Cervical Sample Taker Database Sample Taking Coordinators ...€¦ · You should ensure that your...

Cervical Sample Taker Database

Sample Taking Coordinators and General Practice Managers

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Contents

Introduction ............................................................................................................................................ 2

Accessing the system .............................................................................................................................. 2

Dashboard ............................................................................................................................................... 2

Documents & Updates ............................................................................................................................ 3

Find a document ................................................................................................................................. 4

Uploading a document ........................................................................................................................ 5

Documents up for review ................................................................................................................... 7

Sample Taker Management .................................................................................................................... 9

Registering sample takers ................................................................................................................. 10

Find a sample taker ........................................................................................................................... 13

Training records ................................................................................................................................ 15

To record details of update training attended: ............................................................................ 15

To record cervical screening e-learning completed: ..................................................................... 16

HPV training .................................................................................................................................. 18

Sample taking status ......................................................................................................................... 18

Sample taker moving to another place of work ............................................................................... 20

Events/Training Dates ........................................................................................................................... 20

Data Uploading/Reports ....................................................................................................................... 21

Password management ........................................................................................................................ 23

Changing your password ................................................................................................................... 23

Forgotten your password .................................................................................................................. 24

Any Questions? ..................................................................................................................................... 24

http://www.cstd.neyhqarc.nhs.uk/admin

2 Sample Taking Coordinator System User Guide v5.doc5

Introduction

The Cervical Sample Taker Database has been designed for the quality assurance of cervical

sample takers. All cervical sample takers in the North East, Yorkshire and The Humber will

need to be registered on the system to be allocated a new permanent regional sample taker

code. The new sample taker code will be a five digit code of a letter followed by four

numbers. Trainee sample takers will have a code consisting of a letter followed by four

numbers and a ‘T’. The system will hold a centralised list of all sample takers in the North

East, Yorkshire and the Humber, which will hold up to date information on each sample

taker’s performance data and training.

As well as cervical sample takers, the following individuals should have access to Sample

Taker Database:

General Practice Lead Partners

General Practice Managers

Sample Taking Coordinators (formerly Cervical Screening Leads)

Hospital Based Programme Coordinators

Cervical Screening Mentors

Cervical Screening Mentor Providers

Training Providers

Screening and Immunisation Leads

Call Recall Staff

Laboratory Staff

Accessing the system

Once you have received confirmation that your access has been approved for the Sample

Taker Database, you can log on to the system via the website:

http://www.cstd.neyhqarc.nhs.uk/admin/ using your allocated username and chosen

password.

Dashboard

Once you have logged in your dashboard will appear. The dashboard on the Sample Taker

Database lists any new events, documents or updates that have been added to the system.

http://www.cstd.neyhqarc.nhs.uk/admin/


Please refer to this dashboard on a regular basis to keep up to date with local guidance and

protocols.

‘Practice Assigned Docs’ are documents specific only to your practice and cannot be viewed

by other practices. ‘SHA Assigned Docs’ are documents that all registered users on the

database can view. ‘PCT Assigned Docs’ are documents that only users within your PCT can

view. You can access each document by clicking on the document name (green text).

Documents & Updates

To access ‘Documents & Updates’, click on the left hand side of the screen.


Find a document

You can search for a specific document in the ‘Find a document’ section. Just enter a key

word into the field and click ‘Find’ and then a list of documents will appear below. If you

wish to see all the documents available on the system keep the search field empty and click

‘Find’.


Uploading a document

As a Sample Taking Coordinator or a General Practice Manager, you may upload documents

to the system for other users and sample takers in your practice or department to view.

These may include documents such as local screening protocols, newsletters, guidance etc.

All documents have to be authorised by the Quality Assurance Reference Centre before they

are available for all to view.

If you wish to upload any documents for your practice or department to view, please follow

these steps:

1. Click on ‘Browse’ under ‘Add a document/update’, select the document you wish to

upload from your files, then click open.

2. The document will then upload and the following screen will appear:

3. Give the document you are uploading an appropriate title in the ‘Name of file’ box.

Please include the name of the practice or department in the file name.

4. Add a date in the ‘Review date’ box

5. Select the appropriate ‘type of upload’ option from the drop down box

6. Click on ‘Continue’

7. This will bring up additional fields to complete.


8. In the SHA drop down, click ‘Assign to NONE’. Please note, if you do not select an

SHA and leave the ‘SHA’ field as ‘Assign to all’ any CCGs selected will be overridden

and the document will be available for all to view.

9. Please disregard the ‘Assign a PCT’ in the ‘PCT Assignment’ section

10. Click ‘Assign a Practice/Department’ in the ‘Practice/Department’ Section

11. This will bring up a list of PCTs/CCGs, select your PCT/CCG from the list


12. Select the practice(s) or department(s) that your document is relevant for from the

list (list is displayed in alphabetical order).

13. Once practice is selected, click ‘Exit’

14. Your practice should now be displayed in the ‘Practice/Department’ Assignment

section

15. If you are selecting more than one practice, you will need to repeat the above steps

for each additional practice

16. You can also view the document that you have uploaded at any time during this

process by clicking on ‘View download’ on the right hand side of the screen

17. Click ‘Update download’ on the right hand side of the screen to save the document

to the system

18. Your document will only be visible on the system once it has been approved by

QARC.

19. You will need to repeat the above steps if you have additional documents that you

wish to upload

Documents up for review

If any documents exceed their document review date, these are flagged by the system,

under ‘Documents up for review’. QARC and the document authors will be able to view the

out of date documents in this section.

If you scroll down from ‘Find a document’ you will come to ‘Documents up for review’. To

view a document, click on the title of the document you wish to view.


If a document that you have uploaded is out of date:

1. Review the document to ensure that the document is still current,

if the document is still current and does not need amending, revise the

review date and click ‘update download’

if the document is out of date and needs amending, revise the document,

delete the document record, and upload the revised document as before.

If you wish to delete a document, you can do so by clicking on ‘Delete’ next to the

document itself.

To edit a document’s main details, click on ‘Edit’ next to the appropriate document.

You can then edit the details under the ‘Document main details’ section, as well as

amending any practices/departments you wish the document to viewed by (if

applicable) in the ‘Practice/Department Assignment’ section.


Sample Taker Management

To access ‘Sample Taker Management’, click on the left hand side of your screen


Registering sample takers

All the cervical sample takers working at your practice, should be registered on the Cervical

Sample Taker Web-based System. When a sample taker is registered they will receive access

to the sample taker side of the Cervical Sample Taker Web-based System and be allocated

their unique regional sample taker code.

Before registering sample takers you should ensure the following:

That you have evidence that the sample taker is qualified in the correct LBC method.

You are aware of all the locations the sample taker takes cervical samples at

You have the sample taker’s previous sample taker code (if applicable)

That you have a correct email address for the sample taker. The sample taker will

not receive their sample taker code or log in details for the system if the email

address supplied is incorrect.

To register sample takers:

1. Go to the Sample Taker Management section, and the section ‘Request to add new

sample taker’

2. Complete all the fields, in the ‘Sample taker details’ section

3. Select the Sample Taker’s Lead Employer using the drop down boxes, by selecting

the SHA (which is always NHS North of England for this region), then the CCG (PCT)


and then the name of the practice /department. The processing lab for this

practice/department will be automatically selected for you.

4. Complete as much of the training history section as possible. The form is designed

for the current format of nurse initial training, so if you don’t have dates for all these

fields, please provide as much information you can in the ‘previous training history

comments’.

5. Tick the disclaimer box to agree to the terms of the sample taker code request.


6. Click ‘Add sample taker’ right hand side of screen

7. You will then be taken to another screen where you may add the additional

practices/departments the sample taker also takes cervical samples at.


8. Click ‘Add a Practice/Department’ to select the additional cervical sample taking

locations. This will open up a list of CCGs/ Hospital Trusts (under the header PCTs),

click the relevant CCG/ Hospital Trust name to bring up a list of practices and

departments.

9. You may select multiple practices and departments using this process. Once you

have finished selecting the practices, click ‘Exit’ in the top right hand corner.

10. Then click ‘Submit’ to send the request for authorisation.

11. Your sample taker request will then be processed and you will receive an email

confirming the sample taker code. The sample taker will also receive an email with

their new code and the relevant laboratory will be informed of the new sample

taker, code and associated sample taking locations.

Find a sample taker

As a Sample Taking Coordinator or a General Practice Manager you may view the profiles of

the sample takers in your practice or department in the ‘Sample Taker Management’

section, ‘Find a Sample Taker’. If you click on a sample taker name, their record will open to

show their details, training history and individual performance reports. The individual

performance reports can be downloaded in the same way that reports are downloaded in

the Data Uploading/Reports section.

1. Go to ‘Sample Taker Management’ and scroll down the screen to ‘Find a sample

taker’.


2. If you leave the field blank and click ‘Find’, it will list all the sample takers at your

assigned practices.

3. If you enter a first name or surname and click find it will list all sample takers at your

assigned practices of that name.

4. If you click on the sample taker’s name, it will open up the sample taker’s record.


Training records

You should ensure that your sample taker’s training records are up to date, as sample

taker’s attendance at update training sessions and participation in e-learning will be

monitored.

To record details of update training attended:

1. Search for your sample taker using the ‘Find a sample taker’ function

2. Scroll down the record to ‘Your Update Training Record’

3. Select ‘3 year’ from the ‘Type of update’


4. Type in the date of the update training in the format DD/MM/YYYY

5. Then click ‘Add new date’

6. The date will then show above in a white box. If you have made an error you can

click the date to remove it.

To record cervical screening e-learning completed:

1. Follow the steps above, but select ‘E-learning’ rather than ‘3 year’.

2. You should then upload a copy of the certificate as evidence, in ‘Training evidence

(uploads) / Sample Taker (uploads)’


3. Click ‘BROWSE’ under Upload a file, select the document from your files and click

open.

4. Then complete in ‘Name of file’ the name of the certificate and the date on the

certificate, and click continue.

5. The certificate will then show up above in a white box.


HPV training

Once a sample taker has completed their HPV e-learning, that date of completion should be

recorded in the date field and the certificate uploaded in the same way as the e-learning

certificate:

Sample taking status

Once a sample taker is registered on the system, they have a sample taking status assigned

to them as follows:

Status Meaning

Pending Sample taker code request has been received and is awaiting authorisation

Active Sample taker is currently taking cervical samples

Suspended Sample taker is suspended following an investigation into their performance (i.e. following an incident)

Inactive Sample taker has retired, no longer takes samples as part of their job role, has moved out of the North East, Yorkshire and Humber region, on maternity leave, etc

As a Sample Taking Coordinator or a General Practice Manager you have access to change

the status of a sample taker. If a sample taker retires, goes on maternity leave, no longer

takes cervical samples or moves out of the North East, Yorkshire and The Humber region

you should change their status to inactive. Furthermore, if a sample taker returns to cervical

sample taking, you should reactivate them on the database. A sample taker should only be

suspended if their performance is to be investigated in a response to an incident. All sample

taker status changes will be sent to be authorised before they are implemented.


To change a sample taker’s status:

1. Open up the sample taker’s profile in ‘Sample Taker Management’.

2. Go to Sample Taker Details, and click on the ‘Status’ box. This will open up a list of

options. Select the status you require.

3. Then scroll down to previous training history comments box and type in the reason

for making the sample taker inactive.


4. Then click ‘Save changes’ for the status change to be sent for authorisation.

Sample taker moving to another place of work

If a sample taker leaves your organisation to work at another practice or department in the

region, you will need to inform QARC of this change. Please send an email to xxxxxx with the

details of the sample taker and the details of the practice where they are no longer working.

Events/Training Dates

To access ‘Events/Training Dates’, click on the left hand side of the screen

If you are interested in an event, please click on the event name to display further

information.


Some events will have additional documents attached. To view these documents, click on

‘View download’ which will automatically open up the document in a new window.

Data Uploading/Reports

To access, click ‘Data Uploading/Reports’, on the left hand side of the screen.

To open up a report:


1. Simply click on the name of the report you wish to view

2. Some reports will require you to select a date range or an organisation you wish to

view. In this case, you should select the latest annual period to run the report. Eg. If

running the report in January 2015, the latest date range available will be 1st January

2014 – 31st December 2014.

3. Once the criteria has been selected, the report will then be produced.


4. To open the report in an Excel Spreadsheet, click the green Excel icon in the top right

hand corner. This will create a link under the report heading, which says ‘Click here

to view the Excel document’.

5. Click ‘Click here to view the Excel document’ and a message will pop up asking you if

you wish to open or save the file

6. Click ‘Save’ to save this to your computer. Then you can open this file from your

computer.

Password management

Changing your password

It is recommended that you change your password on a regular basis for security reasons.

You may change your password via the ‘Your Account’ section on the top right hand side of

the screen.


Forgotten your password

If you forget your password, you can request that your password be reset on the Sample

Taker Database home page. To reset your password click the link ‘Forgotten your password’

above the username and password fields and follow the onscreen instructions.

Any Questions? If you have any problems accessing or navigating the Cervical Sample Taker Web-based

System, please contact xxxxxxx via the email address xxxxxxx or call us on xxxxxxx.

mailto:[email protected]

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