USER GUIDE

STOP SMOKING SERVICE ELECTRONIC MONITORING & CLAIM SYSTEM

Updated February 2014

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Contents Page

Contents 2 PHA Contacts 3 Before getting started 4

Initial Assessment Form 5 Client Declaration form 6

Setting up your log on details 7-10 Logging on for the first time 11-18

with your username & password System Announcement 12 Provider Dashboard 13-14 Contact Coordinator 15-18

Getting Started 19 Entering a New Client onto the 20-23

System Client Details, Form 1 20 Client Declaration 21 Returns Management 22 Client Summary 22 Outstanding Follow Ups 23

Entering the 4 Week & 52 Follow-ups, 24-26 Form 2

Claiming for payment 27-28 Outstanding Claims 29 Previous Claims 30

Anonymous Monitoring 31 Possible Problems 32 Notes on Completing Stop Smoking 33-39

Monitoring & Definitions

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Contact Details by PHA Locality Tobacco Control Teams The Tobacco Control Administrator is your first point of contact in relation to issues with the monitoring website (ELITE), submission of electronic claims, queries around payments, purchasing of CO monitors and reimbursement for calibration, and the supply of further forms/materials. The Senior Officer/Manager can advise and assist you in terms of queries around service delivery, requirements and contract-related issues. Please note that queries re: specific NRT products should be directed to your local contact person within the Integrated Care department of the Health and Social Care Board and as a general rule you should follow the Product Information Leaflet that is provided with a particular product.

PHA Belfast Area 18 Ormeau Avenue BELFAST BT2 8HS Tel: 028 9031 1611

PHA Northern Area County Hall 182 Galgorm Road BALLYMENA BT42 1QB Tel: 028 2531 1192

PHA South Eastern Area Lisburn Health Centre LISBURN BT28 1LU Tel: 028 9151 0199

PHA Southern Area Tower Hill ARMAGH BT61 9DR Tel: 028 3741 4557

PHA Western Area Gransha Park House 15 Gransha Park Clooney Road L’Derry BT47 6FN Tel: 028 7186 0086

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Before getting started Each time a client enters your stop smoking service you need to

1. Log onto your elite account (details of how to do this are contained later in this guide, page 7-11)

2. Print and complete (in hard copy only) a Client Declaration Form (this is available from the electronic system – see page 21 or, if you prefer, you can print a hard copy from this guide – see page 6). Once completed, this form must be retained by you, the service provider for a minimum period of 7 years

We have also included an Initial Assessment Form (page 5) for you to use with clients that wish to enrol in your stop smoking service, which will help you to access their level of motivation. All other monitoring data (client details - form 1, 4 week follow up -form 2, 52 week follow up - form 3) for each client can be entered directly onto the electronic monitoring system (Elite). Service providers, if they prefer, can complete the electronic monitoring forms manually and then enter them on to the electronic monitoring system at the end of each month.

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Initial Assessment Form (not on Elite)

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You need to complete and retain this form in hard copy for seven years (not on Elite) Client Declaration Form

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Setting up your Log On details The PHA will set you up with a username. Contact your local Tobacco Control Administrator (details on page 3) to find out your username – you cannot log in without it. Go to www.stopsmokingni.com You will see this screen:

Enter in your User Name (this is normally your full name with space in between first name and surname, i.e. Joe Bloggs). Leave the Password box blank.

Click the Login button

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Setting up your Log On details You will then see this screen, asking you to set a password:

Click the text highlighted in blue: Click here to Set your Password

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Setting up your Log On details The following screen will then appear:

In the New Password box enter a password you will remember. Re-enter the password you just typed in the Confirm Password

box and click the Change Password button.

If you forget your password at any stage, please contact your Tobacco Control Administrator (details of which can be found on page 2), who will clear your password in order for you to set a new one – simply follow steps 1-7 above.

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Setting up your Log On details Your password should now be set and the following screen will appear:

You will now be able to use your new password whenever logging in at the site in the future. You will not need to leave password blank as before.

Click the Logout button.

It is important that you log out at this stage to ensure you are following the steps in the order they are set out in this user guide. You are now ready to log on for the first time using your username and password.

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Log on for the first time In order to log on for the first time with your username and password take the following steps.

The following screen will appear when you open www.stopsmokingni.com:

Type in your username and password and click the Login

button. This will let you start using the Elite system. If you have any problems please Contact your local Tobacco Control Administrator (details on page 3).

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The first screen you will see when you log in is the ‘System Announcement’ screen.

This lets you see important announcements that you should read. Once you have read these you have a tick box option for each message. This allows you highlight you have read the message and do not want to see it again. Please note - there is an option within Elite that gives you the option to see the system announcement screen at any time. If a ‘new’ message is posted on the system announcement screen this will be shown to you the next time you log in. Only PHA coordinators can post system announcements. If you feel you have an important message that is relevant to all service providers please let your coordinator know by using the ‘contact coordinator’ link - details of which are described later. Once you have read the message(s) click ‘continue’. All screens from this point forward will have descriptions at the top of them to let you see what the screen is for / how to use it.

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The next screen you see will be the ‘Provider Dashboard’.

This section of the website provides you with information about your service. As the website develops we will add further information to help you monitor the service you are delivering. Click on the blue hyperlink to view the Quality Standards for Stop Smoking Services. This provider dashboard will update on an ongoing basis i.e. when you upload client details to the Elite system and when you complete their 4 week follow ups. Here is an example of what the dashboard will include:

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Here is an example of another service provider dashboard:

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Next, click on the ‘Contact coordinator’ screen. The following screen appears:

Click "New Message" to leave a message for your coordinator. Unlike the Notice Board (which will be deleted), this is not a public notice. It will be seen by your coordinator and Stop Smoking admin personnel only.

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The following screen appears:

Type in your message (as shown above) and click ‘Submit Message’.

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The following screen appears:

This gives the date and time your message was sent. Your Tobacco Control coordinator / administrator will be in contact with a reply soon.

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Keep checking your ‘Contact Coordinator’ link to see if a reply has been generated. Once a reply has been made the following screen will appear:

A list will develop over time, allowing you to see all the questions you have sent to your coordinator and the responses you have received.

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Getting Started Click on the outstanding follow-ups screen. It will look like this:

As you are a new provider you will not have any ‘outstanding follow ups’. Similarly the ‘client list’ will be blank. If you click on the link the screen will look like this:

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Entering a New Client onto the System Adding a new client. Click on the ‘new client’ link on the left hand menu. The ‘Client Details, Form 1’ will appear:

Complete each section and click ‘submit’. To help you complete this form definitions on each part can be found on page 34-37. The following screen will appear:

Please

give each

client a

different

ref no.

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Click ‘OK’. The following ‘Client Declaration’ Screen will appear:

Print and complete the ‘Client Declaration Form’ with the client. The Contractor Reference number and the Client Reference number (which states ‘official use only’) should be entered onto this form by you, the service provider. After printing this form and completing it with the client click ‘Return to client list’. You must retain this form in line with your contract for stop smoking services.

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The following ‘Returns Management’ screen will appear:

This shows you all the clients you have registered onto the electronic monitoring system. By clicking on the client reference number i.e. 001, a ‘Client Summary’ can be viewed. This is what you will see:

This highlights when the 4 & 52 week follow ups are due.

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Outstanding Follow-ups The process is the same for 52 weeks as it is for 4 weeks. Click on the outstanding Follow up screen on the left hand menu. If a clients follow up is overdue the follow up will be flagged as red, otherwise it will be green. For example:

If the follow up is Red (overdue) then it is your responsibility to contact the client and update their records using the electronic monitoring system. All clients should be followed up as per the Quality Standards for Stop Smoking Services in Northern Ireland i.e.

Quit date set during this month Latest date for completion

January 21 March February 21 April March 21 May April 21 June May 21 July June 21 August July 21 September August 21 October September 21 November October 21 December November 21 January December 21 February

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4 week Follow up (NB The process for completing a 52 week follow up is the same). Click on the client reference number i.e. 001. This will take you to the follow up that is due. This is a 4 week follow up and the screen looks like this:

Complete the details as per the follow up with the client and click ‘submit’. To help you complete this form (and the 52 week form) definitions on each part can be found on page 37 & 38. In some instances the form may be completed: Inaccurately – you have put the wrong details in. You will need to contact your Tobacco Control Coordinator if this happens. Please try to avoid this by double checking data entry before submitting the form. Incorrectly - If this occurs the electronic system will highlight what needs to be amended. For example:

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Once the record has been updated correctly the following screen will appear:

Click ‘OK’. This will take you to that clients ‘client summary’ screen.

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Clients Summary Screen

If a payment is due the system will ask you to ‘Click here to submit a 4 week follow up claim for payment’. If a payment is not due the system will highlight that a payment is not due.

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Claiming for payment The process for claiming at 4 & 52 weeks is the same. Click ‘Click here to submit a claim for payment’. A warning screen will appear highlighting that if you proceed you can make no further changes and the claim will be submitted. The following screen will appear:

If you are happy that all the details are correct then click ‘OK’.

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The following screen will appear:

This highlights that your 4 week follow up claim for payment was submitted on the date you processed it.

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Outstanding Claims If you had decided not to submit the claim then the details of the outstanding claim could be found on the left hand menu under ‘Outstanding Claims’. If you have submitted all your claims the screen would look like this:

If there is a claim outstanding, click on the client reference number and submit the claim.

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Previous Claims The claims that you have submitted can be found under the link ‘Previous Claims’.

Once the PHA approves these you will see the detail on the previous claims list, along with your pharmacy contractor number or GP practice code, along with the amount you are due. The process of claiming for 4 weeks and 52 weeks is the same.

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Entering the Equality/Anonymous Monitoring Form – Part B To ensure that this programme is available on an equitable basis clients are to be provided with a hard copy of the following form or given the opportunity to submit information electronically. Only hard copies of the forms need to be submitted to the PHA. If the client decides to send it via hard copy they should be given an envelope with a prepaid label attached. Prepaid labels can be obtained from your local PHA Tobacco Team. (details on Page 3).

To logout: Click on Logout (top right hand corner of screen).

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Possible Problems For security reasons, this system closes down if screen is left unused for a certain period of time. If the screen below appears, click on back button on the toolbar and logout. You will need to log in again to continue. Please note that if this happens whilst inputting Form 1 or follow-up data (Form 2 or 3) and the submit button had not been clicked, information will be lost and will have to be re-submitted.

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Notes on Completing Stop Smoking Monitoring Forms

N.B. All service providers MUST adhere to the Quality Standards for the Delivery of Stop Smoking Services in Northern Ireland

(September 2011) Important Information

Clients’ consent must be obtained for these procedures. This should be gathered on the ‘Client Declaration Form’ (see page 5).

Client Declaration Form

Details recorded here regarding the client’s contact information are to be kept at the source. These details will be used for follow-ups at 4 and 52 weeks and also for auditing/probity purposes.

Client Details, Form 1

Clients should be informed that the data collected on ‘Client Details, Form 1’ will be made available to the Tobacco Control Coordinator for the purposes of local monitoring and evaluation. This is also the case for the 4 week follow up, form 2 and 52 week follow up, form 3.

Clients should be informed that they will be contacted after 4 weeks and 52 weeks, for follow-up. Clients may be asked to validate their non-smoking status through carbon monoxide (CO) validation at the 4 week follow-up stage.

Definitions on client details, form 1: Initial Assessment Date- This is the date of the first visit by the client. Date QUIT DATE was set - This is the date that the quit date is set. This will determine what month a client belongs to. Client Reference Number – Generated by you the provider.

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Quit Date – This is the date the client intends to stop smoking. Usually within 2 weeks of the Initial Assessment date. Employment Status - Chose the most appropriate from the options available:

Employed - Any person who did paid work in the week before the Initial Assessment.

Unemployed - A person is defined as unemployed if he or she is not in employment, is available to start work in the next 2 weeks and has either looked for work in the last 4 weeks or is waiting to start a new job. If not available to start work within 2 weeks please refer to the category ‘Economically Inactive’.

Full time student - A student is a person of any age who has indicated that they are a schoolchild or student in full-time education.

Training – Those who are taking part in a government or private apprentice or training scheme.

Retired – Inactive and retired.

Economically Inactive - Specific categories of Economic Inactivity are: Looking after family/ home, permanently sick/ disabled and a person who is looking for work but is not available to start work within 2 weeks. This category excludes students, retired and homemakers.

Homemaker – Inactive and looking after the family home/ children.

Self Employed – The division between employed and self employed is based on survey respondents’ own assessment of their employment status.

N/A – Not in education, training or employment or not classified within any of the above categories

Client Postcode – This data will not be stored on the database. It will only be used to identify the ward and district. Occupation –:

Managerial / Professional – e.g. accountant, nurse, teacher, manager, designer

Intermediate – e.g. secretary, personal assistant, office worker, call centre agent, nursery nurse

Routine and Manual – e.g. HGV driver, van driver, cleaner, porter, labourer, waiter, bar staff.

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Full time student - A student is a person of any age who has indicated that they are a schoolchild or student in full-time education.

Home carer – looking after the home/ family

Never worked / long term unemployment

Sick / disabled and unable to work

Retired Unable to code – not classified within any of the above

categories Gender – The gender of the person should be recorded. Pregnant at quit date? – Classification of person to either pregnant or not at time of quit date. Age - The age of the person at the quit date should be recorded. Type of tobacco – Record the type of tobacco client uses:

Cigarette

Cigar

Pipe

N/A Average smoked daily: weekdays - Average number of cigarettes smoked daily during the weekdays. (Weekday refers to Monday to Friday inclusive) Average smoked daily: weekend - Average number of cigarettes smoked daily during the weekend. (Weekend refers to Saturday and Sunday) Client entitled to free prescriptions – From 1 April 2010, prescriptions have been free of charge in Northern Ireland. This may be subject to change. Has the client previously participated in this programme? – A minimum of 6 months must elapse before a client who has previously participated in a specialist stop smoking programme can be reregistered with a specialist stop smoking programme.

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How did you hear about the services? – Select one option from the drop down menu that details how the client found out about the stop smoking service. Reason for Quitting – Record the reason that best fits why the client has decided to quit smoking. Has the client been given an equality monitoring form – Record if you have given the client an equality monitoring form. If you are an administrator entering data onto the elite system for the stop smoking specialist please try to establish if an equality monitoring form was issued. If you cannot establish this then record it as ‘unknown’. Is this a workplace referral? – If the client has been referred to you by their workplace or by a specialist stop smoking adviser providing a service within a workplace record client as a workplace referral.

Has the client tried to give up smoking using any other methods within the last 3 years? – Record any ways the client has attempted to give up in the last 3 years. Hint: You can use "Ctrl" key + mouse click to select more than one option.

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4-Week Follow-up, Form 2

The time within which the follow-up must be completed is 6 weeks after the quit date.

Clients should either be seen in person or contacted by telephone.

Up to 3 attempts should be made to reach the client by telephone (if contact by telephone is not feasible a letter should be sent).

Definitions on 4-Week Follow-up, Form 2: (Additional to Client Details Form 1 above) Was follow-up completed? – Indicate whether client has attended follow-up (either in person or by telephone). Date follow-up completed – Indicate date 4-week follow-up was completed. Date of last cigarette – This is the date of the last cigarette smoked by the client. If necessary, the date entered should be a ‘best guess’ of the exact date on which the client last smoked. Has client quit smoking? (Self Report) – Indicate here whether the client has quit smoking based on their self-report. A client should be counted as having successfully quit smoking if he/she has not smoked at all since 2 weeks after the quit date. (E.g. if quit date were a Wednesday, 2 weeks after the quit date would be the Wednesday two weeks later). The reason for adopting the “2 weeks after quit date” definition is to allow a period of “grace” in recognition of the fact that some smokers initially struggle but then manage to quit. Has CO validation been carried out? – Indicate whether the CO validation test has been carried out on the client at the 4-week follow-up point If YES indicate if CO validation test verifies no-smoking status. If NO indicate reason and identify if client has reduced smoking intake and also if client intends to rejoin the programme. With regard to follow-up – Indicate which form of action was taken in order to try and contact the client at the 4-week follow-up point.

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52-Week Follow-up, Form 3 N.B. ONLY clients who had quit at 4 week follow-up are to be followed up at 52 weeks

All clients who self reported as having quit smoking at 4-week follow-up should be followed up again at 52 weeks.

The same procedures as for the 4-week follow-up should be used to contact clients at 52 weeks.

A client should be regarded as a non-smoker at 52 weeks if they have not smoked since 2 weeks after their original quit date.

Definitions on 52-Week Follow-up, Form 3:

Only those who successfully quit at 4-week follow-up should be followed up at 52-weeks Date follow-up completed – Indicate date 52-week follow-up was completed. Date of last cigarette – This is the date of the last cigarette smoked by the client. Has client quit smoking? (Self Report) – Indicate here whether the client has quit smoking based on their self-report. A client should be counted as having successfully quit smoking if he/she has not smoked at all since at least 50 weeks after the quit date. This accounts for two weeks after quit when the client is allowed a period of “grace” in recognition of the fact that some smokers initially struggle but then manage to quit. Has CO validation been carried out? – Indicate whether the Co validation test has been carried out on the client at the 52-week follow-up point. If YES indicate if CO validation test verifies no-smoking status. If NO indicate reason and identify if client has reduced smoking intake and also if client intends to rejoin the programme. With regard to follow-up – Indicate which form of action was taken in order to try and contact the client at the 52-week follow-up point.

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Part B (Equality Monitoring)

This section is to be completed by the client confidentially and returned to the PHA either in paper form (to the respective local office – details on Page 3). The service provider can upload the detail using the electronic system if they wish, however, this is not a requirement.

Definitions on Part B, Equality monitoring: Ethnic Group - The Ethnic Group question records each person's perceived ethnic group and cultural background.

Religion - This information is only used in the derivation of Community Background, please record the your current religion. Missing answers for the Religion variable are not imputed so the classifications include a 'not known' category.

Are you responsible for the care of a dependent … – Record whether any of the listed three possible categories apply. The definition of a dependant in this instance is a child, adult with problems due to old age or someone with long-term physical/mental ill health or disability living in the same household. In the case of illness, injury or breakdown of care arrangements, a dependant can also include someone who relies on you for assistance, but may not live with you.

Do you consider yourself to be disabled? - A disabled person as someone with "a physical or mental impairment, which has a substantial and long-term adverse effect on his ability to carry out normal day-to-day activities."

The Disability Discrimination Act (DDA) protects disabled people. The Act sets out the circumstances in which a person is "disabled". It says you are disabled if you have:

a mental or physical impairment this has an adverse effect on your ability to carry out normal

day-to-day activities the adverse effect is substantial the adverse effect is long-term (meaning it has lasted for 12

months, or is likely to last for more than 12 months or for the rest of your life).