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1. The status of Bookings that are Uncancelled is set to UnConfirmed Confidential Stanford Systems 2004 Page 87 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 4 7 Booking Sign off Once Bookings have been confirmed and the Interpreter has completed the appointment a completed Job Form is returned to OMIS users indicating that the Booking can be included in the end of month Batch Run for payment For Bookings to allow invoicing to Customers and Payment to Interpreters the Bookings must be Signed off The menu options that allow this are as follows Booking Create Amend Confirm UnContirn UnCancel Sigigotf View Lancel Follow Up Regular Sessions Block Book lo Lo Io ey bo X X 1 EL bL D Select the Booking Sign off option from the main menu Future bookings cannot be signed off therefore only completed bookings will be displayed The OMIS users need to cross check the information on the Job Form with the information on the Booking before the Sign off The Signoff forms are received from interpreters are kept in chronological order therefore a batch of these can be selected at once for multiple signoffs This is possible by selecting a list of all the signoffs for an Interpreter and then using the Next or Skip button to move to the next selected booking The skip button is useful in cas
2. Mame aa ao a Password i alee USEI _ een ee Address EAEE 4020 4508 3452 7710 260649 _ Title Cust pernaanotherPCT nhs uk Bookings Manager Motes Amend the details and submit confirm the details Amend User CUSTOMER PERSON is complete Confidential Stanford Systems 2004 Page 49 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 3 2 4 View Customer Users In order to View the Customer user details select the User Customer View option from the Main Menu User a OMIS a a GA Customer gt L Create r Interpreter pi Amend Activate Deactivate Vie lo X gl Then enter the appropriate search criteria to find the user s details Select Customer User to View Customer Account HolderDepartment New Staff Mo i 3 O Old Staff Mo Surname User Type person Customer surname Account_Mo Current Status O gt SE Then click on the User Number button to display the details Confidential Stanford Systems 2004 Page 50 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 _AccounDeperiment_ _User_ __Booking Repons Admin _ View Customer User User No 3758 Firstname Surname User Type Department CUSTOMER PERSON Customer ANOTHER PCT User Name Password Confirm Password User
3. C__ eousserra armen sex ale 072 00 6924 9257 s r ge DIFFERENCE LANGUAGE 9225 unknown sd zn g DONA GIORGINA 5451 24 EL SHALLALY NAFISA 487 JENSEN VANESSA 236 7394 0C KIAMATA MUTUMPA LANIADO ROSA NATACHA S 246 7231 8C LE TEXIER CATHERINE a90 7485 4C MATUSA LUYEYE 5969 ZE NETWORK PRESTIGE S224 Unknown NGOC TRAN LE serer TT i Language Frenn F Patient ID es Booking_ID Appointment Dy Wo gorz44 Aug 27 2004 DP cores FLO ee ee The above screen shows that the interpreters Hoda Aouf Ahmed Bousetta Sandrine Caldwell and Giorgina Dona have been called and are not able to fulfil this appointment This information will stay with this appointment and any other staff viewing this data will be able to continue with the confirmation by calling other interpreters on the list Make sure you click on the Update button to save the changes If all the Interpreters have been called and none of them are able to attend the appointment then the booking can be considered for allocating to an Agency To confirm the Booking click on the button displaying the booking reference number Then select the interpreter appropriate for this booking Confidential Stanford Systems 2004 Page 77 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Confirm Booking Patient Details Booking Status Unconfirmed Organisation GENERAL SURGERY OPD Firstnam
4. Interpreter Diary Language French User Noa Name Account _ Mo 918 561 5 Custorm are 4OUF HOD A 1135 9233 FARISI KATIA 1151 9225 DIFFERENCE Lal 9225 F a ar Mic TO AM I1F 10 m d On selecting an Interpreter all future appointments will be displayed Confidential Stanford Systems 2004 Page 74 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 lt A http griponline GP_Search Microsoft Internet Explorer Interpreter Diary Language French AOUF HODA ajobNo Date Time Hrs mins Customer _ense81 24 aug 2004 09 00 00 4 o LANARK MEDICAL CENTRE en5922 24 Auo 2004 x6 00 00 2 o Lanak MEDICAL CENTRE L e0930 26 aus 2004 09 00 00 ja o LANARK MEDICAL CENTRE L anga e1 aug 2004 os 00 00 a o LANARK MEDICAL CENTRE LO MEE E L 605931 02 sep 2004 09 00 00 4 o LANARK MEDICAL cente Mil 601318 07 sep 2004 75 00 1 o _ Rapiowocy O O O L eues oe oct 2004 us as on 1 o NEUROLOGY o o E e020 25 oct 2006 14 15 00 so paeoraTRics OOO OOO O O L 6o00e0 oe nov 2004 zo 00 00 1 jo SERVICES FOR WOMEN RAYMEDE Cl You should be able to evaluate whether the Interpreter is free on the date time of the current appointment In this case we can call the above Interpreter to see if he can attend our appointment on 27 08 2004 at 13 00 To view the Interpreter s Phone number click on the List of Int
5. Interpreter on annual leave Please enter a caption for the event Enter the text and click on the OK button o9 o7 2004 604956 B Interpreter on E W Confidential Stanford Systems 2004 Page 182 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 The availability of the interpreter is entered and is shown in purple colour You can edit the text for this by 5 Clicking on the notes icon shown within the booking 6 Clicking twice on the notes which may not all be visible Once to select the event and the second time to view the notes 3 8 8 Deleting Interpreter Unavailability To delete the event showing the Interpreter s unavailability click on the X on the top right of the event Interpreter on E vf Then click on the OK button and the event will be deleted Microsoft Internet Explorer YQ Are you sure you want delete this event Cancel Confidential Stanford Systems 2004 Page 183 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 097072004 604956 E Confidential Stanford Systems 2004 Page 184 of 184
6. OMIS Administrator Manual Date 15 Nov 2004 3 4 Bookings 66 3 4 1 Booking Creation 66 3 4 2 Booking Amendments 70 3 4 3 Booking Confirmation 73 3 4 4 Un confirming Bookings 81 3 4 5 Booking Cancellation 83 3 4 6 Booking UnCancellation 86 3 4 7 Booking Sign off 88 3 4 8 Booking UnSignoff 93 3 4 9 View Booking 96 3 4 10 Booking History 99 3 4 11 Print Booking 100 3 4 12 Follow Up Bookings 102 3 4 13 Creating Regular Sessions 104 3 4 14 Creating Block Bookings 106 3 4 15 Urgent Bookings 108 3 5 Reports 123 3 5 1 Month End Error Check 123 3 5 2 Month End Reports 126 3 5 3 Operations Performance Reports 136 3 5 4 Management Batch Summary Report 140 3 5 5 Activity Trend Analysis Report 142 3 5 6 Customer OMIS User Activity 144 3 5 7 Agency Volume Report 145 3 5 8 Interpreter DNA Report 147 3 5 9 Customer Account Reports 148 3 5 10 User Login Report 158 3 5 11 Unconfirmed Bookings Report 160 3 5 12 Daily Confirmation Report 162 3 6 Administration 162 3 6 1 Languages 162 3 6 2 St Mary s Upload 162 3 7 Amend Interpreter Diary 162 3 7 1 Selecting the Interpreter 162 Confidential Stanford Systems 2004 Page 4 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 7 2 Selecting the Date 162 3 7 3 Selecting Day Week Month Views 162 3 7 4 Viewing Bookings by Status 162 3 7 5 Booking Status Colours 162 3 7 6 View Booking Notes 162 3 7 7 Enter Interpreter Unava
7. This is job number from the previous system Appointment Date From or To This allows you to enter a start and end date All bookings found between these dates and that satisfy the rest of the criteria will be displayed Confidential Stanford Systems 2004 Page 70 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Booking Ref This is the booking reference number generated whenever a booking is created Patient Surname Enter the full or part of the patient s surname if required for the search Interpreter Select an interpreter from the list so that bookings that have been confirmed with this interpreter only will be displayed Language Select a Language so that only bookings for the selected language will be displayed Patient ID Enter the Customer patient ID Postcode Enter the customer postcode so that bookings in a particular area can be found ___AccountiDepartment User Booking Reports Admin Select Booking for Amend From To Cl Display History Gite E pitt Preserve Selection Booking Ret TTT Interpreter Booking _ID Appointment Date Appointment Time Pakient Language Status Interpreter E eree onson Misono ferenn fo ion fumante OO For our example we have entered the patient s surname and the language to identify the relevant booking When the booking has been found click on the button tha
8. 604956 E Contiguous cells selected by holding and dragging the mouse cursor Confidential Stanford Systems 2004 Page 120 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 This will display the following prompt so that you can enter the notes relating to the unavailability Explorer User Prompt Script Prompt Cancel Booking for Morning Surgery Please enter a caption for the event Enter the text and click on the OK button 3 5 8 Create Booking Details Create Booking Patient Details Booking Status Unconfirmed Organisation ABBEY ROAD COMMUNITY MENTAL HEALTH 36337 ik Firstname Surname Date of Birth Gender D A 2 Other Reference Number Type Other Reference Number Postcode MHSNumber ne cena Language GP Code GP Name a Booking Details O Confirmation Required Job Status Job Number Appointment Date Appointment Time Hrs Minutes enue Address f different from site address 05 07 2004 S 1100 fo _ eel al Postcode Venue Preferred Interpreter Gender Service Type Payment Code Venue fax Mo Pats z Sess Location 1 Contact 1 Location 2 Contact Caller Details User Mo Mame Phone Confidential Stanford Systems 2004 Page 121 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 The above s
9. Count Postcode enue phone Preferred Interpreter Gender Serice Type Payment Code enue fax Mo Pats Reg Sess Location 1 Contact 1 Location 2 Contact 2 Sg Caller Details eS User Mo Mame Phone Fax Mobile email Pacini anne ra The minimum details in the form above have been entered You can submit and confirm the booking Note that the Caller details include all users that have been registered for the respective organisation If any of the Mandatory fields are missing or there is an error in the data the messages will be displayed at the top of the form in RED and a star next to the field associated with the error Once the booking has been created a message will be displayed as follows You may want to note the Booking number for future reference Create Booking for 607816 is complete Confidential Stanford Systems 2004 Page 69 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 4 2 Booking Amendments To amend bookings use the Booking Amend option from the main menu Booking Create AmE UnConfirm UnCancel Sign off UnSign off View Cancel Follow Up Regular Sessions Black Book D r m r x x a The Booking selection screen offers many fields that can be used to search for Bookings Cl Display History Preserve Selection ae ee 2 ae Old Job No
10. Lanquage 5P Code GP Mame a Booking Details O Confirmation Required Job Status Job Number Appointment Date Appointment Time Hrs Minutes fenue Address If different fram site address Count Postcode Venue phone Preferred Interpreter Gender Service Type Payment Code enue fax Mo Pats Reg Sess Location 1 Contact 1 Location 2 Contact 2 sl hn cn e Caller Details User Mo Phone The booking Organisation Department will default to the department that was selected earlier The mandatory fields fields that must be entered to create the booking are displayed in bold highlight First name Surname Gender of Patient Language Appointment Date Appointment Time Duration in Hrs and Duration in Minutes Enter the details for the Booking as appropriate and then click on the Submit button and confirm the update Confidential Stanford Systems 2004 Page 68 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Create Booking Patient Details Booking Status Unconfirmed w Organisation GENERAL SURGERY OPD v Firstname Surname Date of Birth Gender Other Reference Number Type Other Reference Number Postcode MHS Murmber me lage GP Code GP Name Details O Confirmation Required Job Status Job Number Appointment Date Appointment Time E od ERE ee E Address If diferent from site address 13 10 2004 15 40 87 BROAD STREET 220 BROAD STREET
11. Register button on the Sign on form On clicking the Register button for the first time an Anonymous account is created It is this anonymous account that is used to register all subsequent accounts and users with the Register Button The Register button is only to be used for creating NEW customer accounts and should NOT be used to register existing users of the same organisation The procedure for opening this account 1s shown below Click the Register Button Sean ov T Walkommen Username Password 4 Stanford Systems UK Ltd Westminster Primary Gare Trusi This will take you to the OMIS Online home Page This will give the instructions for registering an account You will also be asked to agree to the Terms and Conditions for creating an account Confidential Stanford Systems 2004 Page 10 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 1 2 Agree Terms amp conditions Select the I Agree Terms amp Conditions and then Click on the Create button so that your account details can be entered OMIS Online Home Page Welcome ta the OMIS Registration process This Account is used for first time registration of Accounts Please click on the Create button ta create an account or Cancel to log out You will be asked to enter details of your organisation or department
12. 23 08 2004 09 22 50 EYANS URSULA 20 08 2004 09 05 25 20 08 2004 09 05 32 20 08 2004 09 05 38 20 08 2004 09 30 58 20 08 2004 11 40 48 23 08 2004 09 01 58 2308 2004 09 02 07 2308 2004 09 02 20 GRAY VALERIE 20 08 2004 11 26 56 2Z00S 2004 15 44 49 23 08 2004 09 36 18 Sample Report is shown above Confidential Stanford Systems 2004 Page 159 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 6 11 Unconfirmed Bookings Report 3 6 11 1 By Date Reports Month End SignotfError check P Month End Reports d Operations Performance Reports P Agency Reports d Interpreter Performance Reports P Customer Account Reports User Login Report Unconfirmed Bookings Report F B An B 61 b Bl Bl Bl Bl Bl Bl nquage Daily Confirmation Report Start Date End Date Notes ans2004 F pane2004 F z E Enter the start and end dates for the report Unconfirmed Bookings Report Westminster PCT NHS St Charles Hospital Courtfield House Exmoor Street London W10 6DZ 23 Aug 2004 New No ree Ce ee Venue Address Polish 1 607834 12 30 00 Unknown 1 0 ALECK BOURNE WARD MARIA JZIELINZKA 9025919 PALS FAX a ad CLARENCE WINGIST FLOOR LONDON WZ iNY Total Bookings 1 Sample Report shown above Confidential Stanford Systems 2004 Page 160 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date
13. F Bookings ls Upload Report St Marys Department Mapping me lect File to Upload EENES Save as Hlename neo path Upload Confidential Stanford Systems 2004 Page 165 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Date 15 Nov 2004 Click on the Browse button to select the file to be uploaded onto the Server Choose file El E3 Look in E SM Data t EF f a File Upload Report _Param rpt BS GRIPTST Tj Sie memes uploadi 4052004 My Network FP Files of type All Files Cancel 2 Select the file to be uploaded Select File to Upload WASM_Data upload1 40521 Browse Save as filename no path Upload 1 4052004 Enter the Save as filename to be create don the Server Click on the Upload button Confidential Stanford Systems 2004 Page 166 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 me lect File to Upload Browse save as filename no path Upload_1 4052004 File uploaded successfully on the web server ead If the upload is successful then the message File Uploaded successfully on the web server will be displayed 3 7 2 2 Create St Mary s Bookings Admin i Languages TA st Mams Upload 428 Create Sthlary s Bookings g soak F Bookings File Upload Report St Mars Department Mapping e Upload O
14. Stanford Systems 2004 Page 172 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 8 1 Selecting the Interpreter Select the name of the Interpreter whose diary needs to be amended On selecting the interpreter the screen will default to the Interpreter s diary for today Interpreter ABBAS ALMUTAS ASHITAN LESLAMIAN IRAN BAGAR JASPER BAHIA WASIMI BAJULAE WINIFRED BALAKRISHNAN SOORIPPILLA BALAL MAHA BALDUCCI SILVIA BALDIJCEI sILvIA BANGURA CONTEH AUDREY BARNES JACOB BECK ORIT SUIRSKY BEGUM RUKIA BEHJAT GHOLAM RENJELLOUN WAFAA BEN MABROUK NOUREDDINE BENOMAR SOUAD BIJWADIA SUBODH BOUSSETTA AHMED BOUFID NOURR EDDINE BROOMFIELD VANESSA BROWN HIROKO UK AMA BURROWS MAGDALENE CALDWELL SANDRINE THI MA CARANZA ANGELA CATING AI Confidential Stanford Systems 2004 Page 173 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 8 2 Selecting the Date Use the Calendar to select the date that you need for viewing the Interpreter s diary Use the Blue icons to navigate to the July 2004 Next Previous month hon Tue Wed Thu Foi Sat Sun o 07 08 osf 10 17 PT 13 14 15 16 17 18 al 20 21 22 23 24 28 2 27 26 29 30 5110r 02 03 04 05 06 07 0 7 Use the Next
15. There are occasions when bookings need to be cancelled When this is done the job status of the booking will need to be amended to indicate the reason for cancellation To cancel a booking select the Booking Cancel option from the main menu Booking ki Create ta Amend Pr Confirm FA UnContirm fea UnCancel a Sign ott 2 UnSign off Ey View zi Cancel Ey EE Es Regular Sessions A Black Book You first need to identify the Booking s that need to be cancelled This time the criteria used id the Patient s Surname and Language Confidential Stanford Systems 2004 Page 83 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Preserve Selection Interpreter ee i nn Booking_ID 4ppointment Date Appointment Time Patient Language Job_No Pref Gender Interpreter BC aee oez is 00 00 French furrow Urcenfrmed Click on the Booking Reference Number to View the Booking and change the status to Cancelled Confidential Stanford Systems 2004 Page 84 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Version 4 1 Date 15 Nov 2004 VAtKOMMTen Cancel Booking Patient Details Booking Status Unconfirmed Firsthame Surname ELLIOT BROVYT Other Reference Murnber 244254 Other Reference Number Type Language French w Booking Details Appointment Date Appointment Time Hrs Preferred Interpre
16. eA Activate int Mame x _ Enter the appropriate search criteria and click on the Search button _AccountDepartment_ _User_ __Booking Repons Admn Select Interpreter User to Deactivate Interpreter Mew Staff Mo E Old Staff Mo Surmame User Type User_Na First_Name Surname ccount_Mo Type of User Organisation Current Status Status BET 9230 SILVIA HUNTER 1154 Interpreter SILVIA HUNTER Activated PO agg JAMIE HUNTER 2523 Interpreter JAMIE HUNTER Activated R Then click on the button which contains the Interpreters User number When the Interpreter s details are displayed click on the Submit button and then confirm the update Confidential Stanford Systems 2004 Page 63 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Deactivate Interpreter User User No qyac Firstname Surname User Type Interpreter User Name Password Cantirm Password User Privilege User status Department Phone Fax Mobile Email Address Role Job Title Motes Interpreter Details Amend Languages Account Mo Personnel Mo Gender Grade Full Time Self Ernploved MI Number send Appointment Details By Out of Hours No vw Address Postcode 134 PROWESS STREET LONDON WARY Deactivate User JAMIE HUNTER is complete Confidential Stanford Systems 2004 Page 64 of 184 Online Management of Interpretive Services OMIS Vers
17. 0 MAGINGSANABSTHETHS DAY SURGERY MAYANI OSINGELA 1513351 CHELSEA amp WESTMINSTER HOSPITAL DAY SURGERY GROUND FLOOR CALLER ANU OBARO NOTON LET LONDON S10 SNH 28 Sep 2004 1 607381 14 00 00 Female 1 0 CHILDREN AND FAMILIES GEORGETTE NGORAN STEFANIA FOGEL CHELSEA WESTMINSTER HOSPITAL 35 FULHAM ROAD OPZ AST FLOOR LIFT B GYNAE LONDON S410 SHH 3 6 12 Daily Confirmation Report Reports Month End SignotfError check P Month End Reports Operations Performance Reports P Agency Reports Interpreter Performance Reports P Customer Account Reports a User Login Report Unconfirmed Bookings Report P a a z m zA z z z z This report shows the number of confirmation completed by users Confidential Stanford Systems 2004 Page 162 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Start Date End Date 2308 2004 23082004 submit Home Enter the Start and End dates and Submit to start the report Daily Confirmation Report Westminster PCT NHS St Charles Hospital Courtield House Exmoor Street London 10 BOZ 23 August 2004 Standard GEORGE COLEMAN 16 33 33 JOSEPHINE OKAFOR J2 66 67 46 100 Notes Confidential Stanford Systems 2004 Page 163 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 7 Administration 3 7 1 Lang
18. 00 00 _ 16 00 00 60 15 22 596432 0 OF Jul 2004 11 00 00 630 Arabic 11 00 00 _ 12 00 00 60 15 22 602477 0 OF Jul 2004 16 00 00 815 Arabic 16 00 00 _ 17 30 00 90 20 49 602783 0 08 Jul 2004 09 00 00 313 Arabic 09 00 00 _ 10 20 00 80 18 73 603774 0 08 Jul 2004 11 00 00 279 Arabic 11 00 00 _ 11 30 00 60 15 22 603508 0 08 Jul 2004 13 00 00 233 Arabic 13 00 00 _ 14 00 00 60 15 22 602865 0 08 Jul 2004 15 00 00 563 Arabic 15 00 00 _ 15 30 00 60 15 22 600718 0 09 Jul 2004 10 00 00 T Arabic 10 00 00 _ 10 15 00 60 15 22 600268 0 09 Jul 2004 12 20 00 828 Arabic 12 00 00 _ 12 30 00 60 15 22 602321 0 09 Jul 2004 15 30 00 273 Arabic 15 30 00 _ 16 30 00 60 15 22 600817 0 12 Jul 2004 15 00 00 763 Arabic 15 00 00 _ 15 25 00 60 15 22 604171 0 13 Jul 2004 14 00 00 630 Arabic 14 00 00 _ 15 00 00 60 15 22 601609 0 13 Jul 2004 17 00 00 1238 Arabic 17 00 00 _ 17 50 00 60 15 22 600685 0 14 Jul 2004 10 00 00 630 Arabic 10 00 00 _ 12 00 00 120 25 75 603183 0 14 Jul 2004 13 00 00 254 Arabic 13 00 00 _ 14 30 00 90 20 49 600617 0 16 Jul 2004 09 45 00 746 Arabic 09 45 00 _ 10 30 00 60 15 22 600259 0 16 Jul 2004 12 00 00 626 Arabic 12 00 00 _ 13 00 00 60 15 22 3 6 2 6 Invoice Request Report Reports Month End SignotfError check P Month End Reports E amp i Customer Invoice Report Operations Performance Reports P 4 nterpreter Job Report Agency Reports P Travel Expense Report Interpreter Performance Reports P 42 Staff Attendance
19. 15 Nov 2004 3 6 11 2 By Language Reports Month End SignotfError check Month End Reports d Operations Performance Reports P Agency Reports d Interpreter Performance Reports Customer4ccount Reports User Login Report Unconfirmed Bookings Report P By Date By Language Daily Confirmation Report l b Bl Bl Bl Bl Bl Bl Bl This report show unconfirmed bookings by language This can be useful for Interpreters Language Motes French i Select the Language and click on Submit to create the report Confidential Stanford Systems 2004 Page 161 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Unconfirmed Bookings Report By Language Westminster PCT NHS St Charles Hospital Courtfield House Exmoor Street London WW10 6DZ French New No_ EA Ce ee Venue Address 31 Aug 2004 606540 14 30 00 Female 20 ANTENATAL CLINIC MARZOUKAMUKRANE 3404896 oe spleen LONDON WE DZ 9 Sep 2004 1 607671 10 16 00 Female 1 O CHILDREN AND FAMILIES NINA AMPITI STEFANIA FOGEL CHELSEA Z WESTMINSTER HOSPITAL OPZ 1ST FLOOR LIFT B OYNAE LONDON SiO SHH 20 Sep 2004 1 606627 09 00 00 Female eA CHILDREN AND FAMILIES GERMANE TOKEUTOU 01510728 CHELSEA amp WESTMINSTER HOSPITAL 35 FULHAM ROAD LOOWELADJI GYWAEOP OP2 1ST FLA LFTB REG INT S50 IF POSSELE FOLLOW UP COLPOSCOPY CALLER STEFANIA FOGEL LONDON SViO SMH 27 Sep 2004 606711 11 00 00 Female 4
20. Account_No Address 1 P ostCor ANOTHER PCT 134 PENDAL STREET Deactivated NW4 SRT 41962 _ GENERAL SURGERY OPD 87 BROAD STREET New You can search using the Account number the postcode the Old account number part of the account name or selecting the Parent Account Holder from the list and pressing the Search button Once the Customer has been found press the button with the account number to reveal the details for this customer Once you have made the changes to the Customer details press the Submit button and confirm the update Confidential Stanford Systems 2004 Page 32 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual AccountiDepartment User Booking Reports Admin Amend Account Account Type Organisation Parent sel Ua Organisation EEATT AS Department of Parent Customer ANOTHER PET ge PCT ANOTHERPCT 220 PCT New Account Mo a ma T and Postcode ma aaO O 384 4549 es ___ PENDAL STREET Old Account Mo MHS Organisation Code NHS Organisation Type LONDON a eee Web Site Address Status Deacthated A Motes You should then receive the amendment confirmation message shown below Amend Account ANOTHER PCT is complete Confidential Stanford Systems 2004 Page 33 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 2 8 Viewing Customer Account Details
21. Booking select the Booking View option from the main menu Booking Create Amend Confirm UnConfirm UnCancel Sign off UnSign off Vie ww Follow Up Regular Sessions Block Book Ei a a A a es La a La Lo Lo Enter the criteria to find the booking whose details need to be viewed T Select Booking for View E a From To Old Job No 4 ppointment Date rT Splay stor ka F Preserve Selection Booking Ref 607815 Patient Surname Interpreter Select gt Int Gancet Angusa Select GUELE Status of Booking Select gt Patient ID SN Bassani rl 4 Booking_ID Appointment Date Appointment Time Patient Language Job_No Pref Gender Status Interpreter j E oes daoo isoo French O o O fumon confirmed AOU Hona 079 76 You may want to check the Display History box so that all the details for this booking can be viewed Confidential Stanford Systems 2004 Page 96 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Click on the Booking reference number button to view the details for this booking This time the booking details will contain all the historic details such as Caller details Booked By Confirmed By Signed off by Interpreter details This is because the Display History box was switched on ett AccountDepartment User Gob Noes dint gt oy aa L Preserve
22. Confidential Stanford Systems 2004 Page 147 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 6 9 Customer Account Reports 3 6 9 1 By Parent Reports Month End SignothError check P Month End Reports Operations Performance Reports amp Agency Reports Interpreter Performance Reports P Customer4ccoaunt Reports By Far By Pe MR Date Account Holder Report Customer Performance Report Daily Confirmation Report Customer Late Cancel Report User Login Report Unconfirmed Bookings Report P gl amp l Bl Bl Bl l l 6 amp l This report lists all the bookings entered on a particular day by a Customer The list is by Account Holder and shows all the department s bookings for the account holder Parent Customer Motes ST MARYS HOSPITAL NHS TRUST Start Date End Date ponso Poosam S Cee Enter the start and end date for the report and select the Account Holder Add any notes required for the Report Confidential Stanford Systems 2004 Page 148 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Printed Date August 23 2004 Daily Activity Report ST MARY S HOSPITAL NHS TRUST Book Date Booking_ID Appt Date Appt Time Pat Ref Interpreter August 20 2004 Confirmed 20 Aug 2004 607729 05 Oct 2004 10 30 am 3261566 FIDAA FLEIFEL A
23. Date Time Duration Location Phone Contact Contact Phone Pref Gender Authorised By Patient Name Patient Reference Confidential Westminster PCT NHS CRIP St Charles Hospital Courtield House Exmoor Street London 10 BDZ Date ofBirth 602798 Portuguese 16 Jul 2004 8 30 am d Hrs QO Mins BAYSWATER MEDICAL PRACTICE 46 CRAVEN ROAD LONDON We 304 020 7402 2073 Home Visit Home address if required Unknown Booking Manager ROSA GONCALVES DOB 04 Jul 1973 Stanford Systems 2004 Page 101 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 4 12 Follow Up Bookings To create Follow Up bookings use the Booking Follow Up option from the main menu Create Amend Confirm UnConfirm UnCancel Sign off UnSign ott View A ex X gl gh EL U 6 Cancel Fi Ww Block Book Fa Bsslons Bp Enter the Booking Reference number of the booking that is to be used for the Follow up I DRT Don 3 E fen me oy DUS Fy Valkamimen i AccountiDepartment Booking Reference Number Old Reference Number amp Stanford Systems UK Ltd Confidential Stanford Systems 2004 Page 102 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Enter the Appointment Date and Time You can then submit and save the Follow up or use the Next button to create
24. E D Enter the Booking reference number or other search criteria to find the Booking to be cancelled O Display History i From To C Preserve Selection booking Ret SY Cat Sumame Interpreter piii remem 7 Posteo Booking_ID Appointment Date Appointment Time Patient Language Pref Gender Interpreter Mr fore 20 isco reno fine fem Confidential Stanford Systems 2004 Page 86 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Click on the Booking Reference number button Se eee UnCancel Booking Patient Details Booking Status Cancelled Organisation GENERAL SURGERY OPD v Firstname Surname Date of Birth Gender Other Reference Number Type Other Reference Number Postcode NHSNumber Language 7 GP Code GP Name _ Booking Details OiConfirmation Required Job Status Job Number 697816 607816 Ao Date Appointment Time E T Venue i If a from site ae sonozo4 Apso Jh 87 BROAD STREET O OOO e Count Postcode enue phone S Preferred Interpreter Gender Serice Type Payment Code Venue fax No Pats Reg Sess Location 1 Contact 1 Location 2 Contact 2 o ee N interpreter Assigned me e ee _ Gini CHI liigicn COST CTI Press the Submit button and then OK to uncancel the Booking The following message should be displayed with the booking reference number that was Uncancelled UnCancel Booking for 607816 is complete
25. Page 1 of ABDEL RAHMAN ISMAT AFRICA HOUSE FLAT 1 2 BLOMFIELD VILLAS LONDON Staff Ho GRIP Westminster PCT HHS St Charles Hospital Courtield House Exmoor Street London iO bos leo at Gitine App Date App Time Patent Firsthame Patient Lasthame BO1277 BOG686 606710 601426 299241 601488 601429 604353 294545 B06643 606523 604175 602258 608245 BO3320 BO0e8715 604170 294511 BO41 72 a9o171 297470 Notes Confidential ooo ooo Poo eter oe pee ee ee eS OS Sep 2004 20 Sep 2004 21 Sep 2004 24 Sep 2004 25 Sep 2004 29 Sep 2004 29 Sep 2004 29 Sep 2004 O35 Oct 2004 O8 Oct 2004 12 Oct 2004 13 Oct 2004 20 Oct 2004 22 Oct 2004 O1 Mow 2004 08 Moy 2004 16 Mow 2004 31 Dec 2004 12 Jan 2005 13 Jan 2005 OF Feb 2005 FARAH SAMI MOHAMMED YOUNIS MOHAMMED ABOUKADER MOHAMMED MOHAMMED SAMIRA KITANA SAID ISMAIL BUSHRA JALLAL MERIAL Y ABDELK ABER HISHAM CONFIDENTIAL MUHSEM SAMIR A CONFIDENTIAL ISLAM BABY IBRAHEEM Fey Fe Ac RIDA TAKI A D i Re TAKI TAKI ABD DELEAHMAMN MORADI BERGAM IBRAHIM HASSANI ABD ALLAH AZIZ BENZAINA FARIS CONFIDENTIAL GHERY AMI ABD DELE AHM AMN CONFIDENTIAL SAMEN Stanford Systems 2004 Standard Standard Standard Follow Up Follow Up Follow Lp Follow Up Follow Up Standard Standard Standard Follow Up Follow Up Follow Up Standard Standard Follow Up Follow Up Follow Up Follow Up Follow Up Page 12
26. Previous Month picker to view dates for different months of the year Click on the Day that you want to start viewing the Calendar In the example above the diary will start on the 5 July 2004 odo Jan Jul 4999 2004 Popup Month Year picker Feb Aug 2000 2005 g Mar Sep 2001 2006 Apr Oct 2002 2007 May Mov Month Year Picker Use the Popup Month Year selector to navigate to the required Year and Month After selecting the Month Y ear click on the OK or Cancel button Confidential Stanford Systems 2004 Page 174 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 8 3 Selecting Day Week Month Views 3 8 3 1 Day View By default the first view that is displayed is the Day view This shows 7 days starting from today s date If another date is selected from the Calendar then the view will show the next seven days starting from the selected date Amend Interpreter s Diary Interpreter July 2004 gt ae 29 30 o 02 03 o4 Unconfirmed 07 o8 o9 10 11 12 13 14 15 16 17 18 ielo 21 2223 24 25 27 31 01 oy 593618 B 593634 B 593649 B 601829 B 593681 B 33333 2 zj zj aj Confidential Stanford Systems 2004 Page 175 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 8 3 2 Week View The Week view all
27. Privilege admin IIB Deacivatec Fa Mobile Department Phone x 020 8243 2343 020 4323 3432 07710 283843 v Email Confirmation Job Title Email Address Role Cust pen anotherPET nhs uk Administrator Bookings Manager Motes After viewing the details click on the Home button to return to the Home page Please note that you cannot amend any User details in the View screen Confidential Stanford Systems 2004 Page 51 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 3 3 Interpreter Users This section describes how to maintain Interpreter s details Interpreters require more information to be entered on their screen This relates to the languages they can interpret their grade and payment details gender and address These must be entered correctly to ensure that the interpreter s are paid the correct amount 3 3 3 1 Create Interpreter Users In order to create an Interpreter s account select the User Interpreter Create option from the main menu User TA DOMIS gt i FA Customer mer Us j r Interpreter i kii Anterid u Activate a r7 a Deactivate View Interpreter s details require additional information that relate to the Interpreter s payments All these details must be entered for the interpreter to be setup correctly Enter details as s
28. User Mo 9787 Firstname Surname User Type OMIS USER omis GRIP ORGANISATION Ea J User Name Password Confirm Password User Privilege User Status Department Phone Fax Mobile Front Office Manager 020 8243 2343 0207 354 3454 OOO Email Confirmation Email Address Fole Job Title Motes Confidential Stanford Systems 2004 Page 42 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 3 2 Customer Users Customer users need to be created by the OMIS Administrator Their username and password can be set by the administrator and can later be changed by the user The Customer administrator can also be created by the Customer during registration After activation the Customer administrator can then create either administrators or users for their own organisation In this section the maintenance of Customer users 1s described so that OMIS administrators can carry out the appropriate tasks 3 3 2 1 Create Customer Users Customer users can be created by selecting the User Customer Create option from the main menu User a OMIS rt A Customer i ty Interpreter rs Amer TA Activate Deactivate Ey View Enter the details of the user and submit confirm the details Please note that the User Type 1s set to Customer by default can cannot be amended since a Customer user is being d
29. Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Kona Stiri Marah PaA Mient ia S AA ca 7 Witkommen i GAG ey yy ot pL Create Account Account Type Organisation Parent Sel Organisation Mame Department of Parent Mew Account Mo Phone Fax Address and Postcode Old Account Na MHS Organisation Code MHS Organisation Type aaa es a Motes Westminster MEJ ke Stanford Systems UK Ltd Primary Care Trust Once the required fields are completed Submit and save the form An example Another PCT has been created and the details are shown below Note that the details completed here and those completed by the Customers that Register on the system are the same The Organisation Self field is important since it determines whether the Customer you are creating is an Account Holder or a department If you select Self then an Account Holder will be created where the Customer will not have a parent Account If you select an existing name then this will become the Account Holder of the Customer you are creating As an example you may select St Mary s NHS Trust as the Parent and enter General Surgery OPD in the Organisation name Department therefore a Department will be created as General Surgery OPD and it s account holder will be St Mary s NHS Trust This is important when Reporting for Invoice purposes since the Invoice will be sent to the Account Holder and All on the a
30. is shown above Confidential Stanford Systems 2004 Page 151 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 6 9 3 Account Holder Report Reports Month End Signott Error check Month End Reports Operations Performance Reports P Agency Reports a Interpreter Performance Reports P Customer Account Reports le By Parent User Login Report By Appointment Date T imed Bookinas R Account saie SE E e Customer Ferhnance Report m m m m m m m m Daily Confirmation Report Customer Late Cancel Report This report lists all the departments for a particular Account Holder including the Address Phone numbers and fax numbers Parent Customer Notes ST MARY S HOSPITAL NHS TRUST m Select the Account Holder and click on the Submit button Confidential Stanford Systems 2004 Page 152 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Account Holders Westminster PCT HHS St Charles Hospital Coumtield House Exmoor Street London i0 GOZ Name Paes Address ST MARYT S HOSPITAL NHS TRUST Phone Fax ACCIDENT amp HAER GENCY ST MAR Y S HOSPITAL O20 7856 GGG Account No 51 PRAED STREET O20 7856 1211 LONDON Wie 1HY ALBERT WARO ST MAR Y S HOSPITAL O20 FSG GGG Account Ho Bos LONDON Wie 1HY oe ST MAR YS HOSPITAL O20 7856 2136 RETT 1308 O20 7856 1753 LONDON Wie 1HY ALECK BOURNE WA
31. the screen galip DH Hp V lkomme Create Account Account Type oenar Parent Sel aram Name Department of Parent Customer ANOTHERPCT oO PCT General General Surgery OPD OPD New Account No i 7 Borera and Postcode 02072373383 237 eee eee 364 o7 Broad Street Old Account No Web Site Address Notes General Surgery OPD Department S We estr qK de OEE T Pres stmins Again after submitting and confirming you should receive a message confirming the creation of this account Create Account GENERAL SURGERY OPD is complete Confidential Stanford Systems 2004 Page 26 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 2 6 Activating Deactivating Accounts Once Customer accounts have been created they need to be activated before the customer can create users and login to make bookings The section shows what needs to be done to activate accounts It also shows how to deactivate accounts that are no longer in use or that should not be used by Customers 3 2 6 1 Activating a Customer Account Select the Account Department Activate option from the main menu Account Department Create Amend ain chivate VIEW DERNE Logout Then select the Organisation that is to be activated and click on the Search button Select Account to Activate Parent Organisation ANOTHER PCT New
32. 0n 02 03 oa 08 0g 10 11 Interpreter s Preferred Gender s M Unconfirmed CECOCOC EEr pRERPREE zf SB 5933 B es es ee ee eee ee 595004 B Mi e koxa E ESS Er Ee a on il i i T Tay ST ey a ee es ee eee KHALIQUE ROUNAQUE Confidential Stanford Systems 2004 Page 118 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 5 5 Booking Status Colours The colour scheme that is used for the status of the bookings is as follows 3 5 6 View Booking Notes You can view the booking notes by using two methods 1 Click on the notes icon shown within the booking 2 Click twice on the booking notes which may not all be visible Once to select the booking and the second time to view the notes Use the OK or Cancel button to close the notes Bookings cannot be created or edited via the Interpreter s Diary You can view the details only 602559 requested by requested by Gwyneth Hughes Ei Confidential Stanford Systems 2004 Page 119 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 5 7 Create a Booking This function allows you to create a Booking for the criteria you have selected You can create the booking in two ways 1 Click on a day cell 2 Select a contiguous range of day cells o9 o7 2004
33. 4 3 2 4 OMIS Account Privileges 3 2 4 1 Administration of Customer Accounts The OMIS administrator should be able to access the following menu options for the Account Department option on the system Account Department Create Amend Activate Deactivate lr X g ED A summary of these options is given below Create Create a New Account for Customer Amend Amend an existing Customer Account Activate Activate an inactive account Deactivate Convert an active account to an inactive account View View customer account details Logout Logout from current session Confidential Stanford Systems 2004 Page 22 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 2 5 Creating a New Customer Account Customer accounts can be created in two ways 1 by the customer using remote registration 2 by the OMIS administrator entering the details supplied by the Customer This section shows the latter method After Login the OMIS administrator selects the Account Department Create option from the Menu as shown below Account Department l T end O a i FA Activate a La Deactivate VIB Logout A blank form will be displayed as shown below and the required fields will need to be completed for the Customer Confidential Stanford Systems 2004 Page 23 of 184 Online Management of Interpretive Services OMIS
34. 4 00 20 Jul 2004 4 00 1 3 6 2 4 Staff Attendance Report This report provides the Staff Attendance Report that is sent to Payroll for payment Confidential Stanford Systems 2004 Page 131 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Batch ID Month Text E uly 2004 Notes Select the Batch ID and enter the Month Text you want to display in the Report Also enter any notes which will appear in each attendance Record Westminster PCT NHS GRIP Senices St Charles Hospital Coutield House Exmoor Street London W10 GOZ Staf Monthly Attendance Record Batch Reference 141 ABDEL RAHMAN ISMAT Month Ju 2004 Payroll Dept Personal Ma 203023 Pay Amount 492 28 Total Time 2030 Mins Remarks Certified Head of DepartmentSup Date Payroll Office Motes An example report is shown above Confidential Stanford Systems 2004 Page 132 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 6 2 5 Staff Monthly Pay Report The Staff monthly Report gives details of all the payments to be made to Interpreters for the Batch Reports Month End SignottError check P Month End Reports P Customer Invoice Report Uperations Performance Reports P Interpreter Job Report Agency Reports P Travel Expense Report Interpreter Performance Reports P F Staff Attendance Report Custo
35. 45 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Agency Bookings By Language Westminster PCT HHS St Charles Hospital Courtield House Exmoor Street London w10 BDZ Bookings 1 Jul 2004 to 31 Jul 2004 Albanian ANITA SKENDERI 27 ARTA ISLAMI 3 MILAIM NELA 39 FRESTIGE NETWORK 13 VILDANA ZHUBI d Albanian Total Bookings 126 Agency 13 10 NonAgency 113 90 Amharic H4ABTEGIORGIS ABRAHA 10 PRESTIGE NETWORK 5 SEMIRA RESSOM 21 Amharic Total Bookings 36 Agencv 5 14 Non Adencv 31 56 Sample report is shown above Confidential Stanford Systems 2004 Page 146 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 6 8 Interpreter DNA Report This report shows the Interpreter s DNA and punctuality details over a specified period start Date End Date Motes 1o70 ow prore zy me Interpreter DNA Report Westminster PCT NHS r St Charles Hospital atan tao Court eld House Exmoor Street London Ww10 BCZ Period Oo DNAs a Total Booltings Total Hours E o i Punctuality Ao Bookings B 2004 0 23 28 On Time Earhy 2d 14 2004 o 41 48 0 10 Mins Late 1 On Time Earhy 40 5 2004 u 27 29 10 Mins Late 1 On Time Earhy 26 16 2004 0 I9 51 0 10 Mins Late 1 On Time Earhy 38 7 2004 0 I 44 0 10 Mins Late 1 h On Time Earhy J Example report is shown above
36. 9 30 00 11 30 00 11 30 00 11 30 00 11 30 00 11 30 00 17 00 00 11 00 00 180 120 120 120 120 6 90 SOMALI SOMALI SOMALI SOMALI SOMALI PORTUGUESE SOMALI Stanford Systems 2004 GP SESSION GP SESSION GP SESSION GP SESSION GP SESSION SANDRAMACHAOO HAWA EGAL CAMILL SONIA CAML SAvU CAMIL SAMUI JEAN BELLOT CHARLIE ROE 79 92 62 40 62 40 52 40 62 40 44 88 53 64 Regular Sessions Regular Sessions Regular Sessions Regular Sessions Regular Sessions Standard Standard Page 127 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 6 2 2 Interpreter Job Report The interpreter Job report lists all future appointments booked for interpreters This is posted to all interpreters at the end of the month after the batch Job has run The Report can be run at any time of the month since it does not require a Batch ID The Start date is required for this report You can either select All for all Interpreters to select an individual interpreter by name Account Department Interpreter Motes AN Start Date 22 08 2004 A sample of the report is shown below Confidential Stanford Systems 2004 Page 128 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Printed an 22 Aug 2004 Interpreter Job Number Reference Report Date 15 Nov 2004
37. 9 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Version 4 1 3 6 2 3 Travel Expense Report Date 15 Nov 2004 The travel expense report gives a list of payments for the interpreter and the amount for each day of the month Reports Month End Signott Error check Month End Reports d E Operations Performance Reports P E Agency Reports d F Interpreter Performance Reports amp F Customer Account Reports a User Login Report Unconfirmed Bookings Report P 8b Bl Bl Bl Bl Bl Daily Confirmation Report Confidential Customer Invoice Report Interpreter Job Report Travel Expense Report ee Report Staff Monthly Report Invoice Request Report Stanford Systems 2004 Page 130 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Printed on 23 Aug 2004 at 8 50 am Page 1 of Travel Expense ABDELAZIM FATIMA 129 BROADLEY STREET CRIP Westminster PCT NHS ot Charles Hospital FLAT 2 Courtield House Exmoor Street London i0 6b LONDON MWe SBA Statt No Personnel number 203725 Batch Ref 141 25 Jun 2004 4 00 1 28 Jun 2004 4 00 1 02 Jul 2004 4 00 05 Jul 2004 4 00 d 06 Jul 2004 g4 00 1 OF Jul O04 4 00 08 Jul 2004 4 00 1 09 Jul 2004 4 00 1 12 Jul 2004 4 00 2 13 Jul 2004 g4 00 1 14 Jul 2004 4 00 1 15 Jul 2004 4 00 1 16 Jul 2004 4 00 1 19 Jul 2004
38. ARIEF 951 29 Jul 2004 605545 20 Aug 2004 10 30 am hit41754 KHIRIA HUSSAIN Frabic MOHAMMED MERGHANI 879 2 Aug 2004 605903 20 Aug 2004 9 30 am F111694 CONFIDENTIAL CONFIDENTIAL Russian LUDMILA IGNATJEVA 969 3 Aug 2004 606031 20 Aug 2004 2 30 pm 3368213 MONA HAS ANAIN FPrabic 3 Aug 2004 606093 20 Aug 2004 2 30 pm 3368213 MONA HASANAIN Arabic 3 Aug 2004 606105 20 Aug 2004 2 30 pm 3368213 MONA HASANAIN Arabic 3 Aug 2004 606117 20 Aug 2004 2 30 pm 3368213 MONA HASANAIN Arabic 3 Aug 2004 606132 20 Aug 2004 2 30 pm 3368213 MONA HASANAIN Arabic 13 Aug 2004 607046 20 Aug 2004 10 30 am hit41754 KHIRIA HUSSAIN Arabic Confirmed 10 hay 2004 597007 20 Aug 2004 2 10 pm 3341135 BERTHE ZIZA FPrabic NAFISA EL SHALLALY 905 9 Jun 2004 600238 20 Aug 2004 9 30 am 4174884 ANWAR BEGUM Bengali MEENA MALLIK 844 10 Jun 2004 600375 20 Aug 2004 10 20 am 3266120 AHMED KHALID FARAJ ALJAF Arabic MOHAMED BABIKER 398 15 Jun 2004 600729 20 Aug 2004 11 00 am hi240115 RACHIDA BENKIC BM Arabic MAGDALENE BURROWS 1009 25 Jun 2004 601888 20 Aug 2004 10 00 am 3172068 SAZID ALI Bengali SHAMSULALAW CHOUDHURY 842 2 Jul 2004 602674 20 Aug 2004 10 30 am hit41 754 KHIRIA HUSSAIN Frabic SAY DA EL SHARIEF 951 2 Jul 2004 6024588 20 Aug 2004 3 30 pm 418 1317 FUNG LEUNG Cantonese WAI LING FUNG 846 8 Jul 2004 Sone 20 Aug 2004 9 45 am 3129336 JOSE PEREIRA Portuguese MARIA C R DALRYMPLE 852 16 Jul 2004 603953 20 Aug 2004 9 45 am 3362128 NBwviATUALLAH FARAJEE Farsi ALI HAJIGHAS Bul 867 Example of report
39. Account Mo Postcode Qld Account No Account Mame Account Type Customer Confidential Stanford Systems 2004 Page 27 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Select Account to Activate Parent Organisation New Account No Postcode ANOTHER PCT DB JC ma Old Account No Account Name Account Type Customer errana ation_ID Name Account_No c sc G eS GENERAL SURGERY OPD 87 BROAD STREET New Customer NW43ER 2 Finally click on the number that displays the Organisation s Account number Parent Organisation New Account No Postcode Old Account No Account Name Account Type Customer Irganisation_ID Name ount_No Address_1 Status_Desc c Code 2 GENERAL SURGERY OPD 87 BROAD STREET New Customer NW4 3ER 20 You will then see all the details for this organisation to Submit and Activate the Customer Account Confidential Stanford Systems 2004 Page 28 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual TONE Soni yarana ra acn Mer P EMOTE lol V lkommen galypasz Activate Account Account Type ih 2 a anisation Parent Sel mone oat een Name Department of Parent Customer ANOTHER PCT o M PET ANOTHERPCT 00 PCT New Account Mo pee ___ Ce e eT and Postcode 41561 0207 150 2832 150 4632 Pee eee ao4 4549 a PENDAL STREET
40. Booking Reports Admn Select Interpreter User to Activate Interpreter Mew Staff Mo i Old Staff Mo Surname User Type Interpreter surname ccount_Mo ya JAMIE HUNTER 2323 EREE JAMIE HUNTER Deactivated e RE Click on the Interpreter s number button to display the details Confidential Stanford Systems 2004 Page 61 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Activate Interpreter User User No Firstname Surname User Type Interpreter User Name Password Confirm Password User Privilege User Status Department Phone Fax Mobile Email Address Role Job Title Motes Interpreter Details Amend Languages Account Mo Personnel Mo Gender Grade Full Time Self Employed Ml Murniber send Appointment Details By Out of Hours No wv Address Postcode 134 PROWESS STREET LONDON Click on the Submit button and confirm the update The Interpreter will now be able to login and use the system Confidential Stanford Systems 2004 Page 62 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 3 3 3 2 Deactivating Interpreters In order to deactivate an Interpreter select the User Interpreter Deactivate option from the main menu User TA DOMIS FA Customer amp Pr Interpreter i Create i Amend
41. GI CEE NOUR HASSAN ADUF HODA VAGHEFIAN MAJID BALAL MAHA AMIN HEWA MERGHANI MOHAMED MEHDI SUHA MOHAMAD SOUAD SMITH MIRNA i November 2004 Y on 02 03 04 05 08 o7 os 09 40 14 12 23 isje 47 18 19 20 2 2al 23 2a 25 26 27 28 28 aof o1 02 of oaf os COCHHAHME 4 00 Ph a Ml Unconfirmed RF 6 30 7 30 Ph PM E HARSH HARE i lala EEE il E i 1 UEN SASHES l AON SUE d eee e The above screen shows the default display for the Booking Screen The language defaults to Arabic since this is the most used language The date defaults to today The screen shows all the interpreter s for the selected language and on the left and their availability on the main screen Confidential Stanford Systems 2004 Page 110 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 5 1 Selecting the Language Select the Language for the booking you are interested in On selecting the Language the screen will re display and show all the interpreters for the selected language Bengali in the screen below Language Arabic Armenian Asanti Belarusian BSL Bulgarian Cantonese Chinese Creole Croatian Czech Danish Dari Egyptian Farsi Confidential Stanford Systems 2004 Page 111 of 184 Ve
42. In order to view customer details use the Account Department View option from the main menu Account Department Create Amend Activate Deactivate vi b DX g C Then select the organisation from the list or enter other search criteria to find the relevant Customer Account j__AccoundDepertment_ _User_ __Booking Reports Admn Select Account to View Parent Organisation New Account Mo Postcode a 722 Old Account Mo Account Name Account Type Customer Organisatio n_ID Name Account _Na Address 1 Status Desc Org_type_Desc PostCode Org Type 41961 ANOTHER FET 34 PENDAL STREET Deactivated Niwa SRT o h 41262 Jceneral SURGERY OPD 67 BROAD STREET New Customer NWA 3ER You can search using the Account number the postcode the Old account number part of the account name or selecting the Parent Account Holder from the list and pressing the Search button Once the Customer has been found press the button with the account number to reveal the details for this customer Once you have viewed the Customer details press the Home button to return to the home page Please note that you cannot amend any of the details for the Customer in the View option You will need to use the Amend option if changes are required Confidential Stanford Systems 2004 Page 34 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Admini
43. MIE HUNTER Activated Then click on the button which contains the user number of the required interpreter When the interpreter s details are displayed click on the Amend Languages Search button interpreter Details Amend Languages Account Mo Personnel Mo Gender Grade Full Time Self Employed NI Number send Appointment Details By Out of Hours Mo vw Address Postcode 134 PROWESS STREET LONDON Wo ARY In our case we have a new interpreter and no languages have been defined for this interpreter When the Pop up window is displayed click on the Add Interpreter Languages button Confidential Stanford Systems 2004 Page 54 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 lt http griponline Interp_Langs Microsoft Internet Explorer Interpreters Languages faa Language ID Fluency Interpreter Languages Update Then the first row of the Grid data entry will be displayed Double click on the Language _ID blank section of the GRID Confidential Stanford Systems 2004 Page 55 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 lt http griponline Interp_Langs Microsoft Internet Explorer Interpreters Languages Language_ID Fluency Interpreter_Languages Then from the Combo select the Interpreter s Language Con
44. Old Account Mo NHS Organisation Code a Organisation Type CONDON Web Site Address ae NWa SRT SRT a TEE w a Motes Westminster LUJ 4 Stanford Systems UK Ltd Primary Care Trust You should see the confirmation screen showing that the customer s account has been activated Please note that you also need to create the Administrator for this Customer who will then create Users that can then make bookings on the system Also note that each of these users will need to be activated before they can login to make bookings Activate Account ANOTHER PCT is complete Confidential Stanford Systems 2004 Page 29 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 2 6 2 Deactivating a Customer Account Select the Account Department Deactivate option from the main menu Create Amend Activate Select the Customer account that needs to be deactivated and click on the Search button as shown below Account Department Parent Organisation New Account No Postcode a Old Account No Account Name Account Type Customer organisation_ID Name ount_No MC tice Janome cr soa penau smeet adire o Customer waa set 2 Confidential Stanford Systems 2004 Page 30 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Click on the button showing the Customer account num
45. Page 18 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Account Holder Another PCT Department GP Practice Administrator Users Administrator Administrator Users The Organisational structure for Another PCT is shown above The Registration process allows the Account Holder to create this structure OMIS administrators will then authorise the structure by activating the various accounts and notifying the Account Holder administrator OMIS Administrators will also create the administrator users at each of the departments and notify the users of the details in order to login to the system The administrators at each department can then create Confidential Stanford Systems 2004 Page 19 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 2 Maintaining Customer Accounts Customer accounts can only be maintained by OMIS Administrators This section describes the tasks that are required to Create Amend Activate and Deactivate Customer Accounts 3 2 1 Login into System In order to carry out the various administrative tasks the required security access must be supplied to all OMIS Administrators Whenever an OMIS administrator or user is created the account 1s auto activated I e all OMIS users will be activated on creation and will not require activation The following screen shows detail
46. RD ST MAR Y S HOSPITAL O20 7856 1145 Account Ho B56 LONDON Wie 1HY ALES CROSS WARD WESTERN EYE HOSPITAL O20 7A562322 eee oun He 055 MAR YLEBONE ROAD LONDON Huu ALMROTH WRIGHT WAR D ST MAR YS HOSPITAL O20 7856 1175 EET Bay PRAED STREET O20 7856 6991 LONDON Wie 1HY Sample report is shown above Confidential Stanford Systems 2004 Page 153 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 6 9 4 Customer Performance Report Reports Month End Signotf Error check P Month End Reports d Operations Performance Reports Agency Reports F Interpreter Pertormance Reports P Customer ccount Reports d By Farent User Login Report By Appointment Date Account Holder Report Customer a he Report Daily Confirmation Report Customer Lat cancel Report Unconfirmed Bookings Report P 8 Sl Bl Bl Bl 8 l 8 l Farent Customer Motes ST MARY S HOSPITAL WHS TRUST Start Date prosao Enter the Start date for the report and select the Account Holder Confidential Stanford Systems 2004 Page 154 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Customer Performance Report GRIP Westminster PCT NHS ot Charles Hospital Courtield House Exmoor Street London w10 BDZ Standard FUp Customer DNA Interpreter DHA GRIP Cancel Pay GRIP Cancel Not Pay Tota
47. RIPOnline SM_Data Upload20082004 Confidential Confidential MJ111195 607783 24 Aug 2004 4 00 pm No Department Found for this Booking Adnan Abdulwaed 3158158 607784 24 Aug 2004 10 00 am Confidential Confidential F111937 606933 25 Aug 2004 3 20 pm Lefteri Hyseni 3280195 607786 25 Aug 2004 11 00 am Khaled Khlifi 3376953 607787 25 Aug 2004 10 45 am Masoumeh Etemadi 3313603 607788 26 Aug 2004 2 45 pm Malgorzata Marta Zalewska 3404855 607789 31 Aug 2004 2 30 pm Confidential F110904 607790 02 Sep 2004 11 20 am Confidential M110899 607791 09 Sep 2004 3 00 pm Abdul Matlib Khan M217951 607792 09 Sep 2004 10 15am Parkash Kapoor 3350103 607793 09 Sep 2004 10 30 am Emil Aziz 3320050 607794 09 Sep 2004 10 40am Ali Mohammed 3244416 607795 13 Sep 2004 12 15pm Kok To 4198851 607796 14 Sep 2004 2 15pm Tejfik Pantina 3084374 607797 20 Sep 2004 12 15 pm Hanan Salim 3331825 607798 22 Sep 2004 12 20 pm Sample of report 1s shown above Confidential Stanford Systems 2004 Page 169 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 7 2 4 St Mary s Department Mappings Admin ki Languages TA st Mams Upload 28 Create StMary s Bookings F Bookings File Upload F Bookings File Upload Report St Mans Department Mapping This allows you to create and maintain a mapping between the ST Mary s file departments and those held on the OMIS system J SM_Upload_Mapping_Edit Mic
48. Report Customer Account Reports E Staff Monthly Report User Login Report Invoice Request Report Unconfirmed Bookings Report P Daily Confirmation Report l Bl BI Bl Bl Blo Bl Sl Confidential Stanford Systems 2004 Page 134 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Invoice Request Report Batch Reference To Finance Department Westminster PCT NHS GRIP Westminster PCT NHS St Charles Hospital Courtield House Exmoor Street London v10 BDZ From GRIP Language Services Westminster POT WHS Please raise an invoice for Interpreting services provided to ROD GOODYER BRENT PRIMARY CARE TRUST CHALKHIILL HEALTH CENTRE ROOK CLOSE OFF CHALK HILL ROAD WEMBLEY WEMBLEY HAY SBG Wain Parent Y Customer Account 10 Total Amount Due 18 076 75 Total Time 483 20 Hrs Period Covered Cast Centre Code Account Code hianager s Signature Date Confidential Stanford Systems 2004 Page 135 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 6 3 Operations Performance Reports These reports are for the use of OMIS Administrators for performance monitoring 3 6 3 1 Daily Confirmation Select the report from the main menu as shown below Reports Month End SignotfError check P Month End Reports Operations Performance Reports E Daily C
49. Selection pu o T Interpreter Language Status of Booking Signed off td Booking _ID Appointment Dake Appointment Time Patient Language Job_Mo Pref Gender Status Interpreter Mobile aana hisas lae o fuian o Sreda TSA MRNA 79159258 PL so4059 _ Jul22 2004 10 30 00 Arabic nko Signed off SMITH MIRNA 0793133 2689 BB cori Joes con isco rrr fo urvronn _ sareden ser mwa 70 5159260 Confidential Stanford Systems 2004 Page 97 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Patient Details Booking Status Organisation Signed off v GENERAL SURGERY OPD v Firstname Surname Date of Birth Gender o Other Reference Number Type Other Reference Number Postcode NHSNumber a Language GP Code GP Name a Booking Details OConfirmation Required Job Status Job Number 607816 Appointment Date Appointment Time Hrs 3 eee e Address If different from site address 09 09 2004 Be 15 00 fo sd fevBRoapsTREET O _ Count Cs os phone Preferred Interpreter Gender Service Type Payment Code mask dE raras No Pats Reg Sess Location 1 Contact 1 Location 2 Contact 2 p Gd G Interpreter Assigned MIRNA SMITH 428 v Sign off O Time 4 Start 7 Caine a pointment Outcome Customer a Name Reason for A Appointment Notes Confidential Stanford Systems 2004 Page 98 of 184 Online Management of Interpretive Se
50. Stanford Systems UK Ltd Online Management of Interpretive Services OMIS User Manual for OMIS Administrators Version 4 1 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Neither the whole nor any part of the information contained in this document may be adapted copied photocopied reproduced translated or reduced to any electronic medium or machine readable form without the prior written approval of the Copyright owners The software described in this document is furnished under a license by Stanford Systems and may not be used or copied except in accordance with the terms of such license The right to change the specification of any products described herein at any time and without notice to anyone is reserved The information provided in this manual is subject to development and change due to Stanford Systems policy of continuing improvements to its products While every care has been taken in the preparation of this manual to ensure accuracy all information of any nature and particulars of the products and their use are given by the manufactures in good faith We welcome any information concerning errors and omissions which may have escaped notice and any comments which may help us to improve the manual Copyright 2004 Stanford Systems UK Ltd All rights reserved Trademark acknowledgement All other trademarks mentioned herein are the property of their respe
51. Type SS ooN Web Site Address 2 MWS SDK Motes Me E This time you ll notice that the Parent organisation is set to the Account Holder account that was previously created Another PCT Enter the details for the department and press the Submit button Confidential Stanford Systems 2004 Page 17 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual listed gA ah Sip He Valkoamimen l i Account Department r fo Ee ro Thank you for completing the Registration You will be notified of the outcome soon via the email address entered during the registration process Create Account GP PRACTICE is complete T E The screen above shows the confirmation on creating the department You can create as many departments as you require for your organisation These will then be reviewed by OMIS staff The Account Holder and departments will be activated by OMIS staff as appropriate You can logout from the system after all the departments have been completed by using the Logout menu option as shown below Enei eiT m Hi eee ops RR aj iiia PAT v lkommen O Create a Thank you for completing the Registration You will be notified of the outcome soon via the email address entered during the registration process i ONMio Online home Page Create Account GP PRACTICE is complete Stanford Systems UK Ltd Confidential Stanford Systems 2004
52. ULWAED Arabic 20 Aug 2004 607785 25 Aug 2004 3 20 pm F111937 CONFIDENTIAL CONFIDENTIAL Thai Example of report is shown above Confidential Stanford Systems 2004 Page 149 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 6 9 2 By Appointment Date Reports Month End Signotf Error check P Month End Reports a Operations Pertornance Reports P Agency Reports a Interpreter Performance Reports P Customer Account Reports By Parent User Login Report By Appointment Date Accounkl jlder Report Unconfirmed Bookings Report P Customer Performance Report Daily Confirmation Report Customer Late Cancel Report l 61 Bl l Bl Bl Blo Sl This report list all bookings by Status Parent Customer Notes ST MARY S HOSPITAL NHS TRUST Start Date End Date poos pooszos Enter the Start and End Appointment dates for the report and select the Account Holder Confidential Stanford Systems 2004 Page 150 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Daily Activity Report ST MARY S HOSPITAL NHS TRUST Book Date Booking_ID Appt Date Appt Time Pat Ref Interpreter 20 08 2004 Cancelled 31 htar 2004 592533 20 Aug 2004 11 00 am 1152917 SOLTAN SALAHI Farsi GHULAM RABANI ADEL 974 19 Jul 2004 604086 20 Aug 2004 9 15 am 3000236 ANTISAR AZIZ Arabic SAYDA EL SH
53. anual 2B Booking_Interp_Avail Microsoft Internet Explorer Interpreters Available for 607816 availa ble Interpreter Account N Descriptio n Mobile mits 6836 5 5257 Se aq Le BEWELLOUN WAFAA 36 Fermale BOUSSETTA AHMED ss male Fi _ _ DIFFeneNce tancuace 9225 unknown Joona coreina uus Female ___ eusnauaLr marisa res a 16 51 Patient Details Booking Status Firstname ELLIOT Other Reference Mumber Type Eja marsau fras ree 5969 2 Booking Details network presrice ozza unknown TJ ncoc ritin ue fas male 079 5053 0689 7367 1 al Appointment Date Appointment PARTST KATTA n7057 4q2aanlsasann E 30 10 2004 15 00 ii a P a eS oaolalala ala alolala t a a ala Ilala wo co so wo a co sa wo a en on wo fe ao lan wo oo oe o wla om co oo so os om J co ca ca os eB oc oo Blo o ola ow He e on co amp co elon om pa on amp so oo on co oo ma co co om ta Ee co co pa oe co BH oa om ha oh wo pa oe Count Postcode enue phone When the booking has been confirmed a message will be displayed as follows Confirm Booking for 607816 is complete Confidential Stanford Systems 2004 Page 79 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 N
54. ax Unknown Language Err Jone 020 P3535 0474 No Pats Reg Sess Location 1 Contact 1 Location 2 Contact 2 fo Ee Ln LE Caller Details CUSTOMER PERSON User Mo Mame 4 Press OK to update and create FollowUp 767 CUSTOMER PERSON Phone Mobile p20 B4 A 4704 interpreter Assigned HODA AQUF 1133 Search Int Avail Sign off au Arrival Time Interview Start Interview r A intment Outcome o 13 00 13 15 14 30 Standard Customer Signoff Name Reason for Payment Jo Bloggs MA Appointment Motes History Submit Microsoft Internet Explorer Press OF to update and create FollowUp Confidential Stanford Systems 2004 Page 91 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 ADU v lkommen Follow Up Booking Patient Details Booking Status Unconfirmed Organisation Firstname Surname Date of Birth Gender Other Reference Number Type Other Reference Mumber Postcode NH SNumber ee eo EEO uage GP Code GP Mame C Details O Confirmation Required Job Status Job Number 607816 G Appointment Date Appointment Time i i no eee eee Address If different from site address ee ee 87 BROAD STREET 0 Count COE CET ahone Freferred Interpreter Gender Serice Type Payment Code nwa sep _ pao 207 3988 _ fax Mo Pats Reg Sess Location 1 Contact 1 Location 2 Contact 2 at a rr a A sign off Book
55. ber to display the customer details and then press the Submit button to deactivate the Account r gt m Ee z A iE ti f ft Ag iti EL Pyke pre pris Deactivate Account Account Type o Organisation Parent Sel Organisation Name 7 Department of Parent Mew Account No Phone Fax Address and Postcode Old Account No MHS Organisation Code MHS Organisation Type SS Aae Web Site Address Status Motes Again you should get the confirmation that the Customer account has been deactivated Deactivate Account ANOTHER PCT is complete Confidential Stanford Systems 2004 Page 31 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 2 Amend a Customer Account This section described the tasks required to amend the details of an existing account This may be necessary in case the address phone number fax or other details of the account need to be changed Create t Acti a Deactivate Ey View Logout Select the Account Department Amend option from the menu as shown above and then select the organisation from the list or enter other search criteria to find the relevant Customer Account DAFA DINI AccountiDepartment User Booking Reports Admin Select Account to Amend Parent Organisation New Account No Postcode Old Account No Account Name Account Type Customer Code Organisation_ID Name
56. ccount_Mo Confidential Stanford Systems 2004 Page 37 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 VWalkommen Deactivate OMIS User User Mo jaye Firstname Surname User Type OMIS OMIS GRIP ORGANISATION User Mame Password Confirm Password User Privilege Iser Status Department Phone Fax Mobile Email Address Role Job Title Motes Amend the details for this user as required and then submit and confirm the details Deactivate User NEW USER is complete Confidential Stanford Systems 2004 Page 38 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 3 1 3 Amend OMIS User Details In order to amend OMIS user details select the User OMIS Amend option from the Main Menu User m A DMS Create TA Customer Amand i FA Interpreter P FA a a Deactivate Ey WE Then select the user details by searching with the appropriate search criteria Account Department User Booking Reports Admin Select OMIS User to Amend OMIS New Staff Mo ay Old Staf No Surname User Type user aMis User_Mo First_Name Surname Account_Mo Golo new user o o Toms GRIP oncamtsarion beactvatea 8 oo la Then click on the button showing the User number Confidential Stanford Systems 2004 Page 39 of 184 Online Manage
57. ces OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 8 4 Viewing Bookings by Status You can view bookings for the Interpreter by selecting unselecting the status of the bookings that you need to view onfirmed lancellec signed Of By default all the Bookings status are selected Unselect any booking status that you do not wish to view This will trigger a refresh and the bookings for the status that was unselected will not be displayed In the above example all Confirmed bookings have been unselected and are not displayed on the diary after the refresh Confidential Stanford Systems 2004 Page 178 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Interpreter View By July 2004 v gt BENJELLOUN WAFAA o n M Month E rants ole oat alos EIEIO Be C Confirmed Cancelled rat Signed Off Invoiced 06 07 2004 i 06 07 2004 M e ae __ FN 07 07 2004 La a Se 11 07 2004 11 07 2004 W ll 12 07 2004 MAAN O ES enn ES nn Ee SSE Ee een En Le en ee Sn nnn SS en ean ne Se See 13 07 2004 ey F 1 ae o aa les EDLAS FY ee ee een es ee ee ee ee ee en ee ee ee Et E S ee a e 14 07 2004 NENDA Sn in Ge Gn SE Ge ee ee Ge ee Ge ee Ee De ee RE ey Confidential Stanford Systems 2004 Page 179 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 8 5 Book
58. confirmed i Organisation GENERAL SURGERY OPD F Firstname Surname Date of Birth Gender Other Reference Nuriber Type Other Reference Nurnber Postcode NHSNumber Language GE Code GF Name a A Booking Details Confirmation Required Job Status Job Number g97816 Appointment Date Appointment Time Hrs Minutes enue Address If different from site address Patient Details Booking Status Ea Count Postcode venue phone Preferred Interpreter Gender Semice Type Payment Code Venue fax Td Mo Pats Reg Sess Location 1 Contact 1 Location 2 Contact 2 Sl a Enter the Appointment Date and then use the Next or the Submit button to create another Regular session or save the last session respectively Regular Sessions Bookings for 607819 are complete Confidential Stanford Systems 2004 Page 105 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 4 14 Creating Block Bookings To create Block Bookings use the Booking Block Book option from the main menu Create te Amend Confirm UnConftirmn UnCancel X Sigroff 2 UnSign off View Cancel Follow Up Regular sessions Enter the booking reference number for creating the block bookings Booking Reference Number 607816 Confidential Stanford Systems 2004 Page 106 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrato
59. creen will be displayed for the selected language Interpreter Language and Time 1 Select the Organisation for the Booking ABBEY ROAD COMMUNITY MENTAL HEALTH 36337 ha ALECK BOURNE WARD 36245 ALEX CROSS WARD 36246 ALICE WARD 41102 ALLEN DALEY WARD 41196 ALMEOTH WRIGHT WARD 36247 ALPERTON MEDICAL CENTRE 36076 ASIAN WOMEN S RESOURCE CENTRE 40923 ASPRI MEDICAL CENTRE 36559 AVONDALE PARE PRIMARY SCHOOL 41192 AVONDALE WARD 36339 BABY CLINIC 41014 BABY CLINIC 41015 BABY CLINIC 41017 BABY CLINIC 41016 2 Enter the First name and Surname of the patient 3 Amend the Notes and enter other details of the patient 4 Click on the Submit button to save the booking Create Booking for 607830 is complete Confidential Stanford Systems 2004 Page 122 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 6 Reports This section describes the Reports that are available to OMIS Administrators 3 6 1 Month End Error Check Batch Jobs are run at the end of each month Some jobs can be run throughout the month so that any data entry errors in sign off can be detected The Month End Error check report is one of these 3 6 1 1 Batch Run The Batch run job will process any jobs that have been signed off since the last time this job was run and calculate the Costs for all these bookings To start the job Select the op
60. ct Booking for Confirm C Display History From To Old Job Mo Appointment Date m Booking Ret Patient Surname Sa T Preserve Selection Interpreter Select Bf Tit Cancel ncel P Language Select Int Diary Patient ID N Postcode SS Booking _ID Sopaintment Cake Appointment Time Status Customer PostCode Surname FirstName 607028 Aug 23 2004 09 00 00 SCARSDALE MEDICAL CENTRE wa 55x FAMILY DINKA 606927 Aug 23 2004 10 00 00 ST MARY S HOSPITAL NHS TRUST W2 1NY SAJEDA RASUL 607763 Aug 23 2004 11 05 00 THE WINDMILL MEDICAL PRACTICE Ni 3P5 WARFA ADAR The screen above displays the Urgent bookings These can be confirmed cancelled as necessary Confidential Stanford Systems 2004 Page 108 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 5 Scheduled Bookings Scheduled Bookings can be accessed via the main menu option as follows Create E Amend FA Confirm FA UnConfirm GA UnCancel ra Sign art Click on the Schedule Booking option to enter the Booking Screen Confidential Stanford Systems 2004 Page 109 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Version 4 1 Date 15 Nov 2004 Schedule Booking Lanquage Interpreter s Preferred Gender i BENJELLOUN WAFAA HAFIDI LALA HCHOUM e e NASHED NA
61. ctive owners Stanford Systems UK Ltd Tel 44 0 7000 000728 Fax 44 0 7000 728329 Confidential Stanford Systems 2004 Page 2 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Table of Contents 1 Introduction and Overview 6 1 1 Overview 6 2 Organisational Administration 7 2 1 1 Systems administrator 7 2 1 2 Customer support officer 7 2 1 3 Interpreter support officer 7 2 1 4 Finance officer 7 2 1 5 Interpreter 7 2 1 6 Customer Administrator fi 2 1 7 Customer bookings officer 7 2 1 8 Summary of users of the OMIS System 8 3 System Administration and Registration 9 3 1 Customer Registration 10 3 1 1 Account Holder Registration 10 3 1 2 Agree Terms amp conditions 11 3 1 3 Account Details Required Fields and Validation 12 3 1 4 Registration complete for Another PCT Account 15 3 1 5 Creating Departments or Clinics 16 3 2 Maintaining Customer Accounts 20 3 2 1 Login into System 20 3 2 2 Login Validation 21 3 2 3 Valid Login 2l 3 2 4 OMIS Account Privileges fe 3 2 5 Creating a New Customer Account 23 3 2 6 Activating Deactivating Accounts 2 3 2 7 Amend a Customer Account 32 3 2 8 Viewing Customer Account Details 34 3 3 Maintaining Users 35 3 3 1 OMIS Users 35 3 3 2 Customer Users 43 3 3 3 Interpreter Users 52 Confidential Stanford Systems 2004 Page 3 of 184 Online Management of Interpretive Services OMIS Version 4 1
62. e Interpreter Assigned MIRNA SMITH 423 v Sign off Policia TEE ee T F Arrival Time Interview Start Interview een ointment Outcome Customer Siqnoff Name Reason for Payment es oe Appointment Motes To sign off the booking you must enter the Arrival time Interview start time Interview end time Appointment Outcome Customer signoff name From Job Form and the Reason for Payment If required If any of these fields are left empty an error message will be displayed Confidential Stanford Systems 2004 Page 90 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 4 7 1 Creating Follow ups from Sign off If you want to create a Follow up from the Signoff enter the sign off details and click on the Follow Up button Firstname Surname Date of Birth Gender ELLIOT BRAUN 12 06 1956 Female Other Reference Number Type Other Reference Number Postcode NHShumber Patient ID 23423432 Language GSP Code GF Mame Fenn S y y E m Booking Details E annaig Required Job Status Interpreter Cancella Job Number 607815 Appointment Date ointment Time a Venue Address If different from site address ao nev2004 gt E 00 ie 189 PENDANT STREET Please do not confirm this booking It is for E testing purposes only ooo Court Postcode Venue phone ws 457 p20 T2503 37 32 Preferred Interpreter Gender Semice T Payment Code Venue f
63. e momenrer ossvaed sie Then click on the button with the User number to display the details and activate the user account Confidential Stanford Systems 2004 Page 45 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual me We Walko men Booking Reports Admin Activate Customer User ooe a eeS 2 a User Type Department pne Mame e TOR Password el Privilege User uli aem ie A a Address ee Title Cust Cust per anotherPCT nhs uk 00 nhs uk i Li Bookings Manager Notes 3 3 2 2 2 Deactivate Customer user Once users have left the Customer Organisation or moved to another department their user account should be deactivated This is done by selecting the User Customer Deactivate option from the main menu Confidential Stanford Systems 2004 Page 46 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Then enter the appropriate search criteria and press the Search button to find the user you need to de activate AccountiDepartment User Booking Reports Admin Select Customer User to Deactivate Te Account Holder Department Mew Staff Mo Be poa O staff Mo Surname Waaralype surname Ber Toustomen ernson lo eusomer _ anomenrct_laavace 22 Then click on the user number button to display the user s details Finally click on the Submit button and confirm to deacti
64. e Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 System Administration and Registration This manual has been created for the OMIS System administrators It describes all the administrative tasks that are necessary to ensure the efficient running of the System The first section describes the registration process that the Customers carry out This has been included in this manual so that administration staff are familiar with this process and will then be able to complete the Activation process that 1s necessary to ensure that Customers are able to login This section is written to familiarise the OMIS user with the System Administration and registration process Customers and users must be able to register on the system and receive the required activation deactivation from the administering organisation Confidential Stanford Systems 2004 Page 9 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 1 Customer Registration 3 1 1 Account Holder Registration The Administrator at the Customer Site will need to create the account for the Customer and the Systems Administrator This will need to be started at the Sign in form The administrator will not be able to login in with a user id and password unless this account is created The Administrator or Account Manager will need to follow this process The process is started by clicking the
65. e Surname Date of Birth Gender ELLIOT BROWN w Unknown E 2 Other Reference Number Type Select code NHSNumber Patient ID AHMED BOUSSETTA 561 PO Language ALCINO B VINHAS 483 ode GP Name French CATHERINE LE TEXIER 890 GIORGINA DONA 1115 Booking Details HODA AQUF 1133 Status Standard vy Job Number a KATIA PARISI 1151 607816 Appointment Date Api LANGUAGE DIFFERENCE 9225 Address lf different from site address 30 10 2004 T 8 0 NGOCTRAN 192 ROAD STREET LUCIE PEREIRA KOLAHI 1124 MIRNA SMITH 428 MUTUMPA KIAMATA 6871 NAFISA EL SHALLALY 487 Postcode Venue phone NATACHA 5 LANIADO ROSA 246 NVV4 3ER 0207 237 3383 PRESTIGE NETWORK 9224 p Preferred Interpreter Gender SANDRINE THI MAI CALDWELL 1161 nt Code Venue fax Unknown TERESA ROSTWOROWSKA 44 3 0208 364 2939 No Pats Reg Sess Location VANESSA JENSEN 236 Location 2 Contact 2 a N ee be Interpreter Assigned Select v ST TAC ee Paes p Sa T emmen Tae STO Reais You can also access the Interpreter s diary and Availability tracking screen from within the booking screen Use the Search button to view the interpreter s diary and the Int Avail button to track the interpreter s availability Confidential Stanford Systems 2004 Page 78 of 184 Online Management of Interpretive Services OMIS OMIS Administrator M
66. e a Job Form has not been returned by the Interpreter Confidential Stanford Systems 2004 Page 88 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Cl Display History Preserve Selection E CCC Soca T D o Interpreter ees SS a Booking_ID Appointment Date Appointment Time Patient Language Job_No Pref Gender Interpreter Bc onc 20 son fren liom a sae wa 0951 In our example case we only have one booking which needs to be signed off You can also use the Sign off screen to create multiple Follow ups When in the Booking the Follow up button can be used to create additional Follow ups from the booking that is being signed off Confidential Stanford Systems 2004 Page 89 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Sign off Booking Patient Details Booking Status Organisation GENERAL SURGERY OPD cr nt a of Birth lt _ ST a Reference Number Type BROWN e aaa Reference Mumber a aeee Unknown ooo TT i i uage SE Code GP Mame S Details eae ne Required Job Status Job Number 607816 Appointment Date DORN Time ae tae Co e ae l Address If different fram site address _ Count D O phone Preferred Interpreter Gender service Type Payment Code was aa fax No Pats Sess Location 1 Contact 1 Location 2 Contact 2 Caller Details User No Name Phon
67. efined You can also select the Organisation that the user belongs to in the Department field Confidential Stanford Systems 2004 Page 43 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 AccountiDepartment User Booking Reports Admin Create Customer User Firstname surname ronan Department User Name Password Confirm Password ser Privilege User Status EEE i aee E maas o S Address E e Title Cust Cust per anotherPCT nhsuk 0 nhs uk icc ccc Bookings Manager Motes Create User Customer Person is complete Confidential Stanford Systems 2004 Page 44 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 3 2 2 Activate Deactivate Customer Users Once users have been created they normally need to be activated Customer users can be activated by selecting the User Customer Activate option from the main menu 3 3 2 2 1 Activate Customer User User fa OMIS 7 Pl Customer i Create fed Interpreter ia Amend cl Dead vale a L amp View 5l Then enter the appropriate search criteria and press the Search button to find the user you need to de activate Select Customer User to Activate Customer Account Holder Department New Staff Mo Old Staff No Surname User Type Customer O ensue clas
68. erpreters and scroll to the right Confidential Stanford Systems 2004 Page 75 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual S http griponline GP_Search Microsoft Internet Explorer Language AUP HOLS Gender Mobile Phone 0772 930 6322 8257 5610 Customer Female 079 7663 2886 8204 4499 Mala n70 GOGA NARO 7287 1442 RADIOLOGY F bUAsoS Uo O UL NEUROLOGY a Peel 1 i BO2360 25 oct 2004 14 15 00 1 jo PAEDIATRICS BOOOSO os Nov 2004 10 00 00 1 O SERVICES FOR WOMEN RAYMEDE C Once interpreter s have been called if they are not able to fulfil the appointment another screen is available that allows you to capture this information 3 4 3 2 Tracking Interpreter availability If you click on the left of the booking details as shown below a pop up screen will be displayed that shows which interpreter s have been called and those that have rejected the appointment Booking_IC Appointment Date Appointment Time Patient Language Job_Mo Pref Gender Status Interpreter B0744 _ aunz7 2004 09 40 00 oe aug 27 2004 19 00 00 French Linkin Unconfirmed o Confidential Stanford Systems 2004 Page 76 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual E http griponline Booking_Interp_Avail Microsoft Internet Explorer Interpreters Available for 607815 Available Interpreter Account No Description Mobile sogre
69. f 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 2 Organisational Administration This section describes the users of the system 2 1 1 Systems administrator The objective of the Systems Administrator is to ensure the efficient running of the OMIS system Accepts or rejects on line applications from customers for new accounts Accepts or rejects on line applications from OMIS users customers and interpreters Configure reports for on line users Configure user access to the on line system 2 1 2 Customer support officer The objective of the Customer support officer will be to provide support to customers via the on line system telephone text messaging and email This is primarily for unconfirmed booking requests The support will be offered for bookings where the interpreter has tentative availability and also where an interpreter is not available for a particular date time The support officer will need to call interpreters in order to fill the slots 2 1 3 Interpreter support officer The objective of the Interpreter support officer will be to provide on line telephone text messaging and email support for interpreters so that the interpreter s diary gives an up to date view of availability This role will also play a part in assisting the Customer Support Officer complete unconfirmed booking 2 1 4 Finance Officer OMIS user who requires finance informatio
70. fidential Stanford Systems 2004 Page 56 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 lt http griponline Interp_Langs Microsoft Internet Explorer Interpreters Languages Language ID Fluency i ey 53 amiin Se asanti of pensan Interpreter_Languages To add another Language click on the Add Interpreter Languages and repeat the above actions Confidential Stanford Systems 2004 Page 57 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 lt http griponline Interp_Langs Microsoft Internet Explorer Interpreters Languages Language_ID Fluency faci Interpreter_Languages When all the Languages have been selected Click on the Update button and press OK to confirm the update Confidential Stanford Systems 2004 Page 58 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 http gripontine Interp_Langs Microsoft Internet Explorer Interpreters Languages Fluency Language ID E cy Microsoft Internet Explorer x ee Press OK to update the details Cancel Interpreter_Languages Then close the window and amend any other changes you may require for the Interpreter Finally submit the changes and confirm to update Confide
71. ge 115 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 5 3 3 Female Interpreters The Female view allows you to view the Diary for the Female Interpreters only Select the Female option as shown above to amend the diary to Schedule Booking MV Unconfirmed Lanquage Bengali v Interpreter s Preferred Gender all 2 aa 397725 E e 595004 B ALLIK MEENA Bi BIBI MAR Y ay KHALIQUE ROUNAQUE Confidential Stanford Systems 2004 Page 116 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 5 4 Viewing Bookings by Status You can view bookings for the Interpreter by selecting unselecting the status of the bookings that you need to view Unconfirmed Ji Cancelles signed OE By default all the Bookings status are selected Unselect any booking status that you do not wish to view This will trigger a refresh and the bookings for the status that was unselected will not be displayed In the above example all Cancelled bookings have been unselected and are not displayed on the diary after the refresh Confidential Stanford Systems 2004 Page 117 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 lt a July 2004 gt Language pew ooo 28 25 20
72. hown below and submit confirm Confidential Stanford Systems 2004 Page 52 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Firstname Surname User Type User Mame Password Confirm Password User Privilege User Status Fax Mobile Department Phone 020 8243 2343 O20 4323 3432 07710 283843 C Email Confirmation Email Address Fole Job Title Motes interpreter Details Account Mo Fersonnel Mo E ae ca Time Erployed a Number cca ar Postcode Prowess Street re ARY 3 3 3 2 Amend interpreter Users 3 3 3 2 1 Create Interpreter s languages In order to add the Interpreter s languages Select the User Interpreter Amend option from the main menu User m OMIS gt rm Customer P ome Pi Pr Interpreter P 4 Create Pd Amend BA nce Deactivate Ey WE Confidential Stanford Systems 2004 Page 53 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Then enter the appropriate search criteria to find the Interpreter Select Interpreter User to Amend Interpreter Mew Staf Mo E CREE a Old Staff Mo SUMame User Type User Na First_Name Surname 4ccount_Ha Type of User Organisation Current Status Use LISe a730 SILVIA HUNTER 1154 Interpreter SILVIA HUNTER Activated gzgg JAMIE HUNTER 2323 Interpreter JA
73. icing of Bookings 3 4 1 Booking Creation To create a new booking select the Booking Create option from the main menu Booking ki Create bo Confirm Unlontirn UnCancel Sign art UnSign ott View Cancel Follow Up Regular Sessions Block Book lo Io low wy bo KX BL SL BLU 3 4 1 1 Booking Search To create a booking you must first identify the Customer and the venue that the interpreter is to visit This can be done by searching for the Customer Number Usually supplied on the Fax supplied by the Customer part of the account name or the Postcode In our case we are going to make an appointment for the department we had created for General Surgery OPD for Another PCT account holder The account name for this department is 41957 This could also have been entered to search for the customer Confidential Stanford Systems 2004 Page 66 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Once the criteria has been entered and the Search button pressed a list of customers will be displayed that fit the criteria Sometimes no customers are found and the list can be empty j__AccounsDepertment__ _User_ Booking Reports Admn Select Booking for Create Cl Display History C Preserve Selection KENE Account _Mo Status Desc D oe emasan monsen wm 2 There are two importan
74. ield House Exmoor Street London wt BDZ 01 2004 ST MARY S HOSPITAL NHS TRUST 27 ANTENATAL CLINIC 4 AUDIOLOGY 1 CARDIOLOGY 1 CHEST amp ALLERGY CLINIC 2 DERMATOLOGY 1 JEFFERISS WING 2 Sample Report shown above Confidential Stanford Systems 2004 Page 157 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 6 10 User Login Report Reports Month End Signott Error check P Month End Reports d Operations Performance Reports P Agency Reports d Interpreter Performance Reports P Customer Account Reports User Login Report hermes ie Report P Daily Confirmation Report a m z z z m m z r This Report shows the date and time that users logged onto the system This includes OMIS users Customers and Interpreters Start Date Ponso lt a Enter the Start date for the Report Confidential Stanford Systems 2004 Page 158 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 GRIP ORGANISATION 20 08 2004 09 31 20 20 08 2004 09 48 56 AKECH LYNDA ANGOL SHARON 20 08 2004 16 02 34 20 08 2004 17 35 20 20 08 2004 17 37 02 BAJULATYE WINNIE 2308 2004 10 56 42 COLEMAN GEQRGE 20 08 2004 09 08 42 22 08 2004 08 15 47 22 08 2004 18 38 32 22 08 2004 18 48 07 22 08 2004 19 07 09 2308 2004 09 14 26 COOPER SUE 20 08 2004 14 56 53 20 08 2004 14 57 53
75. ilability 162 3 7 8 Deleting Interpreter Unavailability 162 Confidential Stanford Systems 2004 Page 5 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 User Manual for OMIS Administrators 1 Introduction and Overview 1 1 Overview The OMIS system allows remote users to book and schedule appointments for language interpreters The system is Web based which means that any users that have an active Username and Password are able to use the system via the NHSNet In the case of OMIS users they can access the system via the Intranet NHS Organisations such as GRIP provides language interpretation services to a number of organisations including healthcare Social Services housing and occasionally solicitors The services provided include the following e Face to face interpreting e Specialised interpreting in sensitive areas such as mental Health and HIV e Telephone interpreting normally only provided when unable to provide a face to face interpreter e Translation of documents and letters Rapid growth of the NHSNet and e applications within the NHS caused the Interpretive Service Providers to consider providing their service on the Web The OMIS system should allow the NHS to improve the service provided to their customers and also allow staff resources to be diverted from manual bookings to on line support Confidential Stanford Systems 2004 Page 6 o
76. ing Status Colours The colour scheme that is used for the status of the bookings is as follows em pooo o 3 8 6 View Booking Notes You can view the booking notes by using two methods 3 Click on the notes icon shown within the booking 4 Click twice on the booking notes which may not all be visible Once to select the booking and the second time to view the notes Use the OK or Cancel button to close the notes Bookings cannot be created or edited via the Interpreter s Diary You can view the details only 602559 requested by requested by Gwyneth Hughes Ei Confidential Stanford Systems 2004 Page 180 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 8 7 Enter Interpreter Unavailability This function allows you to enter the times when the interpreter is not available on a particular day You can create the unavailability block in two ways 3 Click on a day cell 4 Select a contiguous range of day cells o9 o7 2004 604956 E Contiguous cells selected by holding and dragging the mouse cursor Confidential Stanford Systems 2004 Page 181 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 This will display the following prompt so that you can enter the notes relating to the unavailability Explorer User Prompt Script Frompt Cancel
77. ing for 607815 is complete If the booking has been signed off without the follow up requirement then you should get the message displayed above otherwise the following message 1s displayed after a followup Follow Up Booking for 607817 is complete Confidential Stanford Systems 2004 Page 92 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 4 8 Booking UnSignoff There may be occasions when mistakes have been made with sign offs and the booking needs to be Unsigned off This is only possible before the end of the month when all the signed off bookings are Invoiced Status is changed to Invoiced In order to Unsign off a booking use the following menu options Booking D r m r x x La a Create Amend Confirm UnConfirm UrnCancel Sign off UnSigrn otf o Cancel Follow Up Regular Sessions Block Book Enter the relevant criteria to find the booking that needs to be signed off Confidential Stanford Systems 2004 Page 93 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual AccountiDepartment User Booking Reports Admin ped io Preserve Selection uc a Booking_ID 4ppointment Date Appointment Time Patient Language Job_No Pref Gender Interpreter 607816 Sep o9 2004 15 00 00 French fs Unknown Signed off SMITH MIRNA 07931 With the booking se
78. ion 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 3 3 4 View Interpreter Users In order to view Interpreter s details click on the User Interpreter View option from the main menu fa OMIS gt FA Customer P User TA Interpreter 3 Create rd Amend real Activate a Deactivate vie Then enter the Interpreter s search criteria such as surname or User Number and click on the Search button Select Interpreter User to View Interpreter Mew Staff Mo D Old Staf Mo Surname User Type User No First_Name surname Account Mo Type of User Organisation Current Status EETA HUNTER 1154 Interpreter SILVIA HUNTER Activated oe geo JAMIE HUNTER 2323 Interpreter JAMIE HUNTER Deactivated 63 93 After viewing the Interpreter s details click on the Home button to return to the Home Page Confidential Stanford Systems 2004 Page 65 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 4 Bookings This section describes the process for creating and maintaining bookings by OMIS staff OMIS staff enter bookings on behalf of Customers where the booking information is sent by the customer by Fax The Front Office staff create bookings Back office staff then confirm and finally Sign off the bookings This section will describe the entire process from Creation of Bookings to Sign off and Invo
79. l Bokings ST MARY S HOSPITAL NHS TRUST 25 04 2004 146 92 41 2 1 27 Oo 0 00 1 0 63 0 00 158 100 00 09 05 2004 470 94 76 g 1 51 Oo 0 00 2 0 40 0 00 496 100 00 23 05 2004 381 90 50 1 O24 Oo 0 00 1 O24 0 0 00 471 100 00 06 06 2004 448 96 05 4 0 58 Oo 0 00 1 O22 0 00 457 100 00 Sample report is shown above Confidential Stanford Systems 2004 Page 155 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 6 9 5 Late Cancellation Report This report provides details of Late cancellation by Account Holder Reports Month End SignothError check P Month End Reports a Operations Performance Reports P Agency Reports Interpreter Performance Reports P CustomerAccount Reports a By Parent By Appointment D ate Account Holder Report Customer Performance Report Daily Confirmation Report Customer Late Cancel Report User Login Report Uncontirmed Bookings Report P m z z z m m z z z Farent Customer Motes ST MARY S HOSPITAL NHS TRUST Start Date prosas E Select the Account Holder and the Start date for the report Confidential Stanford Systems 2004 Page 156 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Date 15 Nov 2004 Number of Cancellations B Late Cancellation Mo Bookings Daily Activity Report GRIP Westminster PCT NHS St Charles Hospital Court
80. lected click on the button with the booking reference number Confidential Stanford Systems 2004 Page 94 of 184 Online Management of Interpretive Services OMIS Version 4 1 Date 15 Nov 2004 OMIS Administrator Manual Onasa Mataba UnsSign off Booking Patient Details Booking Status Signec off v Organisation GENERAL SURGERY OPD Firstname Surname Date of Birth Gender Other Reference Number Type Other Reference Number Postcode NH SNumber Language GP Code GP Name C Booking Details Oo si a Required Job Status Job Number 607816 eer Date Appointment Time Minutes Loc e Address If different fram site address oymgeoo4 haso TEE SSS 87 BROAD STREET Count Postcode oa phone j INwa3eR Nw43ER sd 2 2973383 Preferred Interpreter Gender service Type Payment Code Venue fax Mo Pats sess Location 1 Contact 1 Location 2 Contact 2 Interpreter Assigned MIRNA SMITH 428 w Sign off C a Time e aM Stam eee ae eE ypointment Outcome W235 35 A500 EI AZO CSC C SSY 00 Customer DNA 2 M DNA w Customer O Name Reason for e Appointment e a Click on the Submit button and press OK to confirm the Un Signoff When bookings are Unsigned off their status is reverted to Confirmed Confidential Stanford Systems 2004 Page 95 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 4 9 View Booking To view a
81. ment Time Patient Language ob Ma Interpreter MMC eae Joas isoo ren fin conem SMITH mun 0793 Confidential Stanford Systems 2004 Page 81 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Click on the button with the Booking reference number to view the booking details Add any notes to the booking details indicating the reason for Un confirming Submit and press OK to Un confirm the booking smite pert arith Bean sea Valkommen Ak uuneies UnConfirm Booking Patient Details Booking Status Confirmed Organisation GENERAL SURGERY OPD w Firstname Surname Date of Birth Gender Other Reference Number Type Other Reference Murnber Postcode NHS Number 234234 Ooo Language GP Code GP Name e em Booking Details _ Job Number 607816 Appointment Date an Time Hrs aa oe Address If different from site address 30 10 2004 ho Jo z BRoabsrReEemT eee Count Da aoa phone Preferred Interpreter Gender Serice Type Payment Code matsen o go 297 903_ tax aia Location 1 Contact 1 Location 2 Contact 2 Sees interpreter Assigned The message below will be displayed to show that the booking has been Un Confirmed UnConfirm Booking for 607816 is complete Confidential Stanford Systems 2004 Page 82 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 4 5 Booking Cancellation
82. ment of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Valkomimen Amend OMIS User User Mo 3757 Firstname Sumame User Type OMS OMIS GRIP ORGANISATION User Mame Password Contirm Password User Privilege User Status Department Phone Fax Mobile Email Address Ra Job Title le Motes Then amend the details submit and confirm the update Amend User NEW USER is complete Confidential Stanford Systems 2004 Page 40 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 3 1 4 View OMIS User Details In order to view User details without making any amendments use the User OMIS View option from the main menu fel OMIS Create UB cane Ane TA Interpreter P Activate O Deactivate Then enter the appropriate search criteria to find the user OMS Mew Staff Mo Old Staff Mao Surmame user User Mo First_Name Surname Account Moa Current Status Glee Jnew fuser fo lomis oniponcantsarion beactvatea a o E Click on the button that displays the User number and view the User s details Then click on the Home button to return to the Home Page Confidential Stanford Systems 2004 Page 41 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual t 3 Eagan eaa H aj Ke Ep yig h Fs Valkommen
83. mer 4 amp ccount Reports H F Shetl Monthly Report User Login Report F Invoice Request Report Unconfirmed Bookings Report P 61 i Bl Bl Bl Bl Bl Bl Daily Confirmation Report The Report below shows a sample of the Report from Batch 141 Batch ID Motes 141 Confidential Stanford Systems 2004 Page 133 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Printedon 22 Aug 2004 at 6 06pm Page 1 0l Staff Monthly Report ABDEL RAHMAN ISMAT AFRICA HOUSE FLAT 1 2 BLOMFIELD VILLAS LONDON Westminster PCT NHS St Charles Hospital Courtfield House Exmoor Street Staff No 141 London 10 6DZ Batch Ref m o E Department sert A ar Interpreter Fee 601780 0 29 Jun 2004 10 00 00 626 Arabic 10 00 00 _ 11 05 00 65 16 10 538069 0 29 Jun 2004 11 45 00 646 Arabic 11 55 00 _ 13 45 00 110 24 00 601308 0 29 Jun 2004 15 10 00 662 Arabic 15 10 00 _ 17 45 00 155 31 99 601656 0 01 Jul 2004 10 00 00 ATE Arabic 10 00 00 _ 11 00 00 60 15 22 599934 0 05 Jul 2004 10 00 00 790 Arabic 10 00 00 _ 11 00 00 60 15 22 601297 0 05 Jul 2004 13 45 00 231 Arabic 13 45 00 _ 14 45 00 60 15 22 601950 0 05 Jul 2004 15 30 00 563 Arabic 15 30 00 _ 16 30 00 60 15 22 601235 0 06 Jul 2004 10 00 00 659 Arabic 10 00 00 _ 11 00 00 60 15 22 600721 0 06 Jul 2004 13 30 00 793 Arabic 13 25 00 _ 14 00 00 60 15 22 535170 0 06 Jul 2004 15 00 00 758 Arabic 15
84. more follow ups from this one booking GRENI Nalkommen ve Sead puncte Patient Details Booking Status Unconfirmed Organisation Firsthame Surname Date of Birth Gender Other Reference Number Type Other Reference Number Postcode NHSNumber Language GF Code GFP Name eS Booking Details CO Confirmation Required Job Status Job Number g97816 Appointment Date Appointment Time Hrs Minutes enue Address If different from site address Count Postcode enue phone O Serice Type Payment Code enue fax Contact 1 Location 2 Contact 2 MIRNA SMITH 426 v Follow Up Booking for 607818 is complete Confidential Stanford Systems 2004 Page 103 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 4 13 Creating Regular Sessions To create Regular Sessions use the Booking Regular Session option from the main menu Ly Create te Amend Confirm UnConfirm UnCancel a Sign ort a UnSign off View Cancel los ws Follow Up Fa Block Bo lod Enter the booking reference number that is to be used to create the regular sessions Booking Reference Number BOFa16 Confidential Stanford Systems 2004 Page 104 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Regular Sessions Booking Un
85. mp Daily Confirmation Report rm Agency Reports P 8 Customer Activity Summary Report rm Interpreter Performance Reports P E Management Batch Summary Report eA Customer Account Reports P Activity Trent Analysis Report eA User Login Report 8 Customer GHP Activity Report eA Unconfirmed Bookings Report P fed Daily Confirmation Report start Date End Date poros 23062004 Enter the start and end dates for the period of the Report Enter any notes for the Report Bookings Entered by GRIP vs Customers E GRIP B Customer No Bookings Example of Report shown above Confidential Stanford Systems 2004 Page 144 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 6 7 Agency Volume Report This report compares the volume of appointments between and Interpreters and Agency staff Reports Month End Signotf Error check P Month End Reports Operations Performance Reports P Agency Reports P Agency Language Volume Report Customer Account Reports User Login Report Unconfirmed Bookings Report P a rr Sa rr Ta rr zu rr a Interpreter Performance Reports P r zu rr i rz a rr a lea Daily Confirmation Report start Date End Date Motes prozo Bronzos z Enter the Start and End dates for the period of the report Enter any notes required for the report Confidential Stanford Systems 2004 Page 1
86. n 1 Contact 1 Location 2 Contact 2 Interpreter Assigned Select sign off Arrival Time Interview Start Interview Appointment Outcome Select Customer Siqnoff Name Reason for Payment NA Appointment Motes Aisiory Ubm At the same time an OMIS user is attempting to confirm the booking In this case the OMIS user will receive a message that the Booking has been locked by the Customer Confidential Stanford Systems 2004 Page 80 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 4 4 Un confirming Bookings There are occasions when a confirmed booking needs to be unconfirmed This allows the booking to go back into the pool on unconfirmed bookings so that OMIS user can find another interpreter for this booking To change the status of a booking to unconfirmed use the Booking Unconfirm options form the main menu Booking Create Amend Confirm Urpanfirmn eeu Sign ort UnSign ott View Cancel Follow Up Regular Sessions Block Book lor lo lo By lor X X l 61 8b D We have used our selection criteria as appointment date of 27 08 2004 and the Language as French __AccounDeperment_ _User_ __Booking Repos Admin _ Select Booking for UnConfirm Cl Display History awe O a ge a Interpreter C Preserve Selection Tag ee a Booking_IC Appointment Date Appoint
87. n for invoicing and payments 2 1 5 Interpreter Mixture of employees and freelance full time and part time staff There are approximately 640 interpreters approximately 70 of who are active 2 1 6 Customer Administrator Responsible for creating customer Account and users This user 1s based at the customer site 2 1 7 Customer bookings officer Responsible for creating and following bookings at the customer site Confidential Stanford Systems 2004 Page 7 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Date 15 Nov 2004 2 1 8 Summary of users of the OMIS System Service manager In charge of all staff at the Host Site OMIS user 7 Performance Reports to the service manager and Responsible for the OMIS user manager Systems interpreters and all other staff administrator Customer support Provide support to customers OMIS user officer Interpreter support Provide support to interpreters OMIS user officer Uses Finance information for payments and invoicing OMIS user e Mixture of employees and freelance full time and part Interpreter time staff There are approximately 640 interpreters approximately 70 of who are active Pa Responsible for Creating customer Account and users Customer Administrator ea within the customer site o een Responsible for making bookings Customer officer Confidential Stanford Systems 2004 Page 8 of 184 Online Management of Interpretiv
88. nce the file has been uploaded onto the server you can then create the bookings from this file St Mary s Bookings Upload File Name Uploaded By Upload Date Upload Time Run_By j C MInetpub wwwroot GRIPOnline SM_Data Upload 020804 CHURCHOUSE KAREN Aug 02 2004 14 24 57 Oo C netpub wwwroot GRIPOnline SM_Data SMH Upload ANGOL SHARON Aug 13 2004 14 45 03 0 Click on the button which identifies the file you have just uploaded This will start the upload procedure and you should get a message confirming that the upload was successful Confidential Stanford Systems 2004 Page 167 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 2 3 Bookings File Upload Report Admin i Languages fed 3t Mars Upload 2 Create Sthary s Bookings E Bookings File Upload E Bookings ti pload Report St Marys D tment Mapping The upload report should identify any errors that occurred during the upload process E Start Date End Date Motes poos2o4 ponso z Enter the start and end dates for the report and click on the Submit button Confidential Stanford Systems 2004 Page 168 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Date 15 Nov 2004 Westminster PCT NHS St Charles Hospital Courtfield House Exmoor Street London 10 6DZ Bookings File Upload Report 20 Aug 2004 C Inetpub wuwroot G
89. nt to enter then click on the Submit button A sample of the report is shown below Confidential Stanford Systems 2004 Page 125 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 OOO OOQ OQO Or Om Hista Batch_ID 141 Staff Mo thly Spot Check Report ABDELAZIM FATIMA job No Appointment App Start End Time Charged Interpreter Fee Service Type 0 600577 28 Jun 2004 09 30 00 18 00 00 GP CONSULTATIONS 3 50 94 20 Language Interpretation Standard 0 600578 29 Jun 2004 09 00 00 18 00 00 GP CONSULTATIONS 9 00 99 46 Language Interpretation Standard 0 600579 30 Jun 2004 09 00 00 18 00 00 GP CONSULTATIONS 9 00 99 46 Language Interpretation Standard 0 605281 02 Jul 2004 09 30 00 18 00 00 GP CONSULTATION 3 50 94 20 Language Interpretation Standard 0 605358 05 Jul 2004 09 30 00 14 00 00 GP CONSULTATION 8 00 88 93 Language Interpretation Standard Any Sign offs where the appointment is more than three hours is displayed in this report 3 6 2 Month End Reports 3 6 2 1 Customer Invoice Report The Customer Invoice Report is available after the End Of month job has been run This provides all the invoices that are sent to the Account Holders Reports Month End SignotfError check P Month End Reports P Customer Invoice Report Operations Performance Reports P Ee Report Agency Reports P Travel Expense Report Interpreter Performance Rep
90. ntial Stanford Systems 2004 Page 59 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 User Mo javac Firstname Surname User Type alla User Mame Password Confirm Password ca St User Status Department Phone Fax Aan al Email Address Role Job Title Motes Microsoft Internet Explorer Eg 3 Press OK to Update the record Interpreter Details Amend Languages Account Mo Personnel Mo ae B Coe a Time aa Employed CE Mumber prm a Postcode SE oM PROWESS STREET 134PROWESS STREET sss LONDON a e a a a a WWa ARY RST NET Amend User JAMIE HUNTER is complete Confidential Stanford Systems 2004 Page 60 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 3 3 3 Activate Deactivate Interpreter Users In order to activate an interpreter select the User Interpreter Activate option from the main menu 3 3 3 3 1 Activating Interpreters E i OMIS gt rs Customer P ome P al F GA Interpreter k Create rd Amend ri Activate a ned hat Ey View Enter the appropriate search criteria and the click on the Search button In this case we knew the Interpreter s User Number and this was used to search for the interpreter You can also use the Interpreter s surname or beginning of the Surname to search J_AccourtDepertment_ _User_
91. on a form and then details of the Administrator on the next page Please complete details on both forms to finish the registration process You will be notified of the outcome of the registration by email Please make sure you enter the correct email address on the Admininstrator s details Thank you for choosing OMIS Terms amp Conditions agree Pacco ons I do not agree MS oe stsniscasresa en Westminster Wz Confidential Stanford Systems 2004 Page 11 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 1 3 Account Details Required Fields and Validation If you click on the Submit button without entering any data and then press OK to update the details Microsoft Internet Explorer EJ le j Press OK to update the details Cancel Then the error messages for the required fields will be displayed These are the fields where information must be entered in order to Register the account You may have noticed that messages are not displayed for the drop down list boxes although these are mandatory This is because a default value is always displayed in the dropdown list box You may select another value if required A summary of the error messages is displayed at the top of the form and a star is displayed beside the field that is required a ee VaikoOmmern Nels OMIS Online Home Page Welcome to
92. onfirmation Report Agency Reports RE crn heen Summary Report Interpreter Performance Reports P E Management Batch Summary Report Customer Account Reports P Activity Trent Analysis Report User Login Report F Customer GRIP Activity Report Unconfirmed Bookings Report P i Bl Bl Bl Sl Bl Bl Bl Daily Confirmation Report Start Date End Date ieme2004 S iema2004 Str Enter the Start and End dates for the period of the report enter any notes and press the Submit button Confidential Stanford Systems 2004 Page 136 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Printed on 22 Aug 2004 at 6 26 pr Page 1 of 3 Daily Confirmation Report Westminster PCT NHS St Charles Hospital Courtield House Exmoor Street London W10 BDZ 16 August 2004 Follow Up JOSEPHINE OKAFOR 1 0 85 NAFSA MIRZA 14 11 86 15 100 Regular Sessions HURAI ROGERS 11 9 32 11 100 Standard CHINEDU MKPULUMA 3 2 54 GEORGE COLEMAN Af 39 83 JOSEPHINE OKAFOR 41 34 75 KOKILA SARDESAI 1 0 65 g2 100 An example Daily confirmation Report is shown above Confidential Stanford Systems 2004 Page 137 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 6 3 2 Customer Activity Summary Report This Report provides a summary of Customer activity for each batch Re
93. orts P Staff Attendance Report Customer Account Reports P Staff Monthly Report User Login Report E Invoice Request Report Unconfirmed Bookings Report P l Bl l l Bl Bl Bl Daily Confirmation Report Confidential Stanford Systems 2004 Page 126 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Select the Batch ID that you require for the report and enter any notes that need to be added at the end of each section for each Customer The same notes will be added for each Customer Batch ID wag CAR OOO O01 1156Q QOO Q Oyo crystal ete ORTH W Ser oe r An example of the report is shown below The report is printed in Landscape OOO 00115 Q OOl O Om Aetat Printed on 22 Aug 2004 at 53 28pm Page 1 of 2 Customer Invoice Report Batch Reference 141 GRIP BRENT PRIMARY CARE TRUST CHALKHIILL HEALTH CENTRE ROOK CLOSE OFF CHALK HILL ROAD Westminster PCT NHS St Charles Hospital Courtfield House Exmoor Street London W10 6DZ WEMBLEY WEMBLEY HAS SBQ Account No Time charged Language Pat Name Hosp NHS Usemame Amount Booking ALPERTON MEDICAL CENTRE 0 602987 30 Jun 2004 Oo 605839 07 Jul 2004 0 6045840 14 Jul 2004 0 605961 21 Jul 2004 Oo 605962 28 Jul 2004 BABY CLINIC 0 596628 13 hay 2004 0 601512 29 Jun 2004 Confidential 09 30 00 09 30 00 09 30 00 09 30 00 09 30 00 16 30 00 0
94. ov 2004 3 4 3 3 Booking Lock There may be occasions when a booking is being confirmed at the same time that a user wants to amend the booking For example a Customer that has created a booking may want to amend the time of appointment If OMIS users are trying to confirm the appointment at the same time this can cause problems In this case whoever enters the booking first for confirming or amending will Lock the booking The second or subsequent users trying to access the booking will receive a message that the booking is locked As an example the customer is amending the booking we created earlier L AccountDepartment User Booking Amend Booking Patient Details Booking Status Unconfirmed Organisation GENERAL SURGERY OPD Firstname Surname Date of Birth Gender ELLIOT BRAUN i208 956 Fermale Other Reference Number Type Other Reference Murnber Postcode NHSNumber Patient ID 23423432 Language GP Code GP Name French 7 Booking Details C Confirmation Required Job Status Standard Job Number 607815 Appointment Date Appointment Time Hrs Minutes Venue Address If different from site address 27 08 2004 w 13 00 f 0 1689 PENDANT STREET Please do not confirm this booking It is for LONDON testing cial only Court Postcode Venue phone gt TE AGY 020 T263 3732 Preferred Interpreter Gender Serice Type Payment Code Venue fax Unknown Language Interpretation one p20 ooo o474 Locatio
95. ows you to view the Diary for the next two weeks Select the Week option as shown above to amend the diary to Week View Amend Interpreter s Diary Interpreter View By TETE gt BENJELLOUN WAFAA o n N EEEE SESE CUCO F2 19 14 45 16 a778 ofzo 21 2 23 2 25 z 27 2 2 30 30 CE0GGOG 593618 05 07 2004 Er a EEE EE Sa aa z il O7 07 2004 605084 14 07 2004 In the Week view the dates are shown on the side and the time on the Top of the view Confidential Stanford Systems 2004 Page 176 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 8 3 3 Month View The Month view allows you to view the Diary for the next month starting from the selected date lew By Week Week Month h Select the Month option as shown above to amend the diary to Month View Amend Interpreter s Diary Interpreter BENJELLOUN WAFAA v FAR AAE M Unconfirmed 05 07 2004 06 07 2004 O7 07 2004 03 07 2004 o9 07 2004 10 07 2004 11 07 2004 12 07 2004 13 07 2004 14 07 2004 15 07 2004 16 07 2004 17 07 2004 18 07 2004 The month view similar to the Week view shows the dates at the side of the display and the time at the top of the display Confidential Stanford Systems 2004 Page 177 of 184 Online Management of Interpretive Servi
96. port eA Month End SignotfError check P rm Month End Reports d fe Operations Performance Reports P Daily Confirmation Report rm Agency Reports P 8 Customer Activity Summary Report fed Interpreter Performance Reports P E Management Batch Summar Report eA Customer 4 amp ccount Reports E Activity Trent ki r e20 Legi Hepat 8 Customer GRIF Activity Report eA Unconfirmed Bookings Report rm Daily Confirmation Report sis Report Batch ID 141 Select the batch number and enter any notes required for the Report Confidential Stanford Systems 2004 Page 140 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Management Batch Summary Report Batch Reference Westminster PCT NHS St Charles Hospital Courtield House Exmoor Street London i 0 BOZ Customer By Parent Parent Code Total Hours Total Amount Due BRENT FRIMARY CARE TRUST 10 321 63 70 545 63 CARERS NETWORK WESTMINSTER 1374 laa 55 02 CENTRAL amp NORTH WEST LONDON MENTAL HEALTH NHS TRUST 30 298 02 12 459 69 CHELSEA amp WESTMINSTER HOSPITAL NHS TRUST zq 444 37 17 344 02 CYGNHET BECKTON 1317 4 00 44 55 EALING HOSPITAL CUSTOMER CARE d 1 17 54 58 GRIP LANGUAGE SERVICES 1348 a417 f drz 96 HARROW PRIMARY CARE TRUST 1460 T I 362 92 An example of the report is shown above Confidential Stanford Systems 2004 Page 141 of 184 Online Management of Interpretive Se
97. ports Month End Signoth Error check P Month End Reports a Operations Performance Reports P a Daily Confirmation Report Agency Reports P Customer Actwity Summan Report Interpreter Performance Reports P E a Summary Report Customer Account Reports P Activity Trent Analysis Report User Login Report E Customer ORIF Activity Report Unconfirmed Bookings Report P amp l 61 i l Bl BL Bl Daily Confirmation Report Batch ID Motes 141 a Select the batch number and enter any notes required for the Report Confidential Stanford Systems 2004 Page 138 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Customer Activity Summary Batch Reference GIRIP Westminster PCT NHS ot Charles Hospital Courttield House Exmoor Street London VW10 GOZ BRENT PRIMARY CARE TRUST CHALKHIILL HEALTH CENTRE ROOK CLOSE OFF CHALE HILL ROAD WEMBLEY WEMBLEY HAS SBC ALBANIAN 16 AMHARIC 4 ARABIC 39 BENGALI T BULGARIAN 1 CANTONESE 10 DARI 2 FARSI of FRENCH 4 GREEK 2 GUJARATI 53 HINDI T ITALIAN 2 JAPANESE 1 KURDISH 2 MANDARIN 5 MOROCCAN 1 PASHTO 1 POLISH T PORTUGUESE 31 PUNJABI 5 RUSSIAN 15 An example of the Report is shown above Confidential Stanford Systems 2004 Page 139 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 6 4 Management Batch Summary Re
98. ppointments for General Surgery OPD will be included in the St Mary s NHS Trust Invoice Confidential Stanford Systems 2004 Page 24 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 2 5 1 Creating an Account Holder vase irn ads HEKOmMINMEN Create Firstname Surname User Type Registering Organisation User Mare Password Confirm Password User Privilege User Status Mobile Department Phone Fax 0207 384 3283 0207 384 3484 07710 283843 C Email Confirmation Email Address Fole Job Title Motes Request for opening an account for Admin Person at Another PCT Admin Ferson will be responsible for payments of all invoices for Another PCT and it s departmenta The details above are for the creation of an Account Holder PCT in this case Create Account ANOTHER PCT is complete VVestminsterhiv S Primary Gere Trust 4 Stanford Systems UK Ltd After submitting and confirming the update the above message confirms that the Account has been created Confidential Stanford Systems 2004 Page 25 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual 3 2 5 2 Creating a Department When creating departments for the above Account Holder you will need to enter the details similar to those shown on the following page Again use the Account Department Create Menu option to access
99. r Manual Date 15 Nov 2004 Enter the Appointment date and time and the use either the Submit button to save the booking or the Next button to create more Block Bookings AccountiDepartment Block Book Booking Patient Details Booking Status Unconfirmed Organisation mo BN Date of Birth Gender Other OEN Number Type i Other EON n A Number Postcode NHSNumber Language GP Code GP Name C Booking Details OConfi TE Required Job Status Job Number 607816 607816 Appointment Date Appointment Time T eee M Address lf different from site ait 30 09 2004 Hmo a e7 BROAD STREET OoOO SY Count Postcode Venue phone rT NW4 3ER 0207 237 3383 Preferred Interpreter Gender Service Type Payment Code Venue fax No Pats Sess Location 1 Contact 1 Location 2 Contact 2 Interpreter Assigned CSTE hi When the Final block Booking is complete click on the Submit button to save and return to the Home Page Confidential Stanford Systems 2004 Page 107 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 4 15 Urgent Bookings Whenever there are bookings on the system with only four hours or less left before the appointment time an Urgent Bookings message will be displayed on the footer of the screen as shown below Urgent Bookings 3 Click on the button that shows the number of Urgent Bookings E T ee Sele
100. r Picker Use the Popup Month Year selector to navigate to the required Year and Month After selecting the Month Y ear click on the OK or Cancel button Confidential Stanford Systems 2004 Page 113 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual 3 5 3 Selecting the Interpreter s Preferred Gender This option allows you to selectively view the Male Female or both gender interpreters 3 5 3 1 All Interpreters By default the first view that is displayed for All gender interpreters Unconfirmed Language Bengali v Interpreter s Preferred Gender y 27 ENGI F 02 osl 04 os 06 07 09 ee e ee a E KHALIQUE ROUNAQUE e ee a r i 6 30 7 00 7 30 Phi Phi Phi Phi CHOUDHURY SHAMS ULALAM E E E E E E E E E E GS T E E EE CHOUDHURY MOHAVMED i Confidential Stanford Systems 2004 Page 114 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 5 3 2 Male Interpreters The Male selection allows you to view the Diary for the Male interpreters only Ml Unconfirmed Language Bengali v Interpreter s Preferred Gender 4 200 d 30 a 00 q 30 6 00 6 30 PM Phi CHOUDHURY SHAMS ULALA CHOUDHURY MAHMUDUR R CHOUDHURY MOHAMED Confidential Stanford Systems 2004 Pa
101. rabic SAYDA EL SHARIEF 951 20 Aug 2004 607798 22 Sep 2004 12 20 pm 3331825 HANAN SALIM Arabic MOHAMED BABIKER 398 20 Aug 2004 607803 18 Nov 2004 11 15 am 3156410 RAHAB ALHADI Arabic MOHAMED BABIKER 393 20 Aug 2004 607794 09 Sep 2004 10 40 am 3320050 Bulk AZIZ Arabic MOHAVMED BABIKER 898 20 Aug 2004 607783 24 Aug 2004 4 00 pm hw111195 CONFIDENTIAL CONFIDENTIAL Spanish GUILLERMO ARROYAVE 869 20 Aug 2004 607726 15 Nov 2004 11 15 am t4000 MOHAMMED GARDALLA Arabic SAYDA EL SHARIEF 951 20 Aug 2004 607795 13 Sep 2004 12 15 pm 3244416 ALI MOHAVMED Kurdish FADIL SAMAN 926 20 Aug 2004 607737 23 Aug 2004 10 30 am 3377260 ALIA KINKON Arabic AMIN BABIKIR 964 20 Aug 2004 607800 14 Oct 2004 1 45 pm 3306417 ABUAD AL SAIQ Arabic MOHAVMED BABIKER 898 20 Aug 2004 607732 23 Aug 2004 3 00 pm F111705 CONFIDENTIAL CONFIDENTIAL Bengali NADIRA ALI 963 20 Aug 2004 607802 11 Nov 2004 11 15 am hizo4208 SHOU CHENOG Cantonese TAA TOMS 9232 20 Aug 2004 6073814 04 Aug 2004 4 30 pm F110854 CONFIDENTIAL CONFIDENTIAL Thai RASME TOME NAKORNSUWAN 872 20 Aug 2004 607739 19 Aug 2004 9 20 am F112257 CONFIDENTIAL CONFIDENTAIL Russian LUDMILA IGNATJEVA 969 20 Aug 2004 607790 02 Sep 2004 11 20 am F110904 CONFIDENTIAL CONFIDENTIAL Spanish RHONA P DESMOND 907 20 Aug 2004 607799 23 Sep 2004 4 00 pm hw109190 CONFIDENTIAL CONFIDENTIAL Arabic MOHAVMED BABIKER 398 Unconfirmed 20 Aug 2004 607807 25 Aug 2004 9 46 am 3392440 ZEINAB AHMEN ALI Arabic 20 Aug 2004 607784 24 Aug 2004 10 00 am 3158158 ADNAN ABD
102. rosoft Internet Explorer Py St Marys Data Mapping Location ID 305 Org_ ID 36254 Ea Location_ID Organisation_ID oe st Mary Location Waller Cardiac Clinic St Marys W2 O P D ars A C Department Name CARDIOLOGY asz e g Address ST MARY S HOSPITAL NHS TRUST E PRAED STREET E Pe E 36254 _ A sas Te Coupons Ss C Postcode W2 1NY eal 36257 Ja Telephone 020 7886 6666 CI Fax 020 7886 6239 36263 Al 3623 Ja 36260 E asz fo m D iuu Confidential Stanford Systems 2004 Page 170 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Click on the left edge beside the department that needs to be amended and the Pop up screen be displayed showing the details for this department Amend the screen as necessary and press the Update button Confidential Stanford Systems 2004 Page 171 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 8 Amend Interpreter Diary The Interpreter s diary can be accessed via the main menu option as follows Create Diary Click on the Amend option to enter the Interpreter s Diary Amend Interpreter s Diary Interpreter View By ABBAS ALMUTAZ E Unconfirmed U Cancellec The above screen shows the default display for the Interpreter s diary Confidential
103. rsion 4 1 Ps N W N oO z oO N oO ta me oO bol g t oO O oN z fae oO E Date 15 Nov 2004 OMIS Administrator Manual Unconfirmed gt gt N 2 3 Interpreter s Preferred Gender Language Bengali D 1 Oo hs ea Ia no os eae 2 ee ft OCHT Steel i tt TT Oo O x fm LS 2 D rama anana x Oe a All ALLIK MEENA BIBI MARY KHALIQUE ROUNAQUE CHOUDHURY MAHMUDUR R ALI NADIRA CHOUDHURY MOHAMMED Stanford Systems 2004 Page 112 of 184 Confidential Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 5 2 Selecting the Date Use the Calendar to select the date that you need for the Booking Use the Blue icons to navigate to the July 2004 Next Previous month hon Tue Wed Thu Foi Sat Sun o 07 08 osf 10 17 PT 13 14 15 16 17 18 al 20 21 22 23 24 28 2 27 26 29 30 5110r 02 03 04 05 06 07 0 7 Use the Next Previous Month picker to view dates for different months of the year Click on the Day that you want to start viewing the Calendar In the example above the diary will start on the 5 July 2004 odo Jan Jul 4999 2004 Popup Month Year picker Feb Aug 2000 2005 g Mar Sep 2001 2006 Apr Oct 2002 2007 May Mov Month Yea
104. rvices OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 4 10 Booking History To view full history of a booking click on the History button when the booking is open http griponiine booking Mistory Microsoft Internet Explorer Pi E3 Booking History Job Number 602798 iimend_Date EVANS URSULA 05 July 2004 14 02 BAYSWATER MEDICAL PRAC CHIMDUWEM LAWRENCIA 11 07 BAYSWATER MEDICAL PRAC Sign off AKECH LYNDA J July 2004 12 42 BAYSWATER MEDICAL PRAC Confidential Stanford Systems 2004 Page 99 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 4 11 Print Booking To print booking details click on the Print button when the booking is open Then enter any additional details that you may want to add to the booking and click on the Submit button Booking ID Motes a02798 Note for Booking i Home isit Details Home address if required Pn Authorised By Booking Manager Z The print preview will be displayed as a report You can amend the details before the final print email using Word or Adobe PDF format Confidential Stanford Systems 2004 Page 100 of 184 Online Management of Interpretive Services OMIS Version 4 1 Date 15 Nov 2004 OMIS Administrator Manual Booking Details Booking Language
105. rvices OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 6 5 Activity Trend Analysis Report eA Month End SignotfError check P fed Month End Reports d fel Operations Pertormance Reports P Daily Confirmation Report rm Agency Reports Customer Activity Summary Report TA Interpreter Performance Reports P E Management Batch Summary Report fed Customer Account Reports d E Activity Wine Report eA User Login Report Customers rm Uncontitmed Bookings Report P rm Daily Confirmation Report IP Activity Report start Date End Date prosz proso Enter the start and end dates to identify a period for the report Confidential Stanford Systems 2004 Page 142 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Date 15 Nov 2004 Activity Trent Analysis Report Westminster PCT HHS St Charles Hospital Courtield House Exmoor Street London i0 KDZ 200 a ee a 160 E Hew Bookligs onlmations an Nations Skot aed 40 or oo ee m to g Ca SELLS Motes An example of the Report is shown above Confidential Stanford Systems 2004 Page 143 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual Date 15 Nov 2004 3 6 6 Customer OMIS User Activity Reports fed Month End SignotfError check fed Month End Reports d fed Operations Performance Reports P a
106. s required for the creation of an OMIS Administrator This is covered in the section Creating an OMIS User account apii Rem ore jit peepee See Fh Re eI ID Nalkommen Babys Create OMIS User Firstname Surname User Type OMS User Name Password Confirm Password User Privilege User Status Department Phone Fax Mobile Email Address Role Job Title henry smithiGowner org uk Customer Support Officer Motes Westminster ii 4 Stanford Systems UK Ltd Primary Gare Trust Confidential Stanford Systems 2004 Page 20 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual 3 2 2 Login Validation Pressing the submit button with out entering any information will display error messages on invalid username and password nei ctor Boa say apn Weerli be pn at a Valkammen Ysemame ff You must enter a username Password You must enter a password amp Stanford Systems UK Ltd 3 2 3 Valid Login Login using the username and password provided by your OMIS administrator This should allow you to login if the account details have been entered and the account is active Oppi stem Roparay aan PaF DINI V lkommen Booking Reports Admin HENRY SMITH amp Stanford Systems UK Ltd Confidential Stanford Systems 2004 Page 21 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 200
107. s that will subsequently registered This is the method used for registering the Customer account of all Parent Organisations where the Customer is initiating the registration process The other option is for staff at the Hosting site to enter the details of the organisation and activate the accounts On entering the details once the postcode is corrected the error will disappear ae ot 4 Beta eros willkommen Bae pipet JIN Create Account You must enter organisation Depanment name You must enter an Account Humber You must enterthe address You must enterthe postcode EE Int Type Organisation Parent Self E ac E Name Department of Parent Customer v self Another PET S Another PCT New Account Mo Nee pe n aaea and Postcode 0207 1602832 150 2052 a ao4 4049 1434 Pendal street Pendal street Old Account Na NHS Organisation Code MHS Organisation Type London sss sSSSSSS SS E Web Site Address Status NvWa SRT Motes 4 Stanford Systems UK Ltd ies pauls So BES Confidential Stanford Systems 2004 Page 13 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 If the postcode is invalid and the Submit button 1s pressed then the form will be re displayed with the appropriate error On correcting and re submitting the error will disappear and the details will be saved on the on line system The
108. s used to close all signed off bookings entered since the last batch and convert them all to Invoiced The next batch job number is then created and this is set to the Current batch number This job is password protected and should only be run by the OMIS administrator at the end of the month when all the job forms that have been received are signed off Enter the password and then Click on the submit button and press the OK key to complete the job __AccountDepartment User Booking Reports Admin Create New Batch 143 Fassword oubmit Confidential Stanford Systems 2004 Page 124 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 6 1 3 Staff Error Report Reports Month End SignottError check P A Batch Run Calculate Costs Month End Reports Es End OF Month Job Operations Pertormance Reports P 228 Staff Erron Report Agency Reports d Interpreter Performance Reports P Customer Account Reports User Login Report Uncontirmed Bookings Report P Daily Confirmation Report ter NHS z z a z m m z z z Batch ID The staff Error Report is used to identify any errors that may exist during the Sign off process especially where large payments are made due to an incorrect entry of the appointment time To create the Report Select the Batch number that you require the report for and any notes that you may wa
109. ss entered during the registration process Create User Administrator Person is complete amp Stanford Systems UK Ltd Confidential Stanford Systems 2004 Page 15 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 1 5 Creating Departments or Clinics fi Marah T calypso WM Erti Eia Yalkommen Account Department i Cre l OMIS Online Home Page Thank you for completing the Registration You will be notified of the outcome soon via the email address entered during the registration process Create User Administrator Person is complete Fa l j z Y E o stentora Systema UK Lia Westminster i775 Once the Account Holder Account has been created you may create the departments for your organisation These can be created by using the menu option as shown above Click on the Create button and enter the details as shown below Confidential Stanford Systems 2004 Page 16 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual F EET i GAL pea pB a Valkamimnen Account Department Create Account Account Type _ Organisation Parent Self d Organisation Name Department of Parent Customer f v ANOTHER PET A GP Practice New Account Mo Phone Fa Address and Postcode x 0205 3084 3844 0208 364 2939 or Broad Street Old Account No NAS Organisation Code MHS Organisation
110. start date and the end dates for the account do not need to be entered These will be generated and displayed by the system as appropriate Once the account details have been entered the Administrator details for this account will be requested as shown Enter the details for the Administrator Example details are shown below for Another PCT Please make sure that you note the password that you have used Vaikomineri Create Firstname Surname UserType customer x ANOTHER PCT Registering Organisation User Name Password Confirm Password User Privilege User Status Deparment Phone Fax Mobile 0207 384 3283 0207 384 3484 07710 283843 C Email Confirmation Email Address Fole Job Title Motes Request for opening an account for Admin Person at Another PCT Admin Ferson will be responsible for payments of all invoices for Another PCT and it s departmenta Again any mandatory fields and error messages will be displayed on top of the form Make sure all the details are entered and submit the form confirming the update Confidential Stanford Systems 2004 Page 14 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual 3 1 4 Registration complete for Another PCT Account f Valkommnen Account Department l i ooo Pils ig Thank you for completing the Registration You will be notified of the outcome soon via the email addre
111. strator Manual Date 15 Nov 2004 3 3 Maintaining Users The OMIS administrator is responsible for maintaining users on the system There are three types of users OMIS Users Users working at the Host Site Customer Users Users at Customer sites Interpreter Users Users that provide the interpretive Services to Customers The OMIS Administrator requires access to all three types of users so that their details are as accurate as possible on the system The administrator is also responsible for creating new user accounts and activating deactivating accounts for users that join and have left the various organisations positions 3 3 1 OMIS Users OMIS users need to be created by the OMIS Administrator Their username and password can be set by the administrator and can later be changed by the user 3 3 1 1 Create OMIS Users In order to create a OMIS user select the User OMIS Create option from the main menu User fa Mms 0 y Customer a Amend Interpreter P Activate w Deactivate Ey WE Confidential Stanford Systems 2004 Page 35 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 qii ALOE Create OMIS User i n1 a User Type CORCRCANERION m Mame o config Pessi ___ Password a ee User status penat ae S oo Address ee Job Title Motes Enter the details for the user administrator as shown above then
112. submit and confirm the details Use the User Privilege selection to create an administrator or an ordinary user for the OMIS Account Create User New User is complete Confidential Stanford Systems 2004 Page 36 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 3 1 2 Activate Deactivate OMIS Users Once users have been created they normally need to be activated however OMIS users do not require activation In order to activate a Customer User see the next section Once users have left or moved to another department their user account should be deactivated This is done by selecting the User OMIS Deactivate option from the main menu User TA OMS O Create Customer Ga Amend Interpreter FA Activate aa a lune Ey View Then enter the Search criteria to find the user you need to de activate Or just press the Search button to list all the OMIS Users _AccountiDepartment User Booking Reports Admin Select OMIS User to Deactivate OMIS Mew Staf Mo Qld Staf Mo SUM ane User Type user OMIS User_Mo First_Name SUPname ccount_Mo Type of User Organisation Current Status Suwa mew user oms oap oncawisarionactvaed 2 Then click on the user s number button to display the details OMS New Staff Mo Old Staff Mo Surname User Type om5 a User TO First_Name Surname
113. t check fields on the search screen Display History If this field is checked then whenever the Booking is displayed it will also display all the history associated with the Booking 1 e Booked By Who Created the Booking Confirmed By Who Confirmed the Booking Sign off By Who Signed off the booking If this field is checked it can make the booking screen too long therefore you may prefer to leave the check off so that the minimum data is displayed Preserve Selection The preserve selection check field allows you to move to other screens and then return to the Booking selection screen with the Search Criteria preserved E g if you choose a particular date range and an interpreter then after amending the booking when you return to the Selection screen this criteria will be preserved If you uncheck the field the selection data will be cleared and you will get blank selection criteria when you return to this screen To continue with the Booking creation Click on the Button displaying the Customer number 41957 in this case Confidential Stanford Systems 2004 Page 67 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Create Booking Patient Details Booking Status Unconfirmed Organisation GENERAL SURGERY OPD Firstname Surname Date of Birth Gender E Other Reference Number Type Other Reference Mumber Postcode MHS Number BE ee
114. t displays the booking reference number Confidential Stanford Systems 2004 Page 71 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Amend Booking Patient Details Booking Status Unconfirmed sa Organisation GENERAL SURGERY OPO Firstname Surname Date of Birth Gender Other Reference Number Type Other Reference Murmber Postcode MHEMurmber D Language GP Code OFP Mame Booking Details Confirmation Required Job Status Job Number 697816 Appointment Date Appointment Time Hrs Minutes enue Address If different from site address 30 10 2004 15 00 o B7 BROAD STREET Court Postcode Venue phone Preferred Interpreter Gender Semice Type Payment Code Venue fax Mo Pats Reg Sess Location 1 Contact 1 Location 2 Contact 2 interpreter Assigned Sign off Arrival Time Interview Start Interview Appointment Qutcome Customer DONA ka Reason for Payment MA Customer Signoff Name Appointment Motes Amend any of the fields that require changes and then submit the changes Confidential Stanford Systems 2004 Page 72 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 4 3 Booking Confirmation Once Bookings have been created and amended they will have a status of Unconfirmed This means that staff that are responsible for confirming bookings should onl
115. ter Gender Service Type Mo Pats gt Sess Location 1 Contact 1 Interpreter Assigned Organisation GENERAL SURGERY OPD ka Gender w Unknown ka NHS Nurmnber Date of Birth Postcode GP Code GF Marne O Confirmation Required Job Status Job Number 607816 Minutes enue Address lf Block Book oF BROAD sTRRCustamer Cancellation Customer Late Cancell ne a Double Booking Cance Follow Up nan GRIP Cannot Provide Aint GRIF Late Cancellatio See ee __ 0207 237 3383 Venue fax 0206 364 2939 Contact 2 Interpreter DNA Payment Code Regular sessions one Before submitting for cancellation select a reason in this case Interpreter Cancelled Then submit the booking by clicking on the Submit button and pressing the OK button Cancel Booking for 607816 is complete The message above confirms that the booking has been cancelled Confidential Stanford Systems 2004 Page 85 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 3 4 6 Booking UnCancellation If the Booking needs to be UnCancelled in case another Interpreter has been found who can fulfil the appointment then use the Booking UnCancel option from the main menu Create Amend Confirm UnConfirm Sign UnSign ott View Cancel Follow Up Regular Sessions Block Book lo Ie lo ey lo X X 1 6 6
116. the OMIS Registration process This Account is used for first time registration of Accounts Please click on the Create button ta create an account or Cancel to log out You will be asked to enter details of your organisation or department on a form and then details of the Administrator on the next page Please complete details on both forms to finish the registration process You will be notified of the outcome of the registration by email Please make sure you enter the correct email address on the Admininstratar s details Thank you for choosing OMIS Terms amp Conditions agree Ol do not agree fe j 7 y E Westminster LE Confidential Stanford Systems 2004 Page 12 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Enter the details for your Account Details of the Another PCT account are shown below Any fields that still generate an error will display the Star as soon as the typing is complete E g the postcode will display an error message as soon as an invalid postcode is entered The Account Type is set to Customer by default And the Organisation to Self This means that the Account Holder Account needs to be defined First and then any departments Another PCT is being registered as the Parent or Account Holder organisation and will be responsible for administration and payments of the department
117. tion from the Menu Reports Month End SignotfError check E Eat un Calculate Costs Month End Reports p A A Month Job Uperations Performance Reports P Staff Error Report Agency Reports d Interpreter Performance Reports P Customer Account Reports d User Login Report Uncontirmed Bookings Report Daily Confirmation Report ter NHS 61 l Bl Bl Bl Bl Bl Calculate Costs for Batch 142 Confidential Stanford Systems 2004 Page 123 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 When the job is selected the title displays the current job number Click on the Submit button and press the OK button to star t the job A Progress bar will appear at the button part of the Internet Explorer Which this is complete the jobs will have finished and all jobs that have been signed off this month will have been calculated You can now print the Staff Error Report to look for errors in the signed off bookings 3 6 1 2 End of Month Job Reports Month End SignotfEror check P Ey Batch Run Calculate Costs Month End Reports Es End Of Month Job Operations Performance Reports a Staff fh Report Agency Reports Interpreter Performance Reports P Customer Account Reports User Login Report Uncontirmed Bookings Report P Daily Confirmation Report ter NHS l 8 l l 1 l a i l The End of Month Job i
118. uages This section shows how to view and amend the Language Costs for various Languages and Agency Onpi etoi Sopa ray apan DAF OT V lkommen Account Department Language_Type_Desc Language_Cost Out_Of_Hours_Cost Language_Cost_Subsegq Out_Of_Hours_Cost_Subseq Grade4 GradeB Grade e E core 43 1200 53 6400 4 2000 4 2000 45 7000 13 6100 11 510 E O ce E _ _ _ amo ame ao O aa Language_Type Languadges Enter Password to Update Confidential Stanford Systems 2004 Page 164 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Use the symbol to navigate and view the Languages that are defined in the various classes Core Non Core and Rare If any of the costs are amended then you must provide a password to update the details 3 7 2 St Mary s Upload This section describes the upload procedure for loading St Mary s Bookings The upload should be run from the Customer site The upload procedure is as follows 1 The Telemagic export file needs to be uploaded onto the Server 2 The bookings can be loaded and create in the OMIS System 3 Report printed to check and make any manual amendments Any Mapping changes between St Mary s and OMIS need to be made by the Mapping screen 3 2 1 Bookings File Upload Admin i Languages fed 3t Mars Upload 2 Create Star s Bookings Bookings Ile Upload
119. vate the Customer user s account Maraba Wierni meara L i palus Deactivate Customer User User Mo a758 Firstname a User en Department User Mame e Confirm Password R Privilege m tatus ae ee ae Peokings aaou Address CEE moas o Title Cust pernanotherP CT nhs uk Bookings Manager Motes Confidential Stanford Systems 2004 Page 47 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Deactivate User CUSTOMER PERSON is complete 3 3 2 3 Amend Customer Users In order to amend the user details for a Customer Select the User Customer Amend option from the main menu User a OMIS T ii i BA Customer A Create TA Interpreter Amend fed ci Deactivate Lo Wien Enter the appropriate search criteria to find the user j__AccoundDepertment_ _User_ Booking Reports Admin Select Customer User to Amend Customer Account HolderDepartment New Staff Mo cr Qld Staff Mo Surname User Type person Customer surname ccount_Mo O r Then click on the button with the user number that required amending Confidential Stanford Systems 2004 Page 48 of 184 Online Management of Interpretive Services OMIS Version 4 1 OMIS Administrator Manual Date 15 Nov 2004 Amend Customer User User Mo Firstname Surname User Type a
120. y see these bookings When you select the Booking Confirm option from the main menu only unconfirmed bookings will be displayed after you have entered the search criteria Booking i Create ia Amend Pr Corim FA EN FA UnCancel Fi Sign off PA UnSign ott amp view zi Cancel Ey Follow Up Ey Regular Sessions amp Block Book OMIS users that are responsible for confirmations usually work with interpreters for particular languages and will be working through the confirmation for a particular day This reflects the criteria shown below as the date of 27 08 2004 for French Bookings 3 4 3 1 Viewing Interpreter s diary When a particular booking has been found the OMIS user will need to find an appropriate interpreter To help with this process pop up screen can be used to displays the Interpreter s booked appointments Click on the Int Diary button to display the Interpreter s booked appointment diary Confidential Stanford Systems 2004 Page 73 of 184 Online Management of Interpretive Services OMIS OMIS Administrator Manual C Display History Globo CC AP a i fe Interpreter Preserve Selection nove a ee a When the Pop up screen is displayed the language will be picked up by default French in this case Next click on the Combo field to get a list of Active French Interpreter lt http gripontine GP_Search Microsoft Internet Explorer

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