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NHSP:Online Trust User Guide

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1. Once you have selected the shifts to remove the padlock or key from click the appropriate button at the bottom of the page ee ee A P ee eee ee ees p HemoYe L oO Em Re Si T E Pad LUIL F Please note that you can only use one of these options at a time You can also perform these actions on individual requests by using the modify option NHSP Online CEMR e o VENUE July 2015 Page 24 of 52 NHS Professionals You can cancel a request by using the cancel link next to each Request The following screen will be displayed If the request is unfilled you will see the following page Cancel Shitt With Reference Mumber 53972620 Shitt Details Date Start Time End Time Assignment 05 02 2013 08 00 17 30 CSvyvoo elect a Reason Covered by Ward a Select the reason for the cancellation and then O aE O a R ut Request button however if you have Clicked on this link by as mistake then click the The table below shows the cancellation reasons and a description of what each Exit Without Cancelling reason means Cancellation Reason Description Covered By Ward Choose this option if a substantive member of your ward staff are working this request as a non NHS Professionals request i e overtime Cancel Request Exit Without Cance Covered By Agency Choose this option if you are covering this request using an agency that NHS Professionals does not support Duplic
2. Search For Staff You can enter the name of any Flexible Worker that has been booked Location Ward If you have access to more than one location ward you will be able to select from a drop down list the location ward you wish to view Date Range The drop down list has a number of options that you can select You can use one of these options or you can enter the dates via date range Tick boxes Verified The timesheet has been verified This timesheet will still need to be authorised for payment Unverified The timesheet has not been verified It is still available for authorisation or verification Not Authorised The timesheet has yet to be authorised Awaiting Release The timesheet has been authorised The FW can now release or query this timesheet Released The timesheet has been authorised and the FW has released it for payment Queried with Ward Manager The timesheet has been authorised but the FW has queried the payment detail NHSP Online core Talisy lilelamm Mec lialiaremiuectalerel July 2015 Page 29 of 52 NHS Processed For Payment NHS Professionals has run the payroll on this Professionals Authorised and Released timesheet The payment will be paid to the FW within 9 10 days Once you have set your filter options you will need to click the Filter button to the right of the page 9 1 Verifying Timesheets If you are only able to verify the timesheet you will see the following in
3. CHAE0O Chaplain CHAFOO Chaplain 14 5 Allied Health Professionals Assignment AFC Field of Practice Field of Practice Code Description Band POSW00 Clinical Support Worker Podiatry 2 oaa Clinical Support Worker Higher Level a POSHOO Podiatry 3 a 4 u eo odiatrist ee POSPOO Podiatrist Specialist 6 Podiatric Consultant Surgery 8 Dietician DISPOO _ Dietician Specialist 6 ae CSW Higher level Occupational og OTSHOO Therapy 3 OTTOO Occupational Therapy Technician Occupational Therapy Technical OTTIOO Instructor Higher level 5 Occupational OTRPOO Occupational Therapist Therapist OTSP00 Occupational Therapist Specialist 6 Occupational Therapist Team OTTMOO Manager 7 OTAPOO Occupational Therapist Advanced Occupational Therapist Advanced OTACOO Community 7 OTC00 Occupational Therapist Consultant 8 TP40 Theatre Practitioner Anaesthetic 5 TP43 Theatre Practitioner Day Surgery 5 Operating Theatre Practitioner Entry Level Theatre TPEL59 General 4 Practitioner Theatre Practitioner Higher Level TPHL40 Anaesthetic Theatre Practitioner Higher Level Day TPHL43 Surgery Theatre Practitioner Higher Level TPHL52 Recovery 01 O1 NHSP Online Organisation Training Manual July 2015 Page 49 of 52 NHS Professionals Theatre Practitioner Higher Level TPHL55 Scrub Theatre Practitioner Higher Level TPHL59 General Theatre Practitioner Team Manager TP
4. Flexible Worker Gender Preferred Area Of Assignment Work Type csw Mo v ie Training FW i hd Select a Hexible Worke l d Show notes to Flexible Workers Notes C Show notes to Agencies NHSP Online CEMR e o VENUE July 2015 Page 13 of 52 lf the name does not match the worker you want to book select the list and then select their name The preferred assignment list will display assignments for the Flexible Worker If you need to select the assignment that the worker will be working Fill out the rest of the detail of the request as you would for an unfilled request to indicate the date and time that the Flexible Worker is working You can then add the request as normal If the flexible worker you are booking requires an induction when they attend this shift you will be notified once you have booked that flexible worker Request Details Location Kent amp Canterbury Hospital Ward Acute Pain Mangt KCH Match to Secondary Assignment X Time before shift starts 08 00 17 00 csyvvo0 B50 Induction required on this hift Date Flexible Worker Gender Stat End Assignment Secondary Assignment Job Code Action Induction required on this shift A A J i i LAJ fi 2 MranTiv 2K YK LLIN y ANANO t DAVINIA W MIArkarc Zi 7 J an V NOA ju I f ae x DiE VAVA fA Ga Tat LIO WOLI Y LIWJJIUJANT IY ANJO INZVAITIRJIW VV UENO In some cases your organisation will allow ce
5. Trust Bank Workers Logins e Learning amp Development Contact Us Our Managed Services _Leaming Environment ronmel There are training resources for the To login click NHSP Online system found NHSP Online in the Help Guides section NHSP Online cer Talisy lilelamm Mec lialiaremivectalerel July 2015 Page 3 of 52 NHS You will now be asked to enter your Login ID and Password Professionals Welcome to Staff Bank on Web Login ID Enter your login id and password and click the Login button Password Ea If you have forgotten your password click on the Forgot Password link and then follow the section entitled Changing or Resetting your Password You will now be successfully logged onto NHSP Online and the following page will be displayed VHS I a Menu Options Hending Authorisation Motitications Muroiber of shifts awaiting authorisation 1 Aush Notifications Ward Inform Start End Acknowledged Reqhum Date Time Time 5 nment Mame Changed History 48764837 a 09 00 17 00 CS0 Training Fu Yes Show D Recent Change Booked flexible worker Training Fu eee There are three elements to the page you see in front of you Menu Options This section of the page will list all the options available to you The list here will vary dependant on the actions your trust require you to use For simplicity this document will dis
6. 2009 07 00 21 00 CSW00 Ves Recent Change Deleted Booking for flexible worker Training FW 1 You should then Click the Completed button that has appeared under the notifications table Performance Evaluation Notifications If you have been sent a performance evaluation by a colleague you will see Performance Evaluation Notifications to complete the performance evaluation of the Flexible worker s referred to you Click on the link and refer to Section 11 of this manual lf there are no notifications to view or you have acknowledge all the notifications you will see Notifications There are currently no updates available NHS Professionals Tick the Acknowledged tick boxes and click the Completed button NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 7 of 52 NHS or Professionals 4 1 Unfilled requests For a Ward Location Unit to request a Flexible worker to cover a particular request the authorised booker will need to select the Request Entry option from the left hand menu Once selected this screen page appear oe mek AILIC Qi taff Bank INHS VAUC ET BREE EE n a er ee Professionals Menu Options Logout A Request Entry Location Kent amp Canterbury Hospital Ward Acute Pain Mangt KCH v g Flexible Worker Gender Preferred AreaOf Secondary Secondary Match to Secondary Date Assignment Work Assignmen
7. If you see a red cross it does not mean that you cannot authorise a timesheet it just means that it hasn t been actioned by another individual You will also see the Induction Required column If an induction should have been given for this shift this column will read Yes If no induction was given you should modify the timesheet to indicate this If the details of the timesheet are correct you can click the Authorise link for that timesheet The page will reload and you will then see RENT amp Canterbury 07 12 2011 4a274gg7 050ta Acute Pain Mangt KCH A Si CSwoo 09 00 16 30 30 OF 00 09 00 16 30 120 05 30 Notice that the authorise link has now been replaced by the text Awaiting Release This means that the Flexible Worker can now either Release their timesheet for payment or query that timesheet If you wish to view further detail of the timesheet you can click the symbol on the left of the grid This will display the following NHSP Online cere Talisy lilelamm Mec lialiaremivectalerel July 2015 Page 32 of 52 NHS Professionals Contract Actual induction Stat End Break Total Start End Break Total Delwered Ref Num Ward Assignment Verified Kent amp Canterbury g Faning 522011 asa7s259 OSPS cswoo 08 30 12 15 0 0345 08 30 12150 0345 NA Modify Waiting ef Release FW Acute Pain This will show you the detail of the pers
8. Note that these details must be the same for all the requests over this period So you may be able to enter all your Early Late Night or any other request detail in a block booking To do this enter the request detail into the request entry screen You should enter the Date From as the first date that this request is to be worked The Date To box can then be entered with the final date of the request to be worked Date From Calendar Date To Calendar 01 APR 2008 28 APR 2008 If you were to enter the request in this manner then the system will add the request detail for each date between and including the dates in the Date From box and the Date To box You may wish however to Remove Days from this date range where the request is not required To do this click on the Remove Days button and the following page will be displayed Range Request Daily gt Weekly Ok NHSP Online OP EWR AE o VENEL July 2015 Page 16 of 52 NHS Professionals Clicking on Daily will allow you to remove the dates within the range by simply removing the Tick from the appropriate DATES and then clicking on Ok Kl 19 Apr 2008 20 Apr 2006 A O 1 4pr 20086 22 Apr 2008 23 Apr 2006 aa 24 4pr 2008 Kl 29 Apr 2006 26 4pr 2006 a 27 Apr 2006 KI 26 4pr 2006 o Selecting the Weekly option will allow you to remove all the
9. Optometrist 6l 7 2 Pharmacy Technician Pharmacist Entry Level 5 enag 5 PATA00 Pharmacy Technician Advanced 6 7 Audiologist sabia jal Services l Assignment AFC SWELOO Social Worker Entry Level Social Work SWRPOO Social Worker SWRGOO Social Worker Band 7 NHS Professionals NHSP Online OP EWR E o VENUE July 2015 Page 52 of 52
10. Pending Authorisation depending on your trusts preferences If the text reads Requests Added Pending Authorisation the requests will be within the system until an authoriser within the Trust authorises these requests to be added to the NHS Professionals system You can view these requests using the Pending Authorisation option from the menu Requests Added ocauo vvaro ASSIC ne Ret Date Flexible Worker Gender St Number 46532841 38 Apr 2010 Training FW1 08 00 09 00 KCH AgutePain KCH CSw00 Secondary Match to Secondary Assignment Assignment X Time before shift starts Requests Added Pending Authorisation an Date Flexible Worker Gender Start End Location Ward Assignment Number 313490 15 Apr 2010 08 00 08 00 KCH AcutePain KCH csw00 Secondary Match to Secondary Assignment Assignment X Time before shift starts NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 15 of 52 NHS 4 4 Block Bookings Range Requests Professionals There is the option of entering Requests unfilled Requests or Bookings filled requests using a block booking function called a Range Request This is available where a number of requests bookings over a 28 day period match For instance there may be the requirement to enter the following request detail where the request occurs more than once in this 28 day period e Assignment Type e Area Of Work Start Time e End Time e Job Code e No Agency Notes
11. Professionals will want you to view and action The notifications page will show up to three types of Notifications Timesheet Notifications If you are a timesheet authoriser and a timesheet has been queried by a flexible worker you will see imesheet Notifications Click here to view the 2 Queried Timesheetis awaiting to be addressed by you Click here to view the x queried Timesheet s awaiting to be addressed by you Click on the click here link and you will be taken to the queried timesheets Timesheets are covered in section 9 of this manual NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 5 of 52 NHS Pending Authorisation Notifications Professionals If a Two Tier authorisation process is being used by your organisation and your are a Request authorising user you will see Pending Authorisation Notifications Number of shifts awaiting authorisation 2 Click on the link to view the requests that are pending authorisation NHS Professionals cannot action these requests until you have authorised them If you are not allowed to authorise requests you may see the following options Pending Authorisation Notifications Number of Shifts authorised by Senior 4dmin 1 Murmber of Shifts which are cancelled by Senior Admin 1 You will see the number of requests that have been authorised or cancelled by a senior authoriser If you wish to view these click on the appropriate link Push
12. Request Notifications The notifications will show you if a request has been changed within 24 hours of the start of the request Push notifications will only be displayed if they have not already been actioned by either you or the NHS Professionals Service Centre Notifications Inform Acknowledged Reghum Date Start Time End Time Assignment Name Changed History E 44999453 29 Sep 2009 08 00 17 00 CSWO00 Training FW11 Recent Change Booked flexible worker Training FVV11 Recent Change Booked flexible worker Training FVW14 44999456 29 Sep 2009 07 00 21 00 CSwWw00 Recent Change Deleted Booking for flexible worker Training FW1 E 44999449 29 Sep 2009 06 00 17 02 CSWO00 Training FW14 d NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 6 of 52 The table will list the details of the request that has been changed and the most recent change to that request You should note the changes to the request Flexible Worker booked or cancelled and tick the Acknowledged tick boxes you can select all the tick boxes by clicking the tick box directly under the Acknowledged heading Notifications Inform Acknowledged RegqNum Date Start Time End Time Assignment Name Changed Histofy 44999453 29 Sep 2009 08 00 17 00 CSW00 Training FW11 Ves Recent Change Booked flexible worker Training Fvv11 44999449 29 Sep 2009 03 00 17 02 CSW00 Training FvW14 Ves Recent Change Booked flexible worker Training Fvv14 44999455 29 Sep
13. Select tick boxes on the far left of the table You can select ALL of the requests by ticking the Select box at the top of the list Pending Authorisation hen Where en From 20 Apr 2011 Location ALL z To 5 May 2011 Ward JAL g Start Date End Date Flexible Worker Start End Location Ward Assignment Secondary Job Code Remove Days Assignment 21 Apr 2011 Training PAM 07 30 20 00 Kent amp Canterbury Hospital Brabourne Ward CSVV00 Military 21 Apr 2011 07 30 14 00 Kent amp Canterbury Hospital Brabourne Ward CSVVO00 RNO4 Maternity Modify and Authorise 22 Apr 2011 13 30 20 00 Kent amp Canterbury Hospital Brabourne Ward RNOO Paternity 23 Apr 2011 13 30 20 00 Kent amp Canterbury Hospital Brabourne Ward DNOO Sickness Ward Assignment Secondary Job Code Remove Days Assignment Select Start Date End Date Flexible Worker Start End Location Iv M 21 Apr 2011 Training PAM 07 30 20 00 Kent amp Canterbury Hospital Brabourne Ward CS VO0O Military J 21 Apr 2011 07 30 14 00 Kent amp Canterbury Hospital Brabourne Ward CS0 RNO4 Maternity Modify and Authorise MV 22 Apr 2011 13 30 20 00 Kent amp Canterbury Hospital Brabourne Ward RNOO Paternity M 23 Apr 2011 13 30 20 00 Kent amp Canterbury Hospital Brabourne Ward DNOO Sickness NB If you are not allowed to Authorise requests you will only see the Cancel Selected button If you choose to Cancel a request you will need to type in the r
14. X Time before shift starts Job Code Actos Date Flexible Worker Gender Stat End Assignment Secondary Assignment 17 Feb 2012 07 00 15 30 csw00 Request Can Be Placed 18 Feb 2012 07 00 15 30 csw00 Request Can Be Placed 19 Feb 2012 07 00 15 30 csw00 Request Can Be Placed 20 Feb 2012 07 00 15 30 csw00 Request Can Be Placed 21 Feb 2012 07 00 15 30 cswo00 Request Can 22 Feb 201 Request Can 23 Feb 201 Request Can Be Placed ox e Placed 07 00 15 30 csw00 Placed B 2 B 2 07 00 15 30 cswo0 Normally the message you receive on this summary screen will be Request Can Be Placed However if the system has identified that there are problems with the requests that you are trying to add you will see a message screen similar to the one below The message displayed will vary depending on the error as will the message under the action column Read the message carefully and override the warning ONLY if it is safe or possible to do so A message that you cannot override is shown below Request Details Location Kent amp Canterbury Hospital Ward Acute Pain Mangt KOH Match to Secondary nena Fed Action X Time before shift starts 20 Feb 2031 Training FW1 OF 15 15 05 CONS30 B20 The flexible worker you are trying to book has an expired Registration This flexible worker cannot be booked dreu Gender Start End Assignment sghicineisi Assignment Worker Cannot Override NHSP Online CEMR Mec lialiare
15. could lead to a time out error if your network is slow Click OK and re enter the date range to ensure it is less than fifteen days NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 43 of 52 NHS 14 0 Appendix Professionals This section is provided to supply you with additional information that whilst not directly relating to the functionality of the NHS Professionals web booking system is useful information that will ensure your understanding of some of the related information used in the system Fa D9 1 1 iC Y ISOS Adi UGado U VVN aN When you select Assignment type you will be specifying the band of Flexible Worker that you require and to some degree a certain amount of skill set Some Staff Groups have large sets of Assignment types to choose from but will only have one Area Of Work to select and this will always be 00 Other staff groups will have a smaller number of Assignment Types but will have a large number of Areas Of Work to allow you to select a skill set within an Assignment Type Please note that this appendix is not an exhaustive list and is provided more as an example Your trust will have authorised a list of assignments that can be used at your organisation and you should refer to that list 14 2 Nursing amp Midwifery The Nursing amp Midwifery group will be discussed here as a separate entity to the other Staff Groups due to its larger number of Areas of Work Band Reg
16. have worked and to do so may also result in disciplinary action consent to the disclosure of this information to the Trust NHS Professionals and NHS Protect for the purpose of verification of this claim and the investigation prevention detection and prosecution of Fraud YOU MUST READ the warning and then click ok to accept this warning and the following screen will be displayed Any questionable e timesheet must be immediately brought to the attention of your local Counter Fraud Specialist Should you wish to report any case of fraud please contact in confidence the NHS reporting line on 0800 028 40 60 4 Timesheets Ref Contract Actual Induction Ward Assignment Num Start End Break Total Start End Break Total Delivered If there are no timesheets in the grid click on the Show Filter Parameters Arrow to open up the filter sub section NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 28 of 52 NHS Professionals Min 3 characters of Sumame First Name Location Date Range sect Agency Kent amp Canterbury Hospital Start Unverified yore Ward Perr Surname H 19 10 2011 Not Authorized Acute Pain Mangt KCH m First Name 19 10 2011 F Released Ret Queried with Ward Manager Processed for Payment Ward Aamen Contract Actual Induction Verified 3 Stat End Break Total Stat End Break Total Delwered You can enter the filter on the following detail
17. specific DAYS of the week that fall within the date ranges Remove Undesirable Dates Sunday Monday Tuesday Wednesday Thursday Friday Saturday Once you have clicked ok you will then be notified that you have deselected some of the dates or days You have deselected the dates for request booking NHSP Online core Talisy l ikea Mec lialiaremivectalerel July 2015 Page 17 of 52 NHS Click the close button Professionals You can also indicate if you require a single Flexible Worker to be booked for a Range Request To do this click on the One FW radio button underneath the notes section in the Filled By row Filled By C onmefFw C Many FWY This ensures that due to a need for continuity of care or any other reason NHS Professionals will book only one Flexible Worker for the entire date range you are requesting If you leave the radio button options as Many Flexible Workers NHS Professionals can book a different Flexible Worker for every request within the date range D N mtam P m b A A H A pa L P fry Ff TE la roy m m T fore u Requests that require further authorisation Depending on the requirements of the trust your requests may have to be authorised by another individual before they are live on the NHS Professionals booking system If you are not allowed to authorise requests you will see any of the requests still awaiting authorisation Pending Authorisat
18. this worker s shift you can refer the this performance evaluation to either another NHSP Online user or to an email address Forward Performance Evaluation Forward to Registered NASP OnlineUser ACCOUNT WM TEST SBAugo0Test C Forward to Mon Registered MHSP Online User ee Surname fd Forward Cancel nhsprofessionals nhs uk First Name PF Forward Performance Evaluation Forward to Registered NASP Onlinelser ACCOUNT WM TEST sbAug UTest Forward to Mon Registered MASP Online User useremalladdress im Surname Training Cancel NHSPTRUST domain test First Name NHS Professionals You can either select a registered NHSP Online user from the drop down list and click the Forward button If you cannot identify the user from the registered user list you can select to Forward to non registered user Enter their email address select the email domain from the list and enter their Surname and First Name Click the Forward button NHSP Online cor Talisy lilelame Mec O VENEL July 2015 Page 39 of 52 NHS 11 Chanaing or Resetting Your Password Professionals The top of the page shows details of the logged on user along with the password valid to date this will enable you to keep a check but the system will remind you to change your password 14 days before and for everyday after until it expires We recommended you change you
19. HS Getting Started E ssionals The following guide has been compiled to aid you in your day to day use of NHS Professionals Online to help with all aspects of bookings from requesting a request to viewing the booking status for your Ward Location Unit To gain access to the system you must logon to the NHS Professionals web site this means you will need to open your Internet Explorer and then enter the NHS Professionals website address into the address bar i J INAIAINALT A R ARANNA E m a A lA m m i e m Working in partnership with NHS Trusts Search this site On this page click the Login button Home ey gt iv About Us y i N f News and Events Admin amp Clerical Support Workers Locum Doctors Midwives PAm Registered Nu as 4 FAQs as pe a t F Ia i Specialist Nurses Student Nurses R atin News and Events Trust Bank Workers Locum Doctor Costs Spiral Due To Workforce Planning Failures Logins gia New Agency Partnership Programme May Help Trusts Cut Agency Costs By Over 10 Per Year e Learning amp Development Downward Trend In Shift Dernand Reverses Contact Us Our Managed Services ise NHSP Online on mobile at m nnsp nns The following page will appear Working in partnership with NHS Trusts ors Home About Us News and Events Admin amp Clerical Care Support Workers Locum Doctors Midwives Registered Nurses Specialist Nurses Student Nurses
20. NHS Professionals NHSP Online Trust User Guide NHSP Online Organisation Training Manual July 2015 Page 1 of 52 Die OUI O E A 3 Z AVC WO DONS ern EA E E T aie 5 Oe NOGICE ONS eea E EE E R 5 4 Processing Bookings Request Entry ssessssssssesesrerssrreresrressrrrreserressreresereesseeres 8 At VEG regUEStS ese secusacenncerscaoseesausatnrpcasayunnmtatececeesacvenaseahorsanrseveswentecadeinncoc 8 4 2 Directly Booking a Flexible WoOrker ccccccessccccesseceeeescceceesececeeeeceeeeneeees 13 4 3 Directly Booking Agency Flexible Workers ccscccccssseceeeesececeeseceeeeneees 14 4 4 Block Bookings Range Requests ccccccccccscsseeesseeeeeeseeceeeeeeeesseseeeeeeeeueeeesnssss 16 5 Requests that require further authorisation cceccccseseccccesseceeeeseceseeeceeeees 18 5 1 Modifying Requests Pending Authorisation ccccccssseccceesecceeeeeeeeeeeeeeees 19 5 2 Authorising or Cancelling Requests Pending Authorisation cccceees 20 De OO UNS EAE US erin ens antec enced view tend T E TA 21 6 1 Bulk removal of Golden Key Agency Padlock ccccccccccscsssssssseesseeeeseeeeeess 24 Fe a eC 1 a ae a ROGUES E are ee eT 25 8 Modine T FNC CU tec acters tees ae ccicese vastness sare nterere eatenigeemiasasana neice tas sue nce dleacavans tee 27 ered Mec 9 iad S cane eee none E ee ee ee ee 27 IOPE SINS OS E EEE E 28 9 1 Verifying TIMESHEeS ccccccesseccccesecccceeseccc
21. TM40 Anaesthetic Theatre Practitioner Team Manager TPTM43 Day Surgery Theatre Practitioner Team Manager TPTM52 Recovery Theatre Practitioner Team Manager TPTM55 Scrub Theatre Practitioner Team Manager TPTM59 General AMTOO Ambulance Practitioner AMRPOO Ambulance Practitioner Specialist AMSP00 Ambulance eL ore M _ AMTLOO Leader AMGOO0 Ambulance Practitioner Band 7 Ambulance Practitioner Band 7 AMG21 Resuscitation Officer Clinical Support Worker PYSW00 Physiotherapy Clinical Support Worker Higher Level PYSHOO ohysiotherapy THTOO Therapy Assistant Practitioner PYRPOO Physiotherapist PYSPOO Physiotherapist Specialist Physiotherapist Specialist Physiotherapy PYSE0O Experienced Rotational Specialist Physiotherapist Respiratory PYSROO Problems Specialist Physiotherapist PYSCO0O Community ee PYCoo Physiotherapist Consultant 8 Radiographer Specialist Diagnostic a Padiographict RDSPOO Therapeutic RDCTOO Radiographer Coordinator 6 rom legen RDSOOO Sonographer RDTMOO Radiographer Team Manager 7 RDAPOO Radiographer Advanced 7 RDC0O Radiographer Consultant 8 Speech and Speech and Language Therapy E Language SLSHOO Assistant Associate Practitioner 4 NHSP Online OP EWR E o VENUE July 2015 Page 50 of 52 NHS Therapists SLRPOO Speech and Language Therapist 5 Professionals Specialist Soeech and Language a SLSPOO Therapist Speech and La
22. acancy you will need to select Vacancy Job Code Escalation Initiative Maternity Military Paternity Planned Leave SeasonalPressures Sickness Specialing Training Unplanned Leave Vacancy Workload Increased No Agency Specifies if NHS Professionals can use external non NHS agencies to fill Tick the box to indicate that you DO NOT wish NHS Professionals to fill with an external agency NHS Professionals Click on the calendar button and then select the Date from the grid displayed You can scroll through the months using the Month gt link This will enter the date in the Date From box You can use the shift drop down to select your standard shift times If the list is blank you can inform NHS Professionals and we will enter this detail for you You can enter other times in the Start and End boxes NHSP Online OP EMR a o VEUL July 2015 Page 10 of 52 NHS Ho Professionals Agency m Shift Type The drop down will vary depending upon the Assignment Type selected and the trust settings The possible combinations are Standard On Call Sleep In and Programmed Activity The default is Standard and for some assignments you will not be able to select an option other than Standard If you can select another option you will only need to do so if the type of shift you are requesting is of another type Shift Type Standard Programmed Activi Not
23. ancelled Shift Notified on 05 02 2013 a 08 41 Notified on 05 02 2013 a 08 41 ensure the Notified On date time Is set to when the Flexible Worker notified YOU k mil BHO LA Cancellation DHA _dntcenhatonone T Flexible Worker did not arrive DMA Flexible Worker did not arrive DNA You will then be asked If you select the Cancel the Flexible Worker the shift will be available to be filled again BPEL W OLIO FOLO IRC LO UOO WILI ONGS OOUR HN Cancel the Flexible Worker Cancel the Flexible Worker and delete the request If you select the Cancel the Flexible Worker and Pr Oceed You will be prompted with a pop up requesting if you have informed the Flexible delete the request the Worker If you have informed the flexible worker then click Yes Worker worker will be cancelled Informed and if you have not click Worker Not Informed NHS Professionals will along with the request then contact the worker to inform them NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 26 of 52 NHS Modifying a Request Professionals Should you require to modify a request and this includes booking a Flexible Worker then click on the Modify link next to the request that you require to modify You will be presented with the following screen Match to Preferred Secondary Secondary Remove On Flexible Worker Date Start End Assignm
24. are available to you to indicate your second choice of assignment This may be automatically selected depending on what you enter in the Preferred Assignment and Area of Work If the default secondary assignment is not applicable in this case reselect the blank option from the Secondary Assignment Type Preferred Area f Secondary Secondary Match to Secondary Assignment Work Assignment Area f Assignment x Time before Type Type Work shift starts RN o0 csw foo z2 Hours NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 9 of 52 In this case the requestor is asking for a Registered Nurse General Acute as their preferred Assignment but also giving NHS Professionals the option for a Care Support Worker General Acute to be booked but only 72 hours prior to the request starting Date From You can use the Calendar Click on the calendar button to select your dates Calendar Windows Inte led ra about blank Start Date x stent Today Month Year h 2 3 om 5 6 zbe b nm 2 a 14 1s a6 aie T 20 21 22 23 2425 bs 27 bs 2e 2B Drea p Rin gt Date To See the Range Request Section for further details Start Note that the Request drop down can be used to enter the time End Note that the Request drop down can be used to enter the time Job Code Reason for Request if for instance you have to request this request because of a v
25. ate Error Choose this option if you have entered this request as a duplicate request Ward Requirement Choose this option if you no longer require this Changed request because the requirement is no longer valid Data Input Error Choose this option if you have accidentally entered this request in You may wish to Modify this request and change the detail to a valid request instead of cancelling HR Cancellation Use this option if you have had to cancel the request due to a HR reason NHSP Online CEMR e o VENUE July 2015 Page 25 of 52 NHS If you are cancelling a request that has been filled by a flexible worker you will Professionals see the following page Cancel Shift With Reference Number 53972612 Shitt Details Date Start Time End Time 45signment 03 02 2013 14 30 17 30 TSW on l If you select either of the top two options Ward unit Or Flexible Worker a reason drop down will appear j SrL ECLA i LT O wardiUnit cancelled Flexible worker Flexible worker Cancelled shift Notified On fos 02 2013 at 8 41 7 Flexible worker did not arrive DNA Cancel Request Exit Without Cancelling Select the reason you are cancelling the request and then click the Cancel Request M Ward Unit cancelled Flexible worker Ward Unit cancelled Flexible Worker button T Flexible Worker Cancelled shift I Flexible Worker Cancelled shift Covered by Ward Isc E If you use the Flexible Worker C
26. ction rr Date Flexible Worker Status Start End ca Assignment Assignment eS Required Inform Remove Remove Golden Key Agency Padlock ie N Kent amp Canterbury Hospital 65283575 12 Jul 2015 Mraming PA pal 07 30 14 30 NHS Professionals KCH csyvvoo No G Kent amp Canterbury Hospital 65283563 12 Jul 2015 JB 08 00 17 00 NHS Professionals KCH csyvvoo s Kent amp Canterbury Hospital 65283569 12 Jul 2015 08 00 17 00 NHS Professionals KCH csvvoo Modify Cancel D Modify Cancel E Modify Cancel aH E Kent amp Canterbury Hospital NHS Professionals KCH Kent amp Canterbury Hospital NHS Professionals KCH Kent amp Canterbury Hospital NHS Professionals KCH Kent amp Canterbury Hospital NHS Professionals KCH Kent amp Canterbury Hospital NHS Professionals KCH Kent amp Canterbury Hospital NHS Professionals KCH Kent amp Canterbury Hospital NHS Professionals KCH 65283576 13 Jul 2015 Training mva 07 30 14 30 csvvo00 Modify Cancel 652683570 13 Jul 2015 l 08 00 17 00 CSwon Modify Cancel 65263564 13 Jul 2015 p 08 00 17 00 csvyvoo Modify Cancel E r r Vv 65263577 14 Jul 2015 Training Pv 07 30 14 30 csvvo00 odify Cancel ES 65283565 14 Jul 2015 08 00 17 00 csvyvoo Cancel 65283571 14 Jul 2015 08 00 17 00 csvvo0 Cancel nH a EEE a 65283578 15 Jul 2015 paining mv 07 30 14 30 csvvoo Records 1 10 of 15 Next gt Cancel It is recommended that you check the s
27. ction Required column If an induction should have been given for this shift this column will read Yes If no induction was given you should modify the timesheet to indicate this Once you have successfully modified the timesheet you should then click the Save and Verify button This will save your changes and marked the timesheet as Verified NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 31 of 52 NHS 9 2 Authorising Timesheets Professionals If you are able to Authorise timesheets you will see the following page appear Contract Actual Induction Werd Assignment 44 End Break Total Start End Break Total Delivered Kent amp Canterbury Hospital Acute Pain Mangt KCH Kent amp Canterbury Hospital Acute Pain Mangt KCH Kent amp Canterbury Hospital Acute Pain Mangt KCH libel 15 12 2011 51058630 csvvoo 08 00 17 00 30 08 30 08 00 17 00 30 Authorise Training 15 2 2011 51058707 CS vv00 12 30 22 00 30 09 00 12 30 22 00 30 Authorise csvvoo0 08 00 17 00 30 08 30 08 00 17 00 30 Authorise Training 4742 2011 51058702 PAM You should check the details of the timesheet to ensure you are authorising the correct timesheet for the right times You will see on the far right the Modify Authorise and Verified columns If the timesheet has been verified by a timesheet verifier you will see a green tick in the verified column otherwise you will see a red cross
28. cuss all of these options Main Frame This section of the page is the main area of NHSP Online and is located to the right of the Menu This section will be the focus of your attention during your usage of NHSP Online When you log in this section shows you all the notifications from the Notifications menu option Notifications are covered in a later section of this manual Information Bar This section will inform you who is logged in on this session and when your password expires NHSP Online cer Talisy lilelamm Mec lialiaremivectalerel July 2015 Page 4 of 52 NHS 2 Menu Options Professionals On the left hand side of the screen you will see the menu panel below Menu Options Requests amp Bookings These options allow you to view modify cancel your bookings add new shift requests and Authorise Timesheets You will also be able to view any modifications to your requests from the Notifications section Authorisation Requested In some organisations it may be a requirement that requests have a Two Tier approval process This section will display options for this if this is the case User This section will allow you to change your pe Additional _ Additional Options This option will appear where you have the ability to export the page you are viewing to excel tificatio When ner into ine system or clicking on the notifications option in the menu you will see Notifications that NHS
29. e present click the proceed button You will be presented with a number of questions and you should scroll down and answer each one Feedback for NHS Professionals aims to ensure that the Flexible Workers we place in Trusts and PCTs are competent and that managers and clinical staff can have confidence in them for NHS Professionals Corporate Training s part of this NHS Professionals is looking for feedback from you on our Flexible Workers to enable us to appraise and develop them and would be grateful if you would take just a few minutes to complete a performance evaluation using the ratings below 1 poor immediate referral to the NHS Professionals Employee Relations Team 2 needs support the Flexible Worker will be contacted with details of suitable development opportunities 3 satisfactory 4 good a congratulatory letter will be sent to the Flexible Worker 5 excellent a congratulatory letter will be sent to the Flexible Worker Please be aware that this form should not be used as a substitute for submitting a completed on line feedback form if there are serious concerns regarding the performance or attendance of the flexible worker This information will be processed electronically and will be available for the flexible worker to review information Did the flexible worker have the skills required for the role 1 Poor 2 Development Needed 3 Satisfactory C4 Good 5 Excellent There are a numbe
30. eason you are cancelling the request in the following box Reason for Cancelling the Shift s Enter a Reason Exit without Cancelling Enter the reason for cancelling the request and click the Ok button and that will cancel the request lf you have chosen to Authorise the request clicking the Authorise Selected button will authorise that request PLEASE NOTE If requests are added Pending Authorisation NHS Professionals will be able to view those requests but will not be able to perform any actions on them NHSP Online core Talisy lilelamm Mec lialiaremiuectalerel July 2015 Page 20 of 52 NHS Professionals 6 Booking Status You are also able to check the status of your bookings by clicking on the Booking Status link on the left hand menu When you have clicked on this link you will be presented with the following screen lf you are authorised to remove the agency padlock or remove the golden key you can filter on these options o optimise your user experience please select from the relevant search filters below Where From B Jul 2015 Location ALL El To B Ju 2015 ward fac What all Shifts Unfilled Shifts Authorised Shifts Filled Shiftd Golden Key C Agency Padlock EL lf you are not you will not see these radio buttons Once you have selected your criteria and clicked Go you will be shown your requests E z Ref p Location r Secondary Indu
31. ed on screen Click Reset Password and your password will be reset and you will see a page to confirm you have changed your password You will now be able to login to the system Forgotten Password Flease submit a password that is 6 24 characters long and contains at least two of the following numbers lowercase letters and uppercase letters i e password1A or passv ORD New Password Confirm New Password Type the characters you see in the picture Reset Password Cancel 12 Logging Off Once you have completed all necessary work please log out of the system using the Logout link Menu Options This will log you out of NHSP Online and close the page NHSP Online core Talisy lilelame Mec lialiaremivectalerel July 2015 Page 41 of 52 NHS Whilst using the NHS Professionals website you may see error messages these can occur at any point throughout the process and range from simple pop up messages to more in depth messages regarding the Flexible Worker that you are trying to book This section is designed to help you understand these messages and the actions you should take to resolve them Login Errors Unauthorised login The login details you have entered are not valid Please click here if you have entered an incorrect username or password If you have forgotton your password please to change your password You will receive this message if you have entered in a Login ID and Pa
32. eeeceeseecceseesecessenecesseeceesegaeeess 30 9 2 Authorising FIMCSMCCUS nesssacsecduicesacaainetnGoadsancopesiiaabsadusansnesece ES 32 OS PNE TIMMS SINC IS eerren N N 35 9 4 Amending Timesheets after PayMent ccseccccssecceeesseceeeeseceeeeeceeseneeess 35 9 5 Timesheets for workers that Did Not Attend DNA ccccssseeeeesseeeeeeees 37 1 Pe rformance Evaluatio sisersiiisrsrsseien iaie 38 10 1 was not present during shift sesseuseseenssserssrrrresrrerssrrressrersseeresereesseeree 39 11 Changing or Resetting Your Password s sssessesessersesreresrreresrereserressrereserreeseee 40 BD MS O a E A E 41 13 Errors and Messages cre sarecte state osseeuesanct ses eraotmeadanke e 42 BD PDS NO csaivaec a de sa streets E A 44 14 1 Assignment Types and Areas Of Work cccccsssececcesececeeeseceseeeceeeeneceesees 44 14 2 Nursing amp MiIGWIFErY ccccesccccssseccccesscceceesececseececseneceeeeeseeessuecetsenecessees 44 14 3 D ct rs Assignments sense sedsenccserisadosadvcecosncpindecadciedacsetandseotvseusneodexianchesetaeet 46 144 Adminstration Services sieren eane EE 48 14 5 Allied Health Professionals cccccccsseccccessececesececeeseccceeeseceseuseceesenecessees 49 14 6 SUDPOTt Sel VICES orep erroi ipine EE ES 51 14 7 Health Science SeryicES ausei 52 14 8 Personal Social Servie Si escnrarmnnniniiea EE 52 NHS Professionals NHSP Online CEMR e VEUEN July 2015 Page 2 of 52 N
33. egistrar ST5 Specialist Registrar NHSP Online CEMR e o VENUE July 2015 Page 46 of 52 NHS Areas of Work Professionals Field of Practice Area of Work Description Resuscitation Peadiatric A amp E General Acute Care _ 00 Allerg Genetics Immunology Infectious Diseases Cardiology Pain Management Palliative Care Medicine Endoscopy Genito Urinary Medicine 19 Oncology Renal Medicine Infection Control ab p 2 O See ab _ TO b gt O lt 2 ab Cc ab O Outpatients 500 Endocrinology amp Diabetes Medicine 503 Gastroenterology Haematology Respiratory Medicine Rheumatology Dermatology Acute Medicine Stroke Unit All other staff groups will follow now without the Assignment Types and Areas of work being split this is due to the limited use of the Area of Work field NHSP Online core Talisy lilelam Mec lialiaremivecvalerel July 2015 Page 47 of 52 NHS Professionals 4 Administration Services Feel E Practice Code Description Band Business and lola Panes Human Resources i edie Office Services Medical Secretary Public Relations Patient Advice and Liaison Patient Services Patient Services NHSP Online core Talisy lilelamm Mec lialiaremiuectalerel July 2015 Page 48 of 52 NHS CCE00 Clinical Coding Team Leader 5 Professionals
34. ent poi Assignment ri AssignmentX a Golden Call Type Type Time before gency k Shift S Jant2013 fos o0 fz30 esw oA A f A Hous r EE E Modify the detail as required note that you can also book a Flexible Worker from this page Select a Flexible Worker Unfilled requests can be modified or cancelled at any point even after the request has started Filled requests can only be modified before the shift starts If you need to modify a request after it has started you will be required to do this from the Timesheets option If you are modifying a request that has a Flexible Worker booked in you will be prompted with a pop requesting if you have informed the Flexible Worker If you have informed the flexible worker then click Yes Worker Informed and if you have not click Worker Not Informed NHS Professionals will then contact the worker to inform them 8 1 Splitting Shifts If you require to split a shift i e a FW has been booked for a full shift but part of that shift is to be worked on another ward you can do this from the modify page from booking status When you elect to modify a shift that has not yet started you will see the Split Shift option on the far left of the modification page Preferred AreaOf Ho at Flexible Worker Location Ward Date Start End Assignment Typ Work Agency ga Training FW Kent amp Canterbury Hospital Acute Pain Mangt KCH 4Feb 2013 fizo0 fz30 csw f
35. es Specifies any extra detail about the request Show notes to Flexible Workers Ensures that NHSP staff can view the note you have entered Show notes to agencies When or if a request is transferred to an external agency ticking this option will ensure the agency can view the note you have entered W Show notes to Flexible Workers 7 Hotes Requires CNR Training M Show notes ta Agencies Filled By Please refer to the Range Requests section of this manual Add Request Must be ticked before you can add the request Add Request When you tick this box you may see a pop up message appear Refer to the Error Messages section at the end of this manual for more information Please note that any of the above marked with an asterisk MUST be entered before a request can be placed with NHS Professionals Once you have entered all the relevant detail for the request you will need to scroll to the bottom of the page where you will see the Add Request s Booking s and Cancel buttons CEMR Mec o VENEL July 2015 Page 11 of 52 NHS Professionals Click on the Add Request s Booking s button The system will validate the request detail that you have entered and will display a confirmation screen that will inform you if there are any problems with the requests Request Details Location Kent amp Canterbury Hospital Ward Acute Pain Mangt KCH Match to Secondary Assignment
36. exible worker s name appears with a blue background this mean that this is an agency timesheet and the agency s name will appear next to the agency member s name NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 30 of 52 NHS Professionals Contract Actual Start End Break Total Start Enc Break Total Ret plata Warg Assignment Kent amp Training antahur Fn 1040 2011 49875638Hospital cSwv00 OF 00 1430 30 OF 00 OF 00 14 30 30 o7 00 Clarke Ward Kent amp Canterbury OO011 49875637 Hospital CSyVvOo 09 00 17 00 30 OF 30 09 00 17 00 30 07 30 Clarke Warg If the timesheet requires modifying before Verification as the Flexible Worker did not work the hours under the Actual section of the timesheet you should click the modify link The following pop up will be displayed Modify timesheet for shift with Ref Num 45275540 for Training FW1 on 20 04 2011 at x Acute Fain Mangt KCH cer 21 00 21 05 J Break time in minutes o Total Hours 00 05 Did not attend You should enter the details that the flexible worker did work if they did not take a break you will need to enter 0 in the Break in Minutes box You should then select the reason why you are changing the times and then enter in any comments Be aware that the Flexible Workers will see any comments that you enter in the comments box You will also see the Indu
37. hanges ff Cancel Modify the details so they match the details of what was worked and click the Save Changes button If you choose the option Shift not worked by specified worker A reason pop up will appear and you will need to select the correct option from the list Remove from shift with reference number 49532360 Shift Details Date StartTime StartTime Assignment 01 07 2011 07 00 11 10 csvyvoo Select a Reesor Covered by Ward gt Remove Worker ff Exit Without Removing Worker _ Once you have selected the correct reason you can click the Remove Worker button If you choose the option Wrong Flexible Worker in Shift A reason pop up will appear and you will need to select the correct option from the list NHSP Online core Talisy lilelam Mec lialiaremivecvalerel July 2015 Page 36 of 52 Search for Staff Bank Agency Min 3 characters of Surname First Mame 1 T ATE First Mame imesheets for workers that Did Not Attend DNA lf a worker does not attend a request you can mark this on their timesheet Modify the appropriate timesheet and click the Did not attend tick box If you need to cancel a Flexible Worker in any other way you should the Cancel option in Booking Status Modify timesheet for shift with Ref Hum 53972603 for on 03 02 2013 at Acute Pain Mangt KCH Period 12 00 i430 Assignment Break time in minutes CSOD T T
38. hat the far right option in the table indicates that you can Modify and Authorise these requests If you need to modify the request click on the Modify or Modify and Authorise this option depends on your ability to authorise these requests option Reference No Date Flexible Worker Start End Location Ward Assignment Secondary Assignment No Agency On Call Shift 679390 21 Apr 2011 07 30 14 00 KCH BrabourneKCH CSVVO0 RNOO E Match to Preferred Secondary Secondary Secondary on Select Commercial Agency Flexible Worker Date Start End Assignment pte Assignment Area Of Assignment X A gt Call Type Type Work Time before g Y Shift shift starts gt 21 Apr 2011 07 30 14 00 esw 00 PN gt oo x 3 Days v u E Bos e The original request is shown in the top box You can change any of the request details in the box below this Change the detail you require and then click Save Changes NB If you are allowed to authorise this request modifying the request and clicking Save Changes will make this a live request If you are not allowed to authorise requests this action will modify the request pending authorisation only NHS Professionals NHSP Online CEMR e o VENUE July 2015 Page 19 of 52 NHS 5 2 Authorising or Cancelling Requests Pending Authorisation Professionals From the main Pending authorisation page you can select the requests you wish to Authorise or cancel using the
39. hen need to authorise the separated timesheets mending Timesheets after Paymer If you discover that a timesheet has been paid but the payment details are incorrect you can change the timesheet after payment ars ENER Ref Contract Actual san Sae ia EE E E End e T Stark E Break E Kent amp Processed Tanig Canterbury for F1 01 07 2011 49532337 Hospital CSYVOO 07 00 14 00 30 06 30 07 00 14 00 10 06 50 Amend Payment oi Clarke on Ward 0707 2011 NHSP Online CEMR e o VENUE July 2015 Page 35 of 52 NHS The timesheet has been Processed for Payment on Which means that this Professionals timesheet has been payrolled and will be paid to the worker the following week Click the amend link to change the details of the timesheet When you click amend a pop up will appear for the reason the timesheet is being changed Select the reason as appropriate from the list Select a Reason Flexible Worker Hours incorrect If you choose Flexible Worker hours incorrect Amend Date or Wrong Assignment booked you will see the following popup Amend Timesheets Reference No Date Flexible Worker Location Ward Assignment Contract Actual Start End Break Total Start End Break Total 49532337 01 07 2011 Kent amp Canterbury Hospital Clarke Aard csvv0oO 07 00 14 00 10 06 50 07 00 14 00 10 06 50 Date Start Time End Time Break In Minutes Total Assignment 01 07 2011 pozo fis 00 fio 06 50 C 5W00 Save C
40. ion hen Where From 20 Apr 2011 Location fA s lt S s To 28 APR 2011 ward ALL Select Start Date End Date Flexible Worker Start End Location Ward Assignment Secondary Job Code Remove Days E Assignment 21 Apr 2011 07 30 14 00 Kent amp Canterbury Hospital Brabourne Ward CSWOQ0 RNOO Maternity 21 Apr 2011 Training PAM 07 30 20 00 Kent amp Canterbury Hospital Brabourne Ward CSVVO0 Military 22 Apr 2011 13 30 20 00 Kent amp Canterbury Hospital Brabourne Ward RNOO Paternity 23 Apr 2011 13 30 20 00 Kent amp Canterbury Hospital Brabourne Ward DNOO Sickness Note the option on the far right of the table indicates that you can Modify the requests only NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 18 of 52 If you are allowed to authorise requests you will see the following page Pending Authorisation When Where From 20 Apr 2011 Location ALL To 5 May 2011 Ward ALL z Go Select Start Date End Date Flexible Worker Start End Location Ward Assignment Secondary Job Code Remove Dayz Assignment 21 Apr 2011 07 30 14 00 Kent amp Canterbury Hospital Brabourne Ward CSVVOO RNOO Maternity 21 Apr 2011 Training PAM 07 30 20 00 Kent amp Canterbury Hospital Brabourne Ward CSY VOO Military 22 Apr 2011 13 30 20 00 Kent amp Canterbury Hospital Brabourne Ward RNOO Paternity 23 Apr 2011 13 30 20 00 Kent amp Canterbury Hospital Brabourne Ward DNOO Sickness Notice t
41. istered Midwife 7 7 NMN NHSP Online OP EMR a o VEUL July 2015 Page 44 of 52 NHS Area of Work Professionals Once you have selected the band of flexible worker you require you will then need to specify the Area of Work This will inform NHS Professionals of any special skills or experience that the Flexible Worker will require in order to be able correctly work on that request Field of Practice Area of Work Code Midwifery a LA 102 Community 100 Child Health Community Specialist Community 102 General Public Health Nursing 111 Schools 131 Prisons 60 Child Hospital 61 PICU Child Acute 62 NICU 63 Paediatric A amp E 64 Paediatric ITU Transport General Acute A amp E Coronary Care HDU ICU Endoscopy Oncology Infection Control Theatre Anaesthetics Acute Day Surgery Neurosurgery Ophthalmology Theatre Recovery Theatre Scrub Theatre General Occupational Health Outpatients Sexual Health General Acute Adult Child and Adolescent Substance Mental Health and Abuse Addictions Learning Disabilities Forensic Intensive Care Learning Disabilities Older Persons Community Mental Health NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 45 of 52 NHS 14 3 Doctors Assignments Professionals Doctors assignments follow the same principle as Nursing amp Midwifery codes They are created from an Assignment Type and Area of Work Assignment Types ST4 Specialist R
42. miuectalerel July 2015 Page 12 of 52 NHS Directly Booking a Flexible Worker Professionals NHS Professionals gives you the option to directly book any Flexible worker registered with NHS Professionals Follow the next section to enable you to directly book a flexible worker If you are directly booking a flexible worker click on the Select a Flexible Worker button to enter their name The following pop up window will appear You will need to enter the name as it appears in the NHS Professionals system For the few first times try typing in the SURNAME ONLY You will then see the name as it appears in the system and you can then type in the full name next time beers re ra a Sopa ee ee ea Ee re ee C GOORIN Pease Fill n search criteria to titer Nurses Surname like Firstname like Please note The Flexible Workers will be filtered by providing Surname Firstname Only required if it is a Direct Booking Please note that shortening the first name will not return any flexible workers i e typing in Mike is not the same as Michael and Jon is not the same as Jonathan lf the person you are searching for is not returned in the results try searching again using the surname only or try an alternative spelling or that person is not employed by NHS Professionals The system will then return a list of names to a drop down list which is above the Select a Flexible Worker button
43. nguage Therapist SLAPOO Advanced 7 Consultant Speech and Language SLCOO Therapist on CPSHOO Practitioner se CPRPOO Practitioner Higher Level Psychology a a CPCOO__ Clinical Psychologist Consultant 8 Field of Assignment AFC Practice Code o eon Pand PORTOO Porter aq DMOO m Hotel otel Services OMHOO Domestic Higher az DMS00 Domestic Supervisor A ESWO00 Estate Worker ESWHO00 Estate Worker Higher and Estates EMW00 Worker 3 EMOHOO Building Officer 6 Sterile Support Worker paul SSWHOO0 Higher Services 2 Sterile Support Worker SSS00 Supervisor kao Housekeeping Assistant 1 Housekeeping HKBOO Housekeeper 2 HKC00 Housekeeping Supervisor 3 onary MTD00 Mortuary Technician 4 NHSP Online CEMR e o VENUE July 2015 Page 51 of 52 Free u a es Practice Code Description Band Health Care Science BMTLOO Biomedical Team Leader 6 Biomedical BMSP00 Biomedical Scientist Specialist 6 Sciences 7 BMTMO0O Biomedical Scientist Team Manager 7 BMAP00 Biomedical Scientist Advanced 2 Clinical Support Worker healthcare BMSW00 Science Clinical Clinical Support Worker Higher Level 3 Sciences BMSHO0O healthcare Science cscoo Principal Clinical Scientist 8 Medical Engineering Technician Entry 4 MTTOO Level MTPOO Medical Engineering Technician Technology MTSPOO Specialist CSSP00___ Specialist Medical Physics Technician 6 Optometry OPSPOO
44. occurred When requests are shown with a name and the status field is coloured yellow a Ward Location Unit can acknowledge the name in the request by clicking the cursor in the inform check box and then clicking on the inform button The status field will then be updated to green Ward Location Units are expected to use this function to confirm a flexible worker has been found for the request rather than receiving a call from the placement officers This acknowledgment also appears in the Notifications section of the manual within 24 hours of the request start time NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 22 of 52 NHS Other Icons you may see in the status column Professionals The blue arrow with a red cross icon indicates that the flexible worker has not worked in this area before a The Telephone handset icon indicates that the request has been flagged as an O 5 ni O l D 4 fe C 0 N a The Golden Key icon indicates that this request requires further authorisation to be sent to agency If the shift is a Sleep In shift you will see the bed icon If the shift is marked as Programmed Activity you will see the following icon E If the flexible worker requires an induction when they attend the shift this will be confirmed under the Induction Required column NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 23 of 52 5 1 B
45. on that authorised the Timesheet and when they authorised it If the timesheet requires modifying before authorisation as the Flexible Worker did not work the hours under the Actual section of the timesheet you should click the modify link The look of the timesheet will vary if you have access to more than one ward Modify timesheet for shift with Ref Hum 53972603 for on 03 02 2013 at Acute Pain Mangt KCH Period fi 2 00 fi 4 30 Assignment Break time in minutes csvno T Total Hours 02 30 cancellation Dh O WiardUnit cancelled Flexible Yorker E Flexible Worker Cancelled hitt Notified On 0S0A2013 at OT 44 E Flexible Worker did not arrive OPA Feazon Emergency Cover If you have access to one Ward Dept only you will see the top timesheet panel if you a r aa x have access to more Period than one ward you will see the lower of the two panels Kent amp Canterbury Hospital 12 00 Ji7 30 Pp Break time in a te Pain Mangt KCH cute Pain Mangt hi mo Aeslgmmeni Total Hours caog 05 30 Cancellation DHA O WardUnt cancelled Flexible Worker m Flexible Worker Cancelled shift Note the ability to change the ward using the drop downs and the Split shift button a cal Splitting shifts is Emergency Cover discussed in the next section of this manual Notified On pAg at 11 59 thori AVE An SAUMOrSe NHSP Online cor Talis ikea Mec lialiaremiuectale
46. oo H c The original request is You will then see the following options entered on the first row Change the end time for Ref Start End original part of the Num Time Time 53972607 Kent amp Canterbury Hospital Acute Pain Mangt KEH Cag poaa 12 00 fi Yau req uest and then enter Kent amp Canterbury Hospital Acute Pain Mangt KCH CS0 04022013 17 30 17 30 the details for the split shift in the lower row Location Ward Worker Assignment Date NHSP Online core Talisy l ikea Mec lialiaremivectalerel July 2015 Page 27 of 52 NHS 9 0 Timesheets Professionals Electronic Timesheets are available to all members of staff however some users will only be able to verify the times that a Flexible worker has worked and others will be able to authorise the timesheets If you are only able to verify timesheets someone else will need to authorise that timesheet before the Flexible Worker can release it When clicking on the Timesheets link from the menu once every 7 days the following message will be displayed StaffBank am an authorised signatory for my ward department When authorise shift hours am confirming both the assignment and the shift are accurate and confirm payment understand that if Knowingly authorise false information this may result in disciplinary action and may be liable for A prosecution and civil recovery proceedings further understand that must never authorise a shift that
47. otal Hours 02 30 cancellation Dh E WiardUnit cancelled Flexible Yorker E Flexible Worker Cancelled hitt Emergency Cover Comments a F Save and Authorize TORDE NHS Professionals Type in the Flexible Worker s surname and select that person from the list of workers that appears Tick the Did not attend tick box and then click the Save and Authorise or Save amp Verify button You should only use this option if the Flexible Worker did not inform you that they would not be attending their request This will allow NHS Professionals to contact the Flexible Worker using the NHS Professionals HR DNA Process NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 37 of 52 1 Performance Evaluation You may from time to time be prompted by NHSP Online to provide an evaluation of the Flexible Worker whose timesheet you have authorised or have been referred to fill out by a colleague Performance Evaluation Performance Evaluation has to be completed for this flexible worker on this Shift Flexible Worker Ref Hum Location Ward Date Start Time End Time Assignment Code B52039542 National Service Centre Training 024052015 08 00 17 00 OSFOO Please click on Proceed to complete the performance Evaluation or click on was Mot Present During Shift to forvvard the performance evaluation to the concerned Person Dip mn a a Te If you wer
48. r of options that may appear for each worker and these will vary by the staff group of that worker If you require more information about the question click the Information button Some may be present with check boxes or radio buttons some will be scored as follows 1 Poor 2 Development Needed 3 Satisfactory 4 Good 5 Excellent NHS Professionals Check the details of the worker that requires a performance evaluation lf you were present for that FW s shift click Proceed If you were not present click the I was not present during shift NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 38 of 52 lf you answer a question as either Poor or Development Needed you will need to provide further information Information Did the flexible worker have the skills required for the role C 3 Satisfactory C4 Good 5 Excellent C 2 Development Needed 1 Poor Provide examples of poor performance or select development need for rankings of 1 or 2 eo l Addressed during Assignment You can also indicate that you addressed this issue during the assignment by ticking the Addressed during Assignment box You will also be asked to enter your contact number as you may be contacted regarding the performance review Once you have completed the questionnaire click the Submit Ratings button 10 1 was not present during shift If you were not present during
49. r password as soon as you see these prompts to avoid any problems Menu Options Click on the change password link in the menu and you will be redirected to the forgotten password page If you have forgotten your password click on the Forgot Password link from the main login page You will be redirected to the Password Management System Forgotten Password Username nfrostagorh SCS Email Address ark frost nhsprofessionals nhs uk Confirm Email Address fmark frast nhsprofessionals nhs uk Type the characters you see in the picture Cancel After clicking reset you will receive an email with a link to a web page to allow you to enter a new password Enter your username and then the email address you registered your username with NHS Professionals with twice please note you will not be able to copy and paste your email address from one box to the other Once you have done this you will be asked to enter the CAPTCHA information Type in the 5 number and letter combination into the box below the CAPTCHA detail NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 40 of 52 NHS Click Reset Password and an email will be automatically sent if your email Professionals address is recognised Retrieve your email and click on the link in this email You will see the following page appear Enter your new password details following the rules on screen Enter the CAPTCHA information you see display
50. rel July 2015 Page 33 of 52 NHS You should enter the details that the flexible worker did work if they did not take Professionals a break you will need to enter 0 in the Break in Minutes box You should then select the reason why you are changing the times and then enter in any comments Be aware that the Flexible Workers will see any comments that you enter in the comments box If an induction was required for this shift but one was not given you should untick the Induction Delivered tick box If an induction was not required you will not see the Induction Delivered tick box Once you have successfully modified the timesheet you should then click the Save and Authorise button This will save your changes and marked the timesheet as Awaiting Release as before If you enter incorrect information into the timesheet NHSP Online will inform you of the problem entry with either a red exclamation mark or a red asterisk Modify timesheet for shift with Ref Hum 53972603 for on 03 02 2013 at Acute Pain Mangt KCH Period 12 00 fast Assignment Break time in mi Coin Total Hours 02 03 Cancellation DHA B Flexible Worker Cancelled hift Motitied On O5 0220135 at 07 44 T Flexible Yorker did not arrive CDMA Reason Emergency Cover Comments Timesheets must be authorised AND released by 23 59 on a Wednesday to ensure they are processed for the next payroll NHSP Online CEMR Mec lialiaremi
51. rtain areas to directly book Agency Flexible Workers This is agreed with NHS Professionals and the following option will be displayed at the beginning of the Request Entry page Select Commercial Agency Pulse Montagu Nurses Bureau Allied Healthcare Advantage Health Care NHS Professionals NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 14 of 52 NHS The drop down includes all agencies that have supplied to the Trust before Professionals Select the agency that the Agency Worker is employed by Once the page has updated click on the Select a Flexible Worker button Select Commercial Agency Flexible Worker Fuse H You will then be able to enter a surname of the Agency Worker and select the worker you require to book much in the same way as directly booking a NHS Professionals Flexible Worker the only difference here is that if an agency worker has not been booked before they will need to be booked either via NHS Professionals or by the agency themselves you will not be able to select an agency worker if they have not been booked before PLEASE NOTE This option will not be available to all areas and those that it is agreed with will require specific authorisation from the Trust to enable this option Once the system has verified all the requests and you have actioned any Warnings you will receive a notification that your requests have been added Requests Added or Requests Added
52. ssword combination that do not match the credentials stored in the NHS Professionals database To resolve this error click on Retry Login and retype your credentials This system is case sensitive so ensure that your caps lock is off when you retype your credentials Password Expired If your password has expired you will be redirected to reset your password Request Entry Errors There are a number of errors that can occur when entering a request request these are broken down into the relevant sections below Invalid Date Time entries If you enter a date or a time in an invalid format you will receive one of the following errors e ei F x Exp lore x A Invalid Date Should be in following format A Please Check DD MM YY End Time is not a Valid Entry DD MMM Y Y DD MM YYYY Enter a valid End Time Or Select a Shift DD MMM YYYY NHSP Online CEMR e o VENUE July 2015 Page 42 of 52 NHS To resolve this error enter the date or time in a valid format Note that the Professionals system will not recognise times entered with a full stop Instead enter 4 digits in the 24 hour format i e for 14 00 enter 14 00 Date Range Warnings If you try to display information from reports for a period over fifteen days you will see the following warning Microsoft Internet Explorer 7 q x AN Please ensure that the selected date range does not exceed 15 days 4 range greater than 15 days
53. t Area Of Assignment X Time before Type Type Work shift starts v aa v v v Hours v ta Fl ibl W rker 5 Notes C Show notes to Fiexibie Workers Use the scroll bars if C Show notes to Agencies Filled By O onerw Many Fw yo un eed to view th e S35 E v v v v Hours Additional Options Select a Rezilo Worker I r f h C Show notes to Flexible Workers est 0 t e pag e Notes C Show notes to Agencies v v v v v Hours O Show notes to Flexible Workers Notes C Show notes to Agencies w w g f f aa l w Hanra w lt Details that can be entered for an unfilled request are Location Ward Request Entry Location Kent amp Canterbury Hospital vi Ward Acute Pain Mangt KCH Gender Male Female Mo Preference Note that gender is not mandatory and if you have No Preference for Male or Female members of staff you can leave the option as the blank option rather than selecting No Preference NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 8 of 52 NHS Professionals Assignment Type Indicates the band and staff group of flexible worker you require For a list of Assignment Types see the appendix of this manual Preferred Assignment Area of Work Indicates the speciality of the flexible worker you require this will only be available once you have entered the Assignment type Secondary assignments
54. tatus of your requests regularly For instance if you know that you require a Flexible Worker for a late request you will need to check the system on the early request This may mean that you will be checking the system at least three times a day NHSP Online CEMR Mec lialiaremiuectalerel July 2015 Page 21 of 52 NHS Colour Coding within the Booking Status page Professionals The colours in the Flexible Worker and the Status Column indicate different status so that you can view at first glance the status of your requests Colour coding in the Flexible Worker Column The red block in the flexible worker column indicates that the request is UNFILLED and has yet to be passed to a commercial agency Blue The blue block indicates that the request has been transferred to a commercial agency If there is a worker s name in the request then the request has been filled by an agency whose name will appear in square brackets Green The green block indicates that the request has been filled by a NHS Professionals Flexible Worker Colour Coding in the Status column Indicates that either the request is unfilled if there is no name in the Flexible Worker column or that the Flexible Worker has not confirmed the booking Indicates that the Flexible Worker has been booked but the ward has not yet been informed of this Green Indicates that the Flexible Worker has been booked and the ward is aware that this booking has
55. the lower portion of the page Kent amp Canterbury Modify Training z p Hospital FRETT JEET PER TTT FE are Awaiting T FN 121122011 48275336 a cute Pain cswoo 10 00 21 01 45 10 16 10 00 21 01 45 10 16 Yes eae A Mangt KECH Kent amp Canterbury Modify Training Hospital a p re S Awaiting e FD 1312 2011 A575338 y eyte Pain cswo0 10 00 16 01 30 05 31 10 00 16 01 30 05 31 MA E E A Mangt Notice in the red box you will see Modify and Verify If the timesheet has yet to be authorised you will see Awaiting Authorisation and if the Timesheet has not yet been Verified you will see a red cross in the Verified Column If the flexible worker worked the hours under the Actual section of this form you should click the Verify link The page will reload and will be displayed as Kent amp Canterbury Training Hospital on T NE Seey ae ara 2 Awaiting FW 12122011 46275336 a cute Pain cswoo 10 00 21 01 45 10 16 10 00 21 01 45 10 16 MIA Modify ikea ea af bangt KCH Kent amp Canterbury Modify Training ee sraqniepiial Soy eee F TAT R F Awaiting PND 13122011 48275338 0 oute Pain CSvvoo 10 00 16 01 30 05 31 10 00 16 01 30 05 31 MA Verify Authorisation A hlangt KCH Notice that there is no Verify link now as you have Verified it The timesheet is still Awaiting Authorisation but as the timesheet has been verified there is a green tick under the Verified column If the Fl
56. uectalerel July 2015 Page 34 of 52 NHS 9 3 Splitting Timesheets Professionals If you have access to more than one ward dept you can split the timesheet between the two wards To do this click the modify link on the far right of the table of timesheets Once the Timesheet panel appears click the Split Shifts button at the bottom of the page Modify timesheet for shift with Ref Hum 53972603 for on 03 02 2013 at Acute Pain Mangt KCH Location ail Kent amp Canterbury Hospital 12 00 Ji7 30 Aiar Break time in A Pain M KEH cute Pain Mangt i i Total Hours Covvod 05 30 Cancellation DMA O Ward Unit cancelled Flexible Worker T Flexible Worker Cancelled shift Notified On O4f022013 at 11 59 T Flexible Yorker did not arrive OMAJ Reason Emergency Cover Comments fone coral fin eos mae Peg Oe Save and Authorize Split shift You will then see the following page appear da The original request is entered on the first row a Location Ward Worker Assignment Date eel End Num Time Time 53972607 Kent amp Canterbury Hospital Acute Pain Mangt KCH Cogg 04022013 12 00 f zog Change the end time for original part of the request and then enter the details for the split shift in the lower row Kent amp Canterbury Hospital Acute Pain Mangt KCH Caon 0pi022013 17 30 17 30 Cancel Once you have changed the details click the Split Shift button You will t
57. ulk removal of Golden Key Agency Padlock Professionals lf you are authorised to remove golden keys and or Agency Padlocks and one or more of your request have this option available indicated in the Status column you will can select those request you wish to remove the padlock or golden key from Status Start End eae Assignment Praia Hotes haces Cl b olden Key gency Padloc eM 50 eRe ees cw N F e eo Sees caren tose csa m Eie e giger cm r Rael N F Ee seco ieee como m e 200 Ketacotemy tests coven r Re 20 t N F perce e ieg co r a eE r 2 22 SS coven o 7 You can do this individually or you select all the shifts using the option in the header of the column Location s Secondary Induction Status Stat End Ward Assignment TeTri Hotes Required Golden Key Agency Padlock Kent amp Canterbury Hospital MHS Professionals KCH Kent amp Canterbury Hospital MHS Professionals KCH Kent amp Canterbury Hospital MHS Professionals KH Kent amp Canterbury Hospital MHS Professionals KCH Kent amp Canterbury Hospital MHS Professionals KCH Kent amp Canterbury Hospital NHS Professionals KCH Kent amp Canterbury Hospital MHS Professionals KEH Kent amp Canterbury Hospital MHS Professionals KCH Kent amp Canterbury Hospital MHS Professionale KCH Kent amp Canterbury Hospital MHS Professionals KH Tawi Mo x Tai TSi E E E Tag TSi TSi H E E Tag Tag TSi E E E TSi

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