a weekly basis (every Sunday). 6.2 How to access the database The access to this database works on the same principle as that for individual hospital users and more information can be found in sections 2.1, 2.2 and 2.3 of this guide. The only difference is that the ambulance user has a slightly different format: first name surname/three letter ambulance trust code/at/nicor (example: joseph lee/yyy/at/nicor).when you arrive at the NICOR landing page you need to click on the New Ambulance Outcome link in the box with the Database Links as shown in Figure 19. Figure 19 By clicking on the New Ambulance Outcome link you will be directed to an online view (see Figure 20) showing the aggregate national data in the upper half of the page and your ambulance trust data in the bottom half. On the left-hand side the blue buttons are showing seven different online views available at present (see Figure 20). 15

The first two buttons show aggregate data, the top one by quarter and the second one by month. These views will show aggregate (national) data in the top half of the page and your individual ambulance trust data in the bottom half. Figure 20 6.3 Ambulance Export Ambulance trusts are also able to export patient level data from the web-portal. Apart from the first two aggregate data views all other views will show an Export button at the top left of the page. An export from any of the views will contain the same type of records regardless of the view. It will bring up a dialogue box (Figure 21) which will show your three-letter ambulance code (by default) and the option to select a date range. Here you can select if you want to export all your data (this would be all data available in the live database) or you can specify a date range of your choice. If you opt for the date range, the date must be entered in 8 digit format, i.e. dd/mm/yyyy. You can do this manually or use the calendar widget. When you have finalised your selection, click the Start button. Figure 21 The export will generate an Excel file (.xls) but unlike Lotus Notes it is not automatically saved so you need to give the file an appropriate name and save it in a secure place on your computer as per your local information governance guidelines. 16

7. Data Validation tool The data validation study runs in January and February every year to assess the consistency of data entered into MINAP by the participating hospitals. The online data validation tool is a simple method of checking the consistency of data entry by re-entering specified fields from the patients notes for 20 randomly selected records. 7.1 Accessing the validation tool The Validation button (Figure 22) will become available on the first day of the study period and will be deactivated on the agreed date. The button is not visible to the users outside of the study period. By clicking on the Validation button, you will be taken to the page listing the randomly selected 25 records (or less if you did not have sufficient eligible records for the study). Figure 22 The page will show your hospital code and four columns: a (validation) record number, patient case number, date/time of arrival at hospital and a red cross representing the status of the completed or not completed record. On completion of the revalidated record a green tick will show next to the record in question as shown in Figure 23. The Help button provides you with further instructions on the data validation tool as well as the study itself. The Export button enables you to export the data validation study records whether complete or not you can use this facility to export this list of the records required for validation and to record the information from the patient notes. It can also be used to export the re-entered values for your reference or to validate the entries. You have an option to export all your validation records or just the ones you have completed. By clicking the Start Export button (Figure 24) the tool will generate an excel spreadsheet (.xls) with the requested data. 17

Figure 23 Figure 24 7.2 Accessing a record for validation In order to open an individual record, double click on the relevant link with date and time of arrival at hospital. The document will now be presented to you in the edit mode (Figure 25) containing 20 fields; each fields has either a drop down menu options or you need to type in the relevant information e.g. NHS number. You have a choice to either save the record only or save and submit it. If you are ready to submit the revalidated records, click on the Complete button. Should you only wish to save the record before validation is complete then click on the Save button only. The cross and tick symbols are only for indicating whether a record has been completed or not, and in both cases is it still possible to edit the record. The Print button will allow you to print this whole page in case you would like to keep a hard copy of your entries. 18

Figure 25 Once the study has concluded, the Validation button will not be available until the next study. 8. Cardiac Network analyses Cardiac Network online views are available to two cardiac networks in Wales. 19

9. Importing and exporting your data 9.1 Importing your data Many hospitals have developed a separate module designated to the clinical audit in order to select the relevant information from the local electronic clinical system. The software generates a.csv file containing records in the format that is compatible to import into the MINAP database. The web-portal has the import facility that can be accessed via the Import Data button (see Figure 26). The.csv file contains lines of data, separated by inverted commas to indicate the individual fields. It should contain the data in the correct order and in the correct format as indicated in the MINAP import files (available on the MINAP webpages) for it to be imported successfully. Figure 26 By clicking on the Import Data button you will be taken to the following page (see Figure 27). Your hospital three letter code will appear by default as part of your user ID. Click the Browse button to locate your.csv file you wish to import. By clicking on the Save button you have commenced the import process of your data into the MINAP database (Figure 27). Figure 27 20

A message will be shown with an update on the progress of your import (see Figure 28). Please ensure that your import file is compatible with the MINAP dataset v10.3.1 import file, which can be found in the Help section on the same page (Figure 27). Figure 28 In an hour or so you should consult the import log that can be found by clicking on the View Import Logs button on the left-hand side (Figure 29). The import log will give you information on the records you have just imported. The view (Figure 29) will show the number of new uploaded records, number of modified records and number of rejected records due to fatal errors. This will give you useful information on where the problem occurred and how to fix the import file for a successful import. It is strongly recommended that you export your data following a successful import to ensure that all the imports resulted in the expected number of records and that the correct information has been imported in to the correct columns. Figure 29 9.2 Exporting your data The database allows the participating hospitals to export all patient level data in to an Excel spreadsheet for any ad hoc analyses and/or record additional clinical information that is not covered in the MINAP dataset. The export is available via the Export Data button that can be found on the web-portal landing page as shown in Figure 30. 21

Figure 30 By clicking on the Export Data button you will be taken to a dialogue box (Figure 31). You have a choice to either export all your data in the live database, or by a date range. If you opt for the date range, you will need to enter the start and end dates in an eight digit format, i.e. dd/mm/yyyy. You can do this manually or use the calendar widget. There are additional fields that can form part of the export you are about to generate: life status, hyperglycaemia fields, user defined fields or Takotsubo fields by ticking all or any the boxes. Once you have finalised your selection, click the Start Export button as shown in Figure 31 and wait for the export to run. This may take a while depending on the number of records and the speed of your internet connection. Figure 31 22

The export will show as an Excel file (.xls) but unlike Lotus Notes it is not automatically saved so you need to give the file an appropriate name and save in a secure place as per your local information governance guidelines. The export will contain all patient identifiable information and under no circumstance should be shared with unauthorised individuals or using unsecure mode of transfer e.g. non-nhs.net email. 10. Trouble-shooting 10.1 Unable to access the MINAP web-portal If you have forgotten your log-in details then this can be requested by clicking the Forgot Login or Forgot Password buttons (see Figure 32). You will be asked to enter your username, email address and your new password twice. An automated email to confirm that your new details have been updated on the system will be sent to you within 30 minutes. Figure 32 Once you have received the confirmation email you need to contact the NICOR Technical Helpdesk on 020 3108 1978 or at nicor-helpdesk@ucl.ac.uk. 10.2 Problems with viewing the pages The web-portal was designed in a way that it doesn t require scrolling to access the patient form. If the pages require scrolling first you need to check that the browser is fully expanded. If you are working on a monitor with less than a 17 inch screen you need to adjust the screen resolution of your monitor/screen to 1024 x 768 pixels. You can do so by clicking the Start button on your computer, go to Settings, followed by Control Panel and find Display/Adjust screen resolution. If you are unsure about how to do this, contact your IT department to help you. If you are considering buying a new screen we recommend you discuss the specifications with your IT department. 10.3. Slow connection If your local connection is very slow the web-portal does not allow you to work offline or create a replica as can be done in Lotus Notes. Please check with your local IT department to see if there is a network issue should you experience what might be connection problems. If this is not the case you might need to try again later to see if the connection is better. 10.4 How to get further help If you are still having problems, you can contact our technical helpdesk at nicor-helpdesk@ucl.ac.uk or on 020 3108 1978. Contact details are also available on the web-portal on the landing page as well as the portal s home page. 23

11. Other features 11.1 Dropbox The dropbox is a utility that allows you to send and/or receive data including large files in a secure environment. The files sent this way are encrypted and saved securely on arrival, and only accessible by the intended recipient(s). Please remember that not all NICOR staff are allowed to handle patient identifiable information. Therefore before any such files are sent across please contact the NICOR Helpdesk team first who will allocate the appropriate member of staff. To access the NICOR dropbox facility click on the Drop Box link on the landing page as shown in Figure 33. Figure 33 A reminder on the appropriate handling of patient information will be generated click OK to proceed to the dropbox page (Figure 34). 11.1.1 Sending files using the dropbox To send a file click on the Send File Securely to Helpdesk button (Figure 34) and you will be directed to the email-like page as shown in Figure 35. 24

Figure 34 Figure 35 25

Click the Select button and type in the name of the person you wish to send a file to. Figure 36 To attach a file (Figure 35) click the Browse button and select the file you want to send from your computer or other device. The recipient will receive an automatic email notifying them that the file has been sent to them. You can add a message if you so wish in the Message section. Once you are ready click on the Send button. 11.1.2 Picking up a file from the dropbox When you have received an email notification that a file has been sent to you using the dropbox facility, you need to log in to the NICOR dropbox as described in section 11.1.1. and click on the Pickup File Securely from Helpdesk button (Figure 37). 26

Figure 37 This will take you to a page listing all files that you have received in the Inbox and the files you have sent in the Sent section (Figure 38) Click on the link in the From section to open the message and retrieve the file. Figure 38 27

11.2 User Definable fields The MINAP portal offers a facility containing 32 additional fields in addition to the standard MINAP dataset. Each field name can be renamed to suit your purpose. Each field allows up to 64K bytes of letters and/or numbers. The information in these fields is stored in the secure environment and it is exportable via the export function. Unlike the MINAP dataset, the information from these fields is only available to your hospital. The user defined fields can be accessed via navigation page as shown in Figure 39. Each record will have a new set of user defined fields. Figure 39 To rename the fields click on the Rename Fields button. You will be taken to a page where each field can be edited and given a name of your choice (Figure 40). Figure 40 First, a warning message will pop up (Figure 41) to remind you to save all the earlier entered data as moving on to this section will close the record. 28

Figure 41 Figure 42 When accessing the record again you will now find that the selected field has its new name and will continue to have it for all the prospective records (Figure 43). 29

Figure 43 11.3 Help documents The MINAP Application Notes (available from the MINAP web site, see references section and also accessible by clicking on the Application Notes button on the left hand side of the portal) provides further information and advice on data entry, clinical scenarios, etc. There are also help documents in the online views and for most of the individual data fields in the web-portal. 11.4 NICOR News The landing page contains links to various news items relating to all NICOR audits with the latest notification on the top. These are important notifications relating to different aspects of data collection. It also has links to the NICOR website for further general information on NICOR audits. 11.5 Public Links In this section you can access different public facing portals as well as NICOR webpages. 12. References Dataset: http://www.ucl.ac.uk/nicor/audits/minap/datasets Application Notes (in the Supporting documents section): http://www.ucl.ac.uk/nicor/audits/minap/datasets MINAP Web-pages: http://www.ucl.ac.uk/nicor/audits/minap Import file: http://www.ucl.ac.uk/nicor/audits/minap/datasets Data collection forms: http://www.ucl.ac.uk/nicor/audits/minap/datasets 30