7 Day Self Assessment Tool (7 Day SAT)

1. 7 Day Self Assessment Tool(7 Day SAT) User Guide v3 (April 2014)

2. Registering for the Tool

3. Go to www.7daysat.nhs.uk And click the register button. For security reasons the registration page will not work from a bookmarked page. It must be accessed from clicking this button for it to work.

4. Fill in all the relevant details about yourself Fill in all the relevant details about your organisation. First selecting the type of organisation which will load then load sub lists relevant to your selection. Select User Permission type. This will display messages describing what the responsibilty of each role entails. For more informations see slides 6-8.

5. Registration on the 7 day Self Assessment Tool depends upon: A valid NHS email address being provided. Identification of the relevant organisation. You will be registered to enter or approve data for this organisation only. Once this is received you will receive (via email) your password. It is anticipated that approval will be granted within 48 hours of notification. Any queries, please contact NATCANSAT Helpdesk on: 0870 840 8033 or email ccf-tr.Natcansat@nhs.net

6. Different User Types

7. Approver User Type:After registration the 'approver' will receive a password for the 7daysat tool. The 'approver' password should be retained and used only by the person registered in this role.The 'approver' log-in grants access to the tool, whilst also giving permissions to access the approval functionality (via an additional button on the welcome page tab). Once the data entry has been completed, the 'approver' should review the inputs and, once satisfied, approve the record (following the procedure outlined in slide 19-20). The first record will act as a baseline and can be approved at any time. Subsequent records ‘can be’ approved on a quarterly basis from this first record’s approval date. The subsequent records can only be approved two weeks prior to this quarterly date. This will ensure strict quarterly records are kept and a large number of records are not created for a short period of time.The ‘approver’ also receives alerts that new potential ‘data submitters’ have registered. If the ‘approver’ wishes the person they have been alerted about to be a ‘data submitter’ then they should log-in to the tool and on the welcome page they should click the user administration button. On this administration page the ‘approver’ can grant access to registered users for data submission purposes.

8. Data Submitter User Type:After registration the ‘data submitter’ will be emailed confirmation of their registration, this email will also go to the ‘approver’ of the same organisation. Once the ‘approver’ logs in to the tool and grants access to the ‘data submitter’ (via the ‘user administration’ button on the welcome page) then the ‘data submitter’ will receive another email informing them of the ‘data submitter’ password. This will enable data to be entered and to be saved but will not allow data to be approved using the approver button on the welcome screen. This button will be hidden from the ‘data submitter’.

9. Logging into the Tool

10. There are two user types per organisation, an ‘approver’ user type and ‘data submitter’ user type. Each ‘role’ is associated with a different password. The ‘data submitters’ are all appropriate users at the site who can enter self assessment data about their particular work area or department. The ‘approver’ one is for data to be approved on a quarterly basis, this user type can enter data as well but they also have the responsibility reviewing and signing of all of the data that has been entered for their site. Select your Trust from the drop down list. A list of Hospital Sites will appear, select the relevant site. Enter your password and Click Log In If you are having trouble logging in, please contact NATCANSAT on: 0870 840 8033 or ccf-tr.natcansat@nhs.net

11. User Administration (‘Approver’ user type only)

12. Once you are logged-in the welcome screen is the first screen you will come to. Here the user administration button can be found. Click this to: • Grant ‘data submitter’ access to a registered user • change the ‘approver’ or ‘data submitter’ passwords • transfer your ‘approver’ rights over to another user (this will remove your ‘approver’ status and leave you as a ‘data submitter’ only).

13. User Administration Grant ‘data submitter’ access to a registered user (‘Approver’ user type only)

14. The top section on the user administration screen allows you to view all registered users of the 7daysat tool for your own organisation. By selecting a user and clicking this button, the user selected will be granted ‘data submitter’ access and they will also be emailed the password to log in to the tool as a ‘data submitter’. The list on the right hand side shows all registered users who have been granted ‘data submitter access’. By selecting a user and clicking this button, the user selected will be removed from the ‘data submitter’ list and their access to the tool will be revoked. The user will be emailed to let them know this has happened.

15. Entering Data

16. Navigate through the tabs at the top. Once you have logged in you will see a Welcome Screen You can see your ‘active’ record and previous records that have been ‘approved’.

17. The Levels of Service Provision Tab gives a description of each of the levels.

18. The Clinical Standards are available to download here

19. There are various types of responses allowed in the tool Drop Down Fields allow you only to select from a defined list. Depending on the response to the previous question, additional questions may appear underneath. Radio buttons allow you only to select one answer There are several text boxes to allow you to type in comments. It shows in blue font the number of remaining characters left.

20. Saving Data

21. You can work through the questions by either selecting the next question tab, the arrow button, or the Next button at the bottom of the page. Each of these automatically saves your responses. You can also click Save. Question Tab Arrow Button Save and Next Question Button

22. If you click a different top Tab button, after amending data, you will receive a warning where you can choose whether or not to leave the page without saving changes. Top tabs are used to navigate between sections and not questions. These Do Not automatically save the page you are currently on before transferring you to the next question. If you have made changes to a page and try and navigate to a different section of the toolkit using the top tabs then a warning appears on screen indicating that you will lose the unsaved changes.

23. Approval of Record

24. Your first record will act as a baseline for your organisation. This can be approved (by the ‘approver’ user) at any time once you are happy with all sections of your data. After this first approved record, the next record will be active and data can be saved to it immediately. The next record will however not be able to be approved until 2 and a half months from when the previous record was approved. This gives a two week window for approval to ensure a quarterly feedback of data is achieved. To ‘Approve’ your record. Click Approve Selected Record The Approve record button is only visible for Approval users. They will receive messages about the status of their record above this button.

25. Contacts

26. 7 Day Self Assessment Tool Produced by:National Clinical Analysis and Specialised Applications Team (NATCANSAT)Website: www.natcansat.nhs.ukHelpdesk: 0870 840 8033Email: ccf-tr.natcansat@nhs.netIn conjunction with: NHS Improving QualityWebsite: www.nhsiq.nhs.uk www.7daysat.nhs.uk