Agency User Guide eTimesheets
Contents
1. Format 441111118 JL Ea E NMC Nursing and Micwitery Counc 44R4455R 10 Feb 2011 ABCD16 ABCDEndo AMRPOO AMRF Gen Acute AMSHU D AMSH Gen Acute Male 9 Update Agency Worker You should edit the detail as required Note that you will not be able to select an Assignment if that Assignment already exists on the Workers Personal Details l Once you have updated the detail click on the Update Agency Worker button If the updates are successful you will receive confirmation of the updates Confirmation Agency Worker details has been Updated successfully to the System NHSP Online Agency User Help Guide Page 15 of 39 Version V 5 1 Modified December 2012 NHS Professionals 9 Invoice Details To view your invoice details for a particular invoice or booking Click on the Invoice Details link in the menu You will be presented with the following page View Agency Invoice Details v By Shift Reference Number C By Invoice Number Enter the Number You can search for an invoice by either the Shift Reference Number or the by the Invoice Number by selecting the appropriate option and entering the number View Agency Invoice Details C By Shift Reference Number v By Invoice Number Enter the Number 06651 a8 Once you have done this click submit and the invoice detail for that number will appear Date of Invoice Feb 2011 Date of2. Scheduler as the generated by name then this backing report was generated from the backing report schedule that has been created To view the details of the backing report click the View Details link on the far right of the table 12 6 Backing Report Schedules Agency Agency Contract Actual Total Date Ref Num Worker Worker Trust Ward Assignment Break In Break In Commission G 4 al S Cost Name Unique Id Start End Minutos Total Start End Minutes Total East Kent Kern Canterbury Training pep n Hospital 10 10 2011 49875629 PW 12345 NHS Admin CSWnDO 09 00 17 00 30 07 30 08 00 17 00 30 07 30 15 00 97 50 Foundation General Trust Surgery East Kent senta Canterbury Training eee Un Hospital 08 10 2011 49875633 PW 12345 NHS Admin CSWnDO 09 00 17 00 30 07 30 08 00 17 00 30 07 30 15 00 112 50 Foundation General Trust Surgery East Kent ene Canterbury Training dan malai Hospital 11 10 2011 49875634 PW 12345 NHS Admin CSWDO 09 00 17 00 30 07 30 09 00 17 00 30 07 30 15 00 97 50 Foundation General Trust Surgery To view the backing report schedules that have been saved click the Backing Report Schedules menu option Schedule Name Parameters Email To Trust East Kent Hospitals Uni NHS Foundation Trust Agency Nursing LastTwolVeeks StaffGroup Nursing amp Midwifery emaikiemailaddress co uk Edit Delete Location ALL Ward ALL Grade ALL Trust East Kent Hospitals Uni NHS Foundation Trust
3. Trust Rv v East Kent Hospitals Uni NAS Foundation Trust Start Date FEB 2011 End Date 14 FEB 2011 In this screen choose the Trust that you wish to view available shifts for Once a Trust has been selected choose the start date and end date for the time period you wish to see You may not select more than a 7 day period for this range and for larger trusts you may need to reduce this further Then press the submit button Should the Search Criterion you have entered produce any results the following screen will be displayed Agency Requests for Trust East Kent Hospitals Uni NHS Foundation Trust Location KCH Kent amp Canterbury Hospital Ward Acute Medical S Acute Medical Staffing KCH Options ZHLDGKMGE 8 Feb 2011 07 00 Options YVEIADHJDCS 10 Feb 2011 OA Kent amp Canterbury Hospital Acute Medical Staffing KCH RNOO link of2 Encrypted NHS Professionals Reference Number Notes button Each request will appear on a separate row and will contain the detail of that request Should you require to further filter the requests on the screen you can select the Location and or Ward from the drop down lists at the top of this screen The Options link will navigate you to the screen where you will be able to book a Flexible Worker into this request The Encrypted NHS Professionals Reference Number is unique to this request If you have any queries regarding this request you w
4. name that you typed in Use the drop down box to select the worker that you wish to book into that request Then click on the Add Booking button at the bottom of the screen NHSP Online Agency User Help Guide Page 9 of 39 Version V 5 1 Modified December 2012 NHS Professionals A message will be displayed stating that the worker is being validated The Flexible Worker may not be validated if they are booked into a shift for an overlapping time period Should this occur a pop up notification will be displayed to you notifying you that the Flexible Worker cannot be booked Once the Flexible Worker is validated the Confirmation page will be displayed to you Confirmation e d ae Your Booking has been Confirmed isplay the unencrypte Professionals Booking Here is Your Reference Number AQ 9441 5 Reference Number You must ensure that your invoice includes this Reference Number in order for the invoice to be paid Main Manu Modifying or Cancelling your Bookings Please see the later section of this manual entitled Booking Status to view details on how to modify or cancel your bookings NHSP Online Agency User Help Guide Page 10 of 39 Version V 5 1 Modified December 2012 NHS Professionals 5 0 Book Agency Worker If you require to book an Agency Worker into a number of requests at one time click on the Book Agency Worker menu option and the following screen will b
5. the Login button Admin amp Clerical Yi tm s s em E Care Support Workers L J i L Locum Doctors E M 1 A Midwives gzs WN x PT Registered Nurses A Specialist Nurses Y e Student Nurses News and Events Trust Bank Workers Locum Doctor Costs Spiral Due To Workforce Planning Failures Logins n New Agency Partnership Programme May Help Trusts Cut Agency Costs By Over 10 Per Year e Learning amp Development Downward Trend In Shift Demand Reverses Contact Us Our Managed Services Use NHSP Online on mobile at m nhsp nhs uk gt NHSP Online Agency User Help Guide Page 4 of 39 Version V 5 1 Modified December 2012 NHS Professionals NHS Working in partnership with NHS Trusts Search this site p Professionals Login i y T n Join Us Care Support Workers x L l x Locum Doctors l BW i Hot Jobs 4 5 Midwives ni f S UN Registered Nurses ZA bal FAQs i ba Home About Us News and Events Admin amp Clerical Specialist Nurses Student Nurses e L Trust Bank Workers Struggling in Find shifts s Logins e Learning amp Development Management Information Contact Us Our Managed Services m Holi Jay Leaming Bool ings Environment There are training resources for the NHSP Online system found in the Help Guides section To login click NHSP Online The NHSP Online log
6. 011 48038086 14 Feb 2011 Acute Medical gt Acute Medical If the Agency Worker fails any of the validations that NHS Professionals requires you will be notified of this along with any successfully booked requests Chita Kd shifts Agency Worker Training FW1 has not been Booked for the following Shifts Note the reason for the Validation Failure NHSP Online Agency User Help Guide Page 12 of 39 Version V 5 1 Modified December 2012 NHS Professionals 6 0 Block Bookings Whilst booking a Flexible Worker using either the sections 4 1 or 5 you may see the following pop up appear Message from webpage x The requester has specified that this range request be Filled by one Agency worker only So Training PWO will be V booked For all the 16 shifts in the range Do vau wish bo continue with this booking This means that the request you are trying to book your flexible worker into is part of a larger block booking where the requester has specified that only one member of staff can cover all those requests The number of requests in the range is displayed in the pop up box In this case there are 16 If you continue you will see all the requests in that range aaaaaanaaaaaaa a olf g Feb 201 1 10 Feb 2011 11 Feb 2011 12 Feb 2011 13 Feb 2011 14 Feb 2011 15 Feb 2011 16 Feb 2011 17 Feb 2011 16 Feb 2011 19 Feb 2011 20 Feb 2011 21 Feb 2011 22 Feb 2011 23
7. 636 Training FW1 12345 NHS Foundation Trust The list displays all the timesheets awaiting authorisation NHSP Online Agency User Help Guide Page 19 of 39 Version V 5 1 Modified December 2012 NHS Professionals 11 2 Timesheets Awaiting Release Once timesheets have been authorised they must be released by the Flexible worker At present NHS Professionals has set Agency eTimesheets to be automatically released when the Trust authorises them You will therefore not need to use this section of NHSP Online 11 3 Timesheets Previously Released This report will show you all the timesheets that have been released As NHS Professionals plan to do this automatically as soon as a timesheet is authorised it will be automatically released all your timesheets that have been authorised will be displayed here Click the Previously Released menu option Start End In Dale Range Period Specific dates Start End fos 10 2011 iainzn11 Enter your search options and click the filter button Agency dei Date Ref Num Worker NETS Trust ward Unique Name Id Assignment Kent amp East Kent Canterbury Hospitals Uni Hospital NHS Admin Foundation General Trust Surgery Kent amp Canterbury Training PW CSwnDO 08 10 2011 49875633 East Kent Hospitals Uni Hospital NHS Admin Foundation General Trust Surgery Kent amp Canterbury Hospital Admin General Surgery Train
8. Feb 2011 24 Feb 2011 KCH KEH KCH KCH KEH KEH KCH KCH KCH KEH KCH KH KCH KEH KCH AcutePain KEH AcutePain KEH AcutePain KEH AcutePain KEH AcutePain KEH AcutePain KEH AcutePain KEH AcutePain KEH AcutePain KEH AcutePain KEH AcutePain KEH AcutePain KEH AcutePain KEH AcutePain KEH AcutePain KEH AcutePain KEH Ed E Click OK to book the worker into all these requests NHSP Online Agency User Help Guide Page 13 of 39 Version V 5 1 Modified December 2012 14 00 21 14 00 21 14 00 21 14 00 21 14 00 21 14 00 21 14 00 21 14 00 21 14 00 21 14 00 21 14 00 21 14 00 21 14 00 21 14 00 21 14 00 21 14 00 21 NHS Professionals 7 0 Add Agency Worker If you wish to add a Flexible Worker that does not already exist on the NHS Professionals system click on the Add Agency Worker link in the menu AAA bios Boones tier meme Add Hew Agency Worker for WA Surname First Mame MI Number fo Format 441111115 PIN ABCD1B5 ABCDE ndo AMBPU DO AMRF Gen Acute AMSHOO AMSH Gen Acute Add Agency Worker Enter all information that is relevant to the worker that you wish to place You will need to enter all the appropriate fields for this worker Note that NI Number is a mandatory field and this is used to ensure that t
9. Hospitals Uni NHS Foundation Trust East Kent Hospitals Uni NHS Foundation Trust Kent amp Canterbury Hospital Admin General Surgery Kent amp Canterbury Hospital Admin General Surgery Kent amp Canterbury Hospital Admin General Surgery CSwWnDO CSWDO CSWwWnDO 09 00 17 00 30 09 00 17 00 30 09 00 17 00 30 07 30 09 00 17 00 30 07 30 09 00 17 00 30 07 30 09 00 17 00 30 15 00 15 00 15 00 NHSP Online Agency User Help Guide Page 25 of 39 Version V 5 1 Modified December 2012 NHS Professionals 12 2 4 Save Backing Report Schedule You can automate the generation of backing reports by using the Save Backing Report Schedule You will need to select your Filter options and then click the Save Backing Report Schedule button You will see a pop up appear Enter a name for the Schedule weekly Agency Schedule Enter an Email Address Jemail emailaddress co uk Schedule on selected days Iv Man Tue F wed T Thu F Fri C Sat F Sun at 09 00 cancel Enter a name for the schedule and enter the email address that NHSP Online can email you regarding the generation of the backing report You can then select which days of the week you want the backing report to run and at which time you would like them to be run You can have as many schedules as there are filter options Click the Submit button to save this schedule Backing reports that are setup this way will ne
10. Information Systems Officer CO nformation Technology Officer Information Technology nformation Technology Officer Office Services Office Services Office Services Office Services Office Services Public Relations l Patient Services Patient Services Patient Services NHSP Online Agency User Help Guide Page 36 of 39 Version V 5 1 Modified December 2012 NHS Professionals Allied Health Professionals Assignmen AFC Podiatry Technician POSPOO Podiatrist Specialist 6 POC00 Podiatric Consultant Surgery Dietician DISPOO Dietician Specialist Occupational Therapy Technical Instructor Higher OTTIOO level 5 Occupational Therapist OTSPO0 Occupational Therapist Specialist 6l OTCOO0 Occupational Therapist Consultant 8 6 Operating Theatre Practitioner Teil so Theatre Practitioner Higher Level Recovery 6 TPHL55 Theatre Practitioner Higher Level Scrub 6 Y 7 7 TPTM43 Theatre Practitioner Team Manager Day Surgery 7 TPTM52 Theatre Practitioner Team Manager Recovery 7 TPTM55 Theatre Practitioner Team Manager Scrub 7 Gaadi AMSPOO Ambulance Practitioner Advanced AMTLOO Ambulance Station Officer Team Leader 6l TPHL59 Theatre Practitioner Higher Level General NHSP Online Agency User Help Guide Page 37 of 39 Version V 5 1 Modified December 2012 NHS Pr
11. PIN Message from webpage X A Invalid GDC Registration Number Tk should be numeric with minimum 5 and maximum 6 digits Invalid GMC PIN Message from webpage X PN Invalid GMC Registration Number Valid Format is 9999999 7 digits NHSP Online Agency User Help Guide Page 31 of 39 Version V 5 1 Modified December 2012 NHS Professionals Invalid HPC PIN Message from webpage X A Invalid HPC Registration Number It should stark with amp 5 B5 CH DT OT PH or GDP plus 5 digits Invalid RPS GB PIN Message from webpage Invalid PIN Number The FIN Number For RPS GB should contain a minimum of 5 and maximum of 7 characters and all the characters must be numeric To rectify these messages enter the FW s NMC PIN in the format described in the pop up message Booking Validations Back to Back Working If you try to enter one of your FW s and that person is working back to back shifts deemed as the type of shifts like working a night and then an early you will receive the following message Sorry You cannot place this Agency Worker into this shift as it vvould cause back to back working An Agency Worker cannot work a late shift followed by a night shift or a night shift followed by an early shift As the Working Time Regulation WTR states that workers cannot work these types of hours you will NOT be able to book this FW If you are trying to book a FW that does not have a
12. Processing Feb 2011 Feb 201 1 Training Pay Invoice Disputed Ma Date Disputed By Reason 45037930 1 Feb 2011 41139306 Training F Note that when the invoice has been agreed to be paid the status block will turn from Red to Green and the invoice header will indicate the invoice to be paid 49037930 1 Feb 2011 41139306 Training Fi NHSP Online Agency User Help Guide Page 16 of 39 Version V 5 1 Modified December 2012 NHS Professionals If you enter in an invalid Invoice number or the invoice doesn t not yet exist within the NHS Professionals system you will receive the following message Mo Invoice exists far the Invoice Number 001245578 If you have tried searching for an invoice by the Shift Reference Number and the shift does not yet have and associated invoice the Shift Details screen will be displayed 48261545 Training FW1 13 Feb 2011 14 00 21 00 KCH AcutePain KCH If you have entered in an invalid Shift Reference Number or a number that does not exist then you will receive the following message Mo Shift exists far the Shift Reference Number 531323154 NHSP Online Agency User Help Guide Page 17 of 39 Version V 5 1 Modified December 2012 NHS Professionals 10 0 Notifications The notifications page will show you any bookings that have been modified within 24 hours of the start time of the shift This includes cancellations and modifications You will need to check this section to be info
13. Professionals NHSP Online Agency User Guide This user guide applies only to those Trusts amp Agencies participating in the Agency eTimesheets trial All other agencies should use the standard Agency User Guide NHSP Online Agency User Help Guide Page 1 of 39 Version V 5 1 Modified December 2012 NHS Professionals CONTENTS Page 1 0 Important Notice Submission of Agency INVOICES 3 2 0 G ting Started NEEDED 4 20 Main Me MU a tse te ects E E M 6 40 Is CROCUS SUS M 7 4 1 Booking a Flexible Worker ees eees eee ee eee e rennen enne nennen nnn 8 5 0 BOOK Le eA sy meme ec 11 6 0 Block BOOKING PRETI T 13 TO PAGO AGENCY WOKE sirsiran aaa aai 14 8 0 EGIL AGENCY WORK CP iei diera euer ess Ue cute neens wanes csetincanaemtd a a Eu U MODUS 15 9 WY ONC COU ANG MM 16 100 NOUTICAUIOINS cscs cca cons apn p SE E E E 18 MW TUNING SINCOU EET T UM 19 11 1 Awaiting E iisogEruj 19 11 2 Timesheets Awaiting Release 1 eeseeeee eee rennen enne 20 11 3 Timesheets Previously Released ecce eee een 20 QAO TROON ea 21 12 1 see deci 21 12 2 Generate Backing Re
14. Weekly Agency Schedule Agency Nursing Staffiroup Nursing amp Midwifery rma Re mailacdress co uk l Edit Delete Location ALL Ward ALL Grade ALL Your backing reports schedule will be displayed with all the relevant information If you need to change any of the detail of the schedule click the Edit option next to the schedule NHSP Online Agency User Help Guide Page 27 of 39 Version V 5 1 Modified December 2012 NHS Professionals Enter an Email Address emaikipemailaddress co uk Schedule on selected days Iv Man M Tue Iv wed M Thu Iv Fri Iv Sat M Sun Submit Cancel Change the options that require changing and click Submit to save those changes If the schedule requires deleting click the Delete link on the fr right of the table 13 0 Changing or Resetting Your Password It is possible for NHS Professionals Online Users to change their own passwords via the change password link in the menu or if you have forgotten your password you can reset your password using the Forgot Password link on the login page 13 1 Changing Your Password once logged in The top of the page shows details of the logged on user along with the password valid to date this will enable you to keep a check but the system will remind you to change your password 14 days before and for everyday after until it expires We recommended you change your password as soon as you see these prompts to av
15. e displayed Select Agency Worker Trust BE as Kent Hospitals Uni NHS Foundation Trust Start Date FEB 201 1 End Date 14 FEB 2011 oelect the agency worker by clicking on Select Agency Worker button and type in the Agency Worker s name remember it is advisable to enter the Surname only If Direct Booking Please Fill in search criteria to filter Agency Workers Surname like training Firstname like Please note The Agency Workers will be filtered by providing Surname Firstname Only required if it is a Direct Booking Once you have entered the worker s name click the continue button and you will be returned to the Select Agency Worker page where you should now select the Agency Worker that you wish to be book Select Agency Worker Agency Worker Training NU Trust PA East Kent Hospitals Uni NAS Foundation Trust Start Date FEB 2011 End Date 14 FEB 2011 NHSP Online Agency User Help Guide Page 11 of 39 Version V 5 1 Modified December 2012 NHS Professionals A list of requests will be displayed that you can book the Agency Worker into To book the Agency Worker tick the Select tick boxes and then click the Save Bookings button Back You will receive confirmation for the requests where the Agency Worker has been booked Agency Worker Training FW1 has been Booked for the following Shifts Confirmed Book ing De tails Bank Reg Hum 48038081 Ooo amp Feb 2
16. e option to search using the Filter Settings button and to export any of the reports using the pdf and excel icons in the header of this page Expand the page by clicking the Filter Settings button Filter Settings s where Assignment Search for Staff Min 3 characters of Sumame First Mame Trust Staff Grou TAN Surname East Kent Hospitals Uni NHS Fa Nursing amp Midwifery E Location Assignment l H T First Name Ward hd Staff Clear Preview Backing Report Generate Backing Report Save Backing Report Schedule Enter in your filter options Filter options need to be set so that the backing information that you send NHS Professionals matches the details on your invoice Once you have selected your filter options you have one of three options You can Preview Backing Report Generate Backing Report or you can Save Backing Report Schedule NHSP Online Agency User Help Guide Page 24 of 39 Version V 5 1 Modified December 2012 NHS Professionals 12 2 1 Preview Backing Report You can preview the backing report before you generate your backing report To do this select your search options and click the Preview Backing Report You will then see the backing report in the grid below the search options Date 10 10 2011 49875629 08 10 2011 49875633 11 10 2011 49875634 Agency Agency Worker Worker Name Unique Id Training FUL Training FW1 Train
17. e the booking altogether this request will still be available to be booked from the Book Agency Worker or View Requests pages To modify the booking click on the Change Agency Worker button Agency Booking Screen Agency Worker Training FW 1 Date 13 Feb 2011 Start Time 14 00 End Time 71 00 Assignment CSWO0 Training Enter the name of the worker you wish to book into the request as before If Direct Booking Please Fill in search criteria to filter Agency Workers Surname like raining Firstname like Continue Please note The Agency Workers will be filtered by providing Surname Firstname Only required if it is a Direct Booking Close Click continue NHSP Online Agency User Help Guide Page 22 of 39 Version V 5 1 Modified December 2012 NHS Professionals Select the name of the flexible worker and click the Modify Booking button Agency Booking Screen Agency Worker Date start Time End Time Assignment Training Modify Booking Delete Booking Back When the new worker is booked you will receive a confirmation message Confirmation The Booking information has been modified If you require to delete the booking click on the Delete Booking button from within the Agency Booking Screen and you will be prompted by the following message Microsoft Internet Explorer 2 You are about to delete the Agency Worker For this booking Are you sure vo
18. ed to be viewed and exported from the View Backing Report menu option 12 5 View Backing Report You can view any previously or automatically generated backing reports using the View Backing Report menu option Click the menu option and expand the filter options wiewBackingBeports mmhh Backing Generated Generated Invoice Report Parameters Id n By Number Date Range Period Specific dates Start Date End Date 13 10 2011 13 10 20 11 Backing Generated Generated Invoice Report Parameters Id n By Number NHSP Online Agency User Help Guide Page 26 of 39 Version V 5 1 Modified December 2012 NHS Professionals oelect your filter options and click the filter button Any previously generated backing reports that match your search options will be displayed Backing Generated Generated Invoice Report Id Un By 19 10 2011 10 38 19 10 2011 1130 Scheduler Agencyuser 11 Parameters Number Trust East Kent Hospitals Uni NHS Foundation Trust Agency Nursing StaffGroup Nursing amp Midwifery Location ALL Ward ALL Grade ALL Trust East Kent Hospitals Uni NHS Foundation Trust Agency Nursing Staticroup Nursing amp Midwifery Location ALL Ward ALL Grade ALL V jew Details The backing report header information is displayed The generated by column will display the name or username of the individual that generated the report If this column has
19. email address from one box to the other Once you have done this you will be asked to enter the CAPTCHA information Simply type in the 5 letter number and letter combination into the box below the CAPTCHA detail Click Reset Password and an email will be automatically sent if your email address is recognised Retrieve your email and click on the link in this email You will see the following page appear NHSP Online Agency User Help Guide Page 29 of 39 Version V 5 1 Modified December 2012 NHS Professionals Enter your new password details following the rules on screen Enter the CAPTCHA information you see displayed on screen Click Reset Password and your password will be reset and you will see a page to confirm you have changed your password You will not be able to login to the system 3 Password Management Microsoft Internet Explorer provided by NHS Professionals File Edit wiew Favorites Tools Help cad da park lt gt ct O Search SI Favorites C amp X C fA Address http uat int vww s10 4001 ForgottenPasswordEntryPoint2 aspx AspxAutoDetecECookieSupport 18ref c387F362 7707 47a2 a3db e85ab3136915 Password Management Professionals Forgotten Password Please submit a password that is 8 24 characters long and contains at least two of the following numbers lowercase letters and uppercase letters i e password1A or passWORD New Password Confirm New Password Type t
20. he characters EQR A you see in the picture Reset Password Cancel zi a Bee lt 0 oe 14 0 Logging Off the System Once you have completed all necessary work please log out of the system using the Logout link otaffBank Prof ixwncik This will log you out of the NHS Professionals website and close the web page NHSP Online Agency User Help Guide Page 30 of 39 Version V 5 1 Modified December 2012 NHS Professionals 15 0 Warning Messages Throughout your use of the NHS Professionals Online booking system you may receive messages about the actions you are trying to perform A list is provided for you here This list is not exhaustive if you have any questions regarding these messages please contact NHS Professionals Adding a new Flexible Worker with expired registration or invalid registration details If you try to add a FW s assignment which requires a PIN and you have not entered their PIN before selecting their assignment you will see the following error Message from webpage X AN Please enter the registration details before entering an Assignment code that requires a worker to be qualified To rectify this message enter their PIN and reselect their assignment If you have entered their PIN and that PIN fails the validation checks you will see the following messages Invalid NMC PIN xi A Invalid NMC Registration Number Valid Format is 99499994 Invalid GDC
21. his is used as a unique identifier for the system There is no other option for this and you MUST enter their valid NI Number Failure to do this may result in access to the NHS Professionals Online system being withdrawn by the trust Confirmation he Agency Worker has been added successfully to the System Once the worker is added a confirmation page will be displayed If you have any problems adding your Flexible Workers consult the Error Messages section of this manual If this does not the issue contact NHS Professionals by resolve by emailing web support nhsprofessionals nhs uk and include the Flexible Workers full name and National Insurance Number NHSP Online Agency User Help Guide Page 14 of 39 Version V 5 1 Modified December 2012 NHS Professionals 8 0 Edit Agency Worker Should you require to update or edit the details of one of your Flexible Workers you should click on the Edit Agency Worker link from the menu The following page will be displayed for you to select your worker Enter in the Surname of the worker and click Continue pking Please Fill in search criteria to filter Agency Workers e like training Firstname like Please note The Agency Workers will be filtered by providing Surmame Firstname Only required if it is a Direct Booking Your entry will now take you to the edit agency worker page Training WT E MI Number H22 222N
22. ill need to quote this encrypted number in any communication you may have with NHS Professionals The Notes button will be displayed if there requester of this request has added a note You should read this note before making a booking as it may contain important information regarding this request NHSP Online Agency User Help Guide Page 7 of 39 Version V 5 1 Modified December 2012 NHS Professionals 4 1 Booking a Flexible Worker This section comes immediately after you have completed the actions in section 4 0 If you see any pop up messages appear you should find an explanation in the section Error Messages found later in this document Before you attempt to book a Flexible Worker into the request you should ensure that you have read any notes that are attached to that request Clicking on the Notes button will display any notes associated with that request Request Notes For Reference Number WEIADIAIAS Hotes Entered By HotesEntered n Hotes Feb 2011 16 06 C s required Interview required Once you have read and understood the notes associated with that request or there are no notes click on the Options link to the left of request you require to book a Flexible Worker into The Agency Bookings Screen will be displayed Agency Booking Screen Agency Worker Add Agency Work Date 12 Feb 2011 Start Time 14 00 End Time Assignment Traininq The detail of the request
23. in page will appear You will now be asked to insert your Login ID and Password Once you have completed this information click the Login Button Login ID Password Losin Forgot your paszweord NHSP Online Agency User Help Guide Page 5 of 39 Version V 5 1 Modified December 2012 NHS Professionals 3 0 Main Menu You should now be successfully logged onto the NHS Professionals online booking system and this screen will be displayed Process View Requests Add Agency Worker Edit Agency Worker Book Agency Worker Invoice Details Notifications Time sheets Awaiting Authorisation Awaiting Release Previously Released Reports Bookings Status Generate Backing Report View Backing Reports Backing Reports Schedules User Change Password The main menu provides you with the ability to navigate easily to the task you wish to perform Each of these will be covered in more detail throughout the remainder of this document Please note that when you initially log in the Notifications page is displayed to the right of the menu by default Read more on this on the Notifications section of this manual NHSP Online Agency User Help Guide Page 6 of 39 Version V 5 1 Modified December 2012 NHS Professionals 4 0 View Requests Once you have clicked on the View Requests link from the menu the following screen will be displayed Agency Requests Filter Options
24. ing PWI CSwnD 0 10 10 2011 49875629 East Kent Hospitals Uni NHS Foundation Trust Training PW CSwnDO 11 10 2011 49875634 Contract Start End 09 00 17 00 30 09 00 17 00 30 09 00 17 00 30 Actual Break Total Start End Tn Minutes Total Total Cost Break Minutes y Search for Staff Wen Z chara ar of naine Firg Hame Surrsarme Fret Name Statf Contract Actual Total Total Start End reek IN Total Cost Minutes Break In Minutes 07 30 09 00 17 00 30 07 30 112 5 07 30 97 5 07 30 09 00 17 00 30 07 30 09 00 17 00 30 07 30 97 59 Query All the previously release timesheets will be displayed for your search options You can choose to Query an eTimesheet if you do not believe the details are correct using the Query link to the far right of the timesheet NHSP Online Agency User Help Guide Page 20 of 39 Version V 5 1 Modified December 2012 NHS Professionals Querying an eTimesheet Click the Query link and the following will be displayed Query for Shift with Reference Number 48875630 worked on 09 10 2011 Worker worked until 17 30 Submit Query Cancel Enter the reason you are Querying the timesheet and click Submit Query The manager will be notified the next time they log in that there is a queried timesheet for them to action 12 0 Reports 12 1 Booking Status The Booking Status report will display a lis
25. ing FW Trust East Kent Hospitals Uni NHS Foundation Trust East Kent Hospitals Uni NHS Foundation Trust East Kent Hospitals Uni NHS Foundation Trust Ward Assignment Kent amp Canterbury Hospital Admin General Surgery Kent amp Canterbury Hospital Admin General Surgery Kent amp Canterbury Hospital Admin General Surgery CSWDO CSWDO CSWwWDO Contract Break In Minutes Start End 09 00 17 00 30 09 00 17 00 30 09 00 17 00 30 Actual Break In Minutes Total Start End 07 30 09 00 17 00 30 07 30 09 00 17 00 30 07 30 09 00 17 00 30 Total 15 00 15 00 15 00 TE Total Commission C ost 12 2 3 Generate Backing Report To generate your backing report select the search options and click the Generate Backing Report button This will then mark the eTimesheets as having a backing report generated and you will not be able to preview or generate a backing report on them again You can always view backing reports that have been generated from the View Backing Reports menu Agency Date Ref Num Worker Agency Contract Actual Total Worker Trust Ward Assignment F T Commission g Break In Total start End 2722 In Total Cost Start End Minutes Minutes 10 10 2011 49875629 08 10 2011 49875633 11 10 2011 49875634 Name Unique Id Training FUL Training FW1 Training FW East Kent Hospitals Uni NHS Foundation Trust East Kent
26. iptive Non Availibilty Description Do not book this worker for Acute Pain Management Accept Reiect This note could indicate anything that the requester wants to let you know If you see the sort of message above where it indicates that someone should not be booked here you should contact NHS Professionals NHSP Online Agency User Help Guide Page 33 of 39 Version V 5 1 Modified December 2012 NHS Professionals 16 0 Appendix This section is provided to supply you with additional information that whilst not directly relating to the functionality of the NHS Professionals web booking system is useful information that will ensure your understanding of some of the related information used in the system Assignment Types and Area s of Work When you see the assignment you should read the letters and numbers as two separate entities The initial acronym e g CSW indicates the Staff Group and Band of Flexible worker that the NHS Professionals client requires The set of numbers e g 00 next this acronym indicates the area speciality that the flexible worker must have to be able to work that request Nursing amp Midwifery Nursing amp Midwifery will be discussed here as a separate entity to the other Staff Groups due to it s larger number of Area s of Work Assignment Code Description Band CSW CaeSuportWoke 2 CSWH Care Support Worker Higher 3 NN NurseryNurse TDN Dental Agency Wo
27. me of the Trust and hospital and the name of the ward area on which your staff number has worked must be shown on your invoice timesheet These details should be quoted from the NHS Professionals Online System Detail on invoices that do not match the detail in the NHS Professionals systems WILL delay payment e Payment terms of 30 days e Agency invoices should be addressed as follows Trust name gt NHS Professionals Ltd E01 Payables 7095 Phoenix House Topcliffe Lane Wakefield WF31SN NHSP Online Agency User Help Guide Page 3 of 39 Version V 5 1 Modified December 2012 NHS Professionals 2 0 Getting Started The following guide has been compiled to aid you in your day to day use of your NHS Professionals Agency Web Browser The Agency Web Browser allows Agencies to Automatically view shifts that are available to them Add new Agency Workers onto the NHS Professionals database Book Workers into available shifts View the status of invoices being processed by NHS Professionals To gain access to the system you must logon to the NHS Professionals web site this means you will need to open your Internet Browser typically Internet Explorer and then enter the NHS Professionals website address into the address bar http www nhsprofessionals nhs uk Working in partnership with NHS Trusts Search this site Professionals nins TAF E TET iui On this page click About Us TES i Sa ogn k T M SE 123 7
28. nced Clinical Support Worker healthcare 2 BMSW00 ocience Clinical Support Worker Higher Clinical Sciences awsun Level healthcare Science Lco T 5 m EEEMEL ITUR ME Medical Engineering Technician MTTOO Entry Level MTPOO Medical Engineering Technician Le Medical Engineering Technician uu Manager CSRPOO Medical Physics Technician opecialist Medical Physics CSSPO00 Technician Optmery OPSPOO Opbomerst ommo E E Pharmacy Support Worker Higher PASHOO Level PATOO Pharmacy Technician 4 PARPOO Pharmacist EntryLevel 5 Pharmacy PATHOO Pharmacy Technician Higher Level 5 Pharmacist Pharmacy Technician Team La PATMOO Manager 7 PAAPOO Pharmacist Specialist PACOO Consultant Pharmacist t NHSP Online Agency User Help Guide Page 39 of 39 Version V 5 1 Modified December 2012
29. ofessionals PYSWOO Clinical Support Worker Physiotherapy 2 THTOO Therapy Assistant Practitioner 4 PYRPOO Physiotherapist B PYSPOO Physiotherapist Specialist 6l PYSEO0 __ Physiotherapist Specialist Experienced Rotational 6 dinini PYCO0 Physiotherapist Consultant R RDSPOO Radiographer Specialist Diagnostic Therapeutic 6 RDCOO Radiographer Consultat 8 Speech and Language Therapy Assistant Associate SLSHOO Practitioner 4 Speech and Language Therapists SLSP00 Specialist Speech and Language Therapist 6 SLCOO Consultant Speech and Language Therapist 8 Support Services i i AF rono Roter T r Note Services DMo Domesic v DMHoo DomescHghs gt DMS00 Domestice Supervisor 3 Eswoo Estate Worker Maimerance and T ESWHO0 Estate Worker Higher 9 EMWOO Estate Maintenance Worker D X SSWO0O0 oterile Support Worker LS Sterile Services SSWHOO Sterile Support Worker Higher Le Sterile Support Worker SSS00 Supervisor 3 NO JIN NHSP Online Agency User Help Guide Page 38 of 39 Version V 5 1 Modified December 2012 NHS Professionals Health Science Services Assignment AFC BMRPOO Biomedical Scientist BMTLOO Biomedical Team Leader Biomedical BMSP00 Biomedical Scientist Specialist 6 sciences Biomedical Scientist Team 7 BMTMOO Manager BMAPOO Biomedical Scientist Adva
30. oid any problems Staff Bank This will lead you to the Password management page explained in the section below NHSP Online Agency User Help Guide Page 28 of 39 Version V 5 1 Modified December 2012 NHS Professionals 13 2 Resetting a forgotten password If you have forgotten your password click on the Forgot Password link from the main login page You will be redirected to the Password Management System 3 Password Management Microsoft Internet Explorer provided by NHS Professionals File Edit View Favorites Tools Help AN Bak gt G at C search f Favorites C amp fA Address Ej http uat int www s10 4001 ForgottenPasswordEntryPoint1 aspx AspxAutoDetectCookieSupport 1 amp returnurl http Juat int www s10 amp showHeaders true amp loadinframe f Go Links Password Management NHS Professionals Forgotten Password Username mfrostagorh Email Address mark frost nhsprofessionals nhs uk Confirm Email Address mark frost nhsprofessionals nhs uk Type the characters you see 2 IK 1 G6 in the picture bi cee cancel After clicking reset you will receive an email with a link to a web page to allow you to enter a new password E E Done mui gQ Local intranet Enter your username and then the email address you registered your username with NHS Professionals with twice please note you will not be able to copy and paste your
31. orts The box highlighted to the right of the picture allows you to export any of the reports to either pdf or Excel Click on either option to export your reports The box highlighted to the left of this picture Filter Settings expand the page to include search options Click this link to view your search options VF EGETO 2 Where Date Range Search for Staff Trust Period Min 3 characters of Sumame First Mame Specific dates Surname start End First Name F ns 10 2011 13 10 2011 1 War lt Staff Location Clear You can filter by any or all of the options highlighted above Once you have selected you search options click the Filter button If there are any eTimesheets for the report they will be displayed below the headings at the bottom of the page v Agency Agency Ref Num Worker Worker Trust Ward Start En Assignment E Name Unique Id Time Time Kent amp Canterbury Hospital Admin General Surgery Kent amp Canterbury Hospital Admin General Surgery Kent amp Canterbury Hospital Admin General Surgery Kent amp Canterbury Hospital Admin General Surgery East Kent Hospitals Uni 10 10 2011 49875629 Training FW1 12345 NHS Foundation Trust East Kent Hospitals Uni 11 10 2011 49875634 Training FW1 12345 NHS Foundation Trust East Kent Hospitals Uni NHS Foundation Trust 12 10 2011 49875635 Training FW1 12345 East Kent Hospitals Uni 13 10 2011 49875
32. port 1 1leee nenen enen 24 12 2 1 Preview Backing Report e eeeseeeeeeeee seen ee eene nnne nnns 25 12 2 3 Generate Backing Report uorcosiecerext eoo nra sap nuk tuv oaSR uen eU uN ene 25 12 2 4 Save Backing Report Schedule esee ceres 26 12 5 View Backing Report e Leeieeeieeeee eere eena 26 12 6 Backing Report Schedules cese eere ee Leee ene 27 13 0 Changing or Resetting Your Password 1 ee eese esee rennen nnn 28 13 1 Changing Your Password once logged in 28 13 2 Resetting a forgotten password eeeeeee eee eee nennen nennen 29 14 0 Logging Off the SySIGTITI iconic neus nara esss esse Euren Mu enirn o pau ui ennenen ra Cw a 30 15 0 rr isielii z riei ct SS S 31 160 FA SN em 34 NHSP Online Agency User Help Guide Page 2 of 39 Version V 5 1 Modified December 2012 NHS Professionals 1 0 Important Notice Submission of Agency Invoices Why you need to act on this notice NHS Professionals seeks to process and pay invoices from agencies promptly to terms but our experience is that delays are caused because invoices do not accurately reflect the work as booked by the Tr
33. rker Registered Midwife 5 Community Psychiatric Agency Worker N C Health Visitor Manger s s y Manager 7 7 Midwifery Team Manager Agency Worker Modern NMM Matron Agency Worker Consultant NN DN R RM PN NTL HV MTL NIM MIM Agency Worker Team Leader NHSP Online Agency User Help Guide Page 34 of 39 Version V 5 1 Modified December 2012 NHS Professionals Area of Work The Area of Work code informs you of any special skills or experience that the Flexible Worker will require in order to be able correctly work on that request Area Of Field Of Practise Work Description Specialist Community Public Health c amp 0 ChidHosptal FADE O GenrmaAcue Neurosurgery Endoscopy ICU ea Mental Health and Learning Disabilities Substance 74 Abuse Addictions Community Mental Health Midwifery All other staff groups will follow now without the Assignmnet Types and Area s of work being split this is due to the limited use of the Area of Work field NHSP Online Agency User Help Guide Page 35 of 39 Version V 5 1 Modified December 2012 NHS Professionals Administration Services Assignmen AFC BACOO Business Administration and Projects 3 Business and Projects TE PIENE Learning and Development Advisor Learning and Development Advisor Medical Staffing Officer Information Systems Officer Information Systems Information Systems Officer
34. rmed of the most recent changes to any bookings in this time scale Notifications Agency Inform East Kent Hospitals Uni NHS Foundation Trust 46533111 09 Apr 2010 07 00 15 00 C Kent amp Canterbury Hospital Acute Pain hangt KCH Modified Request East Kent Hospitals Uni NHS Foundation Trust 46533110 09 Apr 2010 07 00 15 00IC S VV OH Kent amp Canterbury Hospital Acute Pain Mangt KCH Once you have acknowledge the change and recorded it within your system tick the Acknowledged tick box and then click the Completed button Hotifications Agency Inform East Kent Hospitals Uni NHS Foundation Trust Kent amp Canterbury Hospital East Kent Hospitals Uni NHS Foundation Trust Kent amp Canterbury Hospital Acute Pain Mangt KCH NHSP Online Agency User Help Guide Page 18 of 39 Version V 5 1 Modified December 2012 NHS Professionals 11 0 Timesheets 11 1 Awaiting Authorisation Timesheets that are awaiting authorisation can be viewed from this report Timesheets that are awaiting authorisation means that the Ward or deparment manager has yet to electronically sign the eTimesheet Click on this menu option You will be presented with the following page Tatal Cost End Ref Agency Agency Worker qnem Cons Time Num Worker Name Unique Id Time Assignment Date The two highlighted boxes will appear throughout your use of the eTimesheets and invoicing rep
35. t of the requests that you have booked a Flexible Worker into along with the NHS Professionals Reference number EET NEN Once you have clicked on Booking Status in the Menu the Agency Bookings Filter Options page will be displayed Choose the Trust and date range that you wish to see confirmed bookings for and the click on the submit button You will not be able to have a greater than 15 days date range and for larger trusts you may wish to reduce this further The Booking Status page will then be displayed for all the bookings for your agency You can further filter this report by using the Location and or Ward drop down lists at the top of this page Should you require to export this report to Excel click on the Export to Excel button at the bottom of the screen NHSP Online Agency User Help Guide Page 21 of 39 Version V 5 1 Modified December 2012 NHS Professionals Agency Bookings for Trust East Kent Hospitals Uni NHS Foundation Trust Location KCH Kent amp Canterbury Hospital Ward Acute Medical S Acute Medical Staffing KCH Options 48037930 Training PAN a Feb 2011 07 00 21 00 Kent amp Canterbury Hospital Acute Medical Statting KCH RNOD Records 1 1 of 1 Export to Excel Back Clicking on the options link will allow you to Modify or Delete your booking This allows you to change the name of the worker booked into the request or delet
36. u want to proceed E Cancel Clicking OK will prompt you to enter a Reason why you are deleting the booking enter the reason and click Ok Explorer User Prompt Script Prompt Please enter the reason why you are deleting this Booking Cancel worker Cancelled NHSP Online Agency User Help Guide Page 23 of 39 Version V 5 1 Modified December 2012 NHS Professionals Enter the reason in as full an explanation as possible and click the OK button You will then receive the confirmation that the Agency Worker has been cancelled Confirmation The Booking information has been deleted 12 2 Generate Backing Report Once timesheets have been authorised and automatically release you can generate an invoice backing report This will give you the detail to attach to your invoice to allow swift payment by NHS Professionals of your invoices As these are system generated reports it will ensure that discrepancies between your invoices and NHS Professionals record of your agencies shift payment details will be kept to a minimum To generate a backing report click on the Generate Backing Report from the menu Preview Backing Report Generate Backing Report Save Backing Report Schedule Agency Agency Contract Actual Worker Total Worker EN Trust Ward Assignment Break In Break In Commission Ung Cost MEE a Start End Minutes Total Start End Minutes Total As with the Timesheet reports you have th
37. ust on the NHS Professionals Online booking system NHS Professionals can only pay invoices on the Trust s behalf where there is total agreement with what the Trust has booked and what has been invoiced by the agency The requirements below are designed to enable you get paid promptly failure to do so can result in delays We would therefore ask you to carefully check all invoices submitted to ensure that they conform to the requirements below the agency must ensure that its operatives have online access to NHS Professionals Online to undertake these checks contact web support nhsprofessionals nhs uk if you require access Information that your invoice MUST contain NHS Professionals checks that the timesheet and the itemised invoice both accurately reflect the shift booking This means The timesheet must be signed off by an authorised signatory on the ward area at the Trust e The invoice or timesheet must show the booking reference number preferably both Any invoice without a booking reference number shown will not be processed but returned to the Agency If you cannot provide a booking reference number then the shift will be considered a direct booking and should be removed from NHS Professionals statement e Separate invoices must be supplied for individual staff booked Only 1 timesheet per invoice will be accepted Multiple timesheets attached to 1 invoice will be returned to the agency for re invoicing Full details of the na
38. valid registration or their PIN has expired you will see on of the following messages Message from webpage E X PN The Agency Worker vou are trying to book has an expired Registration Number This Agency Worker cannot be Booked Message from webpage x AN You cannot place this Agency Worker into Ehe shift since Ehe Agency Worker has Invalid Registration Number Shifts Hot Booked ZALDOGKMGEF 99 Feb 2011 a7 UU Acute Medical S The Registration Number is Invalid for the Agency Worker WEL amp DHJDCS 10 Feb 2011 ar DU Acute Medical The Registration Number iz Invalid for the Agency Worker XFJBEIKEED 11 Feb 2014 D 7 UU Acute Medical S The Registration Number is Invalid for the Agency Worker YGKCFJLFGSS 12 Feb 2011 07 00 Acute Medical The Registration Number is Invalid for the Agency Worker ZALDGKMGIF 13 Feb 2011 07 00 Acute Medical S The Registration Number is Invalid for the Agency Worker VVEIADHJOG8 14 Feb 2011 a7 UU Acute Medical The Registration Number is Invalid for the Agency Worker NHSP Online Agency User Help Guide Page 32 of 39 Version V 5 1 Modified December 2012 NHS Professionals To rectify these messages you should use the Edit Agency Worker menu option and reenter the details for this FW If you are trying to book a worker and the ward you are trying to book them for has requested a note Descriptive Non Availability to this FW for this worker you will see the following page Descr
39. will be displayed to you as above When you are ready to book your Flexible Worker click on the Add Agency Worker button NHSP Online Agency User Help Guide Page 8 of 39 Version V 5 1 Modified December 2012 NHS Professionals The following pop up window will appear You will need to enter the name of your Flexible Worker as it is appears in the NHS Professionals system For the few first times try typing in the SURNAME ONLY You will then see the name as it appears in the system and you can then type in the full name next time If Direct Booking Please Fill in search criteria to filter Agency Workers i i rainin Simply type in either the surname Surname like raining or both surname and first name Firstname like and click Continue BET Please note The Agency Workers will be filtered by providing Surname Firstname Only required if it is a Direct Booking Close Please note that shortening the first name will not return any flexible workers i e typing in Mike is not the same as Michael and Jon is not the same as Jonathan If the person you are searching for is not returned in the results try searching again using the surname only or try an alternative spelling or that person does not exist in our database Agency Booking Screen Assignment Training You will then be presented with all the workers that are listed on the NHS Professionals database that match the surname and or first
Download Pdf Manuals
Related Search