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1. queensiang Government mentiand Pe ah Main Menu User Accounts This will open the User Management Options Box Click on the Update Hospital Users and or their Access under your Jurisdiction link top selection Address amp http araperibesE ca health gld gov au 7797 pls perial Eest F p 144 202 22828166664923869 NQ USER LAUREN KEF NC Queensland Govenment QUEENSLAND PERINATAL DATA COLLECTION PORTAL Version v3 02 Gurena Bueansland Health MainMenu User Accounts Hospital User Management Options e E Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 19 MANAGING USERS e Select the Locked User Accounts button to display those Users whose accounts are locked Es Morris Colleen colleen_moris healthgidgovau A Logon Usemame M as ocKed Since MEeit l Norris Lucinda lucinda_norris health qid gov au 25 SEP 09 Surname FirstName e Click on the Edit button to the User you wish to unlock This will open the User s account CABOOLTURE HOSPITAL 04 AUG 2009 COLLEEN MORRISQHEALTH QLD GOVAU 27 AUG 2009 REDLAND HOSPITAL 01 JUL 2009 02 JUL 2009 NATASHA_DOHERTY HEALTH QLD GOVAU 23 JUL 2009 e Note Those facilities the User has been granted access to will be displayed e To unlock the account click on the Unlock Account button Microsoft Internet Explorer E 3 You are about to unlock this account and
2. Active No COLLEEN_MORRIS HEALTH QLD GOV AU Surname First Name Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 17 MANAGING USERS 4 4 USERS ASSIGNED TO FACILITIES OUTSIDE YOUR JURISDICTION From the User Accounts screen click on the Users Assigned to Facilities outside Your Jurisdiction button 2cdarul i rawvuri cs A 4 gt LL L i 4 USER LAUREN_KENNEDY HEALTH QLD GOV AU Govenment QUEENSLAND PERINATAL DATA COLLECTION PORTAL _ Version v3 0 2 User Accounts Select Facility Select Facility vo Al Facilities Search Users Username cohealth dld gov au First Name Surname Go Users At Facilities Under Your Jurisdiction Users With No Access To Any Facilitie fod ers Assigned To Facilities Outside Your Jurisdiction Select Output Inactive User Accounts Locked User Accounts C All This will list Users who have been granted access at a facility you are not responsible for They may be granted access at your facility by clicking on the Edit button alongside their name Amend their access as outlined in 4 2 b Grant User Access to Facilities within Your Jurisdiction 4 5 INACTIVE USER ACCOUNTS From the User Accounts screen click on the Inactive User Accounts button A sear CVayvuUriles A bd 7 l L gt aperitest co health ald gov au 7797 pls periol test F p 2144 205 2282816666492369 205 P0 LISERNAME PO SURNAME PO FI
3. Users Assigned To Facilities Outside Your Jurisdiction Select Output Inactive User Accounts Locked User Accounts C All Update Personal Account d Logon se sone ree NDS lauren_kennedy health qild gov au Active Manage Users At Facilities Under Your Jurisdiction Password Sent 10 JUN 2010 Easit Nyland Bevan bevan_nyland health qld gov au Nurse Unit Manager N xus Active N 16 JUL 2010 TEWT Danby Mick michael_danby health qld gov au Active 10 JUN 2010 Edit Scanlan Robyn robyn_scanlan health qld gov au Deputy User N row s 1 7 of 7 Granted Revoked 0 3 qld o ONGREACH HOSPITA F20 sui 2010 eae Reid wwen viien reld heathaidgorau Depuyuser Atwe no 0 j 3 16 JUL 2010 wylie walther_vwylie health qld gov au In Active No NGREACH H Br TAL The following fields are displayed when clicking on the Edit button a Manage Users b Grant User Access to Facilities within your Jurisdiction c Update User s Existing Access to Facilities within your Jurisdiction d The User has access to the following facilities Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 15 MANAGING USERS E 7 a The Manage Users field allows you to o Update the User s contact telephone number by typing the new number into the field than clicking Save User o Change the active status by clicking on th
4. through the frequently used processes of the PDC Online Form step by step providing you with the ability to successfully operate the application and reference its functions For a full description and definition of all the data items collected as part of the Queensland Perinatal Data Collection PDC users should refer to the Manual of Instructions for the completion and dispatch of the Perinatal Data Collection Form The PDC Online Form will undergo re design and maintenance to existing functions from time to time The user manual will be reviewed annually therefore information in this manual may change to describe new functionality and new pages may be included Please contact the Data Collection Coordinator or the Data Collection Liaison Officer in the Data Collections Unit to discuss any discrepancies within this manual SCOPE The Perinatal Data Collection includes all live births regardless of gestation and weight and stillbirths of at least 20 weeks gestation and or at least 400 grams in weight Neonatal morbidity information is collected from the birth admission up until the time the baby is discharged transferred or died or up until the baby reaches 28 days of age The PDC Online Form displays on a secure website QHEPS and is anticipated to phase out the paper based Perinatal Data Collection Form MR63D CONFIDENTIALITY Information collected using the PDC Online Form relates to the pregnancy of mothers and birth of their babie
5. validations have been amended From the Main Menu screen select Validate Data Ensure the correct e Facility is displayed e Period month is displayed This should be the same as the Current Period already identified The date the extract is due is displayed CABOOLTURE HOSPITAL v AUG 2009 vj Run Data Validation View Validation Log Click Run Data Validation Microsoft Internet Explorer x Click OK The validation report will identify any mothers babies with outstanding validations These will need to be amended prior to the extraction Once there are no outstanding validations the month can then be extracted Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 25 EXTRACTING DATA Enter the Main Menu screen Click Extract Data ye SearchiCreate Mother Li Archived Mothers Validate Data l Reports The Extract Data screen can also be accessed from the Search Create Mother screen N Queensland Government B situs i i tal The Extract Data screen displays the following information e Current Period which is due e Due Date date extract is due e Status extracted or not yet extracted ER ann LAT T h W 1 MON Hl EFi ls Fx r A E a E 2009 Due Date J APR 2009 St 5 I a A i 1 i CT Ege um m k nie gh tus Mot Yet Extracted Data Collections
6. 1 J ULY 2011 30 UNE 2012 QUEENSLAND PERINATAL DATA COLLECTION PDC Operational Instructions for the Administration of Perinatal Online PNO DATA COLLECTIONS UNIT DCU QUEENSLAND HEALTH TABLE OF CONTENTS ME TABLE OF CONTENTS 1 INTRODUCTION 4 1 1 BACKGROUND 4 1 2 SCOPE 4 1 3 CONFIDENTIALITY 4 1 4 REQUIREMENTS 4 1 5 SECURITY 5 1 6 ACCESS REGISTRATION TO PDC ONLINE FORM 5 1 7 PDC ONLINE FORM SUPPORT 6 2 USER MANAGEMENT 7 2 1 PDC USERS 7 2 2 HOSPITAL USERS 7 2 2 1 Nurse Unit Manager User 7 2 2 2 Deputy Level Users 8 2 2 3 Facility Level Users 8 3 DATE FIELDS 9 4 UPDATE EXISTING USERS 11 4 1 TO SEARCH FOR A SPECIFIC USER 13 4 2 MANAGE USERS AT FACILITIES UNDER YOUR JURISDICTION 15 4 3 USERS WITH NO ACCESS TO ANY FACILITIES 17 4 4 USERS ASSIGNED TO FACILITIES OUTSIDE YOUR JURISDICTION 18 4 5 INACTIVE USER ACCOUNTS 18 4 6 LOCKED USER ACCOUNTS 19 5 CREATE NEW USER ACCOUNT GRANT ACCESS TO EXISTING USER22 5 1 TO UPDATE YOUR PERSONAL ACCOUNT 24 Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 2 TABLE OF CONTENTS mE 6 EXTRACT DATA 25 7 MONTHLY BIRTH REPORTS 29 Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 3 INTRODUCTION O2 D 1 INTRODUCTION 1 1 1 2 1 3 1 4 BACKGROUND Welcome to the Queensland Perinatal Data Collection PDC Online Form This manual has been designed to be a user friendly document It is structured to lead you
7. 234 0814 Data Collection Coordinator 07 3235 4359 or send an email to PERIMAIL health qld gov au Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 6 LOGGING ON EN 2 USER MANAGEMENT 2 1 2 2 The PDC Online Form has 4 client types e PDC Users e Hospital Users e Deputy Users e Nurse Unit Manager Users PDC USERS PDC Level Users Management and staff within the Perinatal Data Collections in Health Statistics Centre HSC PDC Users will have access to e all records read only format e override confirmed fatal validation errors eg unknown apgars with a BBA e register and maintain Nurse Unit Manager User accounts HOSPITAL USERS Hospital Users have 3 levels of access e Nurse Unit Manager user e Deputy Level User e hospital level User 2 2 1 Nurse Unit Manager User There can only be one Nurse Unit Manager User for each hospital Nurse Unit Manager Users are the highest level Hospital User register and maintain the Deputy Facility Level user accounts have access to all records for the hospital s they have access to can validate data are responsible for extracting data to DCU each month can be registered for more than one hospital are responsible for maintaining their own account For all changes to the Nurse Unit Manager User e g recreation leave secondment and extended sick family leave please notify your PDC contact The Nurse Unit Manager User c
8. G 2008 COLLEEN _MORRIS HEALTH GLD GOVAU 27 AUG 2009 REDLAND HOSPITAL User 01 JUL 2009 02 JUL 2009 NATASHA_DOHERTY HEALTH QLD GOV AU 23 JUL 2009 4 3 USERS WITH NO ACCESS TO ANY FACILITIES From the User Accounts screen click on the Users with no Access to any Facilities button he m qa mie am BS ravuriecs v7 Za pwj Log 4p aperitest co health gld gov au 7797 pls periol Eest F p 144 205 2282816666492369 205 PO0 LISERNAME PO SURMAME PO FIRST MAME 952C952C amp cs 312944E06D79DDAB21F87DA197FB63025 USER LAUREN_KENNEDY HEALTH Q LD GOV AU Government Version v3 0 2 Select Facility v e e ie This identifies Users without access to any facilities because e A User has been account created and password provided but access to a facility has not been granted e A User s account is locked or e A User s access has been revoked for all facilities eg their valid to is in the past thereby making facility access invalid These details may be amended through the Edit button Once an account is unlocked the User will then receive a new system generated email containing a new password Logon Active Account ST EE Lisemame Flag Locked sal lucinda_norris health qid gov au Active No DENISE LEWISGDHEALTH OLD GOV AU Edit Waring Tracey tracey waring amp health qld gov au JOANNE BUNNEY HEALTH OLD GOV AU Eat bahr julie julie bahr amp health gld gov au
9. O Administration Manual Date of Issue 1 7 2011 Page 27 EXTRACTING DATA If there are outstanding validations the following screen will appear Sea U EENSLAND PERINATAL DATA COLLECI entana Ale ann ORA 20004 This extract has validation errors See the validation log All errors must be resolved before extracting records for the current facility and period Contact the Data Collection Unit if you cannot resolve an error e Error Error occurred while performing data extraction OK Return to the validation screen to amend the records identified Once completed return to the Extract Data screen and continue the extraction process The following screen appears once the extraction has been successfully completed WISER COLLEEM MORRISEHEALTH GLD GON ALI Queensland Government Version 1 14 31 Queensland Health Change Passwnr La gout Data Extraction completed successfully CABOOLTURE HOSPITAL Select Period w Run Data Extraction View Extract Log View Validation Log Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 28 MONTHLY BIRTH REPORTS E 7 MONTHLY BIRTH REPORTS A report can be run which details the monthly birth details This can be accessed from e Main Menu screen e Search Create Mother screen USER COLLEEN_MORRIS HEALTH Q Version v2 0 USER COLLEEN_MORRIS HEALT Queensiand Government Version v2 0 Jueensiand Health NAMBOUR HOSPITAL v C
10. RST NAME o2C9 52C amp cs 312944ED6D79DDAB21F87DA197FB63025 be gt Go USER LAUREN_KENNEDY HEALTH G LD GOV AU Govenment QUEENSLAND PERINATAL DATA COLLECTION PORTAL _ Version v3 0 2 User Accounts Select Facility Select Facility MlFacilities Search Users Username health qid gov au First Name Surname Go ee uO At Facilities Under Your Jurisdiction Users With No Access To Any Facilities O Users Assigned To Facilities Outside Your Jurisdiction active User Accounts Locked User Accounts All Users whose accounts have been made inactive eg due to any type of extended leave such as long service leave maternity leave etc will be listed on the screen Each of these Users may be amended through the Edit button to the left of the User s Surname DEUFCH USES USEPHWme rie allll yiu guy au rust name gt u name ow d Select Guile Users At Facilities Under Your Jurisdiction Users With No Access To Any Facilities Users Assigned To Facilities Outside Your Jurisdiction Inactive User Accounts Locked User Accounts All Update Pe Logon lauren_kennedy health qld gov au Active Inactive User Accounts A sonal Account row s 1 13 of 13 iewis Denise denise_lewis health qld gov au 10 JUN 10 List of Users with inactive User accounts joe smih smiyh joeghealth gld gov au 23 8EP 09 Baker Karen karen bakerghealth dld gov au 10 NOV D9 Harri
11. Unit PNO Administration Manual Date of Issue 1 7 2011 Page 26 EXTRACTING DATA From the Extract Data screen ensure the correct facility is viewed Click on the drop down arrow to select the period month you wish to extract MONTHLY EXTRACTION PROCESS Current Period JUL 2009 Due Date 04 SEP 2009 Status Not Yet Extracted Facility CABOOLTURE HOSPITAL C Select Perioc D tant Date must be set by administrator View Extract Log View Validation Log Period A pop up box appears asking for confirmation that you wish to proceed with the extraction process Home Search Create Mother Archived Mothers HospitalUsers Validate Data Extract Data Admin MONTHLY EXTRACTION PROCESS Current Period FEB 2009 Due Date 04 APR 2009 Status Not Yet Extracted Facility Microsoft Internet Explorer Period J This option will extract records to a File for the selected facility and period Do you wish to Proceed D caca Click Yes to proceed Home SearchiCreate Mother Archived Mothers HospitalUsers ValidateData Extract Data Admin MONTHLY EXTRACTION PROCESS Current Period FEB 2009 Due Date 04 APR 2009 Status Not Yet Extracted Facility ARAMAC HOSPITAL v Period FEB 2009 v Start Date must be set by administrator Loading Report l View Extract Log View Validation Log The extraction process is now complete Data Extraction completed successtully Data Collections Unit PN
12. an then be changed temporarily or permanently depending on the information provided to the PDC contact Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 7 LOGGING ON EN 2 2 2 Deputy Level Users There can be any number of Deputy Level Users for each hospital Deputy Level Users e are responsible for maintaining access for the staff in their area e are responsible for maintaining their own user access eg changing passwords e have access to all records for the hospital s they are registered for e can validate data e can be registered for more than hospital 2 2 3 Facility Level Users There can be any number of facility level Users for each hospital Facility Level Users e areresponsible for maintaining their own user access i e changing passwords e have access to all records for the hospital s they are registered for e can validate data e can be registered for more than hospital Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 8 DATE FIELDS 3 3 DATE FIELDS Much of the user management requires an understanding of how to complete fields All date fields within the PNO system are selected using the same method When selecting a date e The date will default to the current date e First select the year then the month and then the day e Past dates can be selected in the Valid From field e Future dates can be selected in the Valid From and Va
13. ar with two options available Select Create a New User Account or Grant Access to this Application to an Existing User Address E http faraperitesEca healkh ald qev au 7797 pls perial Eest F zpa144 202 2282816666492369 NQ LIBER LAJREN_KER NN Queensland Government QUEENSLAND PERINATAL DATA COLLECTION PORTAL _ version v3 02 Main Menu User Accounts Hospital User Management Options Allows the Nurse Unit Manager or Deputy User to create a new User account then grant the new User access to your facility Enter details in the Create Users fields check the username details then click Save User Accounts Create User Cancel Create First Name ood Surname Duck Username wood_duck health qld gov au Contact Tel No 12351452 User Type Hospital Facility User Account Active Active User Account Created By Created On Application Access Granted By Granted On Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 22 CREATE NEW USER OR GRANT ACCESS E 7 An automatically generated email containing the link their User name GroupWise email address and password is sent to them User details created successfully Save User Reset Password Wood Duke ao o E This will also open the Grant User Access to Facilities within your Jurisdiction box which will allow you to allocate facilities under your jurisdiction to the User To d
14. create a new system generated password For the user Do you wish to e Click OK e Anew password will then be generated which is automatically emailed to the User Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 20 MANAGING USERS E 7 ResetPassword 12345578 e The User will then need to log on with the new system generated password and follow the prompts to change their password e Note the User should be made aware that the generated password is case sensitive all letters are in Uppercase and to take care when entering zeros 0 oval shaped and the letter O circle shaped as these are the two most common errors when logging on to the PNO system Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 21 CREATE NEW USER OR GRANT ACCESS E 7 5 CREATE NEW USER ACCOUNT GRANT ACCESS TO EXISTING USER There are two stages required to set up a user with access to your facility 1 a User Account needs to be created and then 2 access to a facility needs to be granted As a Nurse Unit Manager or Deputy Level User you create and manage the Facility Level Users ie all staff that will be entering details at your facility Initially check the User s email address in the Groupwise Address book to ensure access Is granted to the correct person From the Main Menu screen Click User Accounts and the Hospital User Management Options screen will appe
15. d Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 10 MANAGING USERS 4 UPDATE EXISTING USERS As a Nurse Unit Manager or Deputy Level User you create and manage the Facility Level User accounts ie user accounts of all staff that will be using the Perinatal Online System at your facility Management of existing Facility Level Users includes unlocking user accounts adding user access to your facility and amending user access active status user levels and account valid dates From the Main Menu screen Click User Accounts top left corner and the Hospital User Management Options screen will appear with two options available 2i Main Menu Microsoft Internet Explorer provided by Queensland Health File Edit View Favorites Tools Help OC Back JO search SP Favorites A Address http J oraperitest co health gld gov au 779 7 plslperiol Eesk F p2144 1 2282816666492369 NO Queensland Government Ouexnenslancd Health Select Update Existing Users and or their Access to Facilities under your Jurisdiction Address http i loraperitest co health gld qov au 7797 pls perial Eest F zp 144 202 22828166664923869 NO LISER LALIREM_EEh Queensland Government Version v3 0 2 Ouesnsland Health Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 11 MANAGING USERS This will display the User Accounts sc
16. e drop down box and selecting Active or Inactive then clicking on Save User Reset Password anne ili 12345678 b Grant User Access to Facilities within your Jurisdiction field allows you to add facility access to a User s account ie allowing the User to have access to data at one of your facilities To do this 1 Select the facility from the Facility drop down field 2 Select the security level from the drop down field Security Level 3 Select Valid From date i always defaults to current date li may be back dated iii may be dated in the future 4 Select the Valid To date if required i may be left blank ii may be dated in the future 5 Click Add Access P dd Access SS CABOOLTURE HOSPITAL Select Leve A 10Uc 2008 ze Vics Liser required c Update User s Existing Access to Facilities within your Jurisdiction field allows you to change existing facility access allocated to User s account o Change the Security Level o Entera Valid To date o Click Save Access to save any changes made NAMBOUR HOSPITAL user i Deputy User Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 16 MANAGING USERS d The User has access to the following facilities this list gives a summary of the User s current and previous facility access and security level CABOOLTURE HOSPITAL 04 AU
17. ick on the Users at Facilities under Your Jurisdiction Lg 7 2carul rawvuriv cs C 7 4 a gt aperitest co health ald gov au 7797 pls periol test F p2144 205 2282816666492369 205 P0 LISERNAME PO SURNAME PO FIRST NAME o2C9 52C amp cs 312944ED6D79DDAB21F87DA197FB63025 v gt Go Lir USER LAUREN_KENNEDY HEALTH QLD GOY AU Govenment QUEENSLAND PERINATAL DATA COLLECTION PORTAL Version v3 0 2 User Accounts Select Facility Select Facility HAlFacilities Search Users Username health qid gov au First Name Surname cy Select nf OD At Facilities Under Your Jurisdiction Users With No Access To Any Facilities O Users Assigned To Facilities Outside Your Jurisdiction Inactive User Accounts Locked User Accounts All Users with access granted or revoked to the facilities under your jurisdiction will be listed on the screen Each of these Users may be amended through the Edit button to the left of the User s Surname LX l F A Search Favorites 4h43 2 aperitest co health ald gov au 7797 pls periol Eest F p2144 205 2282816666492369 NO v USER LAUREN KENNEDY amp DHEALTH GQLD GOV AU Govenment QUEENSLAND PERINATAL DATA COLLECTION PORTAL _ Version v3 0 2 User Accounts Select Facility All Accessible Facilities All Facilities Search Users Username health qld gov au First Name Surname Go Users At Facilities Under Your Jurisdiction O Users With No Access To Any Facilities
18. lid To fields Dates are entered by clicking on the calendar button beside the date field The keyboard can not be used to enter a date directly into the field In the calendar box that appears select the year by clicking on the drop down arrow in the year field then click on the year Calendar Microsoft Inte J Eg EMEEN side a Calendar Microsoft Inte JE JE 13 E Calendar Microsoft Inte Mon Tue Wed Thu Fri Sat Sun EE OE Sie ee eee deeem Movember December Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 9 DATE FIELDS 3 Point the cursor over the required day until a hand pointer icon appears then click on the required day Calendar Microsoft Inte A fx E b 000 Men rue wea Thu Fri sat sun The selected date will then appear in the field in which you are working io ser 207 Sf sg Pa Notes about the Valid To date e Use of this date depends on whether the access or change of access is temporary or permanent o Ifa User is having access allocated for an indefinite period ie Permanent employee or an employee with no known finish date leave the Valid To field blank o Ifa User is having access allocated for a defined period select a date for the Valid To field The user will be unable to access the PDC Online form after the Valid To date o The date in the Valid To field can be changed or delete
19. lity Select Facility All Facilities Search Users Username health qid gov au First Name Surname Cc talc har Users At Facilities Under Your Jurisdiction Users With No Access To Any Facilities O Users Assigned To Facilities Outside Your Jurisdiction Inactive User Accounts Locked User Accounts All Update Personal Account Logon Manage Users At Facilities Under Your Jurisdiction row s 1 7 of 7 Password Sent Granted Revoked 10 JUN 2010 bevan_nyland health qld gov au Nurse Unit Manager MAET LONGREACH F 16 JUL 2010 Edit Danby Mick michael_danby health qld gov au User Active H LONGREACH HOSPITAL From the Manage Personal Account box you can update the relevant user account details and click Save User to save the changes Manage Personal Account TF save user J First Mame Lauren Surname Kennedy Username lauren kennedyieehealth gid gav au Contact TelNo 87554321 User Type Haspital Facility User Account Active Active Password Last Sent 1371LL 710 User Account Created By NATASHA DOHERTrTEHEALTH GLD GOV AU Created On 2371 IL D8 Application Access Granted By MATASHA _DOHERTTMHEALTH OLD GOV AU Granted On 23451 IL D8 access to the following facilities Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 24 EXTRACTING DATA 7 6 EXTRACT DATA Prior to extracting run the validation report to ensure all outstanding
20. ngton john harringtongohealth gld gov au 13 AUGI10 kearney dave david_kearney health qld gov au 22 FEB 10 Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 18 MANAGING USERS E 7 Changing a User s active inactive status is explained in section 4 1 a Changing a User s active inactive may also be used for a User who has access to more than one facility Their account can be disabled set as inactive from one field rather than having to end date via the Valid To field the access for each individual facility they have access to 4 6 LOCKED USER ACCOUNTS Accounts are locked when any User Nurse Unit Manager User Deputy User or User fails to log on due to an incorrect password on three consecutive attempts When they fail the third attempt the following message will appear QUEENSLAND PERINATAL DATA COLLECTION P CABOOLTURE HOSPITAL ORA 20004 ORA 20004 Account Locked contact administrator x Error ERR 10460 Unable to run authentication credential check function OK pom T pz144 101 1235621782888021 4ification msgzlInvalid s 20Login 20Credentials 4933065470D81C4DE1481949557850260 Deputy Users and the Nurse Unit Manager User can unlock a User or a Deputy User account A Nurse Unit Manager User s account can only be unlocked by the Perinatal Data Collection To unlock a User s account From the top right corner of any screen click on the User Accounts link QUEE
21. o this within the Grant User Access to Facilities within your Jurisdiction 1 Select the facility from the Facility drop down field 2 Select the security level from the drop down field Security Level 3 Select Valid From date i always defaults to current date ll may be back dated lil may be dated in the future 4 Select the Valid To date if required iv may be left blank v may be dated in the future 5 Click Add Access P dd Access SS CABOOLTURE HOSPITAL SD ff Selectleve x 10 AU0 2008 ee Vics Liser required The User will then be able to enter and update mother and baby records from your facility Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 23 CREATE NEW USER OR GRANT ACCESS 5 1 TO UPDATE YOUR PERSONAL ACCOUNT From the User Accounts screen click on the Edit button to the Left of your Surname in the Update Personal details box Facility Access Microsoft Internet Explorer provided by Queensland Health Favorites Tools Help bd ig e p Search A Favorites 04 38 aperitest co health qld gov au 7797 pls periol test f p 144 205 2282816666492369 205 P0 USERNAME PO SURNAME PO FIRST NAME 9 52C9 52C amp cs 312944E06D79DDAB21F87DA197FB63025 v gt Go Lin USER LAUREN_KENNEDY HEALTH QLD GOV AU Govenment QUEENSLAND PERINATAL DATA COLLECTION PORTAL _ Versi Version v3 0 2 User Accounts Select Faci
22. of 7 Granted Revoked 17 MAY 2010 zeit Lewis denise_lewis health qld gov au Nurse Unit Manager NAMBOUR G 17 MAv 2010 SRT Lewis Denise denise lewischealth gld gov au Nurse Unit Manager 17 MAY 2010 denise_lewis health qld gov au Deputy User BABINDA HOSPITAL Clicking an Edit button will open the user s account and list the facilities that the user has access to From the user s account you can e Add Facility access e Amend their Security Level e Enter a Valid To date Note these changes can only be made for facilities that you have responsibility for Manage Users Reset Password FirstName Denise Surname Lewis Username denise_lewis health qld gov au Contact TelNo 1234 5678 User Type Hospital Facility User Account Active n Active v Password Last Sent 10 JUN 10 User Account Created By LYNELLE_MCCULLAGH HEALTH GLD GOV AU Created On 22 JUL 09 Application Access Granted By LYNELLE_MCCULLAGH HEALTH GLD GOV AU Granted On 22 JUL 09 Grant User Access to Facilities within your Jurisdiction Add Access Facility Security Level Valid From Valid To Select Facility v Select Level v Update Users s Existine row s 1 7 of 7 Access to Facilities within your Jurisdiction Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 14 MANAGING USERS 4 2 MANAGE USERS AT FACILITIES UNDER YOUR JURISDICTION From the User Accounts screen cl
23. on v3 0 2 Oueenslancd Health Main Menu User Accounts In the User Accounts screen enter the User Name GroupWise email address First Name or Surname and click Go Main Menu User Accounts Select Facility NAMBOUR HOSPITAL v All Facilities gne Select Output Users At Facilities Under Your Jurisdiction C Users With No Access To Any Facilities C Users Assigned To Facilities Outside Your Jurisdiction Inactive User Accounts Locked User Accounts 9 All Search Users UseRmaame denise_lewis health qid gov au Update Personal Account Logon ue RE cs ON Morris Colleen T conien montsGhesfhai gosu A Manage Users At Facilities Under Your Jurisdiction Password Sent row s 1 1 of 1 Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 13 MANAGING USERS The user and the facilities the user has access to will be displayed The user s account can be accessed by clicking on an Edit button beside any of the User s allocated facilities Main Menu User Accounts Select Facility All Accessible Facilities AllFacilities Search Users Username denise_lewis health qld gov au First Name Surname 3 Users At Facilities Under Your Jurisdiction Users With No Access To Any Facilities Inactive User Accounts Locked User Accounts All Select Output Manage Users At Facilities Under Your Jurisdiction Password Edi Sent Lac row s 1 7
24. r has administration responsibility for e Users With No Access To Any Facilities Lists users that have User accounts but do not have access to any facilities e User Assigned To Facilities Outside Your Jurisdiction Lists users that have access facilities that a Nurse Unit Manager or Deputy User has no administration responsibility for e Inactive User Accounts e Locked User Accounts e All displays all five lists of users The account of each listed User can be accessed by clicking on the edit button to the left of the Users surname far left column The update screen also has a link to allow a Nurse Unit Manager or Deputy User to edit their user account details The edit button is located in the Update Personal Account box immediately below the selection buttons Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 12 MANAGING USERS 4 1 TO SEARCH FOR A SPECIFIC USER From the top right corner of any screen click on the User Accounts link QUEE NC Queensland Government Jutland Pee uin Main Menu User Accounts This will open the User Management Options Box Click on the Update Hospital Users and or their Access under your Jurisdiction link top selection Address amp http i toraperitest ca health gld gov au 7797 pls perial Eest F p2144 202 22828166664923869 NQ LIBER LALREN KEFN N Queensland Govenment QUEENSLAND PERINATAL DATA COLLECTION PORTAL vYersi
25. reate New Mother Select Monthly Births Report Ensure the selected facility is correct The report identifies any discrepancies between The number of mothers giving birth The number of babies born and discharged The number of mothers admitted and discharged Records with outstanding validations Records completely validated Mothers extracted Date records extracted Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 29 MONTHLY BIRTH REPORTS USER COLLEEN_MORRIS HEALTH GLD GOY AU Queensland Government Version V1 14 32 eensiand Heath Change Imi ARAMAC HOSPITAL N Period Not Period Not March Period Not 2009 Extracted Yet February Period Not 2009 Extracted Yet January 2 3 Period Not 2009 Extracted Yet December Period Not 2008 Extracted Yet November Period Not 2008 Extracted Yet October Period Not 2008 Extracted Yet September Period Not 2008 0 9 9 9 0 0 Extracted Yet Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 30
26. reen Facility Access Microsoft Internet Explorer provided by Queensland Health Favorites Tools Help F Em ix a A I2 Search Sf Favorites H s ee la 33 aperitest co health qld gov au 7797 pls periol_test F p 144 205 22828 16666492369 205 PO_USERNAME PO_SURNAME PO_FIRST_NAME 2C 2C amp cs 312944E06D79DDAB21F87DA1 97FB63025 i Go Lin USER LAUREN_KENNEDY HEALTH GLD GOY AU Government Version v3 0 2 Change Passwo Select Facility vj f 2 2 9 lauren kennedyGheatth ald gov au Logon Security Active Account Facility Username Level Flaq Locked i 10 JUN 2010 Edit Nyland Bevan bevan_nyland health qid gov au Nurse Unit Manager LONGREACH HOSPITAL 16 JUL 2010 Danby Mick michael_danby health qild gov au User Active No LONGREACH HOSPITAL Surname First Name The User Accounts screen allows the Nurse Unit Manager or Deputy User to search for a specific User and display User accounts with a specific status eg inactive and locked The screen also contains Select Output buttons that allow the Nurse Unit Manager or Deputy User to select the types of user accounts they would like listed on the screen Selection of one of these buttons will cause a list of relevant users to show on the screen The buttons available to a Nurse Unit Manager or Deputy User include e Users at Facilities Under Your Jurisdiction Lists users at facilities that the Nurse Unit Manager or Deputy Use
27. s All data collected using the PDC Online Form is strictly confidential and is only to be used for statistical purposes All persons involved in the collection processing management and use of this information MUST ensure that patient confidentiality is maintained at all times REQUIREMENTS Monthly Data Extracts must be generated from the PDC Online Form within 35 days from babies birth Facilities that do not have any births during the month are required to inform Data Collections staff via email as per the existing reconciliation process Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 4 INTRODUCTION O2 i 1 5 SECURITY PDC Online Form contains highly sensitive and confidential information Access to this system is strictly controlled through the use of usernames and passwords Users are issued a e Login username that is unique and identifiable to the individual e System generated unique password for their first login Users will be locked out after three unsuccessful attempts at logging on Contact your Nurse Unit Manager User Deputy User or PDC contact to unlock your account You will then receive a new system generated email containing a new password First time Users are required to change their password with their initial logon The new password must contain a minimum of 8 characters with at least one number Users must not e Write down their password e Tell other people their pas
28. sword If your password becomes compromised you should immediately change your password 1 6 ACCESS REGISTRATION TO PDC ONLINE FORM All users require a user account to access to the PDC Online Form Nurse Unit Manager Users formerly Primary Users are granted access to the PDC Online Form by the PDC Data Collection Coordinator Deputy Users are granted access to the PDC Online Form by e aNurse Unit Manager User or e the PDC Data Collection Coordinator Users are granted access to the PDC Online Form by e a Deputy User e a Nurse Unit Manager User or e the PDC Data Collection Coordinator After your access is granted and user account created you will receive a notification email If do not receive this email within 24 hours of requesting access please notify either the PDC Data Collection Coordinator or your Nurse Unit Manager user The notification email contains e Your user name GroupWise email address e Initial password this password must be changed on your first logon e Link to the PDC Online Form Data Collections Unit PNO Administration Manual Date of Issue 1 7 2011 Page 5 INTRODUCTION O2 2 1 7 PDC ONLINE FORM SUPPORT Rather than contact the InfoService Centre users of the PDC Online Form should contact PDC if they require any support or assistance in using the application Office hours are 8 15am to 5 00pm Phone Principal Data Collection Officer 07 3237 1464 Senior Data Collection Officer 07 3

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