Sp-ICE - NHSBT Hospitals and Science
Contents
1. H Report Requestin sAo RAD group F APEC lps e wee tere Jee o meen Requesting Cine Sample Taken Repc Please note If you wish to change your search parameters after using the Investigation field you MUST click Clear aas Earlier reports Later reports gt gt gt Filter by Speciality e Select View Reports by Location or View Latest Reports Click Filter by speciality drop down e Select the desired Speciality and click Search Department Speciality lt ReportDates si RCI All RCI referrals Nov 9 2011 27 Nov 2013 All RCI referrals latest report only not available 31 Oct 2006 8 until May 2014 Excluding routine antenatals and Nov 2011 antibody cards RCI reference From 27 Nov 2013 RCI antenatal From 27 Nov 2013 Transplant titration From 27 Nov 2013 RCI IBGRL RCI reference or antenatal with linked IBGRL From 27 Nov 2013 genotype report IBGRL Molecular IBGRL all fetal blood group genotyping from From 27 Nov 2013 Diagnostics maternal plasma full genotyping for common blood group antigens Rh genotyping paternal RHD zygosity testing and fetal sex typing SE EEE From 8 May 2014 cell report H amp l H amp I xxxx a range of specialities designed to From 28 Nov 2012 logically group referrals received by NHSBT e Ifthe expected report is not displayed against a specific H amp l speciality use the Filter by2. Controlled paper Author s Heather Aplin Barbara Kiely Page 31 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide Appendix 1 Sp ICE User Roles RCI HFU Hospital user who can view and file RCI reports e Can access RCI results e Cannot access H amp l results e Can file RCI reports for their logged in location RCI HU Hospital user who can only view RCI reports e Can access RCI results e Cannot access H amp l results e Cannot file reports for their logged in location H amp I HFU Hospital user who can view and file H amp l reports e Can access H amp l results e Cannot access RCI results e Can file H amp l reports for their logged in location H amp I HU Hospital user who can only view H amp l reports e Can access H amp l results e Cannot access RCI results e Cannot file reports for their logged in location RCI H amp I HFU Hospital user who can view and file RCI and H amp l reports e Can access RCI and H amp l results e Can file RCI and H amp l reports for their logged in location RCI H amp I HU Hospital user who can only view RCI and H amp l reports e Can access RCI and H amp l results e Cannot file reports for their logged in location RCI LHA Hospital administrator who can add RCI users view and file RCI e Can add edit RCI users ORONS e Can access RCI results e Cannot access H amp l results e Can file RCI reports for their logged in location
3. 125 100 ae 7 ee E ee J 50 ne ee eee pareve 25 Path ene el a eee 0 Ps H i i 13 08 2012 18 08 2012 23 08 2012 28 08 2012 Antibody Information Anti Fya Titre 10 8 EEOSE y EEEE ERRATEA ASEARA SE BELONE EENE SEEE V ROEE PEEN ESTEE OES OEEO N e E E EE A AE E SO E E E A gt LEE E E EEA EE VOE E TE OO 0 Ja a August 2012 gt 13 08 2012 18 08 2012 23 08 M T W T F 5 30 31 1 2 3 4 8 9 10 11 12 15 16 fim 18 19 2 3a M 26 3p 29 Eis 1 5 6 Fi Antibody Information Anti Start Date AT 13 08 2012 E Qo o o co ho o ho Oo N x te informatio 30 Aug 2012 73 32 greseensens This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 14 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide Amended Updated Reports If a report is amended the original PDF report will be replaced by an amended PDF report and the Viewed Status icon will change to a Reports may simply be amended i e overwritten because they have been reprinted within NHSBT even though the actual report has not changed If a report has been changed the updated PDF report will state amended report NHSBT will contact by telephone the Lab Manager deputy from the referring location 4 3 Search Options It is possible to set up a customis
4. NHSBT Specialist Services Electronic Reporting System SP ICE User Guide fourth column Information relating to who filed the report and the reason for filing can be seen if you hover over the initials SUNQUESt ICE Desktop Blood and a anspiant E r Show reprtsupho Z70722 E Pe T shoer repats iom Patient Search Filter by specialty lspeisties C Show reports for bast E days 6 dei brahi gi Reequaesting Clinician FT Dirik Lar ey Shaw si repeats Reporting Patient Lit wors Cinar InweFtigabk Ap irasys tar pes ll A ast 2 reports Yl z Paga cag Leer ie Pai Be poets 5 ee a ee eee kiim Pipiri by F SEIM IZ AOR ge PEAD OF DLGOD TRANTUSION OF maol 0 dan 212 Ladaban F Shae F ISS MERRE groun HEAD OF DLOCD TRANSFUSION OG Dar DOLZ 0 Jan 2012 a s F S MO TRISS ARORA group HEAD OF BLOOD TRANSFUSION OG Aan DOLE te Jan 2012 F BRI Fee TET MIEN OES HEAD OF BLOCO TRANEUSON Da Jem 202 te Jon 212 Ha F t BD yoa DOF 8 ARE 0G Jen 202 w Jan 12 vaw babait Reports F BREET F 23s TEE LEED FO i2 HEID OF BLOC eee 05 Jen 2012 be Jen 0 i2 Filecd bee Tad Ur litet eer 11 24 Ai S002 el f H Ea Banon Raport ban baen actioned INB patient identifiable data has been removed from this screenshot for confidentiality reasons e Select the filed report and then select Unfile z UnFile File SREE T Back mere gt Print Audit Trail E id Reported Specialty
5. The position and appearance of these icons will vary dependent on the version of Adobe in use NHSBT Number See Case Note Numbers Sex lt lt Back NHS Number User Username L Audit Trail Status a DN Not Specified E Printer Name Se nlBETSRON Teel alee Properties ve 11 Aug 20 z z Sweets Status Ready Comments and Forms Type HP Color LaserJet 4650 PCL 6 Document and Stamps J M Print Range Preview All _ 8 27 __ C Current view Curent page Pages fom fi tg fi zif Reverse pages n Subset All pages in range Attachments m Page Handling Copies fi F Collate Page Scaling Reduce to Printer Margins IV Auto Rotate and Center J Choose Paper Source by PDF page size J Print to file Units Inches Zoom 96 1 1 1 es Printing Tips Cancel NB patient identifiable data has been removed from this screenshot for confidentiality reasons This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 11 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide Cumulative Reports Cumulative reports are available for titration or quantification results It is possible to see all the previous anti D c quantificat
6. These roles will only be available for selection by NHSBT system administrators Continued This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 32 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide Sp ICE User Roles Continued H amp I LHA Hospital administrator who can add H amp l users view and file H amp l reports Can add edit H amp l users Can access H amp l results Cannot access RCI results Can file H amp I reports for their logged in location RCI H amp I LHA Hospital administrator who can add RCI and H amp l users view and file RCI and H amp l reports RCI LHA NF Hospital administrator who can add RCI users view RCI reports but e not file any reports NHSBT SM NHSBT system manager o NHSBT SA NHSBT system administrator NHSBT U These roles will only be available for selection by NHSBT system administrators This document is uncontrolled unless printed on Controlled paper NHSBT user e Can access all results e Cannot file any results Can add edit RCI and H amp l users Can access RCI and H amp l results Can file RCI and H amp l reports for their logged in location Can add edit RCI users Can access RCI results Cannot file RCI reports for their logged in location Full system configuration access Can access all results Cann
7. Investigation search process This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 19 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Blood and Transplant Requesting Location All locations v Clear Show reports up to 24 09 2013 E C Show reports from 19 09 2 Et Filter by specialty Tall specialties _ C Show reports for last a days SS ee _ Requesting Clinician x General Pathology N Show a reports x RCI Ref Patient List j HETO Clear Investigation 4 investigations H amp I Cardiothoracic Transplantation H amp I Granulocyte Immunology rire last DE reports H amp J Liver and Visceral Transplantation Later reports gt gt gt H amp I Renal Transplantation Requesting User H amp I Solid Organ Transplantation H amp I Transplant Haematology EIRA Status H amp I Platelet Immunology Sex DOB Investigation Requesting Clinician Sample 1 H amp I Corneal Transplantation No records found RCI Antenatal 4 4 4 5 IBGRL Transplant Titrations Hel Immunogenetics Blood Sciences Viewing Reports Viewing Reports by Location e Select the View Reports by Location icon Reports from the users default location are displayed unless they have set their own profile To change the default location select clear select new location code from drop down list sele
8. 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide 1 3 Responsibilities Healthcare Caldicott Guardian Senior Information Risk Owner via the Primary Contact is responsible for Ensuring that prospective users are authorised to view confidential patient data Ensuring that training is provided in the use of the system Requesting system access Reporting to NHSBT all potential adverse events including system security breaches and performance issues highlighted by staff Healthcare users are responsible for e The correct use of the system e Maintaining the security of patient data e Reporting to their Primary Contact all potential adverse events including system security breaches and performance issues NHSBT will train Caldicott Guardians Senior Information Risk Owner SIRO Primary Contacts in the use of Sp ICE and then approve their access 2 System management See Appendix 2 3 Access control requests 3 1 Requests for local hospital administrator accounts Access to Sp ICE must be through the Trust or hospital s Caldicott Guardian SIRO Primary Contact who must complete the declaration in FRM4116 and send a signed copy to NHSBT by post to the following address Barbara Kiely RCI Laboratory NHS Blood and Transplant North Bristol Park Filton Bristol BS34 7QH Or scan and email to CE nhsbt nhs uk The Caldicott Guardian SIRO Primary Contact will e Identify local administ
9. 8 System performance and adverse event incident reporting e If you experience any system performance issues please contact your local IT to ensure there are no local issues impacting your network e Itis essential that any software issues or unexpected error messages are reported contact details in 7 above at the earliest opportunity The priority urgency of the call should be made clear Please note errors in patient data must be reported to your local RCI laboratory e Any sustained performance issues and unresolved adverse events incidents should be discussed with an NHSBT Customer Services Manager A customer complaints comments form is available from the Customer Services Manager for written notifications 9 Software development and new versions Software development and installation will follow the life cycle described in the International Society of Pharmaceutical Engineering s Good Automated Manufacturing Practice GAMP guidance http www ispe org gamp 5 Software changes may result from a Request for Change RFCs which should for non NHSBT staff be discussed with the NHSBT Customer Services Manager Routine software upgrades will be evaluated by NHSBT for their benefits validated and implemented in accordance with an NHSBT release cycle Essential bug fixes will take priority All NHS users will be kept up to date with planned developments through the monthly Update and the NHSBT website 10 System back up a
10. Location Clinician Statu 03 Jan 2012 18 12 RCI Hosp 4 HEAD OF BLOOD TRANSFUSION Nok Specified F EJ Filed by Test User 1 Test User 1 at 24 Jul 2012 16 45 Reason Report has been actioned e Select OK for Are you sure you want to mark this report as unfiled Windows Internet Explorer x 2 Ore you sure you want bo mark this report as unfiled Cancel e Report is again available through the View Latest Reports 4 6 Audit Trail There is a full audit trail of report access This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 22 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide Patient Mame TEST TEST sunquest Date of Birth ICE Desktop web access amp Patient Search F Reported 20 dug 2012 14 51 C Filed by HA Testi Test Test at 22 Aug 2012 11 23 Reason Report has been actioned Reporting BCT Report 270 Aug 2012 View Reports by Location limited data set is cr Sample 09913110201055 F 460 RhD group 4B0 RhD group Antibody Information Antibody Specificity Type Technique Sample Type Anti Db Quantitation Antibody Information Antibody Specificity Type Technique Sample Type Anti K Titre 4 7 Closing Sp ICE 24 January 1985 Unfile File ai next gt Back z Cumulative gt Print Audit Trail
11. application From the menu on the left Administration Reporting P l View Patient Reports NB patient identifiable data has been removed from this screenshot for confidentiality reasons e Once the correct patient has been selected click on the View Patient Reports icon The patient reports are now displayed in most recent report date order Patient Name JOHN SMITH NHSBT Number See Case Note Numbers Sex lt lt Back sunquest Date of Birth NHS Number an ICE Desktop Address iew Details User kiely0001 Location Ai ocations v Clear Show reports up to eti El Filter by specialty fian specialties C Show reports from 18 07 2012 ea web access Requesting Clinician Jail Clinicians Fl Show al reports Investigation Aj investigations v Clear Search Print last fi reports Requesting User Patient Search Administration Manuals Reporting Sees Eanier reports Later reports gt gt gt l Y ee Investigation Requesting Clinician Sample Number Sample Taken Sample Received Reported wiew Patient Reports H I Report 06 Jan 2012 06 Jan 2012 16 Jul 2012 15 25 ABO JRAD group 20 Dec 2011 20 Dec 2011 16 Jul 2012 15 25 NB patient identifiable data has been removed from this screenshot for confidentiality reasons View Reports by e tis possible to see if a report has been viewed filed or amended in the Viewed Status column see screenshot below Viewed Status column E Vi
12. ipm Specialty z2 Aug 2012 11i24 2 ug 2012 11 23 z2 4ug 2012 11 25 22 Aug 2012 11lize 22 Hug 2012 11 21 22 4ug 2012 11 21 2 4ug 2012 10 26 22 Hug 2012 10 26 22 ug 2012 10 26 22 4ug 2012 09 29 22 Aug 2012 08 07 21 4ug 2012 16 05 1 4ug 2012 14 20 21 Gug 2012 14 20 21 4ug 2012 14 09 21 4ug 2012 14 06 21 4ug 2012 14 07 Location RCI T146M NHSBT Nurnber NHS Nunnber Username HA Testi H Testi H Testi HA Testi APLIOOOL APLIOOOL mellarooaog mellorooog mellorooaog APLIOOOL kielyOOOL APLIOOOL APLIOOOL APLIOOOL APLIOOOL APLIOOOL APLIOOOL Clinician KIELY BARBARA Mok Specified fe Audit Trail For Report 09913110201055 Webpage Dialog Test Test Test Test Test Test Test Test Heather Aplin Heather Aplin MHSET Gordon Mellor NHSBT Gordon Mellor MHSBT Gordon Mellor Heather Aplin Barbara Kiely Heather Aplin Heather Aplin Heather Aplin Heather Aplin Heather Aplin Heather Aplin 5532230556 See Case Note Numbers No MHS Sumber Status F Report viewed Report viewed Report filed Report viewed Report viewed Report viewed Report viewed Report viewed Report viewed Report viewed Report viewed Report viewed Report viewed Report viewed Report viewed Report viewed Report viewed Sex Female Report has been actioned Log Off e To exit the application select the Log off button L tot located at the bottom of the left hand tool bar e The user can then exit the ap
13. parameters Search For patient atient Mame C MHSET Mumber C Date of Birth Advanced Search Advanced Patient Search Select the fields you wish to search on From the list below and hit the Perform Advanced Search button to Find matching patients Surname Forename WHS Number Date of Birth Sec Include Deceased Patients Perform Advanced Search sunquest HA Blood and Transplant WED aCCESS Search Type NHS Number Patient Name C NHOBT Number Date of Birth Agvanced Search Lists avedable My Patient List Search Results Print Add To Lisk NHSET Mio Surname Forename DOR Sex NHS umber List SMITH B SMITH T Sth E Smith E NB patient identifiable data has been removed from this screenshot for confidentiality reasons e Select the patient from the resulting list by highlighting the correct record The selected patient demographics are displayed at the top of the window This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 9 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide Patient Name JOHN SMITH NHSBT Number See Case Note Numbers Sex lt lt Back sunquest Date of Birth NHS Number an Tot MOL tte adress User Username web access Please select an application Patene earch Now that you have selected a patient please choose the appropriate
14. printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 28 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide sunquest NHS A WE Blood and Transplant User APLIOOO1 web access Edit Add Message Patient Search Title announcements Administration Mania Start date to activate message f 2 09 2012 13 00 m g End date 1 2 09 2012 14 00 a g Reporting Message Tools B E u i f Font size Font face yl Font colour x 2 Any announcements will be displayed on the log System News in page Edit Your Personal a Toolbar Items A Allow users to logon during this period Iv a e Make this news item active V unchecking the box removes this item from the news and messages Note Please note that the news is refreshed every 5 minutes for performance reasons if you are updating a current message it will only appear within 5 minutes time Event Logs v z SG Back to message list Update system news item Management Information e o edit an announcement select the relevant announcement from the list e Edit as appropriate including removing from news and messages e Select Update system news item S Sunquest Ice Desktop Windows Internet Explorer ioj xi sunquest NHS WI Blood and Transplant User APLIO001 web access News and Messages i News title Start date End date Allo
15. receive a message to contact their local administrator Log into Sp ICE using your local administrator account Click Add Edit user from the Administration tool bar Search for the user by Username or Full name minimal details can be entered and name selected from resulting list NB tick Show Inactive Users Click on the username you require to edit Un tick the User Account is Locked box the Change Password at next login box is automatically ticked Click Save Changes button Contact the user and instruct them to use the Forgotten Password option which will send them a new password via email if their account has their correct email address This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 26 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide Edit User Logon Attributes User Options TM Toolbar Options Locations Profile Add Edit User Confirm passwor d Change password at next login S Reset PIN numbers or unassign cards Edit Account Expiration Details Set a start and or end date for the user account An empty value will leave the date open ended Start date E Clear End date E Clear x lt lt Back to Search Save Changes 5 4 Inactivating a user account If there is a requirement to inactivate a use
16. 012 00 00 100 Date Range x axis l 17 Aug 2012 00 00 60 Start i i O Value Date Less Than End Date E Graph Options T Timeline graph I Show mean 13 08 2012 14 08 2012 15 08 2012 16 08 2012 17 08 2012 00 00 00 00 00 00 00 00 00 00 Sample Taken e From the multiple graphs view you can select individual tests using Add or all tests using Add All e Click OK and the selected graphs will appear on one page This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 13 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User De axit Ainin immed Guide Mp west Pes ULI ee Hye ugUut io hph Fo Choose Tests Webpage Dialog SSS Choose Tests Webpage Dialog Ey te information IRTAN Antibody information Anti D Quantitation IU ml Add gt Anti K Titre Add Investigation gt gt Add All gt gt gt lt Remove lt lt Remove Investigation lt lt lt Remove All Save Profile Load Profile Cancel Maximum of amp tests 30 Aug 2012 From the multiple graphs view you can select a date range IMPORTANT Permissions may prevent this graph from displaying all results Consequently it is not intended as a diagnostic tool IU ml Antibody Information Anti D Quantitation
17. 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide Change location Change user log off User Test User 1 e Access View Latest Reports e Select the patient report to view e Select the File button File File S Next gt Back lt MERA gt Print Audit Trail e The following message is displayed gE File a report Webpage Dialog x Are you sure you want to file this report Do Mot File Yes File This Report e If you select Do Not File you will be returned to the report If you select Yes File This Report the following dialog box is displayed i E File a report Webpage Dialog l x Please select a reason For Filing this report Report has been actioned Do Mot File File e Select the correct reason for filing the report and select file Un filing a Report e Select View Reports by Location from the tool bar e Select the location for which you wish to display reports and ensure that the Show is set to All reports e Select Search to display available reports Both filed and unfiled reports for that location will be displayed A report that has been filed will be marked by the filer s initials in the This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 21 of 34 INFORMATION INF828 5 Effective 07 05 14
18. Add Profile g Location Profiles Webpage Dialog xj Profiles Profile Active Profile contains l and profile is currently set to all Y Please use the search criteria above to Find locations Add Profile Close e Type in name of profile Select location from drop down list and select Add Location repeat for each location required e Select Save Profile Close Webpage dialogue box Location Profiles Webpage Dialog Create Update Mame Local hospitals w we Active 4dd Location Hosp A r ah Remove Me1095 Mes030 M5396014 D0218 NF19361 S007 104 NT204 W124 WT255 MT314 NTH MT42 Cancel Save Profile NT429 RAZO1 Close RAt30 RAYO1 This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 16 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide e Select required Default Search Profile from the drop down list and select Save Default Search e Administrators can change the Default Toolbar Panel from Administration to Reporting Selecting anything other than Reporting or Administration from the drop down list will have no impact sunquest WA Blood and Transplant web access 4 Your personal details Patient Search EEE Pe
19. Admin DE 16 07 12 Active Test Hospital User Test Hospital User Test Hospital User DE 16 07 12 Active Test L User Test LA User Acceptance Testing Local Admin User Active Test Merge User Test Merge User Acceptance Testing Merge User Active Test User 1 Test User 1 Acceptance Testing User 1 Active Test User 2 Test User 2 Acceptance Testing User 2 Active Test User 3 Test User 3 Acceptance Testing Search User 3 Active 12 e Click on the username you require to edit as the account is inactive it will be highlighted in red e Un tick the User is Inactive box e Click Save Changes button 6 Adding and Editing an Announcement NHSBT only e Select Tools e Select System News e Select Add news or message unquest ice DES op indows interne xplorer Er OJ X sunquest 3 W Blood and Transplant User APLIO001 web access News and Messages 2 News title Start date End date Allow login Status Patient Search Announcements 13 12 2011 00 00 18 07 2012 00 00 Yes Inactive Administration TEST SYSTEM 21 10 2011 00 00 30 11 2011 00 00 Yes Inactive Manuals Reporting Tools a Z System News ws e Add Title e Select start and end dates e Add message Please note there is no spell check but text can be composed in Word checked then copy and pasted e Select Update system news item e Announcements are displayed on the login page This document is uncontrolled unless
20. Barbara Kiely Page 12 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide i j 1U gt eE e Antibody Information Anti D Quantitation for TEST TEST Webpage Dialog O pogres e 15 Aug 16 Aug 17 Aug 2012 2012 2012 Investigation Tes Antibody Inform Pv GPE Tieie tetti een ror Antibody Information IU ml Anti D Quantit 10 100 60 Anti Fya Titre 8 Anti K Titre 32 512 128 09913110201055 0991311020101 0991311020102Y 0991311020103 W 17 4ug 2012 00 00 00 0991311020104U Graph Print Close e The individual graph appears Please note if you select a date range the graph will nang this will be fixed in a later version please close and re select graph To set a date range for a graph use the multiple graph option described below e Graphs can be printed using the print button Please note the number displayed under the patient name on the printout is labelled as the Hospital number but is actually the NHSBT number this will be amended in a later version e You can select Multiple Graphs Investigation and test anti D Quantitation Filter By Investigation Antibody Information Anti D Quantitation for Test TEST 120 Units IU ml Collected Result 13 4ug 2012 00 00 lt O 1 Value Range y axis Maximum 14 4ug 2012 00 00 lt 0 1 Minimum 15 4ug 2012 00 00 10 E E 16 4ug 2
21. Desktop Configuration to maintain NHS Blood and Transplant x Organisation Locations User Profile Select all Remove selected lt lt Back to Search _ Save User_ e User Options This is configured at role level by NHSBT nothing can be changed e Toolbar Options This is configured at role level by NHSBT nothing can be changed e Expand Locations Profile o Allow user to use workstation s default location leave un ticked o Organisation Leave as NHS Blood and Transplant o Subsidiary Leave as Organisation Locations This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 25 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide o All Locations From the left hand column select the location code to which the user belongs and click Add selected This adds that location to the User Profile Some users may have more than one location allocated o A user MUST have at least one location code within their User Profile o Ifa user has a role that enables them to file reports they will be able to do so for any locations added to the User Profile section when logged into that location o To remove a location from User Profile select the location and click Remove selected button Click Save User button to sa
22. Forgotten Password Login Subsequent Logins Enter your Username not case dependent Enter your Username not case dependent Select Forgotten Password Enter your Password not case dependent Open e mail generated from Forgotten Password Click Login or press enter Copy password from email Paste Password Click Login or press enter Change Password as prompted must be alphanumeric and at least 8 characters Ke desktop login sunquest ICE Desktop web access Change Password Password Announcements posted on 12 09 2012 13 00 00 Any announcements will be displayed on the log in page The NHSBT confidentiality agreement is displayed e Select Accept to continue Decline to reject if you select Decline the login screen will be displayed FY User Notice Webpage Dialog X Confidentiality Agreement for Users of the HHSET ICE Diagnostic Results Service SP ICE acknowledge understand amp agree to adhere to the folloving conditions of access to SP ICE e wil respect amp maintain the privacy and confidentiality of all accessible data amp understand that unauthorised access or disclosure of personalicontidential data is a breach of privacy amp may result in disciplinary civil andvor criminal actions against me will mot disclose the data or information to anyone other than those to whom am authorised ta do so bly Username is considered equivalent to my signature am responsi
23. INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide Blood and Transplant Specialist Services Electronic Reporting System Sp ICE User Guide for Sp ICE This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 1 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide The Specialist Services Electronic Reporting System delivered via Sunquest ICE Sp ICE is managed by NHSBT to provide its customers with timely and appropriate access to patient diagnostic reports lf you have any queries regarding use of Sp ICE in your hospital please contact your local hospital administrator Any feedback on this user guide can be sent to CE nhsbt nhs uk Your comments will be collated and used to help improve future versions Updates to text in this version of the User Guide are highlighted in grey This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 2 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide Table of Contents Contents Page Number Introduction 4 A schematic of system architecture 4 Responsibilities 5 Req
24. ble for all system activity made under my Username wil access SP ICE amp data that t holds only for the purposes for which am explicitly authorised e will mot use SP ICE including personal or confidential information tt holds for any other business purpose or for my personal interest will not rovide anyone else wih access ta SP ICE e g by sharing my account details or allowing use by others when have logged in e bly usage of SP ICE will be monitored by the Trust and MHSBT amp information so gathered may be passed ta my line managers and or used as evidence in the event of a breach of these rules e vill maintain proper password security by choosing a complex password not revealing it to anyone amp changing t as required understand that the references to personal confidential amp sensitive information in these documents are for my information but are not intended to specify my obligations under the Data Protection Act 1995 e Should my employment be terminated or my work in relation to SP ICE discontinue for any reason understand that vill continue to be bound by this Confidentiality Agreement Accept Decline This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 7 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide e lf you have access to more than one loca
25. ct search The process to view a report is identical to that previously described in View Patient Reports Viewing Latest Reports The main benefit of using View Latest Reports is that it can be used as a tool to view the most recent reports for a specific location as they are received All new reports will be available through this view until the report is filed Once a report is filed it is automatically removed from the View Latest Reports PLEASE BE AWARE If a report is filed it will no longer be viewable through View Latest Reports Select the View Latest Reports icon Ensure the correct location code is selected from the drop down list The list of reports for the selected location is displayed Patients reports are accessed as previously described Filing a Report Users accounts can be set up with or without access to filing reports for their log in location s For those with access to filing e Ensure you either initially log in to the location you wish to file for or change locations using the change location option by hovering over the current hospital location Hosp A in the example below PLEASE BE AWARE At present if you have more than one log in location you can file reports for any of your log in locations irrespective of the log in location you have selected This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 20 of
26. ed profile that includes hospitals that you would regularly view results for other than your log in location You can set this profile as your default search locations e Select Tools from the tool bar Requesting Location v All locations v Clear Filter by specialty All specialties z Requesting Clinician z fall clinicians Patient List one v Clear Search Later reports gt gt NHSBT Number Name sex oos Investigation e Select Personal Details sunquest wW Blood and Transplant web access Your personal details Patient Search TT Personal Details Aelis tik You are only able to amend your Bleep Number If any other details are incorrect please contact your administrator Full Name Username Initials Personal Details ption Number Amend your Bleep Number Toolbar Settings Default Toolbar Panel Reporting 7 Default Panel Item HomePage View Patient Reports 7 Save Home Page Location Latest Report Settings Default Search Source Requesting Location Default Search Profile my Location v oe Save Default Search This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 15 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide e Open the webpage dialogue box next to the Default Search Profile i e click l e Select
27. ewed mmm Unviewe gt Amended iy Filed or gt a Tui lt Initials of Filer e lf there is more than one page of reports use the Earlier reports and Later reports buttons respectively You will only be able to view reports for locations hospitals that you have been granted access to e To view an individual report highlight it by clicking the left mouse button The patient s report is displayed e To navigate between earlier and later reports when viewing an individual patient report click on the Previous report in list and Next report in list arrows these arrows are greyed out when there is only one report Please note A subset of results for RCI requests will be displayed within the Sp ICE browser with a link to the PDF report For H amp I results there will be a link to the PDF This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 10 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide report If no sample collected date is provided the PDF report will state No date given however the dataset will report the Collected date as the Received date O Sunquest Ice Desktop Windows Internet Explorer f l ajx Patient Name TEST TEST NHSBT Number 5532230556 See Case Note Numbers Sex Female lt lt Back sunques i ae User HA Date of Birth 24 Janua
28. he Forgotten Password option If a local administrator is locked out contact NHSBT service desk nhsbt nhs uk who will reset the account and advise the use of the Forgotten Password option 3 4 Inactivate a user When a local hospital administrator leaves the service the Caldicott Guardian SIRO Primary Contact must contact NHSBT CE nhsbt nhs uk using FRM4117 whereupon their account will be inactivated The account may be reactivated by submitting a new access request as in 3 1 Local hospital administrators will be responsible for inactivating and reactivating their own users 4 Use of Sp ICE 4 1 Accessing Sp ICE e Open the application by double clicking the ICE Desktop icon A ICE Desktop Or use the following link to the web browser https edilive nhsbt nhs uk icedesktop e The ICE Desktop Login window is now displayed e Click on the image in the middle of the screen or the Login icon s GE DORN tole ogin sunquest na D GN ICE este p sunquestm ICEdesktop TF you are a valid user please click here to continue This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 6 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide e The ICE Desktop Login window is displayed e Any announcements will be displayed beneath the Username and Password box First Login
29. ion Requesting Clinician Sample Taken Reported Enter the required search criteria based on the information in the table below and then click Search Please note the search parameters do not update unless you click Search This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 17 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide Location 1 Leave as Requesting Location Location 2 Defaults to users log in location or profile set by user Select Clear to obtain All locations followed by Search a drop down list is then available from which to select an alternative location once selected click on Search Filter by Speciality Select speciality from drop down list Clinician 3 Leave as Requesting Clinician Clinician 4 Leave as All Clinicians or open web page dialogue box and search for clinician Patient List Leave as None Show reports up to Select the radio button and enter the date up to which you wish to display any available reports this is the default option and is automatically set to the current date Show reports from Select the radio button and enter the date from which you wish to display any available reports Show reports for last Select the radio button and select the number of days from the drop down list for x days which to view previous
30. ion results or titration results for a pregnancy providing you have access to the appropriate locations It is possible to produce graphs showing the cumulative results e Select the Cumulative Reports icon from the left hand tool bar or the Cumulative button in the individual report Patient Name TEST TEST NHSBT Number 5532230556 See Case Note Numbers Sex Female lt lt Back sunquest Date of Birth 24 January 1985 NHS Number No NHS Number User HA ICE Desktop Testi web access fim bi lt File Fie amp Next gt Back E Cumulative E Print Audit Trai Patient Search zy Reported Specialty Location Clinician Status Reporting SS 22 Aug 2012 12 21 RCI T146M KIELY BARBARA Not Specified F I Additional information is available For this report LA RCI Report 22 Aug 2012 13 06 view Patient Reports i A limited data set is displayed below For full test results you must open the PDF report by clicking the link above ct shee by Sample 0991311020112U Patient Collected 22 Aug 2012 00 00 Received 22 Aug 2012 12 14 ocation ABO RhD group 4BO RhD group O RhD negative RCI Report View Latest Reports RCI Report You must open the PDF report for full results Curnulati e Reports End of report e The cumulative view is displayed The Back button takes the view back to the individual report view The Print button is used to print out the results cumulatively the number displa
31. nd archiving arrangements Sp ICE is refreshed with new report data on an hourly basis and the entire system is backed up on a daily basis It can be fully restored using this back up In the event of needing to restore the database more recent data would be reloaded When implemented the previous 9 months of report data for RCI will be migrated onto Sp ICE Limited H amp l historical data will be migrated pre implementation There is currently no intention to archive and remove data from Sp ICE although system performance will be monitored closely and this may be necessary at some point in the future It is NHSBT s intention to manage retention of data in compliance with the NHS Records Management Code of Practice Historical reports not uploaded to Sp ICE will remain available through the Hematos SpS system and can be obtained by arrangement with the appropriate NHSBT Reference Laboratory Manager This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 30 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide 11 Sp ICE related documentation e FRM4116 Information for Healthcare Organisations wishing to access NHSBT Diagnostic Results via Sp ICE e FRM4117 Sp ICE Hospital Administrator User Access Request e FRM4101 Sp ICE NHSBT User Access Request This document is uncontrolled unless printed on
32. od and Transplant Existing Users A A Search by username v Patient Search Administration I T Show Inactive Users beginning with v Add Edit User Add new user eam e User name Enter a user name A warning will be displayed when you save the user if the username has already been used possibly by a different organisation e Password Enter a password for the user minimum eight characters including at least one number This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 24 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide e Confirm password Re enter the same password for the user e Change password at next login You must tick to force the user to change their password when they login for the first time e Password never expires this is greyed out and cannot be changed e User Account is locked This will be ticked if the user has locked their account by entering their password incorrectly 5 times e User is Inactive Tick to inactivate a user account e User role Select a suitable role for the user from the drop down list See Appendix 1 for details of roles e Full name Enter the users Forename followed by Surname o This information is displayed when a user has viewed a report e Initials Enter the users initials e Descrip
33. ot file any results Limited system configuration access Can access all results Cannot file any results Author s Heather Aplin Barbara Kiely Page 33 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide Appendix 2 System management Sp ICE is managed by the NHSBT Specialist Services SpS IT Systems Manager supported by The SpS Systems Assurance Manager Sps Implementation and Development Co ordinators IDCs SpS Operation Team SpSOT represented by senior practitioners from Red Cell Immunohaematology RCI and Histocompatibility and Immunogenetics H amp l NHSBT Service Desk The SpS IT Systems Manager liaises with NHSBT Systems and Securities Manager to assure the security of NHSBT confidential patient data NHSBT IT Technical Services concerning system performance integrity and development National Acceptance Manager concerning the testing of new software releases Configuration Control and Release Manager concerning new software releases NHSBT Customer Services concerning performance issues and external user perspectives Sunquest concerning system performance integrity and development This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 34 of 34
34. plication completely by clicking on Log off and close window 0 Log off and close window e The user can also exit the application but leave it running for someone else to log on by clicking the Change User button Change us er f Log otf OR e Selecting Change user log off in the top right hand corner after hovering over the hospital location Hosp A in the example below This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 23 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide OO O l1 x Change location Change user log off t This will log the user off but display the login screen for the next user 5 Local Hospital System Administration 5 1 Add a new Sp ICE user account e Log into Sp ICE using your local administrator account e Click Add Edit user from the tool bar in the Administration tab sunquest WHA Blood and Transplant web access Search Yalue I e Search For patient D Search Type NHS Number C Patient Name C NHSBT Number C Date of Birth Advanced Search a Patient Search My Patient List Administration SHSBT Mo Surname Forename Add Edit User e A screen is displayed where you can either add a new user or search for existing users e Click Add new user button at the right of the screen sunquest NHS pE lS Blo
35. purpose and produces an error message when selected 4 2 Viewing and printing patient reports Search for a patient using NHS Number Name just surname or surname forename NHSBT number or Date of Birth dd mm yyyy The radio button moves depending on the value entered into the field You can search by hospital number using the following format hospital number Location Code the location code is the Hematos NACS Code The hospital number s is linked to the NHSBT number and can be viewed in the See Case Note Numbers see over e Enter search criteria in the Search Value field This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 8 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide e Select the Search for a patient button If patient is found they will be displayed if more than one patient is found using the search criteria they will be displayed in a list If patient records have been merged in Hematos the patient may have more than one NHSBT number sunquest ICE Desktop Blood and Transplant Userisername UD scorer value frth Search for patient Search Type WHS Number Patient Name NHEBT Number Date of Birth Advanced Search Lists available M Patiert List as Search Results Print Add To List e An advanced search is available which enables you to enter multiple search
36. r account e g because they have left the organisation or have breached data protection guidelines then it is the responsibility of the local administrator to set that account to inactive e Log into Sp ICE using your local administrator account e Click Add Edit user from the Administration tool bar e Search for the user by Username or by Full name minimal details can be entered and name selected from resulting list e Click on the username you require to edit e Tick the User is Inactive box e Click Save Changes button 5 5 Re activating a user account An account that was set to inactive can be re activated if required e Log into Sp ICE using your local administrator account e Click Add Edit user from the Administration tool bar e Search for the user by Username or by Full name ensuring the Show Inactive Users box is ticked minimal details can be entered and name selected from resulting list This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 27 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide Pan You have new ICEMail Hide x Existing Users Search by username beginning with x ir I Show Inactive Users ABE DEE SHE DRL MN OUPRUERS TUM Wx XY Z 12 FullName Description Stats Test Hospital Admin Test Hospital Admin Test Hospital
37. rators within their Trust or hospital e Request training for additional local administrators from NHSBT using FRM4117 NHSBT will train local administrators set up their account s and e mail details directly to the local administrator Local Administrators will e Identify Hospital Trust users e Provide training for Hospital Trust users e Create accounts for Hospital Trust users This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 5 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide 3 2 Administrator User password When a new adminisirator user logs onto Sp ICE on the first occasion using their agreed username they will obtain their password by selecting the Forgotten Password option A computer generated email will be sent to the email address supplied when the user account was created Using the emailed password the administrator user will be prompted to change their password before accessing records The password chosen must be alphanumeric and consist of at least 8 characters The system allows five attempts at a password before locking the account To avoid being locked out of your account use the Forgotten Password option before you exhaust the five attempts 3 3 Locked accounts Users contact your local administrators to unlock locked accounts once the account is unlocked use t
38. reports Show only on Review Select option from drop down list reports by location e All reports displays filed unfiled and amended reports screen e Unfiled reports only e Filed reports only e Viewed reports only e Unviewed reports only e Amended Reports only Investigations 5 Use to filter for H amp I results enter H Print last x reports Do not print from this option it does not print the full PDF report Filter by Investigation Select View Reports by Location or View Latest Reports Click into the Investigation box and type H 5 All investigations that include the letter H will be listed in the drop down Select the desired Investigation and click Search H I Disease Association will display just the HLA B27 results H l Report will display ALL H amp l reports This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 18 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide Blood and Transplant Requesting Location Al locations y Clear Show reports up to foor 2013 Show reports from 20 12 2012 r Fil me C s days ilter by specialty 4ll specialties Show reports for last Requesting Clinician jal Clinicians EI Show Jal reports Patient List fone Clear aera H Clear _ O Search Print last H Disease Association
39. rsonal Details D You are only able to amend your Bleep Number If any other details are incorrect please contact your administrator Reporting Tools ae Full Name at Initials 1e Personal Details Description Bleep Number 4mend your Bleep Number Toolbar Settings Default Toolbar Panel Reporting x Default Panel Item HomePage View Patient Reports Save Home Page Location Latest Report Settings Default Search Source Requesting Location x Default Search Profile my Location x Save Default Search Local hospitals e Log out of Sp ICE and log back in to check that the default settings have been updated The View Latest Reports and View reports by location screens have various search options see screenshot below Note Once search criteria are selected for View Latest Reports or View Reports by Location these same parameters are applied when toggling between these screens sunquest User Test fej Si e309 Bloodijand Transplant uerg web access Clear Show reports up to 24 07 2012 E Show reports from 19 07 2012 Al A C Show reports for last a days __p lReauesting Clinician z All Clinicians ee Show al reports z 6 Patient List one v Clear Investigation yo repa only v Clear Search last ir S view Patient Reports Unviewed Reports only am iew Rengi h Earlier reports Requestin Amended Reports onl gt 8 status NHSBT Number Name sex poB Investigat
40. ry 1985 NHS Number No NHS Number ina ICE Desktop Testi web access 7 File File amp Next gt Back lt Cumulative gt Print Audit Trail Patient Search Eo Specialty Location Clinician Status Reporting Ed 22 Aug 2012 12 21 RCI T146M KIELY BARBARA Not Specified F a iew Patient Reports i A limited data set is displayed below For full test results you must open the POF report by clicking the link above gt lt JEET Sample 0991311020112U Patient Collected 22 Aug 2012 00 00 Received 22 Aug 2012 12 14 Location ARN RAD ara n e To print the full report you must access the PDF see below Please do not print the limited data set on the web browser particularly as the number displayed above the barcode in the top left hand corner of the print out labelled as the Hospital Number is the NHSBT number this will be amended in a later version e To access the PDF reports click on the hyperlink s The PDF link currently displays the date the report was sent to Sp ICE this will be amended in later versions to display the date reported e The PDF is displayed in Adobe viewer where you can do the following o Save the PDF report to a local drive o Print the PDF report to a local printer see below o Email a link to the PDF report to another person e Itis possible to copy and paste the PDF report Please ensure you comply with NHS data security guidelines when sharing patient information Save Print Email
41. tion Enter your Hematos location code e Bleep number Leave blank e Email address Enter a valid email address for the user o Sp lCE will display a message if an invalid format is entered o Ifno email address is entered the user will be unable to receive a new password via the Forgotten Password option This would then require the user to contact the local administrator to reset their account e Language Defaults to English e Start date Enter an active from date for the account This can be left blank e End date Enter an expiry date for the account This can be left blank Blood and Transplant Add Edit User Edit User Logon Attributes User name Password Confirm password Change password at next login Password never expires User Account is Locked User is Inactive User role Full name Initials Description Bleep number Email address Language Test User Rc Testuser TERRA Hematos location cbde m valid email address Invalid Email Address Engish Edit Account Expiration Details Set a start and or end date For the user account 4n empty value will leave the date open ended Start date E Clear End date E Clear User Options Toolbar Options E Locations Profile Allow user to use workstation s default location location details Organisation Subsidiary All Locations Select all Add selected rc You can use the Location Editor under
42. tion hospital select a location to continue Blood and Transplant Select a location You need to select a location to continue Location e The ICE Desktop Search window is now displayed Displays which hospital the user has logged into and their username sunquest HDA Blood and Transplant User Username web access Search alue fo Search for patient Patients At Other Locations Search Type NHS Number Patient Name NHSBT Number Date of Birth Advanced Search Lists Available my Patient List gt Patient Search My Patient List Administration WSBT No Surname Forename DOB Sex NHS Number Remove Reporting mS Administration tab is only available to NHSBT and Hospital administrators ne a View Reports by Location i View Latest Reports Latest reports are only available to users and administrators who can file yy Cumulative Reports This window can be used to e Search for a patient record using Patient Search e View Patient Reports view reports for the selected patient e View Reports by Location displays the reports for a selected location for unfiled and filed reports e Latest Reports by Location displays the latest unfiled reports for a selected location e View Cumulative reports displays all the previous anti D c quantification results or titration results Please note the Patients At Other Locations button serves no useful
43. uests for local hospital administrator accounts 5 Administrator User password 6 Locked accounts 6 Inactivate a user 6 Accessing Sp ICE 6 Viewing and printing patient reports 8 Cumulative Reports 12 Amended Updated Reports 15 Search Options 15 Filter by Investigation 18 Filter by Speciality 19 Viewing Reports by Location 20 Viewing Latest Reports 20 Filing a Report 20 Un filing a Report 21 Audit Trail 22 Closing Sp ICE 23 Add a new Sp ICE user account 24 Edit an existing Sp ICE user account 26 Unlocking a user account 26 Inactivating a user account 27 Re activating a user account 27 Adding and Editing an Announcement NHSBT only 28 Support Arrangements 29 System performance and adverse event incident reporting 30 Software development and new versions 30 System back up and archiving arrangements 30 Sp ICE related documentation 31 Appendix 1 Sp ICE User Roles 32 Appendix 2 System management 34 This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 3 of 34 INFORMATION INF828 5 Effective 07 05 14 1 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide Introduction 1 1 Principle NHSBT currently supplies diagnostic services to approximately 300 hospitals and to general practitioners in the primary care sector Paper based reporting is no longer the system of choice and Sp ICE provides an electronic solution to improve test turnaro
44. und times remove the need to re key data and reduce transcription error Electronic reporting is recognised by NHSBT as an important patient safety initiative ICE is a Sunquest web based application enabling NHSBT Specialist Services to rapidly disseminate the results of diagnostic testing from its core IT system Hematos to NHSBT customers via approved file transfer protocols Users are able to securely view and print diagnostic test results shortly after they are authorised for release on Hematos The system will be referred to as Sp ICE Specialist Services ICE A subset of results for RCI requests will be displayed within the Sp ICE browser with a link to the PDF report For H amp I results there will be a link to the PDF report 1 2 A schematic of system architecture Haspital Transfusion Laboratory E SS Hospital LIMS p Hospital Clinician Requests Tests Sample Sent to NHSBT _ Enter SS Patient Test v HEMATOS Request Data S New Workflow Implemented by SP ICE Immediate no delay once authorised on Hematos Hard Copy Results Sent Current slower process Hospital LIMS Hospital Enters eT Hard Copy Received at Hospital m Patient Test Results This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 4 of 34 INFORMATION INF828 5 Effective
45. ve the user account details The screen returns to Add Edit User Please note if any details entered are incorrect an error message will appear in red make corrections and click Save User button Confirm the username to the user and advise them to use the forgotten password option 5 2 Edit an existing Sp ICE user account Log into Sp ICE using your local administrator account Click Add Edit user from the tool bar Search for the user by Username or Full name NB tick Show Inactive Users Click on the username you require to edit Blood and Transplant l User or You have new ICEMail amp Existing Users Search ar username beginning with Y search T Show Inactive Users cad a SA BG ETET gw Rae ce E Bee yw Ao Fe a a Test Hospital Admin Test Hospital Admin Test Hospital Admin DE 16 07 12 Test Hospital User Test Hospital User Test Hospital User DE 16 07 12 Active Test L User Test L User Acceptance Testing Local Admin User Active Test Merge User Test Merge User Acceptance Testing Merge User Active Test User 1 Test User 1 Acceptance Testing User 1 Active Test User 2 Test User 2 Acceptance Testing User 2 Active Test User 3 Test User 3 Acceptance Testing Search User 3 Active Make the required changes to the user details and click Save User button 5 3 Unlocking a user account If a user has locked their account by incorrectly entering their password 5 times then they will
46. w login Status Patient Search Hospitals and Science Website 13 09 2012 10 00 13 09 2012 19 00 Yes Current News Administration Hospitals and Science Website 13 09 2012 10 00 13 09 2012 19 00 Yes Inactive Manuals Announcements 12 09 2012 13 00 12 09 2012 14 00 Yes Passed Reporting Announcements 13 12 2011 00 00 18 07 2012 00 00 Yes Inactive Tools TEST SYSTEM 21 10 2011 00 00 30 11 2011 00 00 Yes Inactive a gt Syst N ystem News Add news or message 7 Support Arrangements NHSBT provide support from 08 00 to 17 00 Monday to Friday excluding public holidays Contact details are as follows e Telephone 01138208777 e Email service desk nhsbt nhs uk Users must not contact the software supplier directly concerning any issues NHSBT will notify in advance of all planned system down time and a message will be displayed on the logon screen e For non urgent results if there is an interruption to the Sp ICE service please try logging in one hour later e Inthe unlikely event of long interruptions to the Sp ICE service NHSBT will inform hospitals of contingency arrangements via normal contingency planning communication routes This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin Barbara Kiely Page 29 of 34 INFORMATION INF828 5 Effective 07 05 14 NHSBT Specialist Services Electronic Reporting System SP ICE User Guide e For urgent results telephone your local RCI department
47. yed above the barcode in the top left hand corner of the print out is labelled as the Hospital Number but is actually the NHSBT number this will be amended in a later version The Next and Previous arrow buttons enable the user to view earlier or later results it is possible to view a maximum of six results with the latest result on the far right of the screen Please note the highlighted result on the left is the oldest result on view e To view save or print a graph select the individual antibody information Quantification or Titre Patient Name TEST TEST NHSBT Number 5532230556 See Case Note Numbers Sex Female lt lt Back Date of Birth 24 January 1985 NHS Number No NHS Number as 2 iew Details Match up test results across investigations IMPORTANT This is a numerical summary of results for a sample UP TO AND INCLUDING the Reported date if shown in the column header To see the complete information for a specific result you MUST look in the original report s or click on the test name Sample Taken Sere i 13 Aug 14 Aug 15 Aug 16 Aug 17 Aug Investigation Test Range Units 2012 2012 2012 2012 2012 Antibody Information Anti D Quantitation IU ml lt 0 1 lt 0 1 10 100 60 Anti Fya Titre 8 Anti K Titre 2 4 32 512 128 End of report e The results will appear in tabular form select graph This document is uncontrolled unless printed on Controlled paper Author s Heather Aplin
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