Credentialling and Scope of Clinical Practice System for
Contents
1. If person contact details are unavailable please use employment contact details Address Type select appropriate address type trom the drop down list Address Line 1 enter street address Address Line 2 if required enter further street address Suburb enter suburb Postcode enter postcode State select appropriate State from drop down list Mailing Address select Yes from drop down list if this is the postal address for the Practitioner or No if not Contact Phone enter a contact phone number preferred format is 88 8888 8888 Mobile enter a mobile phone number preferred format is 8888 888 888 Email enter Practitioner s email address the system will ensure you enter a correct email format Preferred Contact select from drop down list the Practitioner s preferred method of contact Health Practitioner information page After either a new person has been added to the system or the search page has been used to link to a Practitioner the main page for that individual is displayed as below loalth P Reporte AGM CPD Apprala Pregresas Address Suhr Pos icote Siate Miaderg abdes s Cmantry i Daie be sid Dacia mt Aki Pos Hcriral Yoar Gbisannd Awar dang ima tution Documerni Oped O 3A Needn Lreseri ang ang oop yates for Fleet Practicners vw 10 201s 1 Personal details for the individual this section does not change on each of the following tabs 2 The tab bar each tab re2. PIF PFI PIILIPLALI ILS PDS PSS Ss SIIS To add a new SOP click the Add Scope of Practice blue action button 1 Committee select the approving committee from the drop down list Once the committee is selected it will then allow you to select a Health Unit belonging to that committee If available you are then able to enter a Service Unit and Clinical Unit The Health Unit is mandatory whereas the Service and Clinical Units are not 2 SOP enter the information regarding the Practitioner s approved scope of clinical practice This is a free text field Allied Health staff should limit this section to their primary profession eg social work or occupational therapy Advanced scopes of practice are not required 3 Date Effective enter the date that the Credentialling Committee approved the SOP Review Date enter the date the SOP will expire 5 Performance Review and Development Plan enter the date the Practitioner had their most recent performance review 6 Limitations Conditions free text field to enter any limitations or conditions on the SOP Allied health staff only required to enter Restrictions to Clinical Practice 7 Additional Information select Yes if you hold additional information regarding the Practitioner s SOP status that is not entered onto the CSCPS 8 Currently Practice this field is used to identify those Practitioners that may no longer be working but have a current
3. ate i for He paaih F Practhor ners EL Credentialling and Scope of Clinical Practice System for Health Practitioners Searching tor a Health Practitioner The process of adding information to a Health Practitioner s record or adding a new Health Practitioner to the system always starts with searching for the Health Practitioner you require Health Practitioners should only be in the system once and separate records from different clinical areas are added to the same individual Oral and Maxillofacial Surgeons will be entered in the system as Medical Practitioners To search for a Health Practitioner gt Click on the top search button gt Enter the data you have to search for a Health Practitioner you do not need to complete all fields only one field is enough to start a search SA Health Credentialling and Scope of Clinical Practice system for Health Practitioners Add Record searcn Reports Administration Search Please enter details to search for Health Professionals Registration Number Profession Local Health Network LAN enti i ee Primary Committee OS Registration Due Within Current Practicing in CHSA od Practitioner Name ee Credential Expiry Reminder Letter Medical WCHN Medical 1063 days to expiry Practitioner 2022015 Paediatrics and child health For example 1 Enter the Health Practitioner s name you can enter part of the name or the full name Practitioners names do not n
4. retired from working Resigned Practitioner has resigned and is not currently working Not Required the record has mistakenly been entered into the system and is not required to be credentialled The System Administrator will periodically remove records with the status set to Not Required trom the system Temporary Practitioner status was set to temporary following initial migration of data into the system This status should be changed to Active or Not Required following initial review of record Title select appropriate title from the drop down list nana f Cranant lin n ANN rnana nf C Inir q Dractica Cuctam fanar Uaalth Dracrtitinnarc Dage o CreaentlaiiIng ana gt cope OT CIINICal Fractice SyYSteM TOF f iealtn Fractitioners Last Name this is a mandatory field enter the Practitioner s last name This can be entered using lower case once the record has been saved this will be changed to Upper Case First Name this is a mandatory field enter the Practitioner s first name This can be entered using lower case once the record has been saved this will be changed to Title Case Middle Name if available enter Practitioner s middle name This can be entered using lower case once the record has been saved this will be changed to Title Case Nee Previous Last Name if available enter Practitioner s previous last name This can be entered using lower case once the record has been saved this will be changed
5. to Upper Case Please note that this field is displayed on the view only screen if the Practitioner does not wish this to be viewed by SA Health staff they will need to request that it is not recorded Previous First Name if available enter Practitioner s previous first name This can be entered using lower case once the record has been saved this will be changed to Title Case Preferred Last Name if available enter Practitioner s preferred last name This can be entered using lower case once the record has been saved this will be changed to Upper Case Please note the system is unable to search for preferred last name Recommendation include preferred last name in brackets in the last name category Preferred First Name if available enter Practitioner s preferred first name This can be entered using lower case once the record has been saved this will be changed to Title Case Date of Birth this is a mandatory field You can either use the calendar tool to enter the date of birth or manually enter the date The preferred date format is DD MM YYYY however if you enter DD MM YY it will reformat this to the correct format once you save the record Intern Trainee select Yes if the Practitioner is an intern or trainee or No if not Profession this is a mandatory field select appropriate professional group note this is the overarching professional category When you enter a credential or scope of practic
6. Profession Status System Issues Please contact your Super user in your LHN for assistance with any of the following gt Problems encountered using the system gt Changes required to the system including new items to be added to drop down lists gt Access to the system and setting up new users gt Training For more information SA Health Safety and Quality Unit 11 Hindmarsh Square Adelaide SA 5000 Telephone 08 8226 6971 www sahealth sa gov au safetyandquality www ausgoal gov au creative commons Department for Health and Ageing Government of South Australia All rights reserved FIS 12037 2 August 2012 OUT lt a 2 S vV TRA Government of South Australia SA Health
7. SA Health Credentialling and Scope of Clinical Practice System for Health Practitioners Government of South Australia SA Health Contents Purpose of this document 4 Searching for a Health Practitioner 5 Adding a new Health Practitioner 6 Health Practitioner information page 9 Personal details 10 Registration accreditation membership 14 Insurance 14 Credential 15 Scope of Clinical Practice SOP 16 Uploading documents 17 Reports 17 System Issues 18 Purpose of this document This document is intended to provide guidance for the use of the SA Health Credentialling and Scope of Clinical Practice System It is intended for users of the system that have Head of Unit access System Overview The Credentialling and Scope of Clinical Practice System CSCPS is a web based application that is used to maintain a consistent and centralised data set of information pertaining to Health Practitioners Credentials and Scope of Clinical Practice It allows the safe and efficient storing of CSCPS data in a centralised web accessible system Head of Unit access allows Senior Clinical Staff such as Head of Unit or line managers to view limited credentialling records on staff within their clinical unit System Access and Log In The CSCPS is available from the SA Health intranet via Corporate Programs Once you click on the link you will be asked to enter your usual computer user name and password Remember to enter had befor
8. SOP Select Yes if the Practitioner is currently practicing or No if they are not 9 Short Term this field is used to flag those Practitioners with a short term SOP only i e visiting specialists Select the appropriate reason from the drop down list for the short term SOP 10 Admitting Rights If the Practitioner has admitting rights select Yes from the drop down list or No if they do not 11 Document Upload upload a copy of the Credentialling Committee SOP approval letter Please ensure this document does not contain any personal details such as date of birth or home address as this document will be able to be seen on the View Only screen 12 Click Save to save the data page 16 Credentialling and Scope of Clinical Practice System for Health Practitioners Uploading documents There are a number of places in the system where you are able to upload a document to provide evidence of the credentialling process These include gt Qualifications gt Criminal History Check gt Credential gt Scope of Practice gt Continuing Professional Development When you see Document Upload in the system this is where the document can be added Allied Health are only required to upload qualifications for self regulating professionals and people employed under a grandparent clause Reports The top link to Reports shows a list of reports available to you with a short descriptio
9. aing adress O WX won Finders Uesca Conte Country Dais be perc Documoni Ligokoencd Ed Onlete Ceokticatioe Type Post Neernenal Yor hned Avar dimn aa bion dumani Opie ZA Hpath Credesinig and Scape 6 Cinical Precisa Sates for Heads Practicsers vl 10 2200 The first two boxes displays the addresses and contact details that have been entered for the Practitioner The next box contains information regarding the Criminal History Check status of the Practitioner and the final box displays the Qualifications of the Practitioner If you need to edit the existing data click the edit icon and a new screen will open where you can edit the details Click the Save button to save any changes Click Cancel if you do not wish to make any changes You will then be returned to the Personal Details screen For example if you need to edit an existing address click the edit icon and the following box will display Address Type Addresse Line 1 Address Line 2 Suburb Postcode 25 State MailingAddress Me page 10 Credentialling and Scope of Clinical Practice System for Health Practitioners Are you sure you want to Delete Address To add a new address click the Add Address button at the bottom of the screen A new screen will open where you can enter the information See Adding a new Health Practitioner for further information on each of these fields Click Save to save t
10. arch the database to ensure that the person record does mot already exist Personal Details Title i Status Last Hame Intern Trainee First Name Profession Middle Hame Contract Number Nee Prev Last Name SA Health Employee Prev First Name Currently Practice CHSA peter Last ame Preferred First Name ooo O OS Date of Birth Gender Contact Details Address Type x Contact Phone Po Address Line 4 Mobile Address Line 2 Email Suburb Po Preferred Contact Postcode State E z MailingAddress SA Health Credentialing and Scope of Clinical Practice System for Health Practitioners v1 01 While the form allows for many fields only the fields indicated with a red are compulsory Once the data has been added and the Add Record blue action button clicked the data is entered into the database and the main Health Practitioner information page will be displayed All data not entered at this stage can be entered at a later date through the main record for the individual See below for information regarding each field PERSONAL DETAILS indicates mandatory fields Status this is a mandatory field select appropriate status from the drop down list Active Practitioner is currently working and is required to be credentialled Not Active Practitioner is currently not working No Longer Practicing Practitioner is no longer practicing Retired Practitioner has
11. e for a Practitioner you will be able to select a discipline Allied and Scientific Health includes both registered and self regulated professions Dental Practitioner Medical Practitioner Nursing and Midwifery Nurse Practitioners and Eligible Midwives only Paramedicine this category is currently not in use Unregulated Unregulated professional groups including Lifestyle Advisors Health Promotion Officers Counsellors and Nutritionists Contract Number for non SA Health employees you can enter their relevant contract number if needed This is a free text field SA Health Employee if Practitioner has a CHRIS number select Yes if not select No Currently Practice in CHSA if the Practitioner works in Country Health check this box CHSA Practicing Status if the above box was checked then select appropriate status Visiting A doctor providing services to a hospital who is usually employed by another health network hospital and who works on a sessional or fee for service basis Visiting doctors can work regular or irregular sessions or in blocks of time including on call periods Resident A doctor appointed or contracted to a permanent position in a country hospital health service who also resides in the local area Locum A doctor temporarily appointed to a short term role or vacancy in a hospital health service Gender select appropriate gender trom drop down list CONTACT DETAILS
12. e required to add Professional Association Membership Insurance The third tab relates to Practitioners that are required to have their own professional indemnity cover i e for services offered to private patients in the public health system which are outside of their employment contract You can enter more than one Insurance policy Credential The fourth tab is where a Practitioner s Credentialling status information is located If the Practitioner has already had a credential entered and it is still current it will be displayed under Credentials If it has expired you will need to check the Show Expired Credentials box to display As Unit Head you will only be able to edit credentials for Practitioners within your clinical unit To add a new credential for a Practitioner click the Add Credential blue action button Please note that as SA Health Credentialling Committees will mutually recognise credentialling processes from other committees only enter a new credential for a Practitioner if it is a different Credential Category to the current approved credential ATLIS Not Reo Wire Category Specialist Medical Practitioner 7 Specialty Clinical Sugery o Domain Surgery bai Sub Specialty Orthopaedic surgery Date Credentialed a Expiry 01 02 2015 a Committee RAH Medical 7 Limitations Conditions Additional Information Mo Comments hes 1 Category select the category
13. e your user name Click OK and you will see the CSCPS welcome page Click the Logon button in the top corner of the screen to enter the system SA Health Credentialling and Scope of Clinical Practice System fol Health Prac tit HE Welcome to the SA Health Credentialling and Scope of Clinical Practice System for Health Practitioners The Credentialing and Scope of Clinical Practice System for Health Practitioners holds information regarding the credentialing and scope of clinical practice status of SA Health Medical Practitioners Dental Practitioners Allied and Scientific Health staff Nurse Practitioners Eligible Midwives and SA Ambulance Service staff All staff with a SA Health log on are able to search and view an individual health practitioner s credentialling and scope of clinical practice status To enter the system click the log on button and search for the required health practitioner if you require a higher level of access please obtain approval from the appropriate Credentialling Committee before contacting the System Administrator For eame segeang the system please contact the System Administrator on 8226 6188 or at tern information regarding the credentialing system is available on the SA Health Safety and Quality website at iha sahealth sa gov_au wps wem connect public content sa health intemet about us safety and qualit D 5 A He ART Credenbating and Scope of Clinical F Praci re Sy
14. eed to be entered fully You can narrow the search by entering the practitioners first name or initial 2 Enter the Local Health Network LHN keep in mind that the Practitioner may already work for another LHN and therefore you may not want to restrict the search in this way 3 Clicking the Search blue action button searches for any matching Health Practitioners 4 The results of the search are displayed at the bottom of the screen The result listing shows the Practitioner s name their profession credentials entered in the system expiry time status and links to generate renewal reminder letters 5 Click on the underlined Health Practitioner s name to navigate to their record Credentialling and Scope of Clinical Practice System for Health Practitioners page 5 Adding a new Health Practitioner Before a new Health Practitioner is added to the system the above search should be performed to ensure the individual does not already exist in the system If they are not in the system then clicking on the Add Record button at the top of the page will take you to the Add Person Record form Please note As Head of unit you will only be able to add practitioner who are employed under your clinical unit a SA Health Credentialling and Scope of Clinical Practice Cay ovstem for Health Practitioners Se Add Record search Reports Administration Add Person Record Please se
15. he new address and be returned to the Personal Details screen Address Type Address Line 1 Address Line 2 suburb Postcode State MailingAddress Save Cancel fe The Edit Personal Details button will allow you to edit the Practitioner s personal details displayed on the screen other than address which has already been discussed Make the changes required to the personal details or enter additional data and click Save to save the changes and return you to the Personal Details screen See Adding a new Health Practitioner for further information on each field name MS ICol IESI mem iranee Title ws sd Status Not Required Last Name TEST Intern Trainee First Name Test SA Health Employee Middle Name Contract Number Nee Prev Last Name Profession Allied and Scientific Heath Prev First Name Contact Phone Preferred Last Name Mobile fs Preferred First Name Email Gender Female Preferred Contact 01 01 2012 ma Currently Practice CHSA E CHSALHN Allied Health v M Credentialling and Scope of Clinical Practice System for Health Practitioners page 11 The Primary Committee field is now displayed on this screen This is where you allocate one Credentialling Committee to act as the primary owner of the Practitioner s record The system will only allow you to choose between the committees assigned against the Practitioner s Credentials and
16. n about each Click the button next to each to customise the report Credentals Report Te ee ees pee ee ee Cpi aa fo Pee Coie Lee be ree Boe Bel eee gee ere Bape bo de Dell dae ee Scope of Practice Aapon Regimranon Report Tha repo slices pou to repo over Reeds Gor Pee Coe So Le ee ee eee fo rea ee at Tee eo aes poe eo eee Crececte for Poe Coe DO oe Le Lee ee ee i ee ee et F 2 ee eg papy mig i gee ee Criminali Mistery Check Thag eae pita phy age eet Cpe feet g Pe pees Cee et Le Lee ee le he ce Pe oe e oprecteg apr Tea ie ier pie ee CP ee Pee Cee Oe Ld Lee oe ee oe Fa Pa ot bhi ie bed ec gape AD Credentialling and Scope of Clinical Practice System for Health Practitioners page 17 Each report screen will have a range of options to select from to customise the report Select the appropriate option from one or more of the drop down lists Note if you need the report to display expired records select Include Expired box Si seek Creteeteies eed Sooo o Clee reies Sy alee fer hee ect irl le TT Click Generate Report to create the report The report will open in the CSCPS You can then export the report into an Excel PDF or Word format for use ld 4 fi of 70 bo Fil 4 100 Find Next SA Health Credentialling and Scope of Clinical Credentialled Filtered By profession is Medical Practitioner Name Credential Speciality Sub Speciality Committee Expiry Health
17. or Scope of Clinical Practice If the Practitioner does not yet have a Credential or Scope of Clinical Practice entered you will not be able to allocate the Primary Committee Once a committee has been entered for a Credential and or Scope of Clinical Practice then this field will be automatically populated by that committee If another committee is entered on their record then select the appropriate committee from the drop down list For example if a Practitioner has been credentialled by the RAH Medical Credentialling Committee and has a Scope of Clinical Practice approved by both the RAH and QEH Credentialling Committees the drop down box will only list these two committees for you to select between Agreement between the two committees should be reached as to which one will be the Primary Committee for that Practitioner In most cases this will be a logical decision reflecting which site employs the Practitioner the most However in some cases an arbitrary decision may need to be made In general the Primary Committee will be responsible for the ongoing credentialling of the Practitioner You will be able to change the primary committee allocated to a Practitioner using the Edit Personal Details screen However you should only ever change the primary committee if the other committee has accepted ownership of the Practitioner and is notified of the change being made Add Criminal History Check allows you to add details regarding
18. or of Medicine Bachelor of Surgery Post Nominal Post nominal letters allowable for the Practitioner s qualifications i e MBBS FRACS Year Obtained Enter the year the qualification was obtained Awarding Institution Enter the University or Institution that awarded the qualification SS ee y Click Save to save the data Qualification Post Hominal Year Obtained Awarding Institution p Add Edit ID allows you to either add a CHRIS employee number for a Practitioner or to edit an existing employee ID If adding a new employee ID firstly select the required CHRIS Organisation from the drop down list Please note this list reflect CHRIS organisations and not the current LHN structure Then enter the employee ID number and click Save to save the new ID If editing an existing employee ID select the CHRIS Organisation of the ID you wish to edit the employee ID number will automatically populate the next data box Edit the employee ID number as required and click Save to save the changes Chris Organisation Save ff Cancel You can enter more than one employee ID for a Practitioner For those Practitioners with more than one ID their ID will be shown in blue and underlined in the personal details section of their information page When you hover the cursor over the employee ID a pop up box will say View Employee IDs If you click on this box you will be able to view all of
19. presents a different data set attached to the individual In the case above the initial tab is displayed showing the Personal Details of the Health Practitioner 3 The data area displays the data related to the above tab and changes as the tabs are navigated 4 The blue action buttons at the bottom of the screen show the options you have in the selected tab In the above case as the Personal Details tab is selected the user can add an address for the Health Practitioner add a photo edit personal details etc When you select a blue action button to enter information there will be mandatory data requirements for each section indicated by a next to the data item If you attempt to save a record without completing the mandatory requirements you will be prompted to enter the required data Credentialling and Scope of Clinical Practice System for Health Practitioners Personal details Whatever information was entered in the Add Record page will be displayed on the Personal Details tab You can now edit this information or include additional information k i l At Record Search Fie pert Adirriines tr ateon Logout De TEST Tesi imber Trainee Profession Wecoe Praciiorer Contract hennber bais SA Hesh Empiryet Yes OL er Carrenty Prectice CHEA oy SALAH Ubas LFH OST Fc Tan Bbg Acer Mind CEE Criederiaal ToP Agprival CPD Appala Pregreaa Edi Deleite Address Type Address Addresaz Sabu rb Postcode Siate M
20. the Employee IDs for the Practitioner Click Close to return to the personal details page Gender Use SA Health Employee Ye Date of Birth sents Currently Practce CHSA No Employee 10 Primary Comenitiee Jie LIPH FEW p_a Credentialling and Scope of Clinical Practice System for Health Practitioners Registration accreditation membership The second tab contains information regarding the Practitioner s Registrations Licences Accreditations and Memberships Not all sections will need to be completed for each Practitioner only those that are relevant for that Practitioner The same principles apply for data entry as per the Personal Details tab You can edit or delete records that have the edit or delete icon displayed or you can add new information using the blue actions buttons at the bottom of the screen The Show History button will again display any edits that have already been made to the fields on this screen For registration accreditation membership the system will always display the last entry regardless of its expiry date If you need to see all expired records check the Show Expired box If you wish to hide the expired records you can now select Hide Expired and these will once again be hidden from view Add Professional Association Membership will allow you to enter the Practitioner s professional association memberships Note only self regulating professionals ar
21. the Practitioners criminal history check CHC Uploading criminal history check is not required for Allied Health Practitioners Country Type Date Issued Document Upload Here you can enter the Country Type and the Date the CHC was issued You can also upload a PDF document containing information regarding the Practitioner s clearance See page 31 for instructions regarding uploading documents This section of information will be viewable on the View Only access screen and therefore consideration should be given to uploading sensitive information 1 Country select either Australia or International depending on where the CHC was issued 2 Type select the type of CHC issued Note the former DFC check is now listed as SA Govt Department for Communities and Social Inclusion as per the recent Government structure changes 3 Date Issued enter the date the clearance was provided 4 Document Upload upload a copy of the email providing CHC clearance 5 Click Save to save the data Add Qualification is where you enter details regarding a Practitioner s qualifications such as their primary qualification and any subsequent qualifications You can enter as many qualifications as required Once again you can upload a verified scanned PDF copy of the qualification Note only self regulated professionals are required to upload documents 1 Qualification description of qualification i e Bachel
22. trom the drop down list that the Practitioner has been credentialled as Following the initial selection further boxes may then display depending on the category For example if Specialist Medical Practitioner is selected as the first credentialling category you will then be required to enter a Specialty and then for some specialties you will required to enter a Sub specialty A full list of the credential categories is provided in Appendix 1 Scope of Clinical Practice SOP SA Health C E E E Administration ey a Unique Identifier TESS005 109 Status Active f Name Or TEST Test Intern Trainee f Contract Number Gender Male SA Health Employee Yes f Date of Birth 010171972 Currently Practice CHSA No a Primary Commettee SALHN Medical LSPu 73M SST Personal Details Reg Accr Memb insurance Credentul Approval CPD Appeals Progress ay gt Date Doc More Effective Expiry Date Perf Revie Upload Detada Hosptali anea Acute chest pan SP SALHO Medical Finders Medical Cardecend nc assesement Cardiac 01032012 0102015 x Yes Centre FMC Critical Care Services SSS SS SSS SANAN A n SOSELILIELIELOOL ILL ID IP IIL EL IRD IPL IP ESP ISLS SA Meath Credentaling and Scope of Cimical Practice System for Heath Practoners v1 10 22 06 2012 SFI PDI PLIIL DIIP ALF FLIBDIFPLIFFLILIPLIPLIPLI LZIG PL ILIELIPLIPIPL I PLIELIIL EDI PPS EDS F PIII PPI PLDI PLS PIPL LS
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