1. 7 Day Self Assessment Tool (7DSAT) This user guide relates to the existing online version of the 7DSAT. Establishing a baseline of the seven day services clinical standards in acute care To submit a record for the NHS England baseline, all the required priority standard sections will need to be completed by 4th September 2015 and the completed record will need to be approved (slides 30-35)

2. 7 Day Self Assessment Tool (7DSAT) User Guide v7 (August 2015)

3. Registering for the Tool

4. Go to www.7daysat.nhs.ukwww.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 by clicking this button for it to work.

5. 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 then load sub lists relevant to your selection. Select User Permission type. This will display messages describing what the responsibility of each role entails. For more information see slides 7-9.

6. 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 your password via email. 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

7. Different User Types

8. Approver User Type: After registration the 'approver' will receive a password to log into the 7daysat website. 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 slides 30-35). 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 into 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.

9. 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’.

10. Logging into the Tool

11. Select your Organisation Type and Trust from the drop down list. A list of Hospital Sites will appear, select the relevant site. Enter your password and Click Log In 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 of reviewing and signing off all of the data that has been entered for their site. If you are having trouble logging in, please contact NATCANSAT on: 0870 840 8033 or ccf-tr.natcansat@nhs.net

12. USER ADMINISTRATION (‘APPROVER’ USER TYPE ONLY)

13. Once you are logged in the welcome navigation screen is the first screen you will come to. Here the user administration button can be found. Click this to: Change your name, email address, job role or telephone number. If you are a Data Approver you can also: Grant ‘data submitter’ access to a registered user Transfer your ‘approver’ rights over to another user (this will remove your ‘approver’ status and leave you as a ‘data submitter’ only).

14. USER ADMINISTRATION GRANT ‘DATA SUBMITTER’ ACCESS TO A REGISTERED USER (‘APPROVER’ USER TYPE ONLY)

15. 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 from the left box and clicking the button, the user selected will be granted ‘data submitter’ access and they will also be emailed the password to log into 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.

16. USER ADMINISTRATION TRANSFER THE ‘DATA APPROVER’ RIGHTS TO ANOTHER REGISTERED USER (‘APPROVER’ USER TYPE ONLY)

17. The ‘Transfer Approver Rights’ section of the user administration page allows the data approver to select another registered user from their organisation and pass them the role of data approver for the 7DSAT tool. This will leave the data approver as a data submitter and make the selected data submitter, the new data approver. To make the change, select a user from the registered users box and click the ‘make user the new approver’ button.

18. ENTERING DATA ‘NAVIGATION PAGE’

19. Once you have logged in you will see a Welcome Screen The National Clinical Standards self-assessment will help you find out where you are and how you are progressing towards the national clinical standards. The whole system self-assessment opens questions 1-39 which will help you see where you are and how you are progressing with the commissioning of safe integrated services 7 days a week. The 4 priority clinical standards are highlighted in purple on the button. These can be clicked on to take you directly through to each of the priority clinical standards section. Frequently asked questions specifically relating to the baseline of the 4 priority clinical standards can be found by clicking here.

20. ENTERING DATA ‘CLINICAL STANDARDS SECTION’

21. Within each page of the National Clinical Standards self- assessment, the Clinical Standards are available to download The priority clinical standards sections are highlighted in purple. When all questions are complete and saved within each section, the tab turns to a lighter shade of purple indicating that this section qualifies as being complete and therefore will be successful when it comes to approving the record. See slides 30-35 For further details.

22. Case note review In clinical standards 2 & 8 there are questions asking if a case note review has been completed. A downloadable case note proforma can be obtained from clinical standards pages 2 & 8 by clicking the link. This proforma will help you complete this case note review. The case note review proforma is available from within the 7DSAT for clinical standards 2 & 8.

23. Questions that require completion prior to approving a record Once a required question has been completed, the question text returns to black. When all questions in a priority clinical standards section are complete and the page is saved, that clinical standard tab will turn a lighter shade of purple. Within the 4 priority clinical standards there are some questions that have to be fully completed before a record can be approved. After saving, these questions are highlighted in red if they are incomplete.

24. ENTERING DATA ‘WHOLE SYSTEM SELF ASSESSMENT SECTION’

25. Within the whole system self-assessment is the Levels of Service Provision tab which gives a description of each of the levels.

26. There are various types of responses allowed in the tool Drop-down fields allow you only to select from a defined list. Radio buttons allow you only to select one answer Depending on the response to the previous question, additional questions may appear underneath. Text boxes allow you to type in comments. As you type, they display the number of remaining characters left in blue font.

27. Saving Data

28. 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

29. 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. If you have made changes to a page and try to navigate to a different section of the toolkit using, for example, the return to home screen button then a warning appears on screen indicating that you will lose the unsaved changes.

30. Approval of a Record Data Approver User Type Only

31. To ‘Approve’ your record, on the welcome screen click here to access your records page

32. Baseline submission column indicates if a record has been approved since the ‘establishing a baseline of the seven day services clinical standards in acute care’ changes were made to the toolkit. This bottom section gives an overview of the 4 priority clinical standard sections. When a section has all the necessary questions complete, it will appear here in green. If a section has incomplete questions, the section will appear here in red. The questions within this incomplete section will also be highlighted in red on the clinical standards page for your convenience. Record active / approved. Approved records can be reviewed by clicking them on this table and then navigating to the questions section to view the old data. Old data can be viewed but not modified. The active record can be modified. A selected record is highlighted in yellow.

33. Baseline submission column indicates if a record has been approved since the ‘establishing a baseline of the seven day services clinical standards in acute care’ changes were made to the toolkit. When the 4 priority clinical standard sections are complete and each section has been saved, if the data approver is logged in then a button appears which allows the data approver to approve the current active record. Please note, the active record must be selected (highlighted in yellow) for it to approve.

34. Director level approval and sharing confirmation is required prior to record approval. Once all the priority clinical standard sections are complete (see previous slide for details) and the Approve selected records button is pressed, the data approver will have to provide details of the director from within their organisation who has confirmed the approval of this record. Details of this are provided on screen and within the privacy policy.

35. Confirmation your record has been approved. Following the completion of a record approval, the ‘Baseline submission?’ column indicates Yes next to the record that was approved. A complete copy of your previous record is also provided, this becomes the new active record which is highlighted in yellow. The new active record is ready to enter any new changes in the 7 day services that your organisation provide. The previous data which ahs been approved has been copied in to your new active record, therefore going forward only changes to the active record are required and not the complete data entry which will have taken place the first time you entered data in to the 7DSAT. Each priority clinical standard section will require viewing and saving prior to approving a new record, this enforces the checking of data prior to submission for these priority standards.

36. Clinical Standards Dashboard

37. Click here to view the Clinical Standards Dashboard

38. 2) Select the specialty you wish to view, and this will be passed through to all reports you select. 1) Click here to return to the main 7 Day SAT navigation page. 5) Move your mouse over the number to see the full question text. 6) Move your mouse over the arrow to see the question this response relates to 8) The arrow indicators show whether your response for that question has increased, decreased or remained the same for that question. 3) Click on the numbered report button to show the detailed report. 9) A black dash will appear if you only have one approved record, or if a previously approved record has no response (or a ‘Don’t Know’) for that question part. 4) A few question parts (5.1, 6.2,9.1) will not have a response or indicator next to them because there are multiple services that can be selected. 7) Moving your mouse over the blue writing shows you the standard description. Clicking on it takes you to the questions.

39. 1) Amend your contact details here 2) Click to Log Out 6) Your sites NHS Organisation Code 3) Data Approvers can set the sites ‘Comparator group’ by clicking here. Data submitters have ‘read only’ access. 4) Return to the Clinical Standards Reports. 15) Your sites response is highlighted in blue. 14) Other sites responses are highlighted in grey. 13) The red line indicates the national average for your organisation type, and the speciality you have selected. 11) The total number of approved records for this question (for your organisation type only). 9) It is optional to select your own level of ambition from the drop down list. This will be displayed on the chart and on your selected export (see 12 below) but will not be saved. 12) The green dot shows the % level of ambition you have set (see 9 above). 10) Click this button each time you change the filters at the top to refresh the report. 5) Return to the main navigation home screen. 8) Setting this variable to ‘On’ filters the report to only include those sites included within your ‘Comparator Group’ (see 3 above) 7) You can export your charts by selecting the output format in the drop down list.

40. 5) This shows the filters that you have selected at the top for when you print/export the report. 6) The date when this report was run. 2) The green line shows the % level of ambition you have set (see 9 on previous page). 3) The red line shows the National Average for your organisation type and specialty selected. 4) The dates of the approved records for your site. 1) Your sites approved record. 7) The date when the data was last processed. 9) To bring up the help page describing the report click here. 8) The date when the data for your site was last approved.

41. 2) Click on the Tools button (or press Alt and X). 1) If the reports do not appear here and you only see the filters at the top of the screen, then you need to add the site to your compatibility view settings. 3) Select “Compatibility View Settings” from the menu. 4) Select “Compatibility View Settings” from the menu, which brings up the popup screen below. Click “Add” then “Close”. The reports should now appear.

42. Contacts

43. 7 Day Self Assessment Tool Produced by: National Clinical Analysis and Specialised Applications Team (NATCANSAT) Website: www.natcansat.nhs.uk Helpdesk: 0870 840 8033 Email: ccf-tr.natcansat@nhs.net In conjunction with: NHS Improving Quality Website: www.nhsiq.nhs.ukwww.natcansat.nhs.ukccf-tr.natcansat@nhs.net www.nhsiq.nhs.uk www.7daysat.nhs.uk