Clinical Systems User Management - ppmsupport.leedsth.nhs.uk · Yorkshire & Humber NHS Genomic...

Clinical Systems User

Management

Date: 21/10/2016

Author: Chris Knowles

Yorkshire & Humber NHS Genomic Medicine

Centre

Version: 1.2

Yorkshire & Humber NHS Genomic Medicine Centre 1 of 14 Clinical Systems User Management (v1.2).docx ALL PATIENT DATA IN THIS DOCUMENT IS FICTITIOUS

CONTENTS

Purpose of this Document ............................................................................................................................................................................ 3

Intended Audience ....................................................................................................................................................................................... 3

Y&H GMC Network ....................................................................................................................................................................................... 4

Register with NHS Networks .................................................................................................................................................................... 4

Join the Y&H GMC Network ..................................................................................................................................................................... 4

Using the Y&H GMC Network ................................................................................................................................................................... 5

HILIS .............................................................................................................................................................................................................. 6

Requesting Access to HILIS ....................................................................................................................................................................... 6

Reset Your HILIS Password ....................................................................................................................................................................... 6

Changing Your HILIS Password ................................................................................................................................................................. 6

PPM+ ............................................................................................................................................................................................................ 7

Leeds Staff ................................................................................................................................................................................................ 7

Rare Diseases ....................................................................................................................................................................................... 7

Cancer................................................................................................................................................................................................... 8

Non-Leeds Staff ........................................................................................................................................................................................ 9

Rare Diseases ....................................................................................................................................................................................... 9

Accessing the Training Interface ............................................................................................................................................................ 10

InfoFlex ....................................................................................................................................................................................................... 12

Prerequisites........................................................................................................................................................................................... 12

InfoFlex Application Installed ............................................................................................................................................................. 12

Required Access Rights ....................................................................................................................................................................... 12

Getting Help ............................................................................................................................................................................................... 13

PPM ........................................................................................................................................................................................................ 13

HILIS ........................................................................................................................................................................................................ 13

InfoFlex ................................................................................................................................................................................................... 13

Document Review and Control .................................................................................................................................................................. 14


PURPOSE OF THIS DOCUMENT

This document is intended to help staff members who are new to the 100,000 Genomes Project gain access to the relevant clinical

systems. It is not a comprehensive User Guide. User Guides can be found on the Y&H GMC Network site for both Rare Diseases and

Cancer.

INTENDED AUDIENCE

This document is aimed at all clinical, administrative, and project staff members who will need to gain access to the clinical systems

involved in the 100,000 Genomes Project.

Important Note The Yorkshire & Humber NHS Genomic Medicine Centre requires all staff members interacting with any clinical systems involved in the 100,000 Genomes Project (and therefore with patient data) including but not restricted to HILIS and PPM to have complied with their employing organisation’s policies, procedures, and mandatory training (e.g. Information Governance).

https://www.networks.nhs.uk/nhs-networks/y-h-gmc/

https://www.networks.nhs.uk/nhs-networks/y-h-gmc/rare-disease-resources

https://www.networks.nhs.uk/nhs-networks/y-h-gmc/cancer-resources


Y&H GMC NETWORK

The Yorkshire & Humber NHS Genomic Medicine Centre (GMC) has a network page hosted by https://www.networks.nhs.uk.

Documentation (e.g. Consent Forms, User Guides, etc.) relating to this project is published to the network page where it is then

accessible to those who need it regardless of their location.

REGISTER WITH NHS NETWORKS

To gain access to this useful resource, follow these steps:

1. In your internet browser, navigate to https://www.networks.nhs.uk.

2. Click on Register at the very top right corner of the screen.

3. Enter your name and email address in the form that appears.

4. Tick the relevant box to indicate that you agree to the terms and conditions of use.

5. Click sign up. You will receive an email (to the email address you specified in step 3) containing a link.

6. Click on the link in the email which you should receive immediately from NHS Networks site administrator.

Tip Check your junk mail folder if you haven’t received the email within around half an hour.

7. Re-enter your email address in the form that appears (for verification purposes).

8. Choose a password and enter it into the fields displayed.

9. Click set my password.

JOIN THE Y&H GMC NETWORK

Once you have registered as a user of the NHS Networks service (see the “Register with NHS Networks” section above) you can apply

to join the Y&H GMC Network. To do this, follow these steps:

1. In your internet browser, navigate to https://www.networks.nhs.uk/nhs-networks/y-h-gmc.

2. If you are not already logged in, click Login at the very top right corner of the screen.

Tip Your name and a profile picture (if you have set one) will be displayed at the top of the page whenever you are logged in. If you don’t see this then you know that you haven’t yet logged in:

Figure 1 Profile Details

3. Click on Apply to join near the top of the page:

https://www.networks.nhs.uk/

https://www.networks.nhs.uk/

https://www.networks.nhs.uk/nhs-networks/y-h-gmc


Figure 2 The "Apply to join" option

4. An application to join the network is automatically sent to the network administrator Vicky Hilton

([email protected]).

You will receive a notification when your application has been accepted.

USING THE Y&H GMC NETWORK

Once your application to join the Y&H GMC Network has been accepted, you can access it by following these steps:

1. Follow the instructions in steps 1 and 2 of the “Join the Y&H GMC Network” section above.

The Network Feed will be displayed in the middle of the page. This simply lists the documents/resources that have been uploaded

most recently to the network. On the left of the screen, you will see a list of pages or sections. Click on these to access the content

stored in each page or section. See Figure 3 for a depiction of this.

Figure 3 The Y&H GMC Network Page

mailto:[email protected]


HILIS

REQUESTING ACCESS TO HILIS

Follow these steps to request a username and password for access to HILIS:

1. Navigate to https://nww.hmds.leedsth.nhs.uk/genomics

2. Click on the icon next to Application for Yorks & Humber GMC user account.

3. Click in the icon next to I do not already have a HILIS account.

4. Complete the form that appears.

5. Select the Role that best describes your job.

Important Note Your Role in HILIS determines your access rights. For example, “clinical/nursing staff” are able to register and screen new patients while “laboratory staff” are not.

6. Press Submit Registration.

You will see a confirmation message informing you that your request has been automatically sent to the HILIS administrator. You can

normally expect to receive an email response within 24 hours.

RESET YOUR HILIS PASSWORD

If you already have access to HILIS but have forgotten your login details, follow these steps to reset them:

1. Navigate to https://nww.hmds.leedsth.nhs.uk/genomics

2. Click on the I've forgotten them, or account is inactive .... link.

3. Enter your email address in the box that appears.

4. Press Submit.

A new password will be emailed to you immediately.

CHANGING YOUR HILIS PASSWORD

To change your HILIS password, follow these steps.

1. Login to HILIS (see the Cancer or Rare Diseases User Guides for further details).

2. Click on the Resources tab at the top of the page.

3. Expand the User functions folder by clicking on the “+” icon next to it:

Figure 4 Expand "User functions" folder

4. Click on Change password.

5. Enter your existing HILIS password in the Old password field.

6. Type your new password in the New password field and confirm it by typing it again in the Confirm new password field.

7. Click Submit.

https://nww.hmds.leedsth.nhs.uk/genomics

https://nww.hmds.leedsth.nhs.uk/genomics

https://www.networks.nhs.uk/nhs-networks/y-h-gmc/documents/training-materials


PPM+

LEEDS STAFF

Staff of Leeds Teaching Hospitals NHS Trust should automatically have access to PPM+. Your username and password will be the same

as those with which you login to the Trust’s network. However, before you use PPM+ you should complete the online training course.

To do this, follow the instructions given in the “Accessing the Training Interface” section below.

In order to view data relating to Clinical Trials in PPM+ and to record the data required by this project (for either Rare Diseases or

Cancer) you will need some particular access rights which you may not already have.

Note The 100,000 Genomes Project is classed as a Clinical Trial in PPM+ even if it is not by Genomics England. This means that data relating to a patient’s involvement in the project is visible (to those with the necessary access rights) in the Clinical Trials section of the Single Patient View.

RARE DISEASES

To request the necessary access rights, follow these steps:

1. Complete the PPM+ eLearning module by following the instructions given in the “Accessing the Training Interface” section

below.

2. Copy the sample email below (updating it with your details where appropriate) and send this to:

[email protected]

Sample Email to Service Desk To: [email protected] Subject: Additional PPM+ Roles Required “Good morning/afternoon, In order to support the work I am doing for the 100,000 Genomes Project I need the following roles to be added to my PPM+ user profile:

Category 5

Category 6

100K Genomes Project My details are below: Job title: Dept: Username: Email: Contact Number: I confirm that I have completed the PPM+ eLearning course on the Training Interface. Kind regards, <Your name here>”




CANCER

To request the necessary access rights, follow these steps:


below.


[email protected]

Sample Email to Service Desk To: [email protected] Subject: Additional PPM+ Roles Required “Good morning/afternoon, In order to support the work I am doing for the 100,000 Genomes Project I need the following roles to be added to my PPM+ user profile:

Category 5

Category 6

100K Genomes Project (Cancer) My details are below: Job title: Dept: Username: Email: Contact Number: I confirm that I have completed the PPM+ eLearning course on the Training Interface. Kind regards, <Your name here>”




NON-LEEDS STAFF

RARE DISEASES

To request access to PPM+, follow these steps:


below.


[email protected]

Sample Email to Service Desk To: [email protected] Subject: Access to PPM+ Required “Good morning/afternoon, Please grant me access to the Sheffield Children’s Hospitals PPM+ organisation so that I can record clinical data as part of the 100,000 Genomes Project. I will require the following roles in PPM+:

Category 5

Category 6

100K Genomes Project My details are below: Job title: Dept: Username: This should be the same as my email address below. Email: Contact Number: I confirm that I have completed the PPM+ eLearning course on the Training Interface. Kind regards, <Your name here>”




ACCESSING THE TRAINING INTERFACE

To access the PPM+ eLearning module, follow these steps:

1. Navigate to https://traininginterface.leedsth.nhs.uk

2. Click Login if you are already registered and advance directly to step 6. If you are not already registered…

3. Click Registration.

4. Complete the form that is automatically displayed.

Note If you are not a Leeds user then you will need to click on the following link at the top of the page to continue:

“Non Contracted Staff click here to register.”

5. Click Register. You will be taken to the Login screen.

6. Enter your username (i.e. your email address) and password.

7. Click Login. You will see a table listing the training courses available to you:

Figure 5 Available Training Courses

8. Scroll down the list until you find the course entitled PPM+.

9. Click on Select in the right most column of that row. The right-hand side of the screen will be updated and should now

display a course overview for PPM+.

10. Click on e-Learning:

https://traininginterface.leedsth.nhs.uk/

https://traininginterface.leedsth.nhs.uk/Account/RegisterTemp.aspx


Figure 6 Course Overview

11. Click on Take Lesson.

12. Follow the instructions given in the lesson.


INFOFLEX

PREREQUISITES

INFOFLEX APPLICATION INSTALLED

To check that the InfoFlex application is installed on your computer, follow these steps:

1. Click on the icon on your Windows Task Bar in order to open the Start menu.

2. Navigate to All Programs > InFoFlex(200).

Figure 7 InfoFlex Folder in Start Menu

3. If the InFoFlex(200) folder is not present then the application is not installed on your computer and you will not be able to

proceed with the instructions below.

4. If this is the case, please log a call with the IT Service Desk.

REQUIRED ACCESS RIGHTS

You will need data entry access rights to the Ca Pathway MDT view in InfoFlex. Please request this by logging a call with the IT Service

Desk.

Remember Copy your line manager in to the email you send to the service desk.


GETTING HELP

Before asking a “how do I…” question please consider referring to the User Guides published on the Y&H GMC Network site for both

Rare Diseases and Cancer.

PPM

For help with PPM, please contact the service desk on: [email protected].

HILIS

For help with how to use HILIS please refer to the User Guides published on the Y&H GMC Network site. If you require further

assistance please contact either [email protected] or [email protected].

If you believe that HILIS is not functioning correctly please contact [email protected] or 0113 206 7851 for assistance.

INFOFLEX

InfoFlex users should contact their local helpdesk for assistance.


https://www.networks.nhs.uk/nhs-networks/y-h-gmc/rare-disease-resources

https://www.networks.nhs.uk/nhs-networks/y-h-gmc/cancer-resources







DOCUMENT REVIEW AND CONTROL

Version History This table records the status and version history of this document.

Version Revision Date Summary of Changes Author

0.1 27/07/2016 First draft. Chris Knowles

0.2 28/07/2016

Added Y&H GMC Network access instructions.

Added Denise Hancock as a Reviewer.

Chris Knowles

1.0 07/09/2016 Published to Y&H GMC Network. Chris Knowles

1.1 16/09/2016 Updated the PPM+ section with details of the specific access rights required for Cancer users.

Chris Knowles

1.2 21/10/2016 Updated the email text in the “Non-Leeds Staff > Rare Diseases” section.

Chris Knowles

Reviewers This table records the reviewers responsible for recommending authorisation of this document.

Name Role Response

Chris Knowles Business Analyst / Author Author

Matt Watkins Informatics Programme Manager

Bridget Morgan Business Analyst Suggested addition of Y&H GMC Network access instructions.

Denise Hancock GMC Specialist Nurse

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