SBR Administrator User Manual
Contents
1. To add a midwife nurse click on Add New Nurse or Midwife link The screen below will appear and you can add your midwife nurse s details Click on either midwife or nurse then click Add Once you have added your midwife nurse click on Back 168 SSRs thus yow DEST PH NHS Adding a new Midwife or Nurse m CC ee eee Not Acta gi sol ce Bact l SBR Administrator Manual Version 6 8 February 2014 Page 6 Administer Wards Administer Wards enables you to add new wards or delete wards from the drop down list on the Episode tab TEZ SHR the peer 338 ZE PU be DORs pop yew 147 ZE P Borders vi AR 44A LA Once you have made your changes click on Update This will then take you back to your previous screen and your change will be highlighted in pink To add a new ward click on Add New Ward under Ward Administration Add the name of your ward and click on Add Then click on Back SBR Administrator Manual Version 6 8 February 2014 Page 7 Section 4 SBR User Manuals These are available on request Section 5 Automated Imports Many sites across Scotland import data from their local system into the SBR Within the admin screen you can access the import log This will detail all the files which have been transferred into the SBR from your site By looking at the import log you can identify when the last file was imported to the SBR Section 6 Duplicate Records2. Click on the link Within Site This will produce an excel spreadsheet with any duplicate baby records It is important that every baby has only ONE record This avoids having spilt records i e a mother s record with no baby details or a baby record with no mother details Once you have identified the duplicates you can then merge the records by transferring all relevant information on the appropriate record and deleting the duplicate Please remember when merging a record you will need to take into account if there are any episodes transfers or if the record has been sent from another site The Universal Newborn Hearing Screening UNHS UNHS System also uses the SBR record when a duplicate appears in SBR it will also appear in UNHS You may need to contact a hearing screening colleague to ensure the correct record is being deleted The SBR UNHS helpdesk can provide a list of contacts Section 7 Record Movement From the admin page you can open a report which details the following e Transferred Records baby records transferred to or from your site e In Utero Transfers mother s records transferred in utero to or from your site e Sent Records records sent to or from your site Click on the appropriate link to open the report required The report is opened in MS Excel and can be edited if required The fields shown are SBR Indicator Baby First Forename Baby Surname Baby Date of Birth Baby HPI Place of Birth H
3. Reports and Export tabs A typical user may be a health visitor RO Printroom Read only Printroom Read only printroom can view the SBR dashboard but cannot open the record they only have access to the documentation in the Printroom Admin Reports and Export tabs A typical user may be a health visitor SIRS Report User On the SIRS Report user access is limited to the data on the SIRS report only This would be useful for Child Health Departments who only need access to a very limited amount of information This type of user is currently being reviewed If a user needs to edit or view both the clinical and coding system it is important that they have 2 user accounts created to give access independently An administrator account is not to be created for this purpose The administrator is responsible for deciding who is given access and which type of access is appropriate If you need any clarification please contact the SBR team via the Helpdesk SBR Administrator Manual Version 6 8 February 2014 Page 12 Appendix 2 Contact The SBR helpdesk is maintained by Atos Origin and is available 24 7 You can contact them ina number of ways e Use the 1 Feedback Ed link on the dashboard and complete the form e Email NISGServiceDesk nhs net e Telephone 0845 957 2700 Atos Origin is the first point of contact if you require assistance They can help immediately with the following Find an SBR User Reset passwords Provide details
4. e Ergo K PEK a P T a K Err fr KR Ke zg nts YEKE a PE rr Fr n g ei e Te m K pa ES LANE e A KE R KE K a ze Br ane eret This screen is accessed via the dashboard by clicking on Admin The screen allows you to access all the administration functions within the SBR which include User Administrator e Change my Password Change my Contact Details Introduce User Change User Reset Password User List Administer Nurses Midwives Administer Wards SBR User Manuals and Quick Guides Automated Imports e Import History Duplicate Records e Within Site Record Movement e Transferred Records e In Utero Transfers e Sent Records Tools e File Transfer Protocol SBR Administrator Manual Version 6 8 February 2014 Page 2 Section 3 User Administration This is the main part of the SBR Admin screen that you will use It allows the following to be carried out Change my Password Change my Contact Details Introduce User Change User Reset Password User List Administer Nurses Midwives Administer Wards Change my Password Every user within the SBR is able to change their own password within the system To change your password click on the Change My Password link and the following screen will appear Change your Password x Bw p ee T ze ee ee en e oo S z _ Enter your new password then confirm it Your password must be at least 6 digits long and include at least 1 number Once you h
5. of who you should contact to get a record transferred Add new postcodes to the system Unlock the baby CHI Any other problems or queries will be passed to the SBR team who will get in touch with you during normal office hours It is important that you do not use any confidential data in emails The SBR Identifier should be used to identify records that are being queried this can be located on the dashboard SBR_Ind in green font under the Surname field on the record ME SE Pez ege tt 25S a frome BI D NHS P m S wnn i ates L fb ne Ear KS mt i Gol J E wo aaroo gn gog TI Gow Rs P w serere teere Dey ert P R W rtt Pies reg TTT Rare m wia Page teg Bayi HT Biscuit Baby ii 01 12 2010 Not entered Ca a x ss vz Cr tert ke a ef eRe e SBR Administrator Manual Version 6 8 February 2014 Page 13
6. NHS se me Servic National es Scotland The Scottish Birth Record Administrator User Manual Version 6 8 February 2014 Table of Contents SECON 1 treie Dei te EE 1 Section 2 Admin Screen eee 2 Section 3 User Administration aaanannnnannnnnnnnnannnnnnnnnnnnnrnnnnrnnnnrannnrnrnnraranraranrar anran ann aranna raunara nrar nnn anann ane 3 Change MY PASS WOO E 3 Change my Contact Details eee 3 NOUS KEE A onan e A RE 5 Reset ie EE 5 Be cecesetedacataccceec aris ioactecaceceiateasecdatesathiedetatesonegssebatcdeea tone ceteiatciacetasscetcnuicuseesateceteletcianciaissssenesaces 6 Administer Nurses Midwives aannanannnnnnnnnnnnnnannnnnnnnnnnnnnnnnnrnnnnrnnnnrnnnrran norana rrara rruna oranan r anaran a rrara nnana nnan 6 Administer WY GIGS tiaa e a ia i aia aad aaia aia T Section 4 SBR User Manuale c see e ed e ee 8 S ction 5 Automated lan een 8 SECON 6 Duplicate eee E 8 Section 7 Record Movement 8 OCHO TOONS EE 9 Section 9 Unlocking un ee RT ne 9 CHI Date of Birth and Sex field validation BEE 10 Section 10 Record deletion EEN 10 SPC P EE 11 Section 12 Audit Trail 11 Appendix 1 Explaining User Level sees 12 LEs Tn raies E E E EE esis seta E E E 12 LO 12 Standard 12 RO Standard Read only Standard esse 12 RO Printroom Read only PrintrOOM sss eee eee eee eee ee 12 SRO REDON USOT aariin ninan ER e TE R Ei Ri 12 PDC NOI 2 COAG E 13 Section 1 Introduction The aim of this document is to p
7. User Levels There are five different types of user levels that can be applied to SBR user accounts Please ignore the other types of users these are for SBR business only These are explained further below Administrator An administrator user will be the central point of contact for the site and will be able to reset passwords create new users edit existing user information delete records as well as unlocking the CHI An administrator will be able to view both the clinical and coding system within the one dashboard If you are creating a new administrator account it is important that you inform the SBR Team Coder This user level will only be able to access the coding system They will be able to view data entered via the clinical system however will not be able to edit this information Any information entered into the coding system is not transferred into the clinical system Standard A standard user will be able to access the clinical system any data recorded within the clinical system will transfer through to the coding system You are not able to view any coding from the clinical system A typical standard user would be a midwife or a doctor RO Standard Read only Standard Read only standard user will be able to view and open all records as a standard user can i e any data recorded within the clinical side The only difference being is they will not be able to update anything They will still have access to the Admin
8. aken back to the Baby tab where you will be able to take the CHI number out and allocate a new one Please ensure that the Child Health department are made aware of the CHI change so they can stop using the old one and inform any other relevant parties As well as the CHI the following fields will also be locked once the CHI has been allocated Baby Tab Date of Birth Sex and CHI SBR Administrator Manual Version 6 8 February 2014 Page 9 Birth Tab Date of Birth Sex Routine Examination Date of Birth lf a mistake has been made in entering the sex or date of birth these fields can be unlocked in the normal way by unlocking the CHI number where upon you can then go and make the relevant changes and allocate a new CHI As soon as a new CHI has been allocated these fields will be locked again These 3 fields are locked only when a CHI number is allocated using the CHI button Le via the CHI allocation web service not when the number is manually entered CHI Date of Birth and Sex field validation If the CHI is invalid due to the Date of Birth or Sex field validation has been put in place in order that the user cannot update the record until the CHI field is a valid number NB Any invalid CHI numbers on your SBR appear in a list on the Alerts page These can be amended by clicking on Alerts on the top right hand corner of your screen Section 10 Record deletion As an Administrator you are the only user who can delete r
9. ave added your new password click on Submit password to change your Change my Contact Details Every user within the SBR is able to update their own contact details within the system To change your details click on the Change My Contact Details link and the following screen will appear Once completed click on Submit Change My Details Yt KE eee pa la e eH 1 4 p LLET ampih otea ap dri pees res ba oe aa hi 6 ae KILI 1 basste Pentzarrtstias P snare T LID wi LRR ea SBR Administrator Manual Version 6 8 February 2014 Page 3 Introduce User The local administrator is responsible for creating any new users as they have the ability to confirm if a user should have access to their site and what kind of user access they should have TO open a new user account click on the Introduce User link and complete the screen Your site will automatically be populated in the location box There is currently no set format for user names however many sites will have a standard format use your username as an example for the format If you are creating an account for a clinician you must include their PIN or GMC number It is important that you always obtain a contact number email address and add their job title for all users lf the account is to be created from today use the Today link and today s date will automatically be inserted for you The type will determine the level of access to th
10. e SBR that the user will have most user accounts will either be standard accessing the clinical system or coder accessing the coding system For further details of user types refer to appendix 1 The status will always go to Active when creating a new account if you are setting up an account for someone that should not have access to the SBR at the moment change the status to Inactive Once all the form has been completed click on Submit to create the account If you are inactivating or introducing a new administrator please let the SBR team know so we can amend our mailing list accordingly introduce User T mg zg aoe mmer r eg SBR Administrator Manual Version 6 8 February 2014 Page 4 Change User If a user already has an account set up you can make changes to their details via the Change User link Such changes could be to amend their contact number change a surname change user level or inactivate the account If a user has left your organisation you should always inactivate the account To make changes you need to Know the username Select this from the drop down box and make the required changes To make this easier in brackets next to user name we have the surname of that user as well Once completed click on Submit Reset Password If a user forgets their password you can reset this for them by clicking on the Reset password link You will need to have their user name to reset
11. ecords This can be done via the dashboard by clicking on You will then see a dropdown list with reasons for deletion Select the reason and a message will appear asking you to confirm you are sure you want to delete this record if you are sure click OK Some US Serer Are Vi ge T c am lt t Abe da ast lt Ra D tf Tat n gt 13010 T Anc miad 3 er fran ie Car h i IDIO beet KIRK 69 mZ wr RE Pate fort ED 10 Pn ereered z es 1 me Pat i IEO 10 Peet er ereg e D m wech pi eat i DIO Peet pR 8 ez gama N erate Pat Pit Leon 16 Peet erg gIeg ea ea N c es meet ato Pat t D1 LD 10 Tiret ige e wg aig Knell Brr rr o Pab AOLE D 10 tow CEEE EEE en em cE rte oe Paty i Pet troll 19 feet taea ina d tt x PT YN 1 9 fe Pats APOTE 19 12 3 456 te ezr eae m ZZ There are a number of reasons why you may want to delete a record from the SBR e Error duplicate record entered by mistake Miscarriage loss of pregnancy prior to 24 weeks gestation Intra uterine death any fetal death after 24 weeks gestation but before onset of labour e Moved outwith the area either no forwarding address for transfer of care or moved out with Scotland prior to delivery e Termination therapeutic abortion Records are not permanently deleted from the system once deleted they are just hidden from view and can be undeleted if required by the SBR team You should also contact the SBR Tea
12. f the SBR system e Test this is the developmental version which is NOT available to any external SBR users e Train this version provides a non secure external test area prior to promotion to the Live system for the username and password for your site please contact the SBR team via the ATOS helpdesk see Appendix 2 Contact e Live this secure version is only accessible by designated users for entering confidential data Each user must have their own username and password to access the Live version which has a full audit log Another application has been added to SBR the Universal Newborn Hearing Screening UNHS system which can be used independently from SBR however the two systems share the same unique SBR Indicator SBR Administrator Manual Version 6 8 February 2014 Page 1 Section 2 Admin Screen ee ee omme at Re aR iss K R A CET AA rE kr P ns rap Him L Ra poa a pea T A HA KA AT ep Re aR H L E KRK RN UE Ten a E EA en EL Kb da L KA A E KAT mer egen Re aK Hmm E HU ET L n T ni E R KR Ke pe maan e sgm piam pe h Eg y RR n T a ue K amooo ZE E EE Ea r H M r L ALEX EE r tenete ota nem pter a a 185 7164 MALAM pr Oua Gaetos RL ann anaa ond Bang dat AE Yea a ss a erter ei a gr IPR YR r T ee a ne rm Ka zen rer ei pte A R r Ka mm pen Aashom ed mporn rennen mm E R EC Rn a fr T a La a Cesta ag s n nn r m on ab s IT T men X fen rem tat ing em In g a rn ER E re s KA rg ai tee Tesi Tee rg Kr
13. m if you identify that there is a duplicate record for either the mother or the baby see Appendix 2 Contact SBR Administrator Manual Version 6 8 February 2014 Page 10 Section 11 Alerts a eg N LS Gr Den re II 29 1 a Highland d Alerts 38 Lee Say borers Ferrer Buty jens s Sep Mispeh where 1G CR ao SS SE Page a Biscuit Baby l 03 12 2010 Not entered e A8 pear wl ANA oe peser e x S kene l Biscuit Baby ii 03 12 2010 Not entered G a ws d r4 t cR The waving man on the dashboard warns users of the following e Booked but not yet delivered records that are more than 4 weeks past the recorded Estimated Date of Delivery e CHI s to be allocated SBR records which do not have a baby CHI entered on them e Invalid CHI s SBR records which have an invalid baby CHI entered e g only 4 digits e Invalid Dates of Birth To open the alerts click in the logo and select the appropriate alert you wish to view This filters the dashboard to show records with the selected issues Administrators should monitor the alerts and notify their local users where appropriate to fix them Section 12 Audit Trail There is an activity log incorporated into the system at data item and username level Whenever a record is accessed or any data item is added amended the date time and username are recorded on the audit log SBR Administrator Manual Version 6 8 February 2014 Page 11 Appendix 1 Explaining
14. ospital of Birth Name Mother Forename Mother Surname Movement Date transfer Location To Actioned by User Type of User SBR Administrator Manual Version 6 8 February 2014 Page 8 Section 8 Tools If your site does not currently transfer data from your local system into the SBR there may be a possibility that this can be arranged if required To do this you must contact the SBR team The File Transfer Protocol incorporated into the admin page are the files that are required to transfer the data to and from your local IT system into the SBR Due to most sites already having the file transfer set up it is unlikely that you will need to use this Section 9 Unlocking the CHI Number As an Administrator you are able to unlock the CHI number If an incorrect CHI has been allocated e g due to an incorrect date of birth or incorrect sex the CHI number can be unlocked from the Baby tab next to the baby CHI number To unlock the CHI just click on the link next to the CHI field L Pal S Pg Com e of at Me byt eee raf Meta Of below Om Sart FIT TTA CE Behe Se cated be LIRL KAK L Keir te F ete we terete Oh Stee drr L erg Fri be f eu Diis te of Oe Baby olt si a aa Once you have clicked on the unlock link the following message will appear Microsoft Internet Explorer E Ka D The CHI number is now unlocked You may re enter the correct CHI or re use the CHI button Click OK and then you will be t
15. rovide each site administrators of the SBR system with assistance in the use of the administrator functions within SBR The local site administrator will act as the central point of contact between the SBR team and the users within their site If you require further detail on SBR functions for either the Clinical or the Coding please refer to the relevant manuals see Section 2 for access The Scottish Birth Record SBR system is a web based system on the NHSNet There is one central database held in Livingston and managed by Atos Origin Alliance under the NHS National contract for IT The system is used by various NHS staff including midwives paediatricians neonatologists ward clerks health visitors medical records personnel and Child Health Departments The SBR system is operational in every maternity hospital throughout Scotland as well as a few community midwife practices The SBR replaces the SMR11 reporting scheme The system can be used to record details from antenatal through to post delivery The flexibility of the system enables different sites to use it to varying degrees As a minimum all sick babies since 1 April 2003 are captured with the aim of recording 100 Scottish births including homebirths and stillbirths The majority of the information recorded on the SBR is available to the system users directly from the SBR including statistics and output documentation such as discharge letters There are three versions o
16. their password Once you have selected their username click on Submit to reset their password The password will automatically reset to password and the user will be prompted to change their password on their first log in before being able to access the system Their new password must be 6 digits including letters and at least 1 number SBR Administrator Manual Version 6 8 February 2014 Page 5 User Lists This option allows you to save a spreadsheet with the user information in it for your site It gives you quick access to see type of user and if their account is either active or inactive This will be of use when auditing user access Administer Nurses Midwives To add edit midwives nurses on the drop down list on the Episode tab click on Administer Nurses Midwives link You will then have access to the screen below where you can make your changes In the top right hand corner under the Alerts there is a filter this enables you to filter all nurses midwives or inactive users E E d EERI Add Hee arse o Vintec Sace to Var Dostert l To edit click on Edit Here you will then be able to edit the details belonging to the midwife nurse You will also be able to make nurse midwife inactive if they have left and they will not appear on your dropdown list on the Episode tab once updated click on Update It will then take you back to the previous screen and your change will be highlighted in pink
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