End User Manual for Information Analysts for Choose and Book R2.1
Contents
1. Timsal Slots 7 TA 7 7f 7h 7 l 7h an n n n n n You can print the report by clicking on Print on the taskbar at the top left of the screen Page 12 of 16 End User Manual for Information Analysts CAB R2 1 Issue 1 0 August 05 5 Howto Run an Extract An Extract is a set of data in a CSV Format file that can be downloaded and extracted into your local database Extracts are generated automatically every month much like reports for a set period of time 5 1 What Extract Can Each Information Analyst Role Run Click Type of Information Analyst EBSX01 EBSXO02 EBSX03 EBSX04 EBSX05 EBSX06 EBSX08 EBSX01 EBSXO02 EBSX03 EBSX04 EBSX05 EBSX06 EBSX08 EBSXO02 EBSX03 EBSX04 EBSX05 EBSX06 EBSX08 Service Provider Organisation SPO Primary Care Trust PCT Strategic health Authority SHA Booking Management Service BMS Practice 5 2 How to Open an Extract gt Click BEER Information Analyst Reports Extracts What Extracts they can run DoH Returns for Acute Care Trusts UBRN Action Codified Field Organisation Service User Hole Profile DoH Returns for Acute Care Trusts UBRN Action Codified Field Organisation Service User Role Profile UBRN Action Codified Field Organisation Service User Hole Profile BMSXO03 BMS Transaction e EBSX08 Role Profile e EBSXO8 Role Profile Extracts t5 show the list of ext2. 2 2 If you do NOT have a Choose and Book icon on your desktop gt Open Internet Explorer on your computer Page 5 of 16 End User Manual for Information Analysts CAB R2 1 Issue 1 0 August 05 i Internet Explorer Inthe address box of the internet screen type in https nww ebs ncrs nhs uk app ebs Choose and Book sometimes takes a little while to check your authentication and then the Choose and Book homepage will open showing you the Choose and Book business functions available to you if you have more than one business function or to your homepage if you only have one business function You have now accessed Choose and Book using your smartcard Bss Profi TE WHITTINGTON HOSPITAL MEI FILET iieri Definer NB Your Smartcard must remain in the smartcard reader for the whole time that you are using the system If you pull your Smartcard out of the reader your session will end 2 3 Selecting your Role in Choose and Book Asan Information Analyst within Choose and Book you will have been given the role of Information Analyst Select the appropriate Information Analyst role from the picklist and click OK e Information Analyst SPO for Service Provider Organisation e Information Analyst PCT for Primary Care Trust e Information Analyst BMS for Booking Management Service e Information Analyst SHA for Strategic Health Authority e Information Analyst Practice Role Profile v Cancel O
3. Enquity TYPE ang select Missing Referral Letters Aopointmere Enquiry Service Directory Two Week Wait Breaches Click Search Last Refresh 11 07 2004 06 31 Print Referrer s Practice Practice Telephone Referrer UBRN Patient NHS Referral Letter Due Appointment Date Clinician ROYAL PARK MEDICAL r CENTRE LONDON GP 020 73569920 Shah Sushila 3654 5132 2926 Cameron J 4061370847 07 07 2004 12 07 2004 08 00 LONDON FAMILY MEDICAL PRACTICE GP 020 76901253 Smythe Anthony 4326 7398 5398 Wilson C 4378254367 10 07 2004 12 07 2004 08 30 PADDINGTON MEDIC AL 14 i CENTRE LONDON GP 020 84611208 Lewis Christopher 3256 4298 4229 Porras 5 5378845350 11 07 2004 13 07 2004 08 00 3 5 How to Run a Service Directory Enquiry gt Click INES on the right side of the screen gt Click Enare Type ang select Service Directory lf can filter the content of your enquiry selecting a Specialty Specialty COMMUNITY MEDICINE DENTAL MEDICINE SPECIALTIES DERMATOLOGY ENDOCRINOLOGY ENT You may also wish to filter the enquiry content by Commissioning PCT To search for the name of a commissioning PCT click the Ellipsis button and select the PCT you wish to see the enquiry for Commissioning PLT Page 9 of 16 End User Manual for Information Analysts CAB R2 1 Issue 1 0 August 05 gt Click search 3 6 How to Run a Two Week Wait Breaches Enquiry Click auries on the right side of the scre
4. also called Pass Code and click on Or press return on the keyboard You may or may not now see a security alert Security Alert 5 Information you exchange with this site cannot be viewed or P changed by others However there is a problem with the site s security certificate ay The security certificate was issued by a company you have not chosen to trust View the certificate to determine whether you want to trust the certifying authority e The security certificate date is valid The security certificate has a valid name matching the name of the page you are trying to view Do you want to proceed Click to proceed You may have to wait a few seconds but you then see a screen saying Welcome with the role s you have been allocated on the Spine Click in the box next to the role you wish to use for this session so there is a tick in the box next to that role Page 4 of 16 End User Manual for Information Analysts CAB R2 1 Issue 1 0 August 05 gt gt gt Role Selection Microsoft Internet Explorer File Edit view Favorites Tools Help ay gt a f Search Sie Favorites QA media 2 6 T LJ rel 33 Address https sbapi national ncrs nhs uk saml RoleSelectionW T jsp token AQICSwM 2LY4Sfcygzwxg 2BcMSOm3jkrjdUedkyxdVHg3G9 c2FQw93D v E3 co Links 7 Please select your default session role Wales Sue W E
5. file File name EBSO5November 2004 zip File type Winzip File From montana Would vou like to open the file or save it to your computer Open Save Cancel More Info v Always ask before opening this type of file f you wish to download the data and extract it into your own database click Inthe save box state where you want the file to be saved and downloaded to Click Page 15 of 16
6. show the list of reports available to you Reports Future Slot Utilisation 5PR 1 Past Slot Utilisation SPRO9 Referral Analysis SPROF Service Activity 5PR11 Service Roiera Analysis SF R04 Click the report you wish to view to display a list of those reports by date gt Select the report for the date you require by clicking the ink next to the report Reports Future Slot Utilisation PCTRUG Practice Summary Report PCI November 2004 HTM October 2004 H August 2004 HTML You now see the report you have selected Below shows an example of the Future Slot Utilisation report ST CHARLES LONDON ACUTE TRUST Future Slot Utilisation as at 7 05 2004 Specialty GENERAL MEDICINE O7 Auge 14 Aug Zl ug 28 ug ld Sep 1l Sep 19 55 24 Sep o DOd 09 Od 1 Odt zi dua 30 Oc Edgware Service 2 Week Wait Slots made available Appts booked via EBS Trosed Slots Slots Used Urs 09 Oe ox 09 Qus 09 Qs us Oe ox 09 09 Urgent Slots made available Appts booked via EBS Trosed Slots Slots Used OKs ra rss rs rs uu rs uu rss uU Oe rs rss Four Slots made available T 7 7 7 T 7 T 20 Appts booked via EBS
7. 2005 Release 2 0 of Choose and Book went live followed by an update to R2 1 in July 2005 This end user manual sets out the functions that an Information Analyst can perform in R2 1 Choose and Book There are 5 types of Information Analyst for 5 different types of organisation e Information Analyst for a Service Provider Organisation SPO e Information Analyst for a Primary Care Trust PCT e Information Analyst for a Strategic Health Authority SHA e Information Analyst for the Booking Management Service BMS e Information Analyst for the Practice Which type of Information Analyst you are determines which reports enquiries and extracts you have access to The Information Analyst roles have access to reports enquiries and extracts This manual sets out how the Information Analyst can access each of these Page 3 of 16 End User Manual for Information Analysts CAB R2 1 Issue 1 0 August 05 2 Accessing Choose and Book with your Smartcard A Smartcard looks much like a credit card with a picture of the user together with their Unique Identification number UID and a gold chip where all the information is held To access Choose and Book you should already be logged on to your computer so you see your desktop on your screen Put your smartcard into the smartcard reader The Gem Authenticate box appears d Whennicare Enter passcode to authenticate to Type in your PIN number
8. BEsoun EAST LONDON SHARED SERVICES PARTNERSHIP 7 Admin amp Clerical Management Manager M amp D Medical General Medical Practitioner Add l Clinical Services Non Clinical Call Operator NORTH MIDDLESEX UNIVERSITY HOSPITAL NHS TRUST oO Temporary Temporary EBS ServiceDefiner HE WHITTINGTON HOSPITAL NHS TRUST Setkession Role Temporary Temporary EBS GP Referrer L1 Temporary Temporary EBS ServiceDefiner Temporary Temporary EBS Clinician Trust Temporary Temporary EBS Clinician BMS Temporary Temporary EBS Admin BMS v Click on Set Session Role Now the system asks if you want to close the present window Click on Microsoft Internet Explorer The Web page vou are viewing is trying bo close the window t Do vou want to close this window E You are now returned to your desktop having successfully logged on to the Spine 2 1 If you have a Choose and Book icon on your desktop gt Double click on the Choose and Book icon on the desktop to launch Choose and Book Y Ch and Book Choose and Book sometimes takes a little while to check your authentication lf you have more than one Choose and Book business function you will open to the Choose and Book role selection screen If you have only one Choose and Book business function then you will be taken straight to your Choose and Book Homepage You have now accessed Choose and Book using your smartcard
9. K Choose and Book will now load your Homepage Page 6 of 16 End User Manual for Information Analysts CAB R2 1 Issue 1 0 August 05 2 4 Logging out of and Closing Choose and Book To log out of Choose and Book you click on 99 near the top right of the screen This takes you back to the selecting role screen so if required you can select another Choose and Book role and go back in to the tool from here To exit Choose and Book completely you need to click on the at the top right corner of the screen 2 5 Your Homepage Your homepage has only two key areas Enquiries and Reports Extracts are accessed via the Reports section Page 7 of 16 End User Manual for Information Analysts CAB R2 1 Issue 1 0 August 05 3 How to Run an Enquiry An Enquiry is a set of data for a period of time specified by the information Analyst The data is collected when the enquiry is run i e is up to date 3 1 What Enquiries can Each Information Analyst Role Run Type of Information Analyst What Enquiries they can run Service Provider Organisation SPO Two Week Wait Breaches Missing Referral Letter Appointment Enquiry Service Directory Primary Care Trust PCT Two Week Wait Breaches Missing Referral Letter Appointment Enquiry Service Directory Practice e None 3 2 What Does Each Enquiry Contain Appointment Enquiry You can view the booked appointments to your service including showing which referr
10. OntalI iie o reete eee IDE eere vent emt cat dan unge 8 4 3 row to H rrarmAbpolnimenbErngulbyss secu s au RE a vu Pa BUR Pelis 8 4 4 How to Run a Missing Referral Letters Enquiry cccccccecseececeeeeeeeeeeeeeeeeeeeseeseeseeeenes 9 4 5 How to Run a Service Directory ENQuiry cccccccsseccecceeeceeeceeeeceesaeeeeeeseeeeeeeseeeeeeeaeeeees 9 4 6 How to Run a Two Week Wait Breaches ENnquir ccccccsececseeeeseeeeeeeeeseeeeeneeeenaeeens 10 5 HOW TO RUN REP OR TS dquiemcetue detto e Delia EHE tat dE Rb eusadsuadi uuo iu exea enini BH Uc ER 11 Bel What Reports Can Each Information Analyst Role RUN ccccccseeeeeeeeseeeeseeeeeeeeees 11 5 2 What Does Each Repon Contain secta esta sca a excised RE bre ci die ede betel di 11 5 9 FOW TO RUNA cero RN EEUU 12 6 JHOW TO RUNCAN EXURAG JT siccasccactecemtaracts testa e pests et nio au b ecoute a ied te eb tan ebau d hiaieuer 13 6 1 What Extract Can Each Information Analyst Role Run ccccccsseeeeeseeeeeeeeeeeeeeeees 13 6 2 How to download an Extract osuere onec xum e aptis Ea RE DIR Rub USE ruere E Meza da cri Due E na ades us ON 13 Page 2 of 16 End User Manual for Information Analysts CAB R2 1 Issue 1 0 August 05 1 Background to Choose and Book Choose and Book is the nationally commissioned system built by Atos Origin to provide the NHS with an electronic booking and choice tool Choose and Book first went live in 2004 then in June
11. ade types of appointments and rejected referrals Past Slot Utilisation Shows information on bookings and unused slots for all Services in the provider organisation Its purpose is to provide a retrospective view of services to analyse bookings and unused slots Future Slot utilisation SPO Shows information on bookings and unused slots for all Services in the Provider for the next 13 weeks Its purpose is to ensure slots that are being published are being used by Choose and Book and there is spare capacity Page 11 of 16 End User Manual for Information Analysts CAB R2 1 Issue 1 0 August 05 Future Slot Utilisation PCT Shows information on bookings and unused slots for all Services commissioned by the PCT for 13 weeks into the future Its purpose is to provide a future comparison of Specialties between Providers to analyse booking and unused slots to ensure enough slots are being published Service Activity Provides an overview of the activity in each Service provided by a provider trust Practice Summary Report Provides an overview of activity for each Practice in the PCT by Specialty Referral Analysis Provides data on the Appointment Requests and Referral rejections for each Practice in the PCT Commissioned Services Monthly summary of currently commissioned services grouped by Speciality and Service 4 3 How to Run a Report Click P on the top right of the homepage gt Click the Reports ink to
12. al letters have been updated since they have been reviewed Missing Referral Letters Shows you which booked appointments have not had a referral letter sent by the Lead Time This enquiry gives you the contact details of the referrer so you can contact them to chase up the missing referral letter Service Directory This shows you what services have been published for your organisation in the Directory of services DOS Two Week Wait Breaches Shows you what appointments have breached the 2 week wait time 3 3 How to Run an Appointment Enquiry This enquiry tells you to view all booked appointments to your service and tells you which referral letters have been updated since they were last reviewed Click Erres on the right side of the screen gt Click Engure Type and select Appointment Enquiry Missing im Service Directory Two Week Wait Breaches Page 8 of 16 End User Manual for Information Analysts CAB R2 1 Issue 1 0 August 05 NB The yellow fields are mandatory Enter the Start Date and End Date for the enquiry you wish to run NB you must keep it within a range of 28 days maximum Start Gate 16 j G i 2004 End Date 28 i 8 j 2004 a To filter the contents of the enquiry you can select the Priority of the types of booked appointments you wish to view Priority Click Search 3 4 How to Run a Missing Referral Letters Enquiry gt Click FP8U s on the right side of the screen Click
13. choose book End User Manual for Information Analysts for Choose and Book R2 1 Issue 1 0 July 2005 Choose and Book Programme End User Manual for Information Analysts CAB R2 1 Issue 1 0 August 05 End User Manual Information Analysts Choose and Book R2 1 Welcome to the End User Manual for Information Analysts for Choose and Book R2 1 Contact Sue Wales National Training Lead Choose and Book Programme Connecting for Health sue wales cfh nhs uk Page 1 of 16 End User Manual for Information Analysts CAB R2 1 Issue 1 0 August 05 CONTENTS 1 BACKGROUND TO CHOOSE AND BOOK esses eene nennen nn 3 3 ACCESSING CHOOSE AND BOOK WITH YOUR SMARTCARD eeenernennnnnnnns 4 31 Using your SmartCard EE Siac ueneey aids aa E eea 4 3 2 If you have a Choose and Book icon on your GESKtOP ccccseeeeeeeeeeeeeeeseeeeeeeaeeeeeeesaaes 5 3 3 If you do NOT have a Choose and Book icon on your desktop ssss 5 3 4 Selecting your Role in Choose and BOOK seeesssssesssseeseee nennen nnns 6 3 5 Logging out of and Closing Choose and Book cccccceeeeeeeeeeeeeeeeeaeeeeeeeeeaaaeeeeeeeeaeaees 7 3 6 Your Homepage eee I I LU EM 7 4 HOW TO RUN ANI ENQUIRY ure REED CI IR Let ei etta ote hepate dott et o 8 4 1 What Enquiries can Each Information Analyst Role Run cccccssseeeeseeeeeeeeeeesaaeees 8 4 2 What Does Each Enquiry C
14. elp ly T3 E E 2 cO 6 6 tw Mew Open Favorites Add Extract View Selected Files 0 bytes Total 1 File 15KB You will now see the extract of report data Click in the top right corner to close the extract report 5 3 How to download an Extract gt Click MEE Click Extracts to show the list of extracts available to download according to your type of Information Analyst Page 14 of 16 End User Manual for Information Analysts CAB R2 1 Issue 1 0 August 05 Reports Extracts Codified Field EBS 03 ganisation EBSX 4 Service EBS 05 UBRN Action EBSX Z User EBSX06 Click the link to the extract you wish to download to display a list of those extracts by date To download an extract in CSV format click the CSV link next to the extract m B C D ROLE PROFILE CODE IPRACTITIONER_CODE JOB ROLE CODE ORG CODE 100000015 60000015 SO010 0020 R0050 CABBMS1 100000016 o0000016 S0010 60020 R0050 CABSPO1 100000017 60000017 50010 G0020 R0050 CABRSPOT 100000018 60000018 S0030 G0100 R0620 CABSPOT 100000013 60000019 S0040 GO0140 R1070 CABSPOT 100000020 0000020 Ss0040 60140 R1070 CABSPOZ Above is a sample Role Profile Extract to Excel You will now be asked if you want to open the file or save the extract to your computer P Some files can harm your computer IF the file information below T looks suspicious or you da nat fully trust the source do not open or save this
15. en gt Click EtPaurv TP and select Two Week Wait Breaches Click Search 3 7 Printing Enquiries Once you have selected an enquiry you may print it by clicking Print The windows print dialogue box displays Select the printer you wish to send the Enquiry to and the number of copies you want then Click Pint Page 10 of 16 End User Manual for Information Analysts CAB R2 1 Issue 1 0 August 05 4 How to Run Reports A report is a predefined list of data for a predefined date period for example a monthly report for a set period on what referrals a practice has made Report data is generated either weekly or monthly and therefore will not necessarily be up to the minute 4 1 What Reports Can Each Information Analyst Role Run Type of Information Analyst What Reports they can run Service Provider Organisation SPO Service Referral Analysis Referral Analysis Past Slot Utilisation Future Slot Utilisation Service Activity Primary Care Trust PCT Service Referral Analysis Referral Analysis Past Slot Utilisation Future Slot Utilisation Service Activity Practice Summary Report Referral Analysis Commissioned Services Future Slot Utilisation 4 2 What Does Each Report Contain Service Referral Analysis Provides an overview of the timeliness with which services respond to referrals received for appointments within that time period Referral Analysis Statistics for types and number of referrals m
16. racts available to download according to your type of Codified Field EBSX03 DoH Returns EBSZ 1 Organisation EBSX 4 Service EBSx 5 UBRN Action EBSX Z User EBSX06 Click the link to the extract you wish to download to display a list of those extracts by date To download an extract in CSV format click the CSV link next to the extract Page 13 of 16 End User Manual for Information Analysts CAB R2 1 Issue 1 0 August 05 B D ROLE PROFILE CODE E PRACTITIONER CODE JOB_ROLE_CODE ORG CODE 100000015 60000015 S0010 0020 R0050 CABBMST 100000015 SO0000016 S0010 GO020 ROU5O CABSPO 100000017 60000017 50010 G0020 R0050 CABSPOT 100000018 60000018 S0030 G0100 R0620 CABSPOT 100000018 0000019 S0040 G0140 R1070 CABSPOT 100000020 0000020 Ss0040 60140 R1070 CABSPOZ 49 Some tiles can harm your computer IF the file information below mS looks suspicious or you da nat fully trust the source do not open or save this File File name EBS O5November 2004 zip File type Winzip File From montana Would vou like to open the file or save it to your computer Open see Cancel More Info v Always ask before opening this type of file If you click on Open you will now see a WinZip box Double click on the file of data you wish to open al Winzip EBSx 5November 2z 4 1 zip File Actions Options H
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