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1. The system is used by various NHS staff including midwives paediatricians neonatologists ward clerks health visitors medical records personnel and Child Health Departments The SBR system is operational in every maternity hospital throughout Scotland as well as a few community midwife practices The SBR replaces the SMR11 reporting scheme The system can be used to record details from antenatal through to post delivery The flexibility of the system enables different sites to use it to varying degrees As a minimum all sick babies since 1 April 2003 are captured with the aim of recording 100 Scottish births including homebirths and stillbirths The majority of the information recorded on the SBR is available to the system users directly from the SBR including statistics and output documentation such as discharge letters A minimum dataset from the system is also available for analysts within ISD There are three versions of the SBR system e Test this is the developmental version which is NOT available to any external SBR users e Train this version provides a non secure external test area prior to promotion to the Live system for the username and password for your site please contact the SBR team via the ATOS helpdesk see Appendix 2 Contacting Us e Live this secure version is only accessible by designated users for entering confidential data Each user must have their own username and password to access the Li2. Type Administrator DI Status Active DI Submit Cancel Change User 160 SBR s this year 2 23 32 PM NHS S Borders g Alerts SBR updste log lf a user already has an account set up you can make changes to their details via the Change User link Such changes could be to amend their contact number change a surname change user level or inactivate the account If a user has left your organisation you should always inactivate the account Scottish Birth Record for Borders General Hospital ISD SBR Team Logged onto Train Add New Admin Reports i Export Data Contact ji Log Out Add New Neonstsl Record A Current D Dashboard View Forename alt HPI DoB EDD WI SBR_Ind Mum Baby Both EDD Babypos mumpos Clear Change User Select user to change Username Train_Admin Admin zl T Sort by Surname r Sin Telephone Number 0131000000 Email Address Job Title GMC PIN Number Enter only if consultant or another healthcare professional Start Date 10 08 2004 today Type Administrator DI Ststus inactive DI Cancel 160 SBR s this year 3 25 02 PM alerts SBR update log SBR Administrator User Manual Version 4 18 Page 4 To make changes you need to know the username Select this from the drop down box and make the required changes To make this easier in brackets next to user name we have the surname of that user as well Once completed click o
3. Admin Reports and Export tabs A typical user may be a health visitor SIRS Report User On the SIRS Report user access is limited to the data on the SIRS report only This would be useful for Child Health Departments who only need access to a very limited amount of information This type of user is currently being reviewed If a user needs to edit or view both the clinical and coding system it is important that they have 2 user accounts created to give access independently An administrator account is not to be created for this purpose The administrator is responsible for deciding who is given access and which type of access is appropriate If you need any clarification please contact the SBR team via the Helpdesk SBR Administrator User Manual Page 11 Appendix 2 Contacting Us The SBR helpdesk is maintained by Atos Origin and is available 24 7 You can contact them in a number of ways Feedback lt e Use the e Email itservicedesk nhss ns atos net e Telephone 0845 957 2700 link on the dashboard and complete the form Atos Origin is the first point of contact if you require assistance They can help immediately with the following Find an SBR User Reset passwords Provide details of who you should contact to get a record transferred Add new postcodes to the system Unlock the baby CHI Any other problems or queries will be passed to the SBR team who will get in touch with you during normal office ho
4. Train 146 SBR s this year 11 19 55 AN Add New Admin Reports Export Data Feedback gt lt Log Out Add New Neonatal Record E NI H S Current DI DEE You are trusted to ee Caithness General Hospital 7 Go a emm Highland Sumame Forename HPI alt HPI CHI DoB EDD SBR_Ind Search rr fC _ J See B sore Mum Baby Both EDD Baby DOB Mum DOB SBR update log Change My Details Please check that all your details are correct and amend if necessary Should you need to amend your name please get in touch with your local Administrator Location Raigmore Hospital Usemame tiesd eg D mee E ees Telephone Number Im 463 704 000 x 563 Email Address Job Title Cancel Introduce User The local administrator is responsible for creating any new users as they have the ability to confirm if a user should have access to their site and what kind of user access they should have To open a new user account click on the Introduce User link and complete the screen Your site will automatically be populated in the location box There is currently no set format for user names however many sites will have a standard format use your username as an example for the format If you are creating an account for a clinician you must include their PIN or GMC number It is important that you always obtain a contact number email address and add their job title for all users If the account Is to be created from today use
5. and view the up to date SBR User Documentation This lists all the current manuals and guides which can be downloaded SBR User Manuals and Quick Guides see EE Import History Click here to view log of your automated imports if applicable Duplicate Records aa In Site View duplicate records within your site Record Movement List of records which have been Transferred In Utero Transferred and Sent from your hospital to another SBR hospital can be downloaded here Transferred Records In utero Transfers Sent Records Tools This file transfer tool allows you to automatically send files to the Scottish Birth Record server Please contact the SBR Help desk on 0845 957 2700 if you wish to use this facility You can also request this contacting us here Back to Main Dashboard File Transfer Protocol This screen is accessed via the dashboard by clicking on the bo Admin The screen allows you to access all the administration functions within the SBR which include User Administrator e Change my Password Change my Contact Details Introduce User Change User Reset Password User List Administer Nurses Midwives Administer Wards SBR User Manuals and Quick Guides Automated Imports e Import History Duplicate Records e Within Site Record Movement e Transferred Records e In Utero Transfers e Sent Records Tools e File Transfer Protocol SBR Administrator User Manual Version 4 18 Page 1 Section 3 User Adminis
6. be done by the SBR team This can be done via the dashboard by clicking on the red cross Once you have clicked on the red cross you will be given an option to chose from for reason for del tjon Confirm you reason and a message will appear asking you if you are sure you want to delete this record if you are sure click OK Scottish Birth Record for Raigmore Hospital 0 0 Logged onto Train Add New Admin Reports port Data Feedback El Log Out You are trusted to other sites Caithness GNgeral Hospital Go Surname Forename HPI g SBR_Ind E eg Clear Add New Neonatal Record i Current Di Dashboard View Mum Baby Both Baby Surname Forename Baby mum Baby DoB Hospital Patient ID CHI Biscuit Baby i ch 03 12 2010 Not entered gt Biscuit Baby ii Choccy 03 12 2010 Not entered SBR_Ind 4238 0312105002 Icicle Baby i Giant 03 12 2010 Not entered SBR_Ind 4243 0312105029 x Icicle Baby ii ci 03 12 2010 Not entered e x 03 12 2010 Not entered SBR_Ind 4239 0312105037 cc cI SBR Administrator User Manual 146 SBR s this year 11 28 51 AM Highland 331 Records in total Page 1 of 4 Page 10 Appendix 1 Explaining User Levels There are five different types of user levels that can be applied to SBR user accounts Please ignore the other types of users these are for SBR business only These are explained further below Administrator An admin
7. NHS National Services Scotland The Scottish Birth Record Administrator User Manual June 2011 SBR Administrator User Manual Version 4 18 Page 1 Contents SOCOM t MOC UIC re EE 3 SEELEN 1 Section 3 User Administration 2 chande un le DEE 2 Int gete UCE WS EEN 3 CAMES EE 4 Breng mars KO KO EE 5 IS Cl EEN 5 Administer Nurses MIGWIVES ccccccsseseeeeccccccccccesseccccccccccsessseeecececceceuseeceseceeeeenaas 5 elef N S EE 7 Section 4 SBR User Manuals and Quick Guides 7 Secon Automated IMPONE erae A a ceases 7 DECHON EIERE ROCO Soera A E N 8 Section 7 Record de En EE 8 SECIONO TOOS EE 8 section 9 Unlocking the CHI Number 9 Section 10 Record deletion EE 10 Appendix 1 Explaining User Levels A 11 AOMINSU IO E 11 ele EE 11 ANON EE 11 RO Standard Read Only Gtandard 11 RO Printroom Read only RBrntroom 11 SIRO REPOM UO SCN eege 11 Appendix 2 Contacing E 12 SBR Administrator User Manual Page 2 Section 1 Introduction The aim of this document is to provide each site administrators of the SBR system with assistance in the use of the administrator functions within SBR The local site administrator will act as the central point of contact between the SBR team and the users within their site The Scottish Birth Record SBR system is a web based system on the NHSNet There is one central database held in Livingston and managed by Atos Origin Alliance under the NHS National contract for IT
8. SBR_Ind Ct IC eC CC Ze riers 8 Mum Baby Both EDD BabyDoB mumpos Clear Add new Ward Add lt lt Back Once you have made your changes click on Update This will then take you back to your previous screen and your change will be highlighted in pink To add a new ward click on Add New Ward under Ward Administration Add the name of your ward and click on Add Then click on Back Section 4 SBR User Manuals and Quick Guides Click here to open a new browser window and view the up to date SBR User Documentation This lists all the current manuals and guides which can be downloaded Section 5 Automated Imports Many sites across Scotland import data from their local system into the SBR Within the admin screen you can access the import log This will detail all the files which have been transferred into the SBR from your site By looking at the import log you can identify when the last file was imported to the SBR SBR Administrator User Manual Version 4 18 Page 7 Section 6 Duplicate Records Click on the link Within Site This will produce an excel spreadsheet with any duplicate baby records You can then merge the records and delete the appropriate one Please remember to take into account when deleting whether or not there are any transfers or if the record has been SENT You will also need to look to see if the CHI was allocated via the XML interface If so this reco
9. istrator user will be the central point of contact for the site and will be able to reset passwords create new users edit existing user information delete records as well as unlocking the CHI An administrator will be able to view both the clinical and coding system within the one dashboard If you are creating a new administrator account it is important that you inform the SBR Team Coder This user level will only be able to access the coding system They will be able to view data entered via the clinical system however will not be able to edit this information Any information entered into the coding system is not transferred into the clinical system Standard A standard user will be able to access the clinical system any data recorded within the clinical system will transfer through to the coding system You are not able to view any coding from the clinical system A typical standard user would be a midwife or a doctor RO Standard Read only Standard Read only standard user will be able to view and open all records as a standard user can i e any data recorded within the clinical side The only difference being is they will not be able to update anything They will still have access to the Admin Reports and Export tabs A typical user may be a health visitor RO Printroom Read only Printroom Read only printroom can view the SBR dashboard but cannot open the record they only have access to the documentation in the Printroom
10. l ISD SBR Team Logged onto Train 160 SBR s this year 3 36 57 PM __ Add New l Admin Reports l Export Data Contact l Log Out Acd New Neonstsl Record d Current D Dashboard View Borders Forename HPI alt HPI CHI DoB EDD WI SBR_Ind Search LE a T A G Sg oe amp Alerts Mum Baby Both EDD Babypos mumpos C SBR updste log Adding a new Midwife or Nurse ee ee ee EN Not Active DI E lt lt Back SBR Administrator User Manual Version 4 18 Page 6 Administer Wards Administer Wards enables you to add new wards or delete wards from the drop down list on the Episode tab Scottish Birth Record for Borders General Hospital ISD SBR Team Logged onto Train 160 SBR s this year 3 38 56 PM Add New Admin Reports Export Data i Contact Log Out Add New Neonstal Record d N H S ee eme Current z Dashboard View Borders A sions O SBR update lo Ward Administration ese rage pink Egit blue 2 Egit yellow Egit Lollipops sticks Egit Add New Ward Back to Main Dashboard You can edit an existing ward by clicking on Edit The screen below will appear Scottish Birth Record for Borders General Hospital ISD SBR Team Logged onto Train 160 SBR s this year 3 41 25 PM Add New Admin Reports Export Data Contact Log Out Ago New Neonstsl Record fi Current DI Dashboard View Borders Forename HPI sit HPI CHI DoB EDD iv
11. n Submit Reset Password lf a user forgets their password you can reset this for them by clicking on the Reset password link You will need to have their user name to reset their password Once you have selected their username click on Submit to reset their password The password will automatically reset to password and the user will be prompted to change their password on their first log in before being able to access the system Their new password must be 6 digits including letters and at least 1 number Scottish Birth Record for Borders General Hospital ISD SBR Team Logged onto Train Add New Admin Reports Export Data Contact Log Out 160 SBR s this year 3 19 55 PM Ado New Neonstsl Record Current bd Dashboard View Borders SP Alerts Le Reset Password Select user to reset password Username Borders Test D conc User Lists This option allows you to save a spreadsheet with the user information in it for your site It gives you quick access to see type of user and if their account is either active or inactive This will be of use when auditing user access Administer Nurses Midwives To add edit midwives nurses on the drop down list on the Episode tab click on Administer Nurses Midwives link You will then have access to the screen below where you can make your changes In the top right hand corner under the Alerts there is a filter this enables you to filter all n
12. rd will need to be kept Section 7 Record Movement From the admin page you can open a report which details the following e Transferred Records baby records transferred to or from your site e In Utero Transfers mother s records transferred in utero to or from your site e Sent Records records sent to or from your site Click on the appropriate link to open the report required The report is opened in MS Excel and can be edited if required The fields shown are e Baby Surname Baby Forename Baby Date of Birth Baby HPI SBR Indicator Date of the movement transfer Notes where the baby was transferred from and to Current location of record Mother Surname Mother Forename Section 8 Tools If your site does not currently transfer data from your local system into the SBR there may be a possibility that this can be arranged if required To do this you must contact the SBR team The File Transfer Protocol incorporated into the admin page are the files that are required to transfer the data to and from your local IT system into the SBR Due to most sites already having the file transfer set up it is unlikely that you will need to use this SBR Administrator User Manual Page 8 Section 9 Unlocking the CHI Number As a SBR Administrator you are now able to unlock the CHI number If an incorrect CHI has been allocated e g due to an incorrect date of birth or incorrect sex the CHI number can be unlocked from the Baby tab nex
13. t to the baby CHI number link next to the CHI field Unlock To unlock the CHI just click on the Antenatal Baby Surname Monday Find ma Littel House Alternative Surname First Forename Mike F Second Forename Post Code Ern 25EB Date of Birth Baby 09 03 2009 use today s Date Synchronise with Mother Address 7 Time of Birth hh mm 24 ho Sex Boy DI Ethnic Group DI Find ce Practice Code GP GMC No Synchronise with Mother GP Details F CHI Number 090309501 7 CHI Number allocated by CHI XML Interface Unlock Hospital Patient Identifier i Alternative Case Ref No Initial Outcome of this Baby Livebirth zl Once you have clicked on the unlock link the following message will appear Microsoft Internet Explorer E x A The CHI number is now unlocked You may re enter the correct CHI or re use the CHI button Click OK and then you will be taken back to the Baby tab where you will be able to take the CHI number out and allocate a new one Please ensure that the Child Health department are made aware of the CHI change so they can stop using the old one and inform any other relevant parties SBR Administrator User Manual Page 9 Section 10 Record deletion As an administrator you are the only user who can delete records Records are not permanently deleted from the system once deleted they are just hidden from view and can be undeleted if necessary but this can only
14. the Today link and today s date will automatically be inserted for you The type will determine the level of access to the SBR that the user will have the user type will default to Administrator so please remember to change this most user accounts will either be standard accessing the clinical system or coder accessing the coding system For further details of user types refer to appendix 1 The status will always go to Active when creating a new account if you are setting up an account for someone that should not have access to the SBR at the moment change the status to Inactive Once all the form has been completed click on Submit to create the account If you are inactivating or introducing a new administrator please let the SBR team know so we can amend our mailing list accordingly SBR Administrator User Manual Page 3 Scottish Birth Record for Borders General Hospital ISD SBR Team Logged onto Train Add New Admin 1 Pepos 1 Expor Data Come 1 Lego Add New Neonstsl Record WI Current D Dashbosrd View Forename HPI alt HPI DoB EDD WI SBR_Ind Mum Baby Both EDD Babypos mumpos Clear Introduce User Enter new user details below Location Borders General Hospital Forensme Surname Telephone Number Emsil Address Job Title GMC PIN Number Enter only if consultant or another healthcare professional Start Date today SBR Username SBR Username must be unique
15. tration This is the main part of the SBR Admin screen that you will use It allows the following to be carried out Change my Password Change my Contact Details Introduce User Change User Reset Password User List Administer Nurses Midwives Administer Wards Change my Password Every user within the SBR is able to change their own password within the system To change your password click on the Change My Password link and the following screen will appear Scottish Birth Record for Borders General Hospital ISD SBR Team Logged onto Train 160 SBR s this year 2 19 44 PM Add New Admin Reports Export Data Contact Log Out Ado New Neonstal Record 3 Current DI Dashbosrd View Borders amp alerts Change your Password Enter details below to change your password Username borders2_test New Password Confirm New Password Cancel Enter your new password then confirm it Your password must be at least 6 digits long and include at least 1 number Once you have added your new password click on Submit password to change your Change my Contact Details Every user within the SBR is able to update their own contact details within the system To change your details click on the Change My Contact Details link and the following screen will appear Once completed click on Submit SBR Administrator User Manual Page 2 Scottish Birth Record for Raigmore Hospital 0 0 Logged onto
16. urs It is important that you do not use any confidential data in emails The SBR Identifier should be used to identify records that are being queried see Section 4 Finding Your Patient Record SBR Administrator User Manual Page 12
17. urses midwives or inactive users SBR Administrator User Manual Page 5 Scottish Birth Record for Borders General Hospital ISD SBR Team Logged onto Train 160 SBR s this year 3 34 02 PM Add New Admin l Reports Export Data Contact l Log Out Ago New Neonstal Record OI Current Dashboard View Borders Forename HPI alt HPI CHI DoB EDO d sed Search C TH let LUC 1 A Aere 8 Mum Baby Both EDD Babypos mumpos Clear SBR update log Administrate the Midwives and Nurses Fitter Please Select zl Penelope Pitstop 12543612 Midwife Egit Mary Scots 78541236 Nurse Egit Please select Florence Nightingsle 36259874 Nurse Egit Sophie Sosp 84955162 Midwife Egit Add New Nurse or Midwife Back to Main Dashboard To edit click on Edit Here you will then be able to edit the details belonging to the midwife nurse You will also be able to make nurse midwife inactive if they have left and they will not appear on your dropdown list on the Episode tab Once updated click on Update It will then take you back to the previous screen and your change will be highlighted in pink To add a midwife nurse click on Add New Nurse or Midwife link The screen below will appear and you can add your midwife nurse s details Click on either midwife or nurse then click Add Once you have added your midwife nurse click on Back Scottish Birth Record for Borders General Hospita
18. ve version which has a full audit log SBR Administrator User Manual Page 3 Section 2 Admin Screen Scottish Birth Record for Raigmore Hospital 0 0 Logged onto Train 146 SBR s this year 11 13 51 AM gocnsnanonasencsnceseasencsnnesncnnnsnnsennensen o Add New Admin 1 Repons _ Expor Data 1 Feedback CT Log Out Add New Neonatal Record i NI H S Current Di EE You are trusted to Sege Caithness General Hospital Joel tu p Highland CHI DoB EDD WI SBR_Ind LL Ef Wace Mum Baby Both EDD Babypos IS mumpos Clear Forename alt HPI SBR update log User Administration Change my Password This option allows you to change your password Change my Contact Details This option allow you to change your user details Introduce User This option allows you to add new users to the Scottish Birth Record application Change User This option allows you to alter an existing users personal details along with their type and status within the Scottish Birth Record application Reset Password This option allows you to reset an existing users password within the Scottish Birth Record application User List This option allows you to save a spreadsheet with the user information in it Administer Nurses Midwives Adminstration of the Nurses and Midwives in Raigmore Hospital Administer Wards Adminstration of the Wards at Raigmore Hospital SBR User Manuals and Quick Guides Click here to open a new browser window
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