eHEF User Manual
Contents
1. Cancel Bary Jones E Libraries Documents My Documents Organize New folder Mor RES Mame Date modified Type A Add in Express 13 02 2013 16 18 File falder UY Favorites d eHEF 04 03 2013 20 31 File folder EE Desktop m Downloads S Recent Places Libraries E Documents El Pictures m Videos Homegroup Mil n Femme File Edit Window Help x 4 f Ex E amp eI o 1 i3 e ee ss LER E e n2 la Tools Sign Comment D e Ke an n 5 fo NDTi Ay sy Ki National Development Team for inclusion HEF profile for Barry Jones from 22 12 05 and Barry Jones from 15 12 12 HEF profile Social A Accommodation B Activities C Finances D Socialising E Marginalisation F Safeguarding E 22 12 05 Total Score 53 8 15 12 12 Total Score 39 Genetic A Assessment B Review C Planning D Crisis E Medication F Specialist 22 12 05 Total Score 53 9915 12 12 Total Score 39 hospitalisation services E 22 12 05 Total Score 53 M 15 12 12 Total Score 39 Additional Comments 22 12 05 Total Score 53 This is a test Behaviour OKNU RA A Diet B Exercise C Weight D Substance use E Sexual Health F Risky Behaviours m22 12 05 Total Score 53 m 15 12 12 Total Score 39 SS2. Epilepsy Endocrine Disorder Cancer Other Major Physcal H me me Individual Details PB2709 bul TeamA h Gender Ethnidty Date Of Birth dd Unknown Not Given Cancer Other Major Physcal H les Individual Bed zn em Team ID team d First Mame Last Name Also Known As Gender Male Female E BR Dysphagia Cancer Other Major Physcal H om Individual BCE EI Physical Impairments reduced mobility Wheelchair User Chronic Pain Gral Health Problems I Epilepsy Endocrine Disorder Cancer Other Major Physcal H et Editing an individual s details 1 Click Add Edit Data 2 Select the individual whose details you wish to edit 3 Click Edit and off you go 4 Click Save and confirm Note you cannot edit an individual s name This is to ensure consistency of data and prevent users from inadvertently over writing a name Home Insert Page Layout Formulas Data Review View a _ D ao Calibri vil AA or Ei Wrap Text General M S Bad Good Neural Calculation Ba Copy v M Paste B Z U Dis d Ay BS e SE Ad Merge amp Center 9 0 500 Conditional Format Mer el Explanatory Followed Hy Hyperlink input e GF Format Painter i m 2 A FU Lei 3 p Knet Formatting as Table i eeng z Clipboard a Font Alignment a
3. e EE uerge e Center EB s ug 399 Conditional Format PTE Explanatory Followed Hy Hyperlink npt Formatting as Table v z Paste v EH e lt J Format Painter BIU ze Clipboard E Font E Alignment E Number E Styles AL46 e f A B c D E F G H l J K L MIN O P Q R S T U ViW XY Z AA AB AC AD AE NN Tue Service User Menu 3 E 4 5 4 44 am Ti Be amp ed in as PB2709 Ho wv DEE up ND Za 309 S National Development Team for inclusion o e o o s L JL 4L Practitioner ID amp Team ID Ethnicity Date of Birth amp Age Post Code Degree of LD Tick boxes The tick boxes in the lower half of the form mental health issues challenging behaviour etc will record a no value if not ticked so although they re not required fields they do generate a value if not left un checked Local Identifier The Local Identifier field not a required field is available for you to capture a reference number or similar that you would use within your organisation Edit drop down boxes You can edit the options of the drop down boxes for ethnicity and degree of LD To do this press the Edit option next to the drop down menu to edit an existing ethnicity add a new ethnicity delete an ethnicity and then close once you have made the appropriate changes Name Search Local Identifier Number Search Gender Ethnicity Date Of Birth dd mmfyyyy Age Post Code
4. 03 2013 20 41 JB0810 2 score number for SUID 100002 was edited 6 02 03 2013 20 37 JB0810 1score number for SUID 100001 was edited 7 02 03 2013 19 09 JB0810 2 score number for SUID 100002 was edited 8 02 03 2013 18 46 JB0810 100005 SUID was edited 9 02 03 2013 18 45 JB0810 100005 SUID was edited 10 02 03 2013 18 44 JB0810 100003 SUID was edited 11 02 03 2013 18 44 JB0810 100004 SUID was edited 12 02 03 2013 18 39 JBO810 100002 SUID was edited 13 02 03 2013 18 38 JBO810 100001 SUID was edited 14 18 02 2013 12 39 JB0810 1004 score number for SUID 100005 was created 15 18 02 2013 12 38 JB0810 100005 SUID was created 16 18 02 2013 11 24 JB0810 1003 score number for SUID 100001 was created 17 18 02 2013 11 22 JB0810 1001 score number for SUID 100001 was edited 18 18 02 2013 11 17 JB0810 100001 SUID was edited 19 20 21 23 24 25 26 I 28 29 30 EI 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 M 4 M Control Panel s Reports Log 2 Ready Calculate Graphing To create graphical reports of individuals navigate your way to the Front Page and then click on Report Page This will bring you to where you can create graphs to see one or two sets of data so you can see just one current or past set of scores or choose two to compare change over time To create graphs do the following Click on Select Scores for Graphs Select one or two sets of scores Click Graph and then graphs displaying scores for each o
5. Se Ee o zl Fill D I amp Paste Br u dv A E SE M Merge amp Center BH o 0 00 Conditional Format Cell Insert Delete Format Sort amp Find amp GY Format Painter We get F Ei Mero 3 d me Formatting as Table Styles v v 2 Clear Filter Select Clipboard E Font Alignment Number Styles Cells Editing r pi v e fr HEF profile for Barry Jones from 22 12 05 and Barry Jones from 15 12 12 E 7 SS Ur Sg gt ann e Select Scores for Graphs Create PDF PC only a amp Re AS v Front Page Log Page Za n wv National Development Teom for inclusion HEF profile for Barry Jones from 22 12 05 and Barry Jones from 15 12 12 HEF profile lil A B Activities C Finances D Socialising E Marginalisation F Safeguarding Service Qualit Accommodation m 22 12 05 TotalScore 53 m 15 12 12 TotalScore 39 Genetic Com municatio A Assessment B Review C Planning D Crisis E Medication F Specialist 22 12 05 Total Score 53 9 15 12 12 Total Score 39 hospitalisation services 22 12 05 TotalScore 53 m 15 12 12 TotalScore 39 Additional Comments Behaviour 22 12 05 Total Score 5396 This is a test 4 3 2 1 mm A Diet B Exercise C Weight D Substanceuse E Sexual Health F Risky Behaviours v 4 Il gt fi Ready Baa 100 OV Home een Page Layout For
6. anything out eHEF will prompt you after you click save EM Home Insert Page Layout Formulas Data Review View A Cut 2 7 mL l Calibri vii vA AX vr Ep Wrap Text General s d Normal Bad Good Wax 8a Copy 7 A i i 0 00 C diti Format heck Cell l lowed Hy aste EH X v E zm S amp sel ES D 9 lt 0 onditional Forma Explanatory Followed Hy J Format Painter BIU 2 ere care EH Merge amp Center 3 Go SS Formatting as Table P ii t Clipboard a Font z Alignment IF Number Ta Styles AL46 fe L M N jo p alr s T u v w Xx Y Z AA AB AC AD AE Service User Menu Logged in as ScoreID 1 Name John Smith PB2709 HEF scoring v Ammo sl Genetic amp Biological Locan Identifier 123456 Pract ID Im la KS S 8 e o ovS jw N ka w 123456 John S Communication ra ba g Personal Behaviour Score Date dd mm yy Evidence for Practice completed 1to 1 Hrs of support per week Level of Support Available Services s s ka Co Scores Table ScoreD 1 Name john Smith PB2709 HEF scoring First D Accom Type living with family carers D Add additional comments here Communication dentifier Locan Identifier 423456 Pract ID Comments Genetic amp Biological Personal Behaviour Score Date dd mm yy s 3 ms Ente
7. chosen user ID It is recommended you follow the convention mentioned in the Storage section above of using your first and last initials with the date of your birthday For example if your name is Peter Brown and your birthday is on 27 of September your username would be PB2709 3 Click Ok 4 Next you are prompted for your Team Name If you are a single user you can leave this blank In a multi user environment please consult with colleagues to agree a suitable short team name This will be important for the eHEF Manager tool which has the ability to group data by team name File Home Insert Page Layout Formulas Data Review View Ce AL i dew c Paste H Hei ive kad Merge amp Center W a 9 00 Conditional Format Cell Insert M I Format Painter 5 vx Formatting as Table Styles M Clipboard Font F Alignment F Number Styles amp Cut Sa Copy gt 4 I D I hc 4 pt 8 di HH Ul utt D ui E14 e fe A B D F 84 H 4 t p KE 1 See Eb EE E SS Service User Menu am Logged in as HGE NS 0 OU UN ka w PES 15 Enter Site Create new User 16 17 18 19 20 21 Enter Team name Logging in with as an existing username Once you ve created your username in eHEF you can log in simply by selecting the appropriate name from the drop down list Usually there ll only be one name here but in some scenarios users may wish
8. Number a Styles AL46 fr f A B c D E F G H l J K L M IN JO P JGA IR IS T U V IW X Y Z AA AB AC AD AE 1 2 NN DISA g 3 Service User Menu S 4 I ah re 5 ann e p 4 Local Identifier Number 6 Logged in as PB2709 HC KA S 4 Sup JV ISUN Practitioner ID 8 National Development Team for inclusion 9 Team ID 10 Service User Menu Input Edit Data First Name 11 T yerum Name Search Local Identifier Number Search Individual 13 14 Local Id Number First Name Last Name Also known as Gender Age 15 123456 John Smith Joe Male Female Ethnicity White British DI Edit 17 est 19 Age 20 21 Post Code GL4 2RT 22 23 Degree of LD severe m Edit 24 Mental health issues Continence Needs 25 I Challenging Behaviour I Nutritional problems 26 IV Autism Physical Impairments reduced Sleep Problems 29 I Dementia Wheelchair User 30 Respiratory Problems Chronic Pain 31 Coronary Heart Disease Oral Health Problems E IV visual Impairment IV Epilepsy 34 Hearing Impairment Endocrine Disorder 35 Dysphagia Cancer Other Major Physcal H 36 37 38 i Cancel 39 40 Finding an individual There are three ways to find an individual a You can simply scroll down your list until you find the person you re looking for This will be fine if you only have a small number of individual s records b Start typing the first name in the Name Searc
9. To keep all of your features click Cancel and then save the file in one of the new file formats Summary Occurrences Significant loss of functionality Any effects on this object willbe removed Any text that overflows the boundaries of this graphic will appear clipped Location Control Fanel Shapes Excel 97 2003 Find Help Any effects on this object will be removed Any text that overflows the boundaries of this graphic will appear alinan Check compatibility when saving this workbook Opening eHEF Once you have received your copy of eHEF and stored it with an appropriate name you will want to go ahead and start using it Open eHEF as you d open any other file usually a double click You may receive a message prompting you to Enable Editing to which you should agree Next you ll need to Enable Macros The prompt for this action looks different according to your version of Excel and your security settings Here is the Excel 2010 version of the prompt If you are using a mac version of Excel you will see this prompt and simply click Enable Macros This workbook contains macros Do you want to disable macros before opening the file Macros may contain viruses that could be harmful to your computer If this file is from a trusted source click Enable Macros If you do not fully trust the source click Disable Macros Learn about macros C Enable Macros Do Not Open If you a
10. eHEF User Manual Introduction eHEF has been designed to support the Health Equality Framework It is a Microsoft Excel based tool that has been designed to be portable and run on most systems eHEF runs on Excel versions 2003 and above and Excel for MAC System Requirements Hardware PC or MAC Software Microsoft Excel 2003 or later gt Screen Resolution 1280 pixels wide or higher How to obtain your copy of eHEF Download eHEF from www ndti org uk publications other publications the health equality framework and commissioning guide1 Security You must be aware of your organisation s data security data protection and other relevant policies that might relate to your use of eHEF In particular you should be aware that it is not advisable to email eHEF to anyone without due consideration for the security of the data contained within it Note you should remember to SAVE eHEF after adding or editing any data Depending on you Excel version settings it may AutoSave You are advised to check this or just SAVE as you go to be sure Storage Saving eHEF Single User If you are working alone then you should simply store eHEF in a convenient location on your computer The default file name is just eHEF xls You are free to change this if you wish but it is recommended you keep the first part of the filename intact So you may choose to name yours eHEF Jane vis if you are called Jane Multi User If you work within a team
11. ealth service is available locally and being provided to meet identified needs but there are limitations in the scope of the service or support available and the degree or effectiveness of reasonable adjustments Editing a set of scores Whilst it is recommended you aim to record data accurately it is also recognised that you may occasionally have the need to make corrections or changes So the Edit Scores feature is available for this purpose To use it 1 2 3 4 5 6 Locate the individual whose scores you need to edit see section above for a reminder of the options for searching Click Edit Scores you ll then be prompted with the number of score sets for the individual Click Ok and in the next dialog box choose the score set you want to edit The dates on which the scores were taken and logged are available to assist you find the right one Select the score set you want to edit and click Edit Make your necessary changes and click Save Note Remember you must complete the majority of fields in the scores form If you leave any required fields blank eHEF will prompt you to complete them when you save Service User Menu Input Edit Data ES John Smith TeamA Service User Menu Input Edit Data Local Identifier Number Search Local Id Number First Name John Leam 123456 Name John Smith Pract ID PB2709 Evidence for Practice completed Yes E EE Fir
12. f the sections will be created onto the current sheet You may need to scroll down to see all of the graphs You can then create a PDF file displaying the graphs you have just created by doing the following Click Create PDF PC only on the Report Page Name the file appropriately Find an appropriate place to save the PDF file Click OK and then it will create the file and save it where you specified Home Insert Page Layaut Formulas Da c Glen a Review View ET B hos Calibri ril e A a zz Par Ep Wrap Text General 53 Copy EN GE a dais Format Painter B 7 U div dr r BSS GERE BijMengeAcCentr S s o 28 Clipboard 7 Font x Alignment a Number A24 E wb UI Es ew Input Edit Data Y Wu e lI A an Le S Logged in as JB0810 EG by ws var UN IV ISUN Hatlanal Development Team for inclusion Report Page Log Page Select Scoresfor Graphs Create PDF PC only d Local Identifier Number 134598 65974 111454 Local Identifier Number 134598 65874 134598 111454 Name Barry Jones Barry Jones Score Date 22 12 2005 12 12 2008 15 12 2012 11 11 2011 Score Date 1 1 Nr 1 PEN LI rM Cam T LT II 15 l 12 20 l2 11 11 2011 Gee Home Insert Page Layout Formulas Data Review View a 9 co gH X bittert Ca A on 2 v H EE E Fi ES X AutoSum gt Calibri 11 v A A gt Gd Wrap Text General S Ki EE Lac 7 EA E aa cow Ss
13. h box The nearest match will then be highlighted selected c Usethe Local Identifier Number Search box in the same way as above simply start typing the reference number in the search box and the nearest match will be highlighted Pm Service User Add New Name Search John Local Identifier Number Search Individual Local Id Number First Name Last Name Also known as Gender Age Practitioner ID Team NHS 123456 Number John Smith Joe Male 27 PB2709 TeamA 1234567890 Add New e Name Search Local Identifier Number Search 123456 Individual Local Id Number First Name Last Name Also known as Gender Age Practitioner ID Team 123456 NHS Number John Smith Joe Male 27 PB2709 TeamA 1234567890 Adding a set of new scores Once you ve added the details of one or more individuals to eHEF you can go ahead and start recording HEF assessment information 1 2 3 4 5 Using one of the methods described in Finding an Individual locate the person for whom you wish to capture a score set Click New Scores The scores form opens up ready for your data Once you ve completed all required fields click Save and confirm You receive a prompt letting you know that the scores have been saved and the report page updated see the Reports section later in this document for details of reports Required fields Everything on this form is required to be completed except Comments and 1 to 1 Hrs of support If you miss
14. is not possible to determine that this content came from a trustworthy source You should leave this content disabled unless the content provides critical functionality and you trust its source File Path D ts A Net ExcelMeetManager NewEMM Cross Country X27 xls Macros have been disabled Macros might contain viruses or other security hazards Do not enable this content unless you trust the source of this file More information Enable Macros Disable Macros Terms of Use Each time you open eHEF AAT you will be required to agree with its Terms of Use by ticking the box and clicking ok as shown below Terms of use This spreadsheet is designed to collect Sensitive Personal Data The collection storage and processing iof data of this type is strictly regulated by law Unregulated use may constitute an offence and or incur the risk of claims for damages accordingly you are advised only to use this spreadsheet in line with our organisations Information Governance and Information Technology policies To Use Tf you wish to make use of the spreadsheet please tick this box to indicate that you have read the above caution acknowledge the information governance implications of its use and the need to comply with data protection legislation Creating a Log In First time you use eHEF you will need to create your username To do this 1 Click Create new User 2 Enter your
15. mulas Data Review View e o o gl X ei A cut i D H ma oy BE AutoSum P Calibri ril vA A se ZS Su Wrap Text General E cmm CX Lac E n Ay d Ba Copy U E dad M CO EH rue Z Paste s BZ U dv A E Se SS Aa Merge amp Center BH o 9 00 Conditional Format Cell Insert Delete Format Sort amp Find amp lt P Format Painter and re 3d E 3 e sch Formatting as Table Styles M H X 2 Clear Filter Select v Clipboard e Font Alignment Number Styles Cells Editing r pi vi f HEF profile for Barry Jones from 22 12 05 and Barry Jones from 15 12 12 X m 22 12 05 TotalScore 53 m 15 12 12 Total Score 39 Additional Comments Behaviour 22 12 05 Total Score 53 This is a test T A Diet B Exercise C Weight D Substance use E Sexual Health T F Risky Behaviours m 22 12 05 TotalScore 53 m 15 12 12 Total Score 39 Communication A Body pain B Communicating C Carers awareness D Carers response E Understanding amp awareness needs choice m 22 12 05 TotalScore 53 m 15 12 12 Total Score 39 Service Quality A Organisation B Consent C Transitions D Screening amp E Primary amp F Non health promotion Secondary care services m 22 12 05 TotalScore 53 m 15 12 12 Total Score 39 rf Ready D 100 2 V G PDF Report Enter file name OK
16. re using Excel 2003 you will see this prompt and need to click Enable Macros Security Warning D iDocuments 4 Net ExcelMeetManager NewEMMICross Country135 xls contains macros Macros may contain viruses It is usually safe to disable macros but if the macros are legitimate you might lose some Functionality Disable Macros Enable Macros If you have a copy of Excel 2007 you will see this message and you will need to click Options then Enable This Content and then click OK Lei Security Warning Some active content has been disabled Options Microsoft Office Security Options e Security Alert Macros amp ActiveX Macros amp ActiveX Macros and one or more ActiveX controls have been disabled This active content might contain viruses or other security hazards Do not enable this content unless you trust the source of this file Warning It is not possible to determine that this content came from a trustworthy source You should leave this content disabled unless the content provides critical functionality and you trust its source More information File Path D Documents A Net ExcelMeetManager NewEMM Cross Country X30 xls Help protect me from unknown content recommended Open the Trust Center cm If you see this message instead click Enable Macros Microsoft Office Excel Security Notice e Microsoft Office has identified a potential security concern Warning It
17. red Date dd mm yy i E z s s Click on a Question Letter for Description sn Entered Date dd mm yy Evidence for Practice completed 1 to 1 Hrs of support per week Level of Support Available Services Click on a Question Letter for Description Social A 4 Accommodation presenting high risk or in hospital prison with no discharge accommodation identified or homeless This level applies to a person who has no settled accommodation who is in temporary short term accommodation with no appropriate move on accommodation identified or is in accommodation that is directly impacting on their health and wellbeing This indudes those who are living in restrictive settings such as hospitals or prison There may be serious safeguarding concerns in relation to accommodation s s Te Scores Table ScorelD 1 Name John Smith Locan Identifier 123456 Free Ia 3 2013 remi re ER ER 2013 Pract ID HEF scoring First m Accom Type living with family carers ito 1 Hrs of support per week Comments Add additional comments here X PB2709 Evidence for Practice completed Level of Support Available Click on a Question Letter for Description Service Access F 2 Limited restrictions in the quality of or access to non health services This level applies where a limited non h
18. s DI Accom Type living with family carers DI 1 to 1 Hrs of support per week Comments Level of Support Available Click on a Question Letter for Description Service Access C 2 Transition between services is delayed or disrupted This level applies where there are limited difficulties resulting from poor practices in transition processes There may be a named coordinator available to support transition but the role may not be effective policies protocols require updating This may result in unsafe or inadequate services being provided and delays in the effective transition of services Log As mentioned at the beginning of the manual there s a log feature that captures all significant activities on eHEF Below is an illustration of the log not very interesting but potentially very useful in some scenarios Home Insert Page Layout Formulas Data Review View AA Cut Calibri 111 elA a B z Wrap Text General m Paste pnl B 7 U OE jF rad Merge Center Em o SH 00 Cond tio nal Format J Format Painter DULL x EE MN ULL LE Gs LB ES Formatting as Table Clipboard d Font Alignment Humber C31 fe A B D E F D 1 Date Time User Activity 2 02 03 2013 21 16 JB0810 1score number for SUID 100001 was edited 3 02 03 2013 21 13 JB0810 1score number for SUID 100001 was edited 4 02 03 2013 21 12 JB0810 1score number for SUID 100001 was edited 5 02
19. to share a copy of eHEF with colleagues Create new User TeamA Create new User Note about activity logging eHEF has a simple logging feature that keeps track of any significant activity The following actions are logged 1 New individual added 2 Individual s details edited 3 New HEF score added 4 HEF score edited o Home Insert Page Layout Formulas Data Review View P amp Cut Calibri Ju via W Biwrap Text General T d Past a Copy 0 00 Conditional Format aste DU e e zm SS cm j B v 0 SH onaitiona orma v ZZ Format Painter mE H7 Qe A E mom FE HdMegeaCenter H gt 58 28 Formatting v as Table Clipboard F Font p Alignment E Number E H18 C fe 4 A B C D E F G E D wd E E m G DIS 3 Ka KA 3 Service User Menu RS e 3 5 a E 3 B am ue 6 Logged in as EC 7 S 7 ind N ISUN g National Development Team for inclusion 3 10 1i 12 i 13 14 Adding a new individual To add a new individual to eHEF follow these steps 1 Click the Input Edit Data button on the home screen 2 Click Add New Individual 3 Complete the individual s details 4 Click Save and then confirm submission You ll receive a prompt that the record has been saved File Home Insert Page Layout Formulas Data Review View P amp Cut Calibri ln Axa W Biwrap Text General Ad Bad Good Neutral Calculation Ba Copy r
20. where others are also running eHEF then it is recommended you store all copies on the same shared network location This is to facilitate data aggregation which is managed by eHEF Manager a separate tool eHEF Manager has its own user manual In this scenario it will be essential that file names are unique and that you can easily identify your copy of eHEF in the shared folder A suggested convention might be the use of your first and last initials with the date of your birthday Example if your name is Simon Hughes and your birthday is on 5 September you would call your file eHEF SHO509 xls It is essential that you keep the first part of the file name intact for eHEF Manager to be able to identify it and capture data from it for analysis Compatibility Warning Because eHEF is designed to run on most versions of Excel you will sometimes depending on your version get a compatibility warning when saving You can simply click Continue and you may wish to clear the Check Compatibility box for this file so you shouldn t be bothered by the warning again None of eHEF s features will be compromised by keeping the file in its original format version Microsoft Excel Compatibility Checker 8 xX The following features in this workbook are not supported by earlier versions of Excel These features may be lost or degraded when you save this 3 workbook in the currently selected file format Click Continue to save the workbook anyway
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