UNHS Hearing Screening User Manual
Contents
1. Import History The import history can be accessed from the menu bar on the left of the Import Screening Data screen Once attended to the exceptions will appear in the Actioned tab and a tick will appear in the completed column of the import history Page 22 of 49 EQUIPMENT Hearing Screening Managers and Administrators can make amendments on this screen This screen details the equipment at your health board To add new equipment to the list complete Description choose the related Technology enter Equipment name and serial number into the Description field Sort Order this is a user defined number to set the priority for the piece of equipment to appear on the equipment list then the relevant protocol and select Create You can edit any entry listed by selecting Edit at the end of the row DATA ADMIN This facility is only available to Screening Managers Page 23 of 49 This page shows a selection of reports that can be downloaded from UNHS or SBR Click on the open button for the report required Once the report is open you have the option to filter by site in your health board search for specific records and print or export the report in either excel or a PDF format Click on the back button to return to the main Data Admin screen Deleted Records This shows records that have been deleted by the main SBR site It does not include those records whose reason for deletion is error2. buf are mncess Maternity Uni ees Koy ae Matern LANI Duplicated Records This report shows records that have been identified as duplicates in all SBR Prut hambar of ote Health Board Site Codes This produces a list of Health Boards and their sites including related information such as names location codes and addresses la ery Ry 1 af far lt Ayrshire amp 101 of Arran Vier Memorial Lanta Des of Arran 7 tU 4 A an LE TAN Sir pt 220 tili Bor fest 129 Mor der MN SUN 7 1105 A Callow n GCaloway Royali DN Roag Forth Part Rond Gros Page 24 of 49 Hearing Screening Downloads This facility has the ability download in excel or csv all the data fields in UNHS completed by your health board The report can be filtered by site and data up to a year can be downloaded SBR Newborn Hearing Screening Hearing Screening Audit Trail By entering an SBR Indicator the audit trail can be viewed for a given record This facility is only available to hearing screening managers USER ADMIN Only Screening Managers will have this functionality SBR Newborn Hearing Screening A list of users within your health board will be displayed with their u
3. INCOMPLETE OUTCOMES APPOINTMENTS MISSED LOST CONTACT OUT OF SCREEN COVERAGE SCREEN CONTRA INDICATED BABY UNSETTLED EQUIPMENT MALFUNCTION EQUIPMENT NOT AVAILABLE LACK OF SERVICE DECEASED DECLINE SCREEN WITHDREW CONSENT LATE ENTRY SUGGESTED OUTCOME Clear Response now obtained for both ears Hisk Factor Clear Response targeted follow up required AABR 2 in required ear s Y Y 4 No Clear Response No Clear Response me eee one ear both ears ears No Risk Factor Y Clear No Clear No Clear Incomplete response Response Response see noi for no follow up Unilateral Bilateral reasons required Referral Referral Page 44 of 49 OUTCOMES FOR NICU BABIES OAE PROTOCOL OAE gt AABR INCOMPLETE OUTCOMES 5 APPOINTMENTS MISSED LOST CONTACT z OUT OF SCREEN COVERAGE SCREEN CONTRA INDICATED BABY UNSETTLED EQUIPMENT MALFUNCTION EQUIPMENT NOT AVAILABLE LACK OF SERVICE 3 DECEASED 5 DECLINE SCREEN 5 WITHDREW CONSENT LATE ENTRY SUGGESTED OUTCOME Incomplete one or both ears y No Clear Response one ear Incomplete see note for reasons y No Clear Response Unilateral Referral Page 45 of 49 No Cl
4. 17 est Borders Bus dere Gamera huapan i 1 mariane angre nospita u i Tutai tur Month 1 Borders fer there Genera 1 9 i ghand Hospital 3 a 0 Lat u Inf mary of et ume 1 7 i Peaca Test ad foe E 1 Records Received In Lists all records created at another health board that have since been sent to your site Transfers records currently at Raigmore Hospital but transfered from another sihte Produced 25 09 2013 For Site Raigmore Babies Born Between 01 01 2013 and 31 03 2013 Lieding ATIT TA lianen reat Borders Genera Hospital t 0 0 Total for Month 1 0 CHI Numbers Monitor Chi number allocation for your health board This report is generated monthly and will include all babies born in the previous month Chi Summary by Health Board Produced 25 09 2013 Highland for babies born Between 01 08 2013 and 31 08 2013 Health Board Patient with Chi Patient without Chi Total Patient Highland 2 A Page 19 of 49 IMPORT TEST RESULTS SBR Newborn Heating Scieening Impar Vite M aon roade 8 see Imebing technique Complete displayed fields and browse for your files to import new data Click Sem Criteria for imports
5. Edit Test Reason free text box Date of Test Result Left Result Right Protocol Stage Corrected Gest Age 05 04 2013 14 40 Edit Test IEEE 05 04 2013 09 35 14 40 Ww Otoport 20102 Raig highlandunhs test HIGH Inpatient gt bud data entry errar Save Cancel After saving the changes you will be back to the main Screening page with the test summaries When you hover over the test entry you edited a pop up box will appear and detail the edit test reason Delete Button Only Senior Screeners and Screening Managers will have this functionality By each screening test entry these users will see a delete button Once selected a pop up box with a free text box titled Delete test reason appears complete this and the test is deleted It is greyed out on the screening page and once deleted it can not be un deleted Page 41 of 49 Overall result Once you have completed a test the Overall result will automatically populate a suggested outcome This suggested outcome is worked out from any risk factors which may have entered and the results of the left right ears If for some reason the suggested outcome is not what you require then you will need to select the Overall result from the drop down list manually This will prompt a message asking you for a reason to be entered in the Override Reason text box to override the original result art Age ADAP 4 w
6. Page 35 of 49 Adding a Health Visitor as a contact When Health Visitor is chosen as a Primary or Secondary Contact Relationship at the bottom of the screen the ability to add the Health Visitors details will appear If a Health Visitor is added as the primary contact then their details MUST be added Adding a Social Worker as a contact When a Social Worker is added as a Primary or Secondary contact a panel at the right hand side of the screen will appear with the ability to add the Social workers details If the social worker is the primary contact then their details MUST be added Page 36 of 49 CONSENT TAB Laat Rote Screenmy Summary w fer IAr pn Sowe gg tats Statue Screening Information Provided please select one of the following options e Booklet Shown e Other e Verbally explained e Not Provided Completing the of Consent field will either enable or disable you from adding screening test to the record Full Screen Only or Audit Only allows a screening test to be added e Not Given or leaving the field blank results in not being able to add a screening test Please complete all other related fields Screening tab This tab is for recording the details of the hearing screening tests and is accessed from the bottom of the tabs Screening Summary View Add Notes Left Screening Protoco
7. When a record is added to the database if the appropriate ward id not picked from the drop down list then the record will be added as an inpatient Screening Results This filter displays a list of babies that have completed the screening process o All Screening Results this will display a complete list of all babies that completed their screens and their overall result o Inpatient Results this will display a combined list of all babies receiving their screens as an inpatient and their overall result Well babies and NICU Well baby this will display a list of newborns receiving their screen as an inpatient in the well baby ward s NICU this will display a list of inpatient newborns in the NICU o Outpatient Results this will display a list of all babies who were screened as outpatients and their overall result Well babies and NICU Well baby this will display a list of newborns receiving their screening as an outpatient who were in the well baby ward s NICU this will display a list of outpatient newborns that were in the NICU Page 5 of 49 Follow up Babies o Targeted Follow up This facility will display a list of all babies in NICU SCBU or with any other risk factor noted who have been targeted as requiring a follow up for Audiology i e overall result has been set as CHR follow up required o Diagnostic Testing Unilateral and Bilateral Any babies well or sick with no clear result in one or both
8. e Import file name must be unique e File must not be more than 1000KThe file entered in the File Location field must have a o txt suffix to be a valid Otoport file o Either txt or xml to be a valid Accuscreen file Files will be imported unless they have the correct extension Matching of records e CHI or HPI must match an existing SBR record within your Health Board this includes records that have been sent to your site but not yet allocated Records must not be deleted or of a deceased baby Current screening status must not be complete All data must be valid Import must not be a duplicate The imported data will be categorised as Actioned or Exceptions Actioned these data are automatically imported to the SBR because they meet all the required criteria Actioned Exceptions patient id test date left result right result username import status current screening status overall result SBR ind 1209112222 10 03 2012 18 58 Pass REFER Irhunhs_test Exceptions these data are not automatically imported as there are anomalies or errors which need to be checked Actiaoane rd Exceptions patient tast hate right resulti 1209112222 10 03 2012 18 58 REFER Irhunhs test duplicate test ignore 0807114555 10 03 2012 13 36 Pass Irhunhs test duplicate chi ignare 2903122676 10 03 2012 11 58 T Irhunhs test sbr not
9. address e Click on 2898161 e Highlight click on the relevant address from the list presented e Click select e address and postcode are now automatically completed Hints amp Tips for Searching The more specific your search is the quicker it will run For example if you are searching for a common street name such as High Street you should also include the town village Do not enter a house name or number in the address search When searching on a postcode you must include a space in the postcode e g EH3 9AW instead of EH39AW If an invalid postcode is manually entered a warning will appear on screen Where possible try to find the correct postcode However if you know the address and postcode you can type them in to the relevant fields Page 31 of 49 RISKS TAB tart here All these risks are linked to the suggested outcomes Screening Tab which are dependent on which protocol is used i e Well Baby Protocol or NICU SCUBU Baby Protocol Any box ticked at all will flag up a risk however the Other Risk Factors free text box if utilised will not alter the suggested outcomes within the Screening Tab Once a risk has been selected and the record updated a risk icon will appear on the tab Risks A ang also in the risk column of the workflow filters Page 32 of 49 MOTHER TAB Consent Wwesums s English Prntacci Result Overall Result Screening S
10. babies AOAE Protocol Page 3 of 49 Levels of Access see Appendix 2 3 Levels of Access e Screener e Senior Screener has same levels as Screener but can share records e Screening Manager has same level as Senior Screener but can also manage user accounts and view reports audit trail WELCOME PAGE e Displays what level of user you are logged in as name date and site you are logged in at e Left hand side Tabs Workflow Add New Patient Search Edit Patient National Search Pending Babies Search NICU SCBU Baby Search Allocate Sent Records Reports Import Test Results Equipment Data Admin User Admin My Account and Log Out e Workflow Perens gt eri em t EL bore Veet Catry ILU Polir up Selene F uli ve Heconty weed bm 9 SBR Newborn Hearing Screening Ad wide Oued ew Gary Screener formede ASY HU agnata Uer an pit D tera hear ied ses aes t oome options displayed in the workflow and menu will depend on your user type access level Page 4 of 49 WORKFLOW This provides a facility to allow users to navigate quickly and easily through their daily tasks The Workflow diagram illustrates a range of search facilities available wnere each function has a button within SBR UNHS The fol
11. ears which have been referred to Audiology i e overall result has been set as either NCR unilateral referral NCR bilateral referral Records Received Screening managers Senior screeners only This will display a list of records which have been sent into the health board and which are currently unallocated to a site Each record has an allocate button to allocate a baby to an appropriate site within your board see Allocate Sent Records Send Allocated History This will display a list of those records which have been sent into or out of the board The site where the record was sent from source and where the record was sent to dest including direction of send will be displayed The table also shows date of allocation and sender Please note that the record stays at your site until it is allocated by the receiving site Until this happens the destination field in this table will remain blank Filter by locatian All sites in board DoB from Dog to Ed Search Surname Forename CHI Status Date of Birth werall Result Source Sent Sender Dest Allocated By Direction Freckle Baby 07 02 12 H202H 10 02 12 slizabethS G108H 10 02 12 elizabeth In Parsnip Baby 0602126666 06 02 12 G108H 10 02 12 elizabeth2 Y104H 10 02 12 slizabeth4 Out Apple Toffee 2301121111 23 01 12 follow up required G405H 27 01 12 glasgowl Smalls Baby 01 11 09 G108H 30 01 12 sbr 4 records
12. found ignore Page 20 of 49 Dealing with Exceptions 12091122231 2703 2012 S 0807114555 10 03 2012 13 36 rhunha test 112274 75 IUS 20172 11 58 Irhunhe tee Click the icon to remove the items from the Exceptions screen This would be appropriate for the following e Duplicate test For the following exceptions the options are to assign or ignore e Duplicate CHI e SBR not found Click the icon to access a search screen The search results will return any matching records plus the option to create a new record Confirm Assign Screening Test to SBR record Ge che dJ CEB rec re M B PEE ZHI 1 oacyati ani cree Check that the records match and click on 9 or cancel Once assigned the import log will show that the exception was actioned and the record was manually mapped Page 21 of 49 Import Settings import location Inverclyde Royal Hospital uplumd date 15 00 2012 10 27 19 fila name screeningresults 5 txt location of test Inpatient record count 2 Incomplete testing technique AOAC2 equipment Algo Tis 90298 teat umrvice provider ACL Inverelyde RH technology employed Algo user tunt Actioned Exceptions patiant iud tout date leftrowult right rowult status Current screening status t 0506123455 10 03 2012 Pass REFER manually mapped Pending
13. varying degrees to record birth details and some neonatal care However to use the UNHS there is no need to have to use the SBR They are 2 separate applications just sitting on the same server thereby allowing the UNHS to see all births within Scotland UNHS is a web based system although it does not reside on the public internet instead it is on the NHSnet which is the NHS private version of the Internet All interactions are password protected and the system has a full audit trail The UNHS records will appear on the system by one of 2 ways Either by e Manual addition by the midwives within your hospital if they use SBR as a Clinical tool or e By an automatic import file which is transferred electronically from your Patient Administration System or PMS Records should appear on the UNHS as close to real time as possible within a few hours of the birth Acronyms Special Care Baby Unit Suggested Outcomes see Appendix 1 There are 4 different protocols for which suggested outcomes overall result are required see Appendix 1 for Suggested Outcomes flow charts The suggested outcomes are automatic outcomes set by the system dependent on which protocol is followed NICU or Well baby protocol any risk factors entered and the result on the screening tab for the left right ear o Outcomes for well babies AABR Protocol o Outcomes for NICU babies AABR Protocol o Outcomes for well babies AOAE Protocol o Outcomes for NICU
14. 1 NICU SGBU Baby SCan Git ciii coded ia 12 SNAFING a O 13 Sending a 15 Allocate Sent 16 gift 17 Outcomes for Well and NICU 17 Performar8 TER PW 18 iungi 18 REcords Sent RE 18 Records Received eee E 19 Scoene MU Sr ue hin 19 TESUROSUINS eee 20 a 20 MATCHING OF POCONOS eme 20 mi i el A AE E A 22 EQUIDMEN uii mie E EIE DE I E I E 23 rc 23 Deleted HeCcOLUS cest ade tuse sei sueta nde scias ces uL ade 24 ennt 24 Health Board Site COGS Cede pado a ai ool au dos cado 24 Hearing Screening DownloadS suede aes Lb 25 Hearing Screening Audit Trail nee ro ya ces poco eoe cro o vy eS
15. A INDICATED BABY UNSETTLED EQUIPMENT MALFUNCTION EQUIPMENT NOT AVAILABLE LACK OF SERVICE DECEASED DECLINE SCREEN WITHDREW CONSENT LATE ENTRY SUGGESTED OUTCOME Clear Response now obtained for both ears A Risk Factor Clear Response targeted follow up required No Risk Factor Clear Response no follow up required Page 47 of 49 Y 4 No Clear Response No Clear Response m M iei one ear both ears ears Y z 4 No Clear No Clear Incomplete Response RIES OES see nate for Unilateral Bilateral reasons Referral Referral APPENDIX 2 USER ROLES Summary The functionality that a user can perform within the system will be determined by their user role The screener will have the permission to do the following e Adda patient oearch including National Record Search Access Patient journey Workflow Manage patient notes Senior Screener The senior screener will have all of the permission listed for the screener plus the following e Send records e Share records with another Health Board e Allocate received records to a site within their Health Board Screening Manager The senior manager will have all of the permission listed for the senior screener plus the following e User Admin o Create new user accounts o Reset passwords
16. NHS National Services Scotland UNIVERSAL NEWBORN HEARING SCREENING MANUAL Have YOU H OA rm V6 8 February 2014 BACKGROUND amp INTRODUCTION eiseswsistecsecintavencsitadercvstavwinsstavensesidsasescdedssavaedusawsetecenesvedaads 3 PAC FOI INS caries iteametele a 3 Suggested Outcomes see Appendix 1 3 Levels of Access see Appendix 2 leere a nnn nnn nnn 4 WELCOME 4 WORBRNKEDOV usurarum denen oL Eo osi dunes rude 5 Pending appointments eei adi 5 FRESUIES E 5 ener arene ee mere 6 Records c LS 6 Send AllOCcated vebcutva ires 6 AN MENU 7 Add N w a 7 patent eee 8 Natonal Seal e TETTE 8 Pending Baby aaa 9 Letters Sc Patient Proforma Lora 1
17. allocated to a specific site the record location field will be updated to the new site location and will be available to both UNHS and SBR Maternity ALLOCATE SENT RECORDS This facility is only available to Screening Managers or Senior Screeners By clicking on Allocate Sent Records from the left hand side menu bar you can then view all records which have been sent to your health board By clicking on the button to the right of the Sent Date another box will appear with the information below and a list of all the sites within your health board Location SBR_Ind Surmame Forename Sex DoB Chi Number Overall Result Sender Sent Date Raigmore Hospital 563039 Semolina Baby not given 26 02 2012 2602128888 Not set elizabeth3 28 02 2012 Allocate Select the relevant site from the dropdown box you want this baby record to be allocated to click on Allocate then click on OK This record will then disappear from your Allocate Sent Records menu and will be available from whichever site you allocated it to anl Page 16 of 49 REPORTS Reports are only available to Screening Managers This page allows standard reports to be produced on an ad hoc basis Select the quarter and the year and open the report The Numbers report does not use quarter and year it shows data based on the date for the previous month All reports can be downloaded in either a PDF or Excel forma
18. ar i a g gt Ton prie rh 0 bote 32 e et hi i lot om om ime toe n 654 nom Pl Fi sd IX O44 i Screening Activity This report can assist in service planning and to allow a review of volume activity by location and for future requirements per site within a particular health board NB Statistics in this report refer to number of babies Screening Activity Produced 25 09 2013 Highland for babies screened Between 01 01 2013 and 37 03 2013 i pov service Catnesg nou t e henes Total HGH Fort Weliam Hie EE IT Roig Total HIGH Wick Total w 4 14 25 Records Sent Out This lists all records that have been created at your site and then moved to another site outwith your health board Page 18 of 49 Trarefere Ovt records created wi ee at a ae 2606701 2 For Hospital Born Getween OF 01 019 and 3120212013 A v9 at 7T Sw Geelteg se e 4 0 4 tees er Tere far 79 eof 9 Seer ei eer os Gc L 6 292 o9 Se ce 3 ioe 6 4 Bio cm
19. ear Response both ears v Clear Response both ears No Clear Response Bilateral Referral v Clear response targeted follow up required OUTCOMES FOR NICU BABIES AABR PROTOCOL AABR 1 No Clear Response in one or both ears v AABR 2 in required ear s Clear Response NCOMPLETE OUTCOMES APPOINTMENTS MISSED LOST CONTACT OUT OF SCREEN COVERAGE SCREEN CONTRA INDICATED BABY UNSETTLED EQUIPMENT MALFUNCTION EQUIPMENT NOT AVAILABLE LACK OF SERVICE DECEASED DECLINE SCREEN WITHDREW CONSENT LATE ENTRY SUGGESTED OUTCOME both ears v Clear Response targeted follow up required No Clear Response both ears v No Clear Response Bilateral Referral No Clear Response one ear v No Clear Response Unilateral Referral Incomplete one or both ears y Incomplete see note for reasons OUTCOMES FOR WELL BABIES OAE PROTOCOL OAE 1 No Clear Response one or both ears OAE 2 in required ear s No Clear Response one or both ears v AABR 1a in both ears NCOMPLETE OUTCOMES APPOINTMENTS MISSED LOST CONTACT OUT OF SCREEN COVERAGE SCREEN CONTR
20. es Hesult Might 21 03 2012 060100 Home c NER Once accessed and shared the record will automatically display the health board location code in the sharing status field This will be visible to anyone who is searching for the record included Screeners There cannot be a 3 party share The site where the record is situated can also look for the record via the national search and choose to either open the record or Un Share if required not at health board level When completing a normal search search edit pending babies search or Workflow any baby records which are shared will be identified with their location number and also this symbol A shared record will also appear in local reports and extracts if the tick box is clicked upon and again will be identified by the same symbol as above but as soon as the share is broken this record will disappear from local reports extracts etc Page 14 of 49 Sending a Record This is available to Screening managers and Senior Screeners only This provides the facility for a site to send the record to another health board The button can be found on all the record tabs when the send facility is still available _ Inu 1 Only senior screeners and screening managers have the permissions to send records 2 Once has been sent to another health board it is the responsibility of the senior screener or screening manager at that board le
21. found Page 6 of 49 LEFT HAND MENU is SBR Newborn Hearing Screening dig rue fmt Weed viel Gary hu borea Nets Ad Deme imma Dots MLW vil Mary HEU Folk up Saleen F ubi Dune Hecomm imd 14 shod ot ADD NEW PATIENT This provides a link to a screen where users are able to add a new patient to the UNHS All fields are mandatory except CHI and first name Add details and click on Add Baby you are then taken into the record to add more details Please note that it is essential that a search is completed for an existing record before adding new records At this point the CHI number is not a mandatory field however validation is incorporated into this field once the sex of the baby has been added Once the record has been created if the CHI number is invalid an error message will appear in red alerting you to this and you will not be able to save any further changes to any of the tabs where the CHI field is present If the CHI number has been allocated via the XML interface on the SBR Maternity module this will need to be unlocked by either the Atos Helpdesk or the local SBR Administrator However if Page 7 of 49 the CHI has been manually entered on the SBR Maternity module then this CHI can be deleted out and
22. ge 12 of 49 These babies are identified through the following criteria 1 SCBU NICU gt 48hrs Search results will be returned to the screen in the same format Pending Babies and the user will be able to sort by each of the fields returned The user is able to access the complete record from the results list and is able to scroll page through the search results Letter amp Proforma download facility are also available on this page Search for the baby records you require in NICU SCBU Babies Search Check the records you wish to download data for letters proforma Select 7 below Search Results then select from the dropdown box the type of letter proforma you require Finally click the format you wish to download the data in either Export for Merge or Generate Letter Sharing a Record This is only available to Screening Managers and Senior Screeners to initiate a share This provides the facility to allow two health boards to view and edit a record regardless of which board is currently providing care to the baby i e the record has not been sent to the second board Page 13 of 49 Once a user has obtained a result following a National Record Search the user will be able to access the record from there by clicking on the 5 are this record button CHI or GAR indicator 0403121414 ne sson follow up Indicator CHI Number o4 werall Rasuli ird Lacmtion Code iharing Statue Date of Tu
23. he deve papir 02 02 2012 153113 ADAC 29 wke Lays geet CA fotow up required The overall result will also dictate where the baby record now appears in the workflow filters FOLLOW UP TAB This tab is appears only when you have accessed the screening tab The fields record the appointment of the final outcome of any follow up or diagnostic appointments along with the results of this and would normally be used by audiologists if required Page 42 of 49 NOTES TAB This tab is for adding notes to the record and is accessed from the bottom of the main data entry tabs Screening Summary Views Add Nottie Left Screening Protecal Result Overall Result Screening Status No Current Status Update Back Send Record saved at 10 35 03 Once in the Notes tab enter the information in the white text box and then click on the Add Note button To mark your note as important click on the small tick box next it Important notes will be highlighted in red and will always appear at the top All notes are date stamped at the time of entry and the username recorded against each note In addition a note icon will appear next to the record in the workflow filters searches and if it is important it will be outlined in red Page 43 of 49 APPENDIX 1 SUGGESTED OUTCOMES OUTCOMES FOR WELL BABIES AABR PROTOCOL AABR 1 No Clear Response in one or both ears v
24. his will be displayed Please be aware that this baby has died NB If the record has been sent to a site and is awaiting allocation the record location on this screen will display the sending site however a note will appear advising of the health board that the record was sent to PENDING BABY SEARCH This provides the facility for all users to perform a search filter on all pending babies i e babies who have yet to receive hearing screening or who are still in progress or have no overall result from the Screening tab This is the same search found in the workflow filters The date of birth range will automatically default to the last 6 months If this is not what you require just click on the Clear button If a record is coloured grey it will no longer have a tick box to select it and you will be unable to access this record This is because the record has been moved to another site Hover over the greyed out record the following information should be provided the movement type UNHS send or SBR send transfer the new location the date of the movement and the user who moved the record A screener of any role Screening manager senior screener or screener will be able to search for pending babies of all sites in their health board Page 9 of 49 There is an option to filter the results by site limited to sites within the health board If no individual site is selected results will be limited to the cu
25. ient this field determines the location of the record within the Workflow Pending Appts e Ward Well or SCBU this field determines the location of the record within the Workflow Pending Appts Well or NICU and also determines which protocol is to be used e Birthing details e Baby demographics Providing the baby demographic items are completed in SBR Maternity this information will synchronise over to the Baby tab of UNHS All the information is editable If there is an update on the Maternity module this will update the UNHS and vice versa Page 29 of 49 Baby Demographics synchronised from SBR Estimated Gestation Estimated Date of Delivery GP Practice Code GP GMC Number Expected Screening Location this item should be completed on the Baby tab and is not synchronised over from SBR Ward this will depend on the protocol used Either Well or SCUBU should be picked from the drop down list If a choice is not made from the drop down list the system will default to Well protocol Baby Deceased if this is ticked then on a search the record will appear in red bold font It will also be highlighted on each tab of the record This includes babies who have been discharged as died on the SBR episode Hospital of Birth this will automatically display the hospital of birth This is worked out from where the date of birth was entered and is mandatory data item Current Location this will display the hospital whe
26. l Result Overall Result Screening Status No Current Status Update Back Send Record saved at 10 35 03 Page 37 of 49 Initially the page will have no test details entered with No Current Status displayed The baby ward is indicated if the field is completed on the baby tab and consent is indicated if the field Type of Consent is completed on the consent tab Until the consent field is Add Test updated and granted with consent you are unable to select currently greyed out No Current Status Add Test With consent now completed is now available No Current Status Page 38 of 49 Select will open an Edit Test box This allows you to add a new or additional test into the screening Tab It provides the ability to record Date and time of test Protocol stage Equipment The screener name it defaults to the name of the screener current logged in Test Service Provider Location of test Result of left right ears The following data items are mandatory when adding a test Date Time Equipment and Test Service Provider Once the test results are entered from the first test the Status will change to reflect if the test was completed for either ear and if more testing is required If testing was not complete status becomes Pending The Protocol Stage will also update depending on what was initially selected In the example screenshot below the
27. lowing list provides the definition of what is displayed when a user clicks one of the buttons in the workflow screen Lists of babies in most of these displays can be further filtered by entering name CHI number site and a date of birth range Please note that in all result lists babies that have died are indicated in bold red font If a risk or note has been added to the record the relevant icon also appears in the result filter Pending appointments o All Pending Appointments displays a list of all babies who have not yet been fully screened they have no overall result with their screen status o Inpatient this will display a list of inpatient babies who have not yet been screened they have no overall result Well baby this will display a list of inpatient newborns who were in the well baby ward s and have not yet been screened no overall result NICU this will display a list of inpatient newborns who were in the NICU or SCBU and who have not yet been screened they have no overall result o Outpatient this will display a list of outpatient babies who have not yet been screened they have no overall result with their screen status Well baby this will display a list of outpatient newborns who were in the well baby ward s and have not yet been screened no overall result NICU this will display a list of outpatient newborns that were in the NICU or SCBU and who have not yet been screened no overall result
28. ma Page 11 of 49 Search for the baby records you require in Pending Babies Search Check the records you Show Letters wish to download data for letters proforma Select below Search Results then select from the dropdown box the type of letter proforma you require Finally click the format you wish to download the data in either Export for Merge or Generate Letter NICU SCBU BABY SEARCH This provides the facility for all users to perform a search filter on all babies resident a NICU or SCBU gt 48hrs regardless of the reason This differs from the NICU options in the workflow filter which display babies in the NICU SCBU wards A baby staying in NICU SCBU longer than 48 hours is a risk factor option on the Risk tab A screener of any role Screening manager senior screener or screener will be able to search for NICU SCBU gt 48hrs babies of all sites in their health board There is the option to filter the results by site limited to sites within the health board If no individual site is selected results will be limited to the currently logged in user s health board There is the option to limit the search by date of birth i e date of birth from and date of birth to The search results will be limited to the first 1000 rows This is to limit performance degradation caused by database queries returning large result sets and to keep result size consistent with the previous requirement Pa
29. oa e Hon Po opa cepa re si 25 Usern CN eR ERE TT TNT ULT TREES 25 How to create a new user 26 PASS germ 27 MV ACCOUN e EUN 28 SBR NEWBORN HEARING SCREENING RECORD 28 29 mibi turo me M M 32 c d 33 Carer Wa gm eet 34 Contacts TaD ec Et 35 Adding a Health Visitor as a CODIACLU 36 Adding a Social Worker as a 36 litri Ert ER 37 dinem 37 elle AUD Val te EE 42 NOTS NE NC 43 Appendix 1 Suggested 44 2 io m rcm 48 Appendix 3 Contactlirig 8 49 Page 2 of 49 BACKGROUND amp INTRODUCTION Welcome to the Universal Newborn Hearing Screening System UNHS UNHS is a module to the Scottish Birth Record SBR The SBR is used by maternity units throughout Scotland to
30. protocol stage has updated to AOAE2 Note A test result with AABR will override an AOAE test regardless of the order in which these tests occurred This is to reflect National Guidelines added in VR 6 7 Oct 2013 Tests can be edited or deleted by clicking on the buttons next to the test results or further tests can be added by clicking on the Add button again Page 39 of 49 Screening Follow up Baby Ward Add Pending AOAE2 Date of Test Result Left Result Right Protocol Stage Corrected Gest Age 02 03 2012 15 15 CR NCR 39 wks 1dys gestn Edit Delete Overall result MN US Corrected Gestational Age The Baby s age is worked out from the estimated date of delivery EDD on Baby Tab to the date of the test This is in order that babies born prematurely have an accurate gestational age Edit amp Deleting a Screening Test Edit Button By each screening test entry there is an edit button Sena Fallaw up Baby Ward Consent Full Add Test Pending 1 Date of Test Result Left Result Right Protocol Stage Corrected Gest Age 05 04 2013 14 40 NCR CR 2 3wks 3dys Delete 05 04 2013 09 35 Incomplete CR 1 awks 3dys Override reason Update Back Page 40 of 49 Select this to change any data items within the screening test You will need to complete
31. re the record sits currently GP Practice Finder this will search on all GP practices throughout the UK Enter a few details and click on Search It will return all GPs with the details you entered You can then choose your GP from the list and click on Select It will then automatically enter it for you with the practice code and GP GMC number Page 30 of 49 GP Practice feeder Web Page MU GP Practice er seed search on all GP Practices in the UK but will only return Numbers for GPs practising GP Sumerne GP Foreneene n LII lire thes field te search 4 detaia Postcode Seach Cheer Cose Search Results 71516 3303995 Jonas Co n 24 Gracemount Dive Edinburgh EHIS BAN 0131 64 2377 75137 3205499 Ip ns Neil Nort Berwick Cante St Bealdrad s North Berteick 01520 892155 77035 47463931 Jones Vene Medica Practice Eastheld Farm Rood EH2ZBBEZ 01 958 675576 78109 2983390 Jones lan Feuldhouse Health Centre Blsckfeulds Fauldhauze EH479AS 01501 770282 78255 4612067 Jones Lucy Howden Centre Howdan Road West Livingston West Loftean EHSSSTP 01506 423000 Selen More often than not this information will already be entered It is recommended that you use the built in search facility to enter the address and postcode e Click on to the left of the address field e Search on either the postcode or part of the
32. rrently logged in user s health board There is an option to limit the search by date of birth i e date of birth from and date of birth he name field searches on forename as well as surname The search results will be limited to the first 1000 rows This is because the following data requirement criteria with no other limiting criteria could potentially return all SBR records for a health board These babies are identified through the following criteria 1 Overall result is blank search results will be returned to the screen in the following format 1 SBH Indicator number SBR Ind 2 Baby s surname 3 Baby s alt alternative surname 4 Baby s first forename 5 Postcode 6 Baby CHI number 7 Status 8 Baby s date of birth 9 Screen status 10 Location 11 At Risk 12 Notes Page 10 of 49 The user will be able to sort the search results by each of the fields 1 10 stated above The user is able to access the complete record from the results list and is also able to scroll page through the search results Any baby records which are shared will be identified with their location number and also this symbol Letters amp Patient Proforma The system holds five standard letters and a Newborn Hearing Screening Form which can be directly downloaded or used in a mail merge excel format these are e Appointment e Decline e Diagnostic e DNA e Follow up e Newborn Hearing Screening Form Profor
33. sername role name location email and current status You can search to find a user by entering their details and clicking on search Page 25 of 49 By clicking on any user select row you can e Amend user details e g change their email name location testing technique and role You cannot change their Username or your own role Select Update User after you have made the necessary changes e Reset password e Inactivate their account Unlock their account button only appears if account has been locked agi Lies Please amend user details below MANAGE USERS Username baloo Forename Emma CREATE USER LOG OUT Surname ronside Location Code Raigmore Hospital he Testing Technique Q AOAE screener 9 Screening Manager I senior Screener Status Update User Reset Pwd Deactivate User Back How to create a new user account Click on Create User link down the left hand side menu To create a user account you will need to create a username their email forename surname and location code allocate them to the correct testing technique and their job role Create new user screen below Add their details to the relevant boxes Remember when setting a username this cannot be changed Ensure you have the correct access level and testing technique for them please be aware this will default to AABR and Screener and may require to be changed Chose their location
34. t Outcomes for Well and NICU babies This report is used to monitor the number of babies who have been offered the screen and had an outcome set within the recommended timescales 10 weeks from birth to screen To monitor unilateral and bilateral referral rates to Audiology QIS 5e2 Plus to monitor reasons for incomplete screening Data can either be reported upon per hospital or by Health Board and you have a tick box option to include shared records if required 37 We ere 2091 1 4 2622472 tor tote Rer eee beet Pe ce e ef ee op dI e net Phe a aoe er rd i M gt _ e The NICU and Well Baby Community tables should total the Well Babies and NICU table Page 17 of 49 Screener Performance This report allows each individual hearing screeners performance to be monitored and also to identify any significant discrepancies between individual screeners performance and to allow appropriate action to be taken Data can either be reported upon per hospital or by Health Board and you have a tick box option to show N CU records if required Screener Pertarmance Produced 7VO8 7013 i long bs 24 Suit a oi seus 44 5 SII i i gt t
35. tatus No Curent Status Mother demographics can be synchronised over from the SBR maternity module if this information is available All the information is editable If there is an update on the Maternity module this will update the UNHS and vice versa Mother Demographics Synchronised from SBR Surname Forename Ethnicity Language Choose the mother s first language Interpreter If an interpreter is required select Yes otherwise select from No Not Known HB of Residence Select from drop down list Health Board of Residence Page 33 of 49 CARER TAB The range of carer types are selected from the data field Relationship to baby These are Mother Father Grandparent Foster Carer social Services Adoptive Parent Medical Other Relationship to baby field defaults blank please select the appropriate type of carer from the list Page 34 of 49 CONTACTS TAB The contact details should be the person to whom all communication is directed to This may not necessarily be the mother You have the option to complete both a Primary and a Secondary contact for the baby being screened The types of contacts you can choose from are Mother Health Worker Social Worker Carer Father The Primary Contact Signatory box must be ticked This is to ensure that they have agreed to be the primary contact and they have been given or explained the hearing screening process
36. the correct one re entered SEARCH EDIT PATIENT This provides a link to a search function allowing users to search for babies within their health board and in turn edit any relevant information The Send status of the record is displayed in addition to location Clicking on Search with no other details added will display a list of all records irrespective of screening status or outcome The search criteria include Surname Forename Overall Result CHI number Date of Birth range and Risk factor NATIONAL SEARCH This provides the facility for all users to perform a national record search on all records including those out with your site The users must enter the following criteria to perform such a search 1 CHI number or SBR indicator number 2 Reason for performing the search If an exact match is found the result will be returned to the screen in the following format 1 SBR Indicator number Baby CHI number Overall Result Hecord Location Code uL Sharing Status whether or not the record is currently shared with another Health Board If not gives you the ability to share Page 8 of 49 Test Date Date and time for screen Test Location inpatient outpatient pe 2x Protocol Stage 9 Result of test for each ear Left or Right 10 Share this record button or Un share 11 Open this record button own health board only 12 If baby has died and the record has been updated t
37. unlock accounts o Inactivate user accounts o Edit user details e Reports o Deleted Records o Duplicated Records o Hearing Screening Downloads Page 48 of 49 APPENDIX 3 CONTACTING US The SBR helpdesk is maintained by Atos Origin and is available 24 7 You can contact them in a number of ways e Email itservicedesk nhss ns atos net or e Telephone 0845 957 2700 tel no on the log in page They will take your contact details and log your query issue on their system This will then be passed to the SBR team who will call you back within office hours to discuss Page 49 of 49
38. vel to allocate it to the appropriate site 3 While the record is awaiting allocation the sent record will not be available in UNHS at any site in the target health board 4 While the record sits at the board level awaiting allocation the sent record will still be available to open in SBR Maternity or UNHS at the sent from site but the send function will not be available in either SBR or UNHS 5 If an SBR Maternity user tries to initiate the SBR Send procedure whilst the record is awaiting allocation in UNHS they will be shown the message Unable to send already sent in UNHS In UNHS the send button in the record will also disappear as the record is unavailable for a 2nd send while awaiting allocation 6 The record will also be available for sharing by another site using the national record search until it is allocated by the targeted site There cannot be a third party share so once the record is allocated to the target board a third site using the national search would only be able to view the SBR indicator number chi number and location of the record For example a record sent from Raigmore hospital to NHS Glasgow amp Clyde awaits allocation Forth Valley hospital would be able to complete a national search and request to share the record Once NHS Glasgow amp Clyde allocate the record to Page 15 of 49 PRM neither Raigmore nor any site other than Forth Valley hospital and PRM can open the record 7 When arecord is
39. within your health board Click on button If successful the following message will appear The user account was successfully created Page 26 of 49 Please enter user tetade below To check the account click back onto Manage Users in the left hand menu The newly created account should now appear You can return to Manage Users at any time if a change needs to be made to an account Passwords e The re set or new login password for UNHS is password e When you log in for the first time or when your password has been re set you will be prompted to change it he password must be 7 characters with one non alphanumeric character e g e you enter an incorrect password 5 times the account will be locked and will require a ocreening Manager to unlock it Page 27 of 49 MY ACCOUNT This facility is available to all users screening mmanager corr 5 Users can change the following data items Email Forename Surname and Testing Technique Please note If users use AABR and AOAE protocol each user can change the Testing Technique here SBR NEWBORN HEARING SCREENING RECORD TABS All tabs The functions below are viewed and accessible at the bottom of the main data entry tabs Last Case Mote Screening Summary No notes added ez Left Protocol Result Overall Result Screening Status Mo Current Status Update Back Send Record saved at 10 35 03 Last Case Note a box underneath ever
40. y tab displays the last note added You can access View Add Notes the full notes tab from here by clicking on see page 31 for more details Screening Summary a box underneath all the tabs displays the screening results You can access the full screening and follow up tabs from here by clicking see page 28 for more details Update button this is available on all the tabs However you do not need to update every time you change tabs only before you come out of the record The time the record was last saved is displayed underneath Back button this is available on all the tabs If you click on this button it will take you back to your previous screen not your previous tab but your previous screen Page 28 of 49 Send button this is available on all the tabs Senior Screeners and Screening Managers only Click on the SEND button and you can send the record to wherever it is required The record will be sent to a Health Board not a site and then it is up to the Screening manager there to allocate the record to a site Whilst the record is awaiting allocation from HB to site the record is still available to view and access from the site who sent it in this case the SEND button will not appear Record saved time the last time the record was saved is displayed at the bottom BABY TAB Baby tab captures information regarding e Expected Screening Location Inpatient or Outpatient defaults to inpat
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