SSIRS User Manual - Scotland`s Health on the Web
Contents
1. b Please w rite Inside number and date frames or place a cross X In theappropriste box using a black pen eS cower CJC CE esee OOOO mmus c oTo oT9 ST9T9T9 a een Enter this f cists not recorded BIST Enter this f cists mat recorded gt e ee G10 Number of previows Caesarean Sections Mak E nade reevert box o Nome Doe Two Tmweeo moe NotRecorded Qi2Arsesfbesis type Merk GJ ide onea more toxes QIZ ASA classPleation Mark T insidereevent box o Genera o Peaioce p ove g tocat O NotRecorded w e2 HghnG 5 Ne Recorded O Yes more tanoce D No O Not Recorded Answer 215 onwards Answer Q16 onwards Answer G16 omver dis 24 hour dox HH MM sa cn agen conte ame ote JL 1 Wow r olosure completed ewtetenmremn S S9 9 S QIS Whisk grade of surgeon performed the operation Q18 If SHO please specify level of experience Mark x inside retevert box Merk x nstie relevert box 0 so gosos p Ho m This example form s code is 50285 Choose the form from the list and click the Continue button Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 10 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 6 3b Using form pages to enter data Each SSI surveillance form issued by HPS has a number of sections which are made up of groups of questions Commonly these are e Pre operative section e Peri oper2. pi Health E Protection N N H S ese Scotland National Services Scotland SURGICAL SITE INFECTION SURVEILLANCE PROTOCOL 6 Edition SSIRS user manual Scottish Surveillance of Healthcare Associated Infection Programme APPENDIX 3 SECTION 6 SURGICAL SITE INFECTION REPORTING SYSTEM SSIRS Please note that this section is updated regularly as SSIRS is a live system with constant changes and improvements applied to it The updated version can be accessed from SSIRS web site or by request from the SSHAIP Team Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 6 SURGICAL SITE INFECTION REPORTING SYSTEM SSIRS 6 1 REGISTERING FOR NEW ACCOUNT LOGIN AND PASSWORD RESET 6 1a Register for a new account To register for a new SSIRS user account go to https ssirs scot nhs uk and click on the Sign up for a new user account link You will be taken to the register for a new account page Register for a new user account screen SSIRS Scottish Surgical Site Infection Reporting System New User Account Enter your name email address and a password for your new account First name Last name Password Confirm password Email Confirm Email Choose the name of the NHS board or organisation with which you are affiliated Select one E Other
3. this is the patient identification code relating to the surveillance record The page questions in this example there are 6 questions e The form navigation buttons this differs depending on which page you are on but here on this page there are 3 navigation buttons Next Page Save for later and Cancel a Page title strip This strip lets you know what page you are on within a form 1 Pre Operative Details 2 Peri Operative Details The page title is shown beside the page number Within the page title strip each page title has three states e Completed page titles in regular blue text indicate pages that you have completed e Active page titles in bold blue text indicate that you are currently on that page e Not started page titles in gray show pages that have not yet been reached for the surveillance record Each form page must be completed before you can move on to the next b Page questions Each form is made up of questions There are 3 classes of question that are used to make up forms Core these questions must be answered as their answers make up the surgical site infection surveillance SSIS programme core dataset e Extension different procedure categories extend the core dataset in different ways Whether or not these questions require to be answered depends on the category of procedure for the operation e Local whether you answer these is left to your discretion as the
4. Hospital the name of the hospital or healthcare facility where the operation took place e Operation date Category of procedure this can be blank if the surveillance record is incomplete and the form is for multiple procedure categories It depends on how many pages you have completed SSI diagnosed again like above this can be blank depending on how far you have gotten on an incomplete surveillance record Status Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 20 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement Complete records have been validated and have passed quality assurance and are essentially set in stone and cannot be edited or deleted and are final They are also used to make up reports Incomplete records are records that you have started But clicked on Save for Later or have opted out of You can update and edit these and delete them e Date created by the date on which the record was created e Created by the person who created the record Note that you will be able to see records created by other users of the system Administrator username will be shown beside records that have been uploaded Each column can be sorted by clicking on the column header One click will do ascending order a second click will reverse the order to descending The total number of surveillance records is displayed at the top left han
5. Type the numbers you see above into the text box Click here if you cannot read the numbers inside the image Cancel Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement When you register you must provide your first name last name email address a password and your affiliation Affiliation is required to let the site administrator know which hospital datasets you require access to If you do not have an affiliation or you are based at a non NHS healthcare facility or hospital select the Other option and type in the name of your healthcare facility or hospital You must also type in the number displayed at the bottom of the screen This is a security precaution If the image is too distorted to be readable click the Click here if you cannot read the numbers inside the image link and the image will be reloaded When you are finished click the Next button On the next page your details are displayed back to you If they are all correct click Finish Please be sure to check your email address is correct Once you have registered an email is sent to your email address This contains your username and password It is recommended that you keep a note of this for your records At the same time the board administrator will also receive an email When your request has been approved you will receive a second ema
6. hh v mm x You must give an operation completion date and time Only core dataset values are subject to question level validation Exceptionally extension and local questions that use date date time and duration picker controls to answer them will be subject to question level validation if they are attempted But if left unattempted then they are not required and will not be subject to question level validation Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 14 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement Extension questions are validated during form level validation This is because a form can contain questions for several procedure categories and for each procedure category there will be a set of questions that extend the dataset specific to and only required for that procedure category Therefore extension questions cannot be validated until procedure category has been specified for the record Form level validation checks whether the form as a whole makes sense and considers everything on the form and cross checks values with each other d Form navigation Each form page has a set of navigation buttons These are Next saves the current page and moves you to the next page in the form If you are on the last form page then this will move you on to the quality assurance screen Previous moves you back to the last page in the form If you are on the
7. Main Menu Choose an option from the menu Add a new operation View entered operations Add denominator data View existing denominator data Download PDF forms View reports Download data Download denominator data Chanae your user account details The options displayed are Add a new operation click this if you want to enter data from a surveillance form See section 6 3 for details View entered operations click this if you want to complete data entry on a surveillance form you began entering previously or if you want to browse or find surveillance records See section 6 5 for details Add denominator data click this if you carry out light surveillance for any procedure category and would like to enter the total number of operations per month View existing denominator data click this if you would like to browse through the denominator data entered for previous months Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 7 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement Download PDF forms click this if you want to download surveillance forms to view save or print See section 6 4 for details View reports click this to be taken to the reports screen See section 6 6 for details Download data this will take you to the download data screen where you can download surveillance data in CSV file format See section 6 7 for details
8. No 1 Patient identification number 123456 2 Admission date 03 February 2004 3 Operation date 06 February 2004 4 Presentation to surgery Emergency 5 Sex Male Once you have done this you will be taken to the record completion screen The purpose of this screen is to allow you to browse over the surveillance record details for any last visual checks Each question is displayed in order of question number Any fixed value answers that the form contains are displayed at the top Please be aware that if the SSI diagnosed question was answered with No then the infection questions and answers will not be displayed If you want to change anything click Cancel and you will be returned to the operations screen If you are satisfied with your responses to all questions click complete The surveillance record is now complete Completed operations cannot be edited deleted or changed so be sure when you click Complete that you have all details correct Completed operations are immediately included in any reports you view for the relevant period In other words you can view reports on them as soon as they are completed Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 18 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement When the operation is complete there are three options remaining Add another operation using the same form this starts
9. Download denominator data click this if you would like to download all denominator data entries in a CSV file format Change your user account details click this if you want to change your registered email address or password See section 6 8 for details You can return to the main menu screen at any time Simply click the Main Menu link in the SSIRS page header The main menu link SSIRS Scottish Surgical Site Infection Reporting System Main Menu This appears on all screens in the website provided you are logged in Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 8 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 6 3 ENTERING SURVEILLANCE DATA Entering surveillance data is an easy four step process which can be summarised as Choose a surveillance form Entering the surveillance data using the forms pages Quality checking and form level validation Completing the record apop 6 3a Choose a surveillance form To begin a new surveillance record or operation click on the Add a new operation link on the main menu screen You will be taken to the form selection screen The form selection screen SSIRS Scottish Surgical Site Infection Reporting System Main Menu New Operation Choose a data entry form Uploaded Data Form For Hip Arthroplasty v Uploaded Data Form For CABG Surgery Uploaded Data Form For Abdominal Hy
10. a new surveillance record and takes you back to the first page of the form e Add another operation using a different form this takes you back to the form selection screen e View operations this takes you to the operations screen Click the link of the option you want to take As always you can also click the Main Menu link to return to the main menu Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 19 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 6 4 VIEWING OPERATIONS To go to the operations screen go to the Main Menu and click on the View entered operations link The operation screen Main Menu Logged in as allang Manage Operations To view operations that have been entered and uploaded use the filter selection below and click view You can use a more filters by clicking on the advanced search link Filter operations by Status Any vl Hospital Any v User Any user Number of records to display per page o Advanced search Viewing 250 to 299 of 110367 records Delete Selected Restore deleted operations Hg s Hospital Category of Procedure SSi Status Created by O kera View Glasgow Royal 10 July 2008 121770 201715938 10June2008 Knee arthroplasty No Complete 1024 121769 20925739E inem 10June2008 Caesarean section No Complete 10 July2008 whelanj Vie
11. first page in a form then this button will be disabled Save for later saves the current page and returns you to the operations screen Cancel does not save the current page and returns you to the operations screen Clicking Next Page and Save for later will trigger question level validation as you are attempting to save the answers to the page s questions Clicking Previous Page or Cancel does not Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 15 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 6 3c Quality assurance and form level validation When you have completed all pages of a data entry page You are taken to the quality assurance screen The quality assurance screen SSIRS scottish Surgical Site Infection Reporting System Main Menu Add a New Operation NHS Borders Orthopaedic 53737 1 Pre Operative Details gt 2 Peri Operative Details 3 Post Operative Details Quality Assurance Patient identification code 123456 Primary The following questions require action You will not be able to complete this record until you have changed the answers given to the following questions Question Answer Anomaly 2 Admission date 3 February 2003 Please check that the patients stay lasted for 368 days before this knee arthroplasty View procedure 20 What is the OPCS4 code for this W19 5 Primary open reduction of fragmentof The OP
12. for choosing a date One for day one for month and one for year For a not record response pick O9 September 9999 For a not applicable response not applicable to all questions choose 10 October 9999 Date time picker 14 Operation start date and time 06 February 2004 hh mm v A series of five drop down lists used for choosing a date and a time One for day one for month one for year one for hour and one for minute For a not recorded response pick O9 September 9999 99 99 Duration picker 10 Duration of labour in hours and minutes hh Y Hours mm Minutes Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 13 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement Two drop down lists for choosing hours and minutes Note that this is different from time as you can pick as many hours as required i e you are not limited to 23 The minutes selection is limited to 59 If you need more minutes then you add 1 to hours and start from 0 minutes again Notice that some questions depend on the answers given to other ones For example if you specify that a patient did not receive any antibiotic prophylaxis then you will not have a response for the date and time on which antibiotic prophylaxis was given to the patient And the vice versa also applies i e if the patient was given antibiotic prophylaxis then you will have a response t
13. the View button at the end of the operation row inside the operations grid You will be taken to the next relevant form page for the surveillance record and can resume data entry Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 24 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 6 4d Viewing completed operations Viewing a completed operation is much the same as continuing with an incomplete operation Just click on the View button on the operation inside the operations grid Viewing a completed operation screen 2 SSIRS Scottish Surgical Site Infection Reporting System Windows Internet Explorer G bd el http flocalhost 4004 SSIRS Secure ViewCompletedOperation aspx oid 91832 File Edit View Favorites Tools Help we Ge Gssirs scottish Surgical Site Infection Reporting System SSIRS Scottish Surgical Site Infection Reporting System Main Menu View Operation Details Data entry for this operation has been completed This operation was uploaded 1 Hospital 2 Patient identification number an 3 Admission date 12 February 2007 4 Operation date 12 February 2007 5 Presentation to surgery Elective 6 Sex Female 7 Age 43 8 Height 999 9 Weight 73 10 Anaesthetic types used General 11 ASA classification 2 12 Antibiotic prophylaxis Yes 13 Antibiotic administration date and time 12 February 2007 14 00 00
14. 14 Operation start date and time 12 February 2007 14 00 00 Each value for the surveillance record is displayed in order of question for you to see Also indicated is the source of the record either uploaded or online data entry 6 4e Deleting operations To delete an operation return to the operations screen Run either a simple search or an advanced search to find the record you want to delete When you find it select the operation by clicking the checkbox at the far left hand side of the line You can select multiple records or you can select the whole page by clicking the checkbox in the column header Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 25 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement To delete your selection click the Delete Selected button You will be taken to the confirmation screen If you are sure you want to delete the selection click on the Yes delete them button To cancel just click the Cancel button You can only delete incomplete operations Completed operations are considered final and cannot be deleted Please contact the site administrator if you need anything deleted Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 26 6 5 ADD DENOMINATOR DATA Denominator data is entered each month for
15. CS4 code you have selected is not valid for a knee arthroplasty procedure View operation bone and fixation using screw 27 Thromboprophytaxis Not applicable You must specify whether or not thromboprophylaxis was used for orthopaedic View procedures 32 Detection of SSI Post discharge Detection cannot be post discharge if the SSI was confirmed before the patient was View discharged 34 Date SSI confirmed 27 March 2004 SSI cannot be confirmed any more than 30 days after the operation has been view completed 6th February 2004 p 35 Date of Discharge Transfer or Date of discharge transfer or death cannot be any more than 30 days after the Death 21 Folia 2005 operation has been completed 6th February 2004 View i Date surveillance discontinued must be same as the date on which SSI was 38 Date surveillance discontinued 27 February 2003 confirmed 27th March 2004 View Secondary The following question may or may not require action Please check through the following anomalies before completing this record Question Answer Anomaly 6 Age 105 Please check that the patientis 105 years old and is having a Knee arthroplasty View Save For Later Cancel Quality assurance checks whether the surveillance record makes sense as a whole Any questions that have been answered incorrectly or in a contradictory way will be displayed on this screen as validation tasks There are two types of task e Primary validation tasks you
16. all three at once or just one of the above When you are done click the Finish button To cancel click the Cancel button and you will be taken to the main menu screen If you changed your email address a confirmation message will be sent to your new address For security reasons your email address will only be updated once you follow the instructions inside this message Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 35 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 6 11 LIST OF AVAILABLE REPORTS List of Reports All operations by ASA classification BMI category Duration of procedure Sex Sex and age SSI related deaths SSI rates by Age group Antibiotic prophylaxis Antibiotic timing ASA classification Average length of stay BMI category Consultant Days to SSI diagnosis Duration of procedure Each procedure Endoscopic approach Month by each procedure More than one procedure NNIS risk index Operator grade Presentation to surgery Primary or revision Type of infection Wound class Inferential e SSI rate for each procedure with 9596 confidence intervals e Statistical process control chart of SSI rate e Run chart of SSI rate SAPG report Summary report PDF format Monthly report PDF format Quarterly report PDF format Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP Heal
17. ance Protocol 6 Edition 2013 SSIRS supplement gt The admission in which the operation was performed infections detected when the patient was still in hospital i e an inpatient gt Post discharge or on readmission infections detected after the patient left hospital or when they were readmitted Compare with data from another site this option is available for certain reports Will compare data with the exact same parameters but with another hospital that you have access to or Scottish data as a whole Depending on what report type you select the hospital category of procedure Type of knee of hip procedure extent of knee or hip procedure Show infections detected during and comparison controls may be disabled When you are ready to view the report click the View Report button After a few seconds you will then be taken to the report screen The report screen contains two parts the graph and the summary table You can print this using your browsers print command usually under the file menu To return to the report criteria screen click your browsers back button Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 31 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 6 9 DOWNLOAD DATA To download surveillance data go to the main menu and click on download data You are taken to the download data screen Download data screen Main Menu D
18. ative section e Post operative section This structure is also mirrored on the online forms system by the way of form pages Each online form is made up of form pages If you take a paper form and look at the sections that appear on it you will find that there is a corresponding online form page that matches that section Online forms will have a pre operative page a peri operative page and a post operative page You can move between the pages of a form using the forms Next and Previous buttons The figure below shows a typical online data entry form page An online data entry form SSIRS Scottish Surgical Site Infection Reporting System Main Menu Add a New Operation NHS Borders Orthopaedic 53737 1 Pre Operative Details 1 Patient identification number 2 Admission date dd v Month lil yyy v 3 Operation date dd v Month yyyy 4 Presentation to surgery O Elective O Emergency O Not recorded 5 Sex O Male O Female O Not recorded 6 Age Save For Later As well as the page title each page has in order of appearance The form title in this case NHS Borders Orthopaedic 53737 Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 11 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement The page title strip here the page title is Pre operative details The patient identification code
19. be served to you The file is in a comma separated value or CSV format Most statistical and database packages will be able to load the file To cancel click on the Cancel button and you will be taken to the main menu screen To download lookup table to translate numeric values into text click on the relevant link at the bottom of the page The file contains the text values for all list fields within the database Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 33 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 6 9 DOWNLOAD DENOMINATOR DATA Denominator data can be downloaded from the Download denominator data link on the Main Menu You will be taken to the screen below where you can specify the time period that you want the data for and by clicking on the download button you will be asked if you want to open or save the data Download data screen SSIRS Scottish Surgical Site Infection Reporting System Main Menu Download Denominator Data First month 01 gt 2012 gt Last month 01 2012 xi Download Cancel Do you want to open or saye this file ER Name SsirsDenominatortext 2012 06 25 10 09 23 csv Type Microsoft Office Excel Comma Separated Values Fil From ssirs scot nhs uk Open Save 2006 2012 Health Protection Scotland a harm your computer If you do not trust the source do not ope
20. d side of the grid Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 21 The total number of records Viewing 1 to 50 of 89716 records Moving through the pages of the grid is also very easy If you look at the bottom left of the grid you will see a list numbers These are page numbers The pages of the grid C 91820 9046144 BMI Alby C 91821 9046781 BMI Alby 91822 2004830 BMI Alby 91823 9045574 BMI Alby C 91824 9024152 BMI Alby C 91825 9047435 BMI Alby The current page is displayed in plain black text to go to the page simple click on its number To go to the last page click on Last and to go to the first page click on First 6 4a Performing a simple search You can search for a particular record using the filter drop down lists at the top of the operations screen These are used in combination to filter the records displayed in the grid They are e Filter operations by status you can choose to see All Incomplete or Complete records The default is all e Show operations created by you can see records created by everyone who has access to the same datasets as you or just you The default is any user e Number of records to display per page the number of surveillance records to display per page Choosing larger numbers will be slightly longer but mean you will see more records per c
21. e arthroplasty procedure Pre Operative Details 4 Patient identification number 123456 2 Admission date 03 February v 2003 vi 3 Operation date 06 w Februay 2004 4 Presentation to surgery O Elective Emergency O Not recorded 5 Sex Male O Female Not recorded 6 Age 105 The page is the same as the form page you would have seen earlier but you will also see details of the anomaly at the top of the screen to guide you Once you have corrected the question click Continue You will be taken back to the quality assurance screen If you corrected the validation task successfully then the task will be no longer be displayed Once you have cleared all primary validation tasks and checked over all secondary validation tasks Click Next or Save for Later Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 17 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 6 3d Completing the record To complete the record you must complete any primary validation tasks on the quality assurance screen Confirm operation details screen SSIRS Scottish Surgical Site infection Reporting System Main Menu NHS Borders Orthopaedic 53737 Confirm Operation Details Please confirm the operation detaills below Once you click Complete you will not be able to change these details Hospital Borders Implant Yes Endoscopic approach
22. elow The view denominator data screen SSIRS Scottish Surgical Site Infection Reporting System Main Menu View Denominator Data Add a denominator record Denominator records are displayed below To view or edit a record click on the View Edit link To delete a record click on the Delete link Number of records to display 100 x Healthboard Any health board E Hospital Any hospital Procedure category Any procedure category 7 First month MM YYYY Last month MM YYYY First date edited DD MM YYYY l Last date edited DD MM YYYY Viewing 1 to 100 of 906 records s sorted by descending Date Edited ID Hospital Procedure Category Operations Month Edited By Date Edited Fife Breast surgery 01 2012 19 06 2012 14 57 44 929 Forth Valley Royal 01 2012 19 06 2012 14 57 35 Here you can browse through all your data entries per board hospital procedure category or date frames The data filter on this screen is quite helpful for sites that have more than one hospital involved in surveillance and or a number of procedures categories View Edit Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 28 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 6 7 DOWNLOADING PDF FORMS To view save or print PDF data collection forms go to the main menu and click on the Download PDF forms link On the download PDF forms page you w
23. eset password screen Reset password screen SSIRS Scottish Surgical Site Infection Reporting System Reset Password To reset your password type your username and the email address you use for your user account Type your username Type your email address You will need to type in the username you were sent and the email address you provided when you initially registered for your user account Type these in and click the Finish button If you type anything incorrectly an error message will be displayed with details of the error If you cannot remember your username you will have to contact the site administrator directly If you successfully provided your username and email address your new password will be sent to your email account When you receive this email login with the new password and change your password to something that is more memorable Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 6 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 6 2 THE MAIN MENU Once you have logged in you are taken to the main menu screen This is the central control point of the web site From here you can access all the main functions of the web site within a few clicks The options available to you from the main menu are listed in the figure below The main menu screen SSIRS Scottish Surgical Site Infection Reporting System Main Menu
24. il to notify that your user account will be ready to use Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 4 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 6 1b Login Once you have received a confirmation email that the site administrator has approved your user account you can login and start using your account Login screen SSIRS Scottish Surgical Site Infection Reporting System Login To login type your username and password Username u smithx Password Remember my user name Forgot your password Sign up for a new user account To login simply type your username and password and click the Login button If you want your username to be remembered check the Remember my username checkbox You will always have to type in your password however If you type anything incorrectly then you will not be able to login A red error message will be shown with details of this If you cannot remember your password you can reset it by clicking on the Forgot your password link See section 6 1 3 for details on this procedure Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 5 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 6 1c Reset password To reset your password click on the Forgot your password link of the login screen You will be taken to the r
25. ill see links for all the forms that you are able to download The Download PDF forms page SSIRS Scottish Surgical Site Infection Reporting System Main Menu Download Forms To download a pdf version of a data entry form click the relevant link below To save the form to your computer right click on the link and select Save Target As The following forms are available to download NHS Highlands Major Vascular Surgery uploaded on 03 10 2008 10 31 16 NHS Shetland Generic 60367 uploaded on 03 10 2008 10 26 40 To view a form click on the link To save a form right click on the link and choose Save Target As then choose the place you want to save the PDF file to Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 29 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 6 8 VIEW REPORTS To view reports on surveillance data return to the main menu and click on the View reports link This will take you to the view reports screen The view reports screen h Surgical Site Infection orting System Main Menu View Reports Choose your report criteria and click View Reportto see the report Report type ASA classification Average length of stay BMI category Duration of procedure Each procedure Endoscopic approach Month by each procedure More than one procedure NNIS risk index Operator grade Primary or revision T
26. lick When you want to view records for your selection click the View button Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 22 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 6 4b Performing an advanced search You can also search more specifically To do this click on the Advanced search link This will take you into advanced search mode The advanced search mode screen Main Menu View Entered Operations To view operations that have been entered and uploaded use the filter selection below and click view You can use a more filters by clicking on the advanced search link Operation number Patient number Hospital Hold Ctrl and click to select more than one hospital Inverclyde Royal Royal Alexandra Vale of Leven Gartnavel General Western Infirmary Glasgow Royal Infirmary Victoria Infirmary Southern General v Operation date between 01 v April w 2002 v sna 01 4 March vj 2010 M Category of procedure Hold Ctri and click to select more than one procedure Abdominal hysterectomy Breast surgery CABG Caesarean section Cardiac surgery Cranial surgery Hip arthroplasty Knee arthroplasty SSI diagnosed Any v Operation status Any v Date crested between 01 v April v 2002 v ara 01 v Mach wj 2010 v Operations e
27. n or o While files from the Internet can be useful some files can potentially save this file What s the risk The file is in a comma separated value or CSV format Most statistical and database packages will be able to load the file To cancel click on the Cancel button and you will be taken to the main menu Screen Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 34 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 6 10 CHANGE YOUR ACCOUNT DETAILS To change you account details go to the main menu and click on the Change your account details link You will be taken to the change account details screen The change your account details screen SSIRS Scottish Surgical Site Infection Reporting System Main Menu Change Account Details First name Joe Last name Bloggs To change your password you must type your old password and type in your new password twice Old password New password Retype new password To change your email address you must type in your new email address twice A confirmation and activation email will be sent to the new address New email address Confirm Email To change your name type your new first name and last name To change your password type your old password choose a new password and type this twice To change your email address type your new email address twice You can do
28. ntered by All users Number of records to display ro i per page Reset Form Search Return to simple search Viewing 47020 to 47094 of 47024 records Delete Selected Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 23 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement There are several controls for the advanced search and like simple search these are used in combination with each other Selection checkbox use this to select and delete records e Operation Number type the operation id in this box if you know it and the search will return a match for it e Patient Number type the number of the patient in this box This is a double wildcard search This means you can type a portion of the patient number and the search will return a match on any records with patient numbers containing what you typed either at the start the middle or the end For example typing abc123 would return records with patient numbers like abc123 789abc123kj or sdsabc123 If you don t know the patient number or want to omit it from the search then leave it blank e Hospital click on the hospital if you know it You can choose as many hospitals as you like by either clicking and dragging the mouse down the box or by holding the ctrl button on your keyboard and clicking If you don t want to specify a hospital lea
29. o the date and time of their administration So this certain question only becomes enabled and required when you select an option of their master question The whole set of infection relevant questions works like this Infection relevant questions only become enabled and required when the patient has had an SSI diagnosed Tool tip 13 Antibiotic prophylaxis AO MJ Yes Whether or not the patient was given antibiotic prophylaxis Yes more than fer the operation ONo O Not recorded You can also get a description of the data item that the question relates to by hovering over the question with the mouse for more than one second The boxes that pop up are called tool tips Besides regular form questions i e all those described above some forms will also contain fixed value questions These questions are hidden from you and usually relate to questions where there can only be one logical answer For example orthopaedic operations will always involve the use of an implant caesarean section procedures will always be performed on females c Question validation There are two levels of validation for data entry Question level and form level Question level validation checks whether the question has been answered at all and if it has then it double checks that it has been answered in a sensible manner that the system can interpret correctly Question level validation 16 Operation completion date and time 07 May w1 2004 v
30. ownload Data Select criteria for downloading data Data will be downloaded in Comma Seperated Values CSV format Hospital Operation date between Category of procedure SSI diagnosed Download Data Cancel Lookup Tables Download core lookup tables Hold Ctrl and click to select more than one hospital Inverclyde Royal Royal Alexandra Vale of Leven Gartnavel General Western Infirmary Glasgow Royal Infirmary Victoria Infirmary Southern General Queen Mothers Hospital Princess Royal Maternity 01 April 2002 and 01 March v 2010 Hold Ctrl and click to select more than one procedure Abdominal hysterectomy Breast surgery CABG Caesarean section Cardiac surgery Cranial surgery Hip arthroplasty Knee arthroplasty Major vascular surgery Open reduction of long bone fracture Operations for fractured neck of femur Any Llinclude local data item fields in export Translate numeric field values much larger file Download core and local lookup tables Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 32 You download data in much the same way as doing an advanced search i e you specify what surveillance you are interested in and when you are finished click the Download button After a few moments the file will
31. sites carrying out SSI Light Surveillance In order to enter this data go to the main menu and click on the Add Denominator Data link You will be taken to the denominator data entry screen The denominator data entry screen SSIRS Scottish Surgical Site Infection Reporting System Main Menu Add New Denominator Hospita Selectone H Procedure category Selectone H Month mm sly Number of operations NEM Save Cancel To enter denominator data pick the hospital and procedure category from the drop down list and enter the month and year the data is for Then enter the total number of procedures carried out for that month and click on save Note that if data for a particular month and procedure category has been entered previously it will not accept new data and a warning message will appear to say that data for that month already exists Warning message A denominator record for this hospital procedure and month already exists Any changes to the entered data have to be requested from the sshaip team as once data is entered it is locked Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 27 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 6 6 VIEW EXISTING DENOMINATOR DATA In order to view the entered denominator data go to the main menu and click on the View Existing Denominator Data link You will be taken to the screen b
32. sterectomy Uploaded Data Form For Breast Surgery Uploaded Data Form For Caesarean Section Uploaded Data Form For Cardiac Surge Uploaded Data Form For Cranial Surgery Uploaded Data Form For Knee Arthroplasty Uploaded Data Form For Major Vascular Surgery Uploaded Data Form For Open Reduction Of Long Bone NHS Tayside Major Vascular Surgery 39458 INHS Tayside Ninewells Abdominal Hysterectomy 41841 INHS Tayside Breast Surgery 5005 NHS Tayside Orthopaedic 25719 NHS Tayside Tayside Caesarean Section 41434 NHS Borders Abdominal Hysterectomy 4737 NHS Borders Orthopaedic 53737 NHS Borders Caesarean Section 8486 Glasgow Nuffield Hip Arthroplasty Surgery 62664 Health Protection Scotland Orthopaedic Forms are named and coded Names are usually the hospital or NHS board name followed by the category of procedure Form codes are on all surveillance forms issued by HPS The form code is used to differentiate forms with multiple versions The form code is found on the bottom right hand side of the form above the key block Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 9 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement How to find form codes E atte ealta Womens and Childrens Services em iE T2933 rouxdion NHS Greater Glasgow amp Clyde Caesarean Section NOUO TB Me ae c ver Scouand Surgical Site Infection Surveillance Form Peper r e
33. th Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement 36
34. ve Any selected e Operation date you can narrow the number of records returned by choosing dates between a date range e Category of procedure again like hospital you can choose as many as you like If you don t want to specify a category of procedure then leave Any selected e SSI diagnosed if you are searching for records in which an infection was diagnosed then choose Yes If you want to omit this leave Any selected Status returns matches on the status of the surveillance record If you are looking for incomplete record then choose Incomplete otherwise leave Any selected Date created between similar to operation date only this time it returns a match on the date on which the record was created e Operations entered by you can see records created by everyone who has access to the same datasets as you or just you The default is All users e Number of records to display per page the number of surveillance records to display per page Choosing larger numbers will be slightly longer but mean you will see more records per click When you are ready to search click the Search button The search results are displayed just as before giving you a total number of records displayed at the top left hand corner of the grid To return to simple search click on the simple search button 6 4c Continuing with incomplete operations To continue with an incomplete surveillance record click
35. w Maternity 1519 E 121768 307318 Royal Alexandra 4 June 2008 ee ee EA No Completa 32008 sitkeni View fracture 1518 n Glasgow Royal 10 July 2008 121767 10266782L x 10June2008 Kneearthroplasty No Complete 4557 kera View O 121766 105066058 icy Nogal 10June2008 Caesarean section E oa edes whelanj View Maternity 15 15 121765 1001393112 Golden Jubilee 3 July 2008 Hip arthroplasty Incomplete sh ELS Finlaysons View 121764 522989 Royal Alexandra 4 June 2008 fuU No Complete 10July2008 aitkeni View fracture 1513 cues Princess Royal 10 July 2008 121763 23178540K eumd 9June2008 Caesarean section No Complete 1525 whelanj View Glasgow Royal 10 July 2008 121762 206766958 e 10June2008 Hip arthroplasty No Complete 197 kera Vi The operations screen lists all the surveillance records that your hospital s has submitted to the SSI programme since 01 April 2002 This table is called the operations grid The grid has several columns e Operation ID this is the unique operation id that this system uses to manage and tag surveillance records It is more specific than the patient number and completely unique as it has the advantage in that it is shorter and unique for same patient lateralities or operations for the same patient but on a different date You can choose to use this or the patient number whichever you prefer Patient number the patient identification number that is assigned to the patient at your healthcare facility
36. will not be able to complete the surveillance record unless you work through any primary validation tasks Secondary validation tasks these relate to questions that are more subjective in nature and don t always require correction They do not require to be worked though in order to complete the surveillance record An example of such a validation task would be where you answered a height question for an unusually tall patient or the operation start and completion times for an unusually long operation Each validation task displayed has three properties Question the question number and name that the validation task relates to e Answer the answer you gave for the question Anomaly the reason why the answer requires validation Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 16 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement To correct a validation task click on the View link at the end of the line You will be taken to the relevant page to correct the anomaly Correction page screen SSIRS Scottish Surgical Site Infe yrting System Main Menu NHS Borders Orthopaedic 53737 Correct the question as per the details given below Once you are done click Continue Patient identification code 123456 Please check the reply given for question 2 Admission date Please check that the patients stay lasted for 368 days before this kne
37. y are not required by HPS There are usually several questions on a form page and each can vary in the type of answer required There are seven controls that you will need to be familiar with to answer questions Textbox 1 Patient identification number 123456 A simple textbox where you type the answer using your keyboard For a not recorded response type in the not record value given on the form Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 12 Health Protection Scotland HPS SSI Surveillance Protocol 6 Edition 2013 SSIRS supplement Radio button list 5 Sex 9 Male O Female O Not recorded A list with options You pick one answer by clicking on it For a not recorded response choose the not recorded option Drop down list 17 Diagnosis Select one v Another list with options Usually drop down list questions have more options than a radio button list You click the down arrow to see the options Again you pick one answer For a not recorded response choose the not recorded option Check box list 7 Anaesthetic types used C General O Local Cl Regional Cl Other CI Not recorded Yet another list with options Similar to a radio button list but this time you get to choose as many options as you like For a not recorded response choose the not recorded option Date picker 2 Admission date 03 February 2003 v A series of three drop down lists used
38. ype of infection v Hospital NHS Lanarkshire M Start date dd v Monh l yyy v End date dd Month yyyy Category of procedure Knee arthroplasty vi Type of knee or hip procedure Any type O Primary O Revision Extent of knee or hip procedure O Any type CO Total Partial or hemi Show infections detected during o Any point in the surveillance The admission in which the operation was performed O Post discharge or on readmission Fl enmnara thic data with annthar cita The view reports screen has a number of controls Report type specifies the type of report by title See section 6 9 for a list of report types Hospital specifies the site or hospital that you want to report Start date and end date the earliest and latest dates to report Category of procedure the procedure to report on Type of knee or hip procedure only available when Knee arthroplasty or Hip arthroplasty is chosen for category of procedure The options are primary or revision Extent of knee or hip procedure again only available when Knee arthroplasty or Hip arthroplasty The options are total and partial hemi e Show infection detected this lets you specify which type of infections to include in the report Any point in surveillance all infections Scottish Surveillance of Healthcare Associated Infection Programme SSHAIP 30 Health Protection Scotland HPS SSI Surveill
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