Smoking Cessation Database – User Guide Version
Contents
1. Data Extracts Microsoft Internet Explorer Seles File Edit View Favorites Tools Help ay x m A ea Q Back 7 J x a A P Search A Favorites A 2 ee ay rel 33 Address http www smokingcessation scot nhs uk Reporting LocalExtracts aspx vi EJ Go Links G ona NHS OTHER SHOW SITES m hits NHS Scotland Smoking Cessation System Sa COMMENTS l SCOTLAND Data extracts gt aan Select a report aizak Tae TRAE EO Client details extract basic information by Quit Date Reporti 7 ag iat Client details extract basic information Returns all basic client information in an Excel spreadsheet Includes ail Letters by Referral Date client information that can sensibly be presented in a single spreadsheet Reports Client details extract multi select items a Data wil include all single select items but will not include Client details extract foll multiple select items such as Tobacco products used other extracts are UE 2 y g ae wen es available for these You will only be able to see data for clients in the clinic User Sra i summary basic s that you have been assigned to Help m Client details extract ENHANCED w summary basic info and follow ups Select a start quit date L Client details extract summary basic Select an end quit date BsF quit date a info and follow ups by Referral Date J Client details extract individual weekly Health board sessions Clinic area ty2. Some required fields have not been entered for this client Click here to see details Done Internet If you wish to update or add to the record click on edit at top right and the screen view will change to that below The mandatory minimum dataset items are all highlighted with a gold star and you are now able to start inputting data Q peck z x a A Search 5 2 Favorites Ee 7 a rel 3 Address E http www testsite scot nhs uk SmokingCessation Clients EditClient aspx Go Links NHS Scotland Smoking Cessation System s Client information new record Save f X Cancel Details Tobacco use Background to service use Current service use Medical Locally Defined Questions Notes New client s Title v Health board Test Health Board v Client information Clinic area type Test Clinic 1 v Reporting Forename type Test Clinic 7 Tee Surname l Clini ion click to select Help Bate af bith Je Clinic lee eln click to select CHP area client Age HB area client Gender TE Address Pregnant a k Ethnic origin TEJ i Receives free v de Postcode e prescriptions Employment Email status L w X L Phone numbers Local client id CHI number Comment ve Items marked with a star are part of the national minimum dataset for cessation services mandatory items
3. please select v Help Fig 16 Question Type select Text from the options available Question enter your question in this field e Help Comment this field is optional If you wish to provide guidance on a question e g Q What was your overall experience of our service Help comment How would you rate our service e Grouping i e topic this field provides a means to group a set of questions together under a sub heading When a new Grouping is added via the enter a new grouping field this Grouping then appears in the list of available Groupings to select from Question Status this field is always set to PREVIEW by default Type of Text Input There are four options available here depending upon the type of response you require 1 Datetime Date required in dd mm yyyy format 2 Integer Whole number this includes 0 3 General text Free text field local administrators can determine the numbers of rows available for data response 4 Decimal Decimal number 15 e Insert by choosing this option the user has now created a question which can be viewed in the preview screen e Cancel selecting this option takes the user back to the Local Reporting Administration page deleting the current question Service evaluation Do vou have any suggestions that could improve our service Are there things we could do better Please provide a 24 hour servicel Fig 17 Typical text box field requ
4. For a more comprehensive listing users should choose the extended search option Search Microsoft Internet Explorer File Edit View Favorites Tools Help peck x a ER JO search Sp Favorites mL Address 2 Http iee testsite scak nhs uk SmokingCessation Clients Search aspx NHS Scotland Smoking Cessation System Client Search Quick Search Extended Search Results Showing all clients from clinics Test Clinic One Test Clinic Two iclick on a client to view Reporting id Local Id Surname Forename DOB Quit Date a J101 01070001 1111 Moon Hectorina 05 10 1961 01 01 2007 zane J101 01070002 rm46 Dimple Dolly 18 06 1956 17 03 2007 Help 101 01070003 rm46 Jimmy Seeyou 18 06 1956 12 04 2007 J101 01070004 rmo46 One Formula 18 06 1956 12 04 2007 J101 01070005 Bird Dobo 10 10 1928 01 01 2007 101 01070006 Dodds susan 19 09 1933 25 01 2007 J101 01070007 25 01 2007 J101 01070008 Marley Gavin J1i01 01070009 01 02 2007 Jio1 02070001 McHamish Hamish 01 05 1927 13 02 2006 Page 1 of 28 from 272 rows 12345678910 Export to Excel Print Create new client E B EE E ee g Fig 4 Additional columns included in the extended search fig 5 include Follow up due Letter sent icon Follow up Type and Consent Search Microsoft Internet Explorer File Edit View Q back i x B EN J
5. Internet Fig 8 By selecting the tabs at the top you can move between the six client details tobacco use background to service use current service use medical info and notes screens note the additional tab is not currently in use You can wait until you have finished inputting data to all of them before clicking on the save button at the top right or you can save as you go along Note the follow up screens and weekly sessional clinics screen are accessed separately from the blue left hand column To start inputting data first make sure you have switched to edit mode by clicking on edit Then simply click on the first field for which you wish to input information and type in details or select the appropriate response from the options given in the drop down list The fields with a gold star beside them comprise the minimum data set this applies to all screens You Should input data to all of these With the additional local use data items it is for individual NHS boards services to decide how much of this extra information they wish to record Warning if you omit any minimum dataset items this will be highlighted when you try to save the record You will not be prevented from saving the record but you will be advised as to which fields you have omitted and encouraged to fill these in now Continue to fill in all relevant details all minimum dataset items plus as many of the non mandatory items as yo
6. support in line with the definition and recommendations throughout A Guide to Smoking Cessation in Scotland 2010 NHS Health Scotland and ASH Scotland http www healthscotland com documents 4661 aspx The term NHS smoking cessation services assumes that any intensive smoking cessation support provision within an NHS Board area i will form part of that NHS Board s SCSs and that ii it will be delivered to the same standards The national community pharmacy smoking cessation scheme offers 12 weeks of structured behavioural support ordinarily 1 1 and NRT in accordance with national service specifications Further details are available from Community Pharmacy Scotland or from the local NHS Board Consultant in Pharmaceutical Public Health Smoking cessation services vary from region to region and evolve over time according to need However the following are integral components provide intensive support operate to nationally agreed standards as outlined above an NHS supported service staff who have o attended nationally recognised training o dedicated time to deliver group and or 1 1 support which is gt foraseries of planned scheduled sessions in which a target quit date is set and support provided throughout the quit attempt through multi session intensive structured behavioural support gt offered in conjunction with pharmacotherapy as appropriate gt with follow up of the client at one month three months and one
7. Outlook e Inbox Microsoft Outlook bA RE Smoking Cessation D i Version 5 January 2009 Ja Follow ups Microsoft Ve me 16 07 T Fig 30 23 B Follow ups Microsoft Internet Explorer AZ amp http www testsite scot nhs uk SmokingCessation Clients FollowUps aspx ee Follow ups record SC 106 ee a Search 1 Month 3 Month 12 Month Notes Client SC 106 Successfully contacted for follaw Tr 3 Date follow up request letter Client information up X issued Follow ups vee Date follow up carried out X Method of follow up clinic oki in last 2 weeks ax Smoked at all since the 1 month follow up Reporting Date of last cigarette Positive changes if still smoking click to select User Help ve Items marked with a star are mandatory 24 8 Adding a new service usage quit attempt for an existing client To add another quit attempt for an existing client use the search facility to bring up the client s record see notes in paragraph below Once you have accessed their client information click on the New quit attempt option at the top of the screen Important before doing this please check that the client does not have an existing open quit attempt that is still to be closed off For example the client may have had a previous quit attempt less than a year ago could have initially qui
8. Use and Quit Attempts 10 On average how many 11 How soon after waking does 12 How many times has the client cigarettes does the client the client usually smoke their first tried to quit smoking in the past usually smoke per day cigarette year O 10 or less O Within 5 minutes O No quit attempts O 11 20 O 6 30 minutes O Once O 21 30 O 31 60 minutes O 2 or 3 times O More than 30 O After 60 minutes O 4 or more times O Unknown O Unknown O Unknown Intervention Details 13 Date referred to service 14 Quit date 15 Date of initial appointment ee ae soe a a ae E 16 Does the client consent to follow up O Yes 17 Pharmaceutical usage O NRT only single product O NRT only more than one product O Varenicline only O Bupropion only O NRT and Varenicline change in product O NRT and Bupropion change in product O None O Unknown Total number of weeks used 18 Intervention s used in this quit attempt O One to one sessions O Group support closed groups O Telephone support O Group support open rolling groups O Couple family based support O Other please specify O Unknown 19 Intervention setting s O Primary Care O Hospital Inpatient O Hospital Outpatient O Pharmacy O Prison O Workplace O Educational establishment O Non NHS community venue O Home O Other please specify 20 Shared care between pharmacy and non pharmacy services O Yes 1 Month Follow Up 21 Was the client successfully
9. been developed by the Information Services Division of NHS Scotland to facilitate data collection in smoking cessation services The database contains the minimum dataset the mandatory client information required for national monitoring purposes developed by PATH see http www ashscotland org uk ash 4241 html and additional information that services may find useful for their own purposes The purpose of this manual is to provide a simple step by step guide to using the system primarily for admin input staff who will be adding client data but also for personnel wishing to access the system to view client data or run reports Note this is the fifth version of the user manual The manual is available direct from the database under Help If you have any comments or suggestions on how the guide might be improved for example any guidance that is missing please get in touch 2 System requirements In order to use the database you will need e a web browser e access to the NHSnet network 3 Logging on to the database The database is available at www smokingcessation scot nhs uk To use it you will need a valid username and password Enter these at the login screen and click Login fig 1 If you do not have a username and password contact your local Smoking Cessation Co ordinator ISD liaise with Smoking Cessation Co ordinators on the setting up of security access rights for new users Enter your email addre
10. nature hence the drop down yellow bar If during editing you enter text here and save this field will be displayed as a yellow bar with the words Click here On doing so the bar expands downwards to reveal the text entered click again to close the slider Also the existence of this text is indicated on the blue menu bar on the left of the screen in red text When you run a list of clients due follow up for any records where info alerts details are held this will be highlighted in the last column under the i for information symbol fig 5 a Client Information Microsoft Internet Explorer f olx ae hea Festsite scot nhs uk SmokingCessation Clients EditClient aspx k EJ co Links Pas NHS SCOTLAND EET Client information record TC1 09110005 Edit A New quit attempt Sp Print Search Details Tobacco use Background to service use Current service use Medical Locally Defined Questions Motes Client TE1 09110005 Title Health board Test Health Board Hubb miera i Forename Clinic area type Test Clinic 1 Weekly sessional clinics Surname Reporting Date of birth Clinic location iker a oe CHF area Gender Male client Help Pregnant No HB area client Ethnic origin Add
11. practitioner type as pharmacist and in the name field type the name of the pharmacy This will allow you to extract stats client listings by pharmacy For any problems with duplicate entries advisor names miss spelt incorrectly recorded etc contact ISD ISD have access to the lists of smoking cessation advisors recorded on the database under each NHS board and can amend this info centrally Warning on this screen is a question asking if client has given consent to be contacted for follow up This is now a mandatory item and it is important to note this as No if the client has not given consent to follow up to ensure that they are not contacted when they shouldn t be You can also amend the response e g if the client agrees to one month follow up but not later follow ups As well as noting Consent No on the Current service use screen remember to record No client did not consent to follow up against the question Successfully contacted for follow up on the next follow up due to close the quit attempt off Note at 1 month follow up the system lists clients noted as consent No see records marked X as well as consent Yes so that users can see for example where consent has perhaps been noted wrongly as No and needs to be amended and also to alert them to the need to close the quit attempt off i e go to one month follow up and note No client did not consent to follow up against
12. relevant updates CPD should be undertaken regularly to deliver group and 1 1 Support evidence and current guidelines support face to face group and 1 1 support where practically possible supplemented with proactive telephone support where desirable and because of geographical constraints generally specialist SCSs provide group support the national pharmacy scheme provides 1 1 support and telephone support is provided as a supplement to or substitute for if practically not possible to provide continued face to face support in rural and remote areas following on from initial face to face sessions for a series of planned scheduled sessions in which a target quit date is set and support provided throughout the quit attempt through multi session intensive structured behavioural support Ordinarily there is at least one pre quit session and at least four post quit sessions For specialist SCSs this is normally a minimum of four 1 1 sessions or seven group sessions For pharmacy services as part of the national scheme this would involve weekly behavioural ordinarily 1 1 support normally over a 12 week period In both cases this excludes opportunistic and brief advice work but allows expert practitioners the staff defined above with regards to training and time to use Clinical judgement The first session involves assessing the client and ideally takes place at least one week before the quit date is set for and subse
13. 02 06 2011 10 33 User Status Hide v Help Question Group Four vi Developer Service evaluation v or enter a new grouping The record has been updated Fig 23 Edit screen for text question NHS Scotland Smoking Cessation System Local Reporting Administration Edit Question Id 3438 Question What appointment time would suit you Reporting Administration Local Reporting Administration Help Comment Question Type Check Radio What time is easiest to attend clinics Checkbox Early morning Late morning Early afternoon Late afternoon Evening Options Published 02 06 2011 10 50 Status Live v Question Group Developer User Attendance v Help or enter a new grouping The record has been updated Fig 24 Edit screen for either radio check box question The time and date the question was originally created is recorded on the screen as Published however once a question status changes to Live the date amp time will change to reflect said change To change the status of the question please select the option Status There are 3 options to select from Hide Preview and Live e Hide This status would be selected once a question has been fully developed by the user and is waiting for deployment to go live e Preview This status is automatically r
14. D COMMENTS T Search Question Local Reporting Administration Add Question Question Type Please select Reporting Local Reporting Administration Help Comment Grouping pregnancy v orenter anew grouping _ Question Status NB The status of the question is set to PREVIEW by default Fig 15 There are three distinct question types available to select from Text Radio button and Check boxes each requiring a unique type of response when completed Note we strongly recommend that users have previously determined their questions structure question type s and response options prior to using this section Note once a question has been created the only non editable function is question type If you wanted to alter the question type you would need to delete the question and start over The three question types are e Text Question fig 16 this question type requires database users to type a response in the data field NHS Scotland Smoking Cessation System Local Reporting Administration Add Question gt n Question Type Text v Search Question Reporting Administration Help Comment Local Reporting Administration ia i Pregnancy or enter a new grouping Developer question Statin NB The status of the question is set to PREVIEW by default Type of Text Input patetime User YY Free text Integer Decimal or a Date Number of Rows for answer
15. Search Sy Favorites O A 3 Address http iiiw kestsite scot nhs ukl SmokingCessation Clients Search aspx Favorites Tools Help HOME OTHER SHOW SITES Jik NHS Scotland Smoking Cessation System COMMENTS Client Search gt an Quick Search l Extended Search Results Search ae nee nP Showing all clients from clinics Test Clinic One Test Clinic Two click on a client to view Quit Date Hectorina 05 10 1961 01 01 2007 18 06 1956 17 03 2007 17 04 2007 18 06 1956 12 04 2007 12 05 2007 16 06 1956 12 04 2007 12 05 2007 10 10 1928 01 01 2007 19 09 1933 25 01 2007 25 01 2007 25 02 2007 Clients Ids Local Id Surname Forename DOB Follow up due Type Reporting J101 01070001 1111 Moon J101 01070002 rm46 User Dimple Dolly E One month GD Hel e One month J101 01070003 rm46 Jimmy Ji01 01070004 rm46 One J101 01070005 Bird DoDo J101 01070006 J101 01070007 J101 01070006 Ji01 01070009 J101 02070001 Seeyou Formula One month Dodds susan One month Marley Gavin 01 02 2007 01 03 2007 One month McHamish Hamish 01 05 1927 13 02 2006 Export to Excel Print E indicates that the follow up letter has been issued E ff E mene E Fig 5 Z Search Microsoft Internet Explorer J 18 x Fie Edit view Favorites Tools Help ay peck amp x E TN J search 5 Favorites al J hoe Address http www testsite scot nhs u
16. Smoking Cessation Database User Guide Version 7 September 2012 If you have any questions regarding this user guide or you experience any difficulties in using the database please contact Adrian Hyndman email adrian hyndman nhs net telephone 0141 282 2275 Smoking Cessation Database User Guide O EE OG GTO I ae a E A camera EE E E 2 2 Oyo lem REGUIPSIMGIES ssis sein isea a E TRA 2 3 Logging ON tO the databasSe s sssssssusssnnssnnnnnnnnnsanunnannunnsnnnnnnnnnnnnusennnnannnnnnn 2 4 Adding a new client onto the database cccccessennneceecceccccccccccccccccccccecssssaeegs 4 5s L cally Defined QUESTIONS sisirin oreroraa aa a 13 6 Editing a client s detailS n snusnunnunnunsnnsnnssnssnsnnsnnsnnennennrnnennsnnennrnnennrnnsnnnne 21 Fa GENC FOON GPe aire ee ee 251 8 Adding a new service useage quit attempt for an existing client s ssssesseserssss 25 9 Client listing function admin page ssssssssssssssssssssssnsnnssnsnnrnnennsensnnesnennnne 265 10 Deleting a client s listing from the SYStEM cceeesesssssssseseeeeeeeeeceeeeeeeeeeeeeeeeeeeeeeeeenss 26 Ll REportiNg eibeniiriri ecenin a aa EE E 26 12 Helpful hints for using the database cccsesssessesesssssssssssssssssssssssseeeeeeeeeeeeeeeeeeeees 30 Appendices National Minimum Dataset Definition of services to be included in the national minimum dataset monitoring 1 Introduction The Smoking Cessation Database has
17. ach will have a different client ID number We have also included on the database a CHI number field This again is a number unique to each individual If client is not already on the system follow the instructions below if they are on the system you can add a new quit attempt service usage for that person see item 7 After clicking Create New Client the first screen you will come to is Client Details fig 8 Client Information Microsoft Internet Explorer MEX File Edit View Favorites Tools Help Q ak X x a A pO Search 5 2 Favorites amp B eo LJ rel 3s Address g http www testsite scot nhs uk SmokingCessation Clients EditClient aspx i Go f HOME OTHER SHOW SITES ae NHS Scotland Smoking Cessation System COMMENTS nas Client information record TC1 09110005 Edit A New quit attempt amp Print Details Tobacco use Background to service use Current service use Medical Locally Defined Questions Notes Search Client TC1 09110005 Client information Title Health board Test Health Board is Forename Clinic area type Test Clinic 1 Weekly sessional clinics Surname Date of birth User Age Reporting Clinic location CHP area Help Gender client Pregnant HB area client Ethnic origin Address Receives free No Postcode prescriptions Email Employment y status In paid employment Phone numbers Local client id CHI number Comment
18. advisor details Click on print this report message at top of screen Please note also the tip at the top of the page Suggesting you change page setup to landscape to ensure all details fit on the page You can also export the data to Excel Listed below are the three follow up screens figs 29 30 amp 31 each containing minimum dataset items plus additional local use questions As with the other client data screens simply input data for the required client taking care to complete all the minimum dataset fields then save Important you must complete the client successfully contacted for follow up field If you do not the record will continue to appear in the list of those due for follow up Enter Yes where client could be contacted either face to face by phone or via letter and proceed to fill in the remaining fields Where unable to successfully contact the client record No lost to follow up No no consent to follow up or Client died as appropriate At the follow up stages users may also wish to update details of pharmaceutical products used in quit attempt e g to record total number of weeks product was used go to Current service use screen and enter number of weeks in number format e g 10 The one month follow up screen shows the pharmaceutical product s used as currently recorded on the Current service use screen details automatically feed through from earlier screen I
19. ance 77 TEEN ey data Time Status co A i reading NRT PETE eet ee cone product s click to select Bupropion l Advisor click to select Varenicline l z Comments Save Cancel http www testsite scot nhs uk SmokingCessation Clients Dialogs WeeklySe 2 Internet P H eo C O E nene start R E ee Inbox Micro pA Title For CPD BA draft profiles FW WCHIP DA user guide u BA FW Health P Al Google Micr Google Micr ia Weekly ses userquiderev EJ 15 1 Fig 26 As with the medical information screen this screen does not contain any mandatory data items It has been developed purely to allow the recording of additional information to meet local service needs You can use the individual session details screen to record each appointment session that a client is due to attend date time whether the client attended or not and additional prescribing info plus the smoking cessation advisor offering the client support note the advisor s details must already be stored on the system See instructions on Current service usage screen To add an appointment session click on edit then add then type in as many of the details as you wish to record then press save Note you can add several appointments sessions at one time You can also go into a particular session using edit and add additional informa
20. ces May 2012 For Office Use Only 1 Client ID 2 Health Board area 3 Clinic area type Client Information 4 Date of birth 5 Gender O Male O Female 7 What is the client s ethnic group 6 If female pregnant OY ON O Unknown Choose one section from A to E then tick one box which best describes the client s ethnic group or background A White B Mixed or multiple ethnic groups O Scottish O Any mixed or multiple O English ethnic groups please O Welsh specify O Northern Irish O British O Irish O Gypsy Traveller O Polish O Any other white ethnic group please specify E Other ethnic group O Arab O Other please specify 8 Employment status please tick one box O In paid employment O Homemaker full time parent or carer O Retired O Not known missing O Other please specify 9 Full postcode C Asian Asian Scottish or Asian British O Pakistani Pakistani Scottish or Pakistani British O Indian Indian Scottish or Indian British O Bangladeshi Bangladeshi Scottish or Bangladeshi British O Chinese Chinese Scottish or Chinese British O Other please specify O Full time student O Unemployed D African Caribbean or Black O African African Scottish or African British O Caribbean Caribbean Scottish or Caribbean British O Black Black Scottish or Black British O Other please specify O Not Disclosed O Permanently sick or disabled 31 Tobacco
21. ck on the box contact ended without setting quit date Note also on the extended search screen you can list all clients who do not have a quit date set and do not have contact ended without setting a quit date ticked You can record details of the advisor who is providing smoking cessation support to the client To add an advisor s details for the first time you will need to add their name and or ID and any optional additional info you wish to record and save Once an advisor has been added to one client s record you can then select them from the pick list and assign to other clients they are working with Note you can only assign one advisor to a client at any one time although the weekly sessional clinics screen will allow you to record different advisors against different sessions with the client This would be a way of recording for example where a client had had input from one worker and then another had taken over Important for simplicity the practitioner type field which relates to the advisor and which was originally noted as a separate field is now contained within the smoking cessation advisor details So if you wish to record this information you need to go to the advisor field to do this 11 Please note also that for pharmacy clients rather than record the name of a particular pharmacist working with the client you can go into the smoking cessation advisor details and record
22. contacted for 1 month follow up O Yes O No Client lost to follow up O No Client did not consent to follow up O No Client died O Unknown 22 Date follow up carried out 23 Client withdrawn from service at time of follow up O Yes 24 Has the client smoked at all even a puff in the last 2 weeks O Yes O No O Unknown 25 CO reading confirms quit O Yes O No O CO reading not taken 3 Month Follow Up 26 Was the client successfully contacted for 3 month follow up O Yes O No Client lost to follow up O No Client did not consent to follow up O No Client died O Unknown 27 Date follow up carried out 28 Has the client smoked at all since the 1 month follow up O No O Yes between 1 and 5 cigarettes in total LJ Yes more than 5 cigarettes O Unknown 12 Month Follow Up 29 Was the client successfully contacted for 12 month follow up O Yes O No Client lost to follow up O No Client did not consent to follow up O No Client died O Unknown 30 Date follow up carried out 31 Has the client smoked at all since the 1 month follow up O No O Yes between 1 and 5 cigarettes in total O Yes more than 5 cigarettes O Unknown Source PATH Partnership Action on Tobacco and Health Appendix 2 DEFINITION OF SPECIALIST INTENSIVE SMOKING CESSATION SUPPORT REVISED BY DATABASE PROJECT BOARD APRIL 2012 Specialist smoking cessation services SCSs offer intensive evidence based
23. ea of the Smoking Cessation Database This extract will provide access to data from locally defined questions in that NHS board The final Notes tab provides a case note recording facility where users can add notes or edit existing notes and format note details bold type bullets italics etc The system also automatically records details of the user who added the note and the date time added You can change the order the notes appear by selecting either show earliest notes at top or show latest notes at top 19 Weekly Sessional clinics screen The weekly sessional clinics screen fig 26 appears as the last item in the list of database screens in the blue left hand column amp Weekly sessional clinics Microsoft Internet Explorer x File Edit View Favorites Tools Help ae tack QJ x B A 2 Search 5 Favorites o s LJ 3 Address http www testsite scot nhs uk SmokingCessation Clients WeeklySessions aspx B Go Links ial NHS Scotland Smoking Cessation System NHS SCOTLAND Weekly sessional clinics record SC 49 Save X Cancel Search Individual session details Summary Notes Client a arch Sessions click to edit Client information Date Time Status co NRT Bupropion Varenicline Advisor Weekly sessional Page 1 of 1 1 clinics Z Individual Session Web Page Dialog x Add Reporting 4 2 Individual Session 1 User Help Attend
24. ecorded against all new questions when first created It presents the administrator with the option to view how the question would look or appear on screen once deployed to Live e Live Once a question is set to live all users within the Health board will have access to view and record data against said question on the database Locally Defined Questions tab of client record As stated previously question type text radio or check is the only non editable function If the question type requires to be changed then please delete the question and start over Otherwise all other aspect of a question and response can be changed 18 When all changes have been completed please select the option Update this will save any changes made To return to the local reporting administration screen please select option Back to Admin Delete a Question Identify the question that you require to delete and then select Delete option A warning will appear fig 25 requiring the administrator to confirm the deletion Select OK to confirm Microsoft Internet Explorer Ore vou sure vou want bo delete this question Deletions CANNOT be undone Fig 25 Warning if you delete a question that question and any responses recorded against it will be removed New Local Extract A new extract called Locally Recorded Data by Referral Date has been created and added to the Local extracts ar
25. egnancy Data Administration B L 1141 Has this baby been admitted to the Special Care Baby Unit SCBU Radio Hide ocal Reporting 1142 What is the current smoking status Radio Hide Pregnancy 1143 If the client is still smoking what are the positive changes made Checkbox Hide Pregnancy 1144 Is the client breastfeeding Radio Hide Pregnancy 1145 What is the client s smoking status at 6 weeks psot delivery Radio Hide Pregnancy 1146 If the client is still smoking what are the positive changes made Checkbox Hide Pregnancy Add New Question Preview Questions Fig 14 Local Reporting Administration Screen This shows your locally configured questions There are currently 26 pregnancy specific questions already configured but set to HIDE Boards can select as many or as few of these to use locally as they wish From this page you can e Add a new question e Preview locally configured questions as they would appear on screen when live e Edit a question e Determine the status of each question Hide Preview Live e Delete a question permanently Adding a New Question Start by selecting the option Add New Question from the Local Reporting Administration screen This will present the Add Question screen Fig 15 Note All new questions are automatically preset to preview 14 HOME OTHER SHOW SITES NHS Scotland Smoking Cessation System NHS SCOTLAN
26. egorise by type Some of the smaller boards have not specified separate clinic areas types and so will be able to search across the whole NHS board area Note you can also go below clinic area type level to search on records for a particular clinic location GP practice or advisor first select a clinic area type then you will be presented with the additional search options If following your client search you have not found that the person is already recorded on the system for example they may have been in contact previously had previous quit attempts to add their details click on Create New Client at bottom right of screen Important there are limitations to the database in terms of identifying clients who have presented for support before had a previous quit attempt fig 7 If you have both their name and d o b there s a higher chance of identifying the right client Name details however are not part of the minimum dataset for smoking cessation services and so may not be recorded on the system If you only have d o b you could pick up several clients with the Same date and not be certain which if any is your client Hint if you record a local ID ref number unique to each client this will help greatly with client matching i e assign this local ID to them each time they present The client ID number generated by the system isn t unique to that client if a client has two quit attempts e
27. erated by the system isn t unique to that client if a client has two quit attempts each will have a different client ID number 9 Client listing function Extended search screen On the Extended search screen there are various client listing facilities Fora particular clinic area type you can list for example all clients for that clinic clients who do not have a quit date set clients due for each of the 1 3 and 12 month follow ups clients with a referral date initial contact date quit date between xx xx xx date and xx xx xx date When you use any of these listings you can click on any of the data headings to amend the order in which the clients appear e g click on surname to list alphabetically by surname This can be helpful for example in identifying duplicate clients added in error If you do wish to delete a duplicate client record you can do so by editing the client and clicking the Delete button For the various client follow up listings e The 1 month follow up will list all clients due within one week from now or already due overdue Those highlighted in red are clients who are already due overdue those in black are due in the coming 7 days e At 3 and 12 month follow up the listing timescale is clients due within two weeks from now or already due overdue Once again those who are already due overdue are highlighted in red Where an envelope symbol appears this means that a follow up letter
28. f these details are not up to date the user Should go to the Current service use screen to update the info recorded 22 E Follow ups Microsoft Internet Explorer alt a File Edit View Favorites Tools Help ae Q O n 12 DO smh eros O 2 MS Address http www testsite scot nhs uk SmokingCessation Clients FollowUps aspx J Go Links ae NHS Scotland Smoking Cessation System NHS COMMENTS Follow ups record TC1 12080001 Save X Cancel Search 1 Month Notes Client F Baggins Successfully contacted for C sk Date follow up request letter Client information follow up issued Follow ups Client withdrawn from service m g Method of follow up z Weekly sessional clinics at time of follow up Reporting Date follow up carried out xk CO reading confirms quit ve Pharmaceutical product s OOOO User Smoked in last 2 weeks z X used in quit attempt Help Intervention s used in this EE A Type s of NRT used click to select quit attempt Date of last cigarette Positive changes if still click to select smoking Items marked with a star are part of the national minimum dataset for cessation services mandatory items E javascript var result window status Processing please wait __ doPostBack btnSave result sa E z D Internet A start Microsoft Outlook Inbox Microsoft EA FW Smoking Cessat MARE Smoking Cessati T Ver
29. has been sent to the client 25 There ts the facility to print out the listings of clients due 1 3 or 12 month follow up Simply click on print at foot of screen then print this report icon in top right of the screen Please note that at the 1 month follow up stage the system lists all clients even those who are noted as Consent to follow up No This is to allow the system user to check that this is indeed correct The database defaults this question to a No response If all these clients were excluded from the 1 month follow up listing there would be a risk of missing out clients who were in fact required to be followed up Listing out all but highlighting where consent is noted as No allows the user to go back and change this to a Yes where necessary At 3 and 12 month follow up stage only clients with Consent to follow up Yes are listed It is important therefore that any errors in consent to follow up recording are fixed at the 1 month follow up stage 10 Deleting a client s record from the system You can delete a record for example where a duplicate client has been added in error via the data entry screen Once you have found the client the option to delete appears a button at the bottom of the screen Click on delete then OK to confirm 11 Reporting The smoking cessation database has various reporting functions These are accessible under the reporting
30. heading in blue left hand column The first option under reporting is letters fig 32 Client summary prints out a summary of all details held on the system for a particular client Click on client Summary use search screen to find client s whose details you wish to list select client names s by ticking box below ID then generate letter report Note you can also print out a summary of details held on a particular client at any point when you are in a particular client record by clicking on print at top right of screen The database also allows you to generate follow up letters 3 month follow up or 12 month follow up only it is assumed that 1 month follow up will not tend to be via letter Select either 3 month follow up or 12 month follow up as appropriate You will then be directed to the Extended search screen where you can enter 3 month follow up or 12 month follow up in the due follow up field and perhaps other search criteria if needed Then click on search at bottom right of screen Click on select all to select all records listed or if you wish to select only certain records click on box below Id to select the records you wish to generate letters for For example you may wish to exclude clients who have an envelope symbol beside their record highlighting that a follow up letter has already been sent You can either generate letter di
31. ient TC1 09110005 S y i y First time with service vv Quit attempts in past year vi xk Client information Weekly sessional clinics Date of last quit attempt How determined to quit this M attempt Reporting Help with previous quit rane atternpt s click to select Main motivator to quit LZ Heard about service from click to select Support for current quit click to select Help attempt from User Referral date L ___ ve Referral source click to select X Items marked with a star are part of the national minimum dataset for cessation services mandatory items amp Internet Fig 11 10 Then you come to the Current service use screen which includes a number of mandatory data items Please note that pharmaceutical products used in quit attempt and intervention s used were formerly noted as mandatory items at the follow up stage Due to problems with poor data completion users perhaps neglecting to record the information for clients lost to follow up these questions have now been made mandatory on the earlier Current service use screen Any changes updates to pharmaceutical products used or interventions used during the quit attempt should be recorded on the Current service use screen Note number of weeks pharmaceutical product was used should be entered in number format e g 12 Client Information Microsoft Internet Expl
32. iring the user to type their response e Radio button Questions fig 18 A radio type question is indicated by a Small circle beside the available choice options from which only one can be selected by database users HOME OTHER SHOW SITES zZ N fa g af ait NHS Scotland Smoking Cessation System HELP COMMENTS Local Reporting Administration Add Question Question Type Radio v Question Please select Text Reporting Radio Help Comment Administration Local Reporting Administration Grouping Service evaluation Y or enter a new grouping Dessisner Question Status NB The status of the question is set to PREVIEW by default Enter the options for your Check User or Radio boxes i Help Fig 18 e Question Type select Radio from the options available e Question Help Comment Grouping and Question Status refer to guidance under text question type above e Enter Options for Radio boxes Enter your response options in each of the available blank fields max 10 responses e Insert amp Cancel refer to guidance under text question type above Service evaluation What was your overall experience with our service How ao pou rate our seruice Excellent Good Poor O very poor Not sure Fig 19 Typical radio button type question only one option can be selected e Check box Questions fig 20 A check box type question is indica
33. k SmokingCessation Clients Search aspx Eco Links A HOME e NHS Scotland Smoking Cessation System HELP COMMEN gat Client Search Quick Search Extended Search Search Clients Name or initials Quit date between andl Reporting Date of birth HC as date bet User Identifier system OY a a local or CHI ererral date Help between and Quit date Test gt Health board Required fields gt Clini t gt Due for follow up me area typE Notes e Fields marked with an asterisk will search on partial values e g Name smi will find John Smith and Ludsmilla Bloggs e All criteria work together so the more criteria you enter the smaller the list of matching clients Clear criteria Perform Search Create new client E Ia Internet start F userguiderevised Micro Documenti Microsoft M JantoDecanalysis Micro le Search Microsoft Int we ql 11 14 Fig 6 Note some users will have access to only one clinic area type in which case their client search criteria will default to that particular clinic However if you have access to more than one clinic before performing a search you will need to select a particular clinic to search on The database is set up so that it can only search for clients within a particular clinic area type note some NHS boards use a geographical area split and others cat
34. lowed by Change password 4 Adding a new client onto the database On successful logon to the database you will enter the Client Search screen fig 3 Before adding a new client quit attempt record you will want to use the search facility to check whether that person is already recorded on the system Users are encouraged where possible to use the quick search as this runs faster and puts less pressure on the system You can search on one or a combination of client name initials date of birth and identifier system ID local ID or CHI number Dates can now be entered on the system in various formats e g 21 03 06 21 03 2006 or 21 March 2006 Text size please note that you can enlarge the text size on your computer screen at any time by clicking on view then text size then larger etc Please note also once you have logged on to the database if you do not use it for 30 minutes you will be automatically logged out and will need to log back in again Z Search Microsoft Internet Explorer a 18 x File Edit Yiew Favorites Tools Help ay e Back GJ x E A A Search STe Favorites 4 47 2 Address http fiw testsite scot nhs uk SmokingCessation Clients Search aspx 3 Go Links A HOME ela eae NHS Scotland Smoking Cessation System HELP COMMENTS s Client Search Quick Search Extended Search Search Clients Name or initials Repo
35. moking cessation services in Scotland including a copy of the national minimum dataset guidance on completion of the minimum dataset questions services to be included in the national monitoring and guidance on data protection client confidentiality access to information are available on the ASH Scotland web pages Done Internet Fig 1 You will be asked to change your password fig 2 Enter your temporary password in the old password field followed by your new password Re enter new password to confirm Note passwords should be 6 12 characters long and contain at least one number Change Password Microsoft Internet Explorer 2 x File Edit view Favorites Tools a Q O AE Perae 2 a M U Address http www testsite scot nhs uk SmokingCessation Logon changepassword aspx nd Go Links A HOME Oss NHS Scotland Smoking Cessation System NHS Change password Enter password details below Your new password must be between 6 and 12 characters and contain at least one number Search Reporting Old password User onang password New password Help New password confirm Change password g a HHM Start M userguiderevised Micro _ 68 D0 cumenti Microsoft _ E dantodecanalysis Micro change Password Mi Fig 2 Changing Passwords Users can change their password at any time by clicking on the User option in blue left hand column fol
36. n for their area These range from the basic client counts report which gives total number of records with a referral date initial contact date and quit date in a particular time period to more detailed analyses such as 1 month quit outcomes 3 month quit outcomes and 12 month quit outcomes To run a report first select the report you wish to run for the more detailed reports you will also need to select whether you wish to run by gender age split etc Then on the right of the screen enter the start and end dates and desired geographical area Note if you select a particular clinic area type you can then go below this level to report on a particular clinic location GP practice or smoking cessation advisor The clinic area type s you can report on will be restricted to those areas for which you have access rights 27 3 Reports Microsoft Internet Explorer Of File Edit View Favorites Tools Help ay Qu QO DAG Pwo r A L S Address http www smokingcessation scot nhs uk Reporting Reports aspx Ego Links A HOME O smee NHS Scotland Smoking Cessation System NHS HELP Ea COMMENTS n Reports Select a report Search a Statistic Reporting Client counts repi O Quit Dates Set rep Client counts by category report Client counts report letters Provides simple client totals for clents with a referral date in the period with an initial con
37. orer File Edit view Favorites Tools Help Q sack x B A ps Search Pe Favorites Ea 7 a rel 3g Address http www testsite scot nhs uk SmokingCessation Clients EditClient aspx NHS Scotland Smoking Cessation System SCOTLAND Client information record TC1 09110005 Y Save Delete xX Cancel Core Details Tobacco use Background to service use Current service use Medical Locally Defined Questions Notes Client TC1 09110005 Client information wWeekly sessional clinics Contact ended without o setting quit date Date of initial ee Pharmaceutical product s used in User appointment quit attempt Quit date X Consented to follow up contact Reporting Smoking cessation weeks used advisor P2010 Keep Well o initiative click to select Help Intervention s fclick to select Intervention setting s click to select Smoke Free Homes o initiative X Items marked with a star are part of the national minimum dataset for cessation services mandatory items Internet On this screen you will see that quit date is a mandatory item This is a very important field as it will be used to calculate dates for subsequent client follow ups A quit date may not be set at initial service contact however it is possible to go back into the client s details at a later date and set a quit date via edit client details If a client never sets a quit date you can cli
38. ormation Weekly sessional clinics GP surname Consultant surname Reporting GP practice Consultant hospital practice st click to select User Medical history click to select Special Help needs requirements Medications click to select Pregnancy status v ve Items marked with a star are part of the national minimum dataset for cessation services mandatory items 4 Internet Fig 12 12 5 Locally Defined Questions The final client information screen at this stage i e before client follow up Stages is Locally Defined Questions capturing data unique to each Health board Health boards will have the ability to add their own local questions records responses against these questions and analyse the results A new user role called Local Use Administrator has been created which will permit certain users in each Health board to add and remove question s and field s to record additional local data These users will also have the option to preview the changes prior to publishing in the live database This new user role will continue to have access to existing rights on the Smoking Cessation database Logging in After logging in as normal please select Local Reporting then option Administration from the blue navigation panel fig 13 NHS NHS Scotland Smoking Cessation System a SCOTLAND Client Search Quick Search Extended Search li i local or CHI Admini
39. pe v Locally Recorded Data by Referral Date lt Output format Excel spreadsheet unformatted w Generate report Done Internet Fig 34 If you experience difficulty producing local extracts it may be that the PC the database is being run on is out of temporary disk space We would suggest clicking on Start choose Programs Accessories System Tools and click on Disc Cleanup A window will then open inviting the user to free up disc space from a number of sites Click in the appropriate box for Temporary Internet Files and then click OK A warning will then appear asking the user to confirm that they wish to proceed choose Yes Disc Cleanup will now begin If you are unsure about the process talk to someone in network support who could point you at the temp directory and clear it out 29 12 Helpful hints for using the database e Warning once you have logged on to the database if you do not use it for 30 minutes you will be automatically logged out and will need to log back in again You may get a runtime error message appear on the screen e If you experience difficulty producing local extracts it may be that the PC the database is being run on is out of temporary disk space We would suggest Program Files gt Accessories gt System Tools gt Disk Cleanup See section 10 page 25 for full instructions e If you come across any errors or problems when using the s
40. quent sessions generally encourage advise and motivate the client to quit and stay quit e g through assisting them to cope with cravings and withdrawal symptoms Relevant data details are recorded to enable full completion of the national minimum dataset including the quit date and in conjunction with oharmacothera as appropriate Discussion of the option of different forms of pharmacotherapy with the client in order that adviser and client can reach the choice of which form if any might be best including the option of combination NRT Pharmacotherapy should be prescribed in conjunction with the setting of a quit date on an abstinent contingent basis in line with A Guide to Smoking Cessation in Scotland 2010 s Planning and Providing Specialist Smoking Cessation Services component pgs 21 23 and supplied in accordance with local prescribing guidance formularies and or protocols where the client is followed up at 1 month 3 months and 1 year post quit date and outcomes recorded self report cessation outcomes carbon monoxide CO validation at one month
41. r le Weekly ses userguiderev 3y 15 18 Fig 27 Additional fields included in this screen are total cost prescribing to record total cost of prescribing for a client space to record discharge letter sent and discharge date 6 Editing a client s details You may wish to edit a client s existing record quit attempt for example to add a quit date update their address details or add a follow up record First use the Client search facility quick search to find the client see instructions on page 5 You can search on one or a combination of client name initials local ID client ID or CHI or date of birth To edit address details go to Client details screen amend address then save To add a quit date go to Current service use screen input quit date in appropriate field and then save To add a follow up record go to follow up screens see also instructions at item 6 Warning if a client has had more than one service usage episode quit attempt check the record date s to make sure you edit the latest quit attempt rather than an earlier episode 7 Client Follow up On the database Extended Search screen the Due for follow up drop down list allows you to list all clients in a particular clinic who are due 1 month 3 month 12 month or any follow up based on their quit date For 1 month follow up this will be all clients due
42. rect from the database using a customised letter template where available or more commonly export for merge Exporting for mail merge offers the user more flexibility allows you to use your own customised letter template which can be updated amended locally To generate non attendance letter instructions are similar to those above for producing follow up letters Important records will continue to be listed in the due follow up reports until you have gone into their follow up details and noted them as successfully contacted for follow up Yes or No lost to follow up All quit attempt records should be closed with an outcome 26 Generate Letters Microsoft Internet Explorer mB ar File Edit Yiew Favorites Tools Help Q pack z x a A P Search 5 Favorites E B ee 53 Lud a 3 Address http www smokingcessation scot nhs uk Reporting Letters aspx v g Go Links OTHER SHOW NHS Scotland Smoking Cessation System Ss HELP COMMENTS mes Letter Generation Step 1 Search Step 1 Select the letter you want to generate Reporting Letters A Client summary O Follow up letters C 3 month follow up Reports Local extracts User _ 12 month follow up Help 0 Non attendance letter Done Internet The second option available under reporting is reports fig 33 The database provides a series of standard statistical reports that users can ru
43. ress Receives free pjp Postcode prescriptions Emal Employment i AE In paid employment Fhone numbers Local client id CHI number A Some required fields have not been entered for this client Click here to see details a D Internet The next screen is Tobacco use fig 10 Again mandatory minimum data set items are highlighted in yellow Complete all of these and as many of the additional items you wish to add Note the Fagerstrom Score is calculated automatically based on responses to the tobacco usage questions There is also on screen guidance see bottom right of screen on how to calculate average cigarettes smoked per day for those smoking other forms of tobacco Client Information Microsoft Internet Explorer File Edit View Favorites Tools Help Q sax z x a A DO search Pe Favorites amp B N a 3 Address http www testsite scot nhs uk SmokingCessation Clients EditClient aspx v g Go inks f HOME As NHS Scotland Smoking Cessation System NHS COMMENTS s Client information record TC1 09110005 ET Bie RES Details Tobacco use Background to service use Current service use Medical Locally Defined Questions Notes al A lg a m cigarette smoked per day Weekly sessional clinics Wakes during night for a Difficulty of abstaining for cigarette whole day Reporting Smokes more frequen
44. rting Date of birth User Identifier system DESSE Help local or CHI Notes Fields marked with an asterisk will search on partial values e g Name smi will find John Smith and Ludsmilla Bloggs e All criteria work together so the more criteria you enter the smaller the list of matching clients Clear criteria Perform Search Create new client Done T internet j start F userguiderevised Micro m Document1 Microsoft M JantoDecanalysis Micro le Search Microsoft Int i el 11 06 Fig 3 The more detailed extended search screen fig 6 page 6 fulfills two functions it allows you to search for an individual client on the system with additional search criteria to that included on the quick search screen but it also allows you to produce client listings based on particular search criteria Examples include records where no quit date has been set all clients due for follow up either any 1 month 3 month or 12 month records where one or more of the required fields mandatory data items has not been filled in all clients with a quit date in the period xx xx xx to xx xx xx or all clients with a referral date in the time period xx xx xx to xx xx xx Note client listing results can also be printed off or exported to Excel 4 Note the quick search is limited in terms of the column headings it can report on fig 4
45. s stored against a dummy client Test out your questions here testing the validation Search Forename Selma Surname Boulyere Friendly Client Id TC 201090005 Reporting Administration Attendance Local Reporti eet What appointment time would suit you What time is easiest to attend clinics Administration C Early morning C Late morning Cl Early afternoon ClLate afternoon C Evening Service evaluation What was your overall experience with our service How do you rate our service O Excellent O Good O Average O Poor Overy poor Not sure Do you have any suggestions that could improve our service Are there things we could do better Fig 22 From this screen the user has two options e Try out the questions available and select option Update to record responses e To return to the administration screen by selecting option Back to Admin 17 Editing a Question Identify the question that you require to amend and then select Edit option this takes you to the edit screen Reporting Administration Local Reporting NHS Scotland Smoking Cessation System Local Reporting Administration Edit Question Id Question Help Comment Question Type 3439 SCOTLAND Do you have any suggestions that could improve our service Are there things we could do better Text Administration Text Type General Text i Number of Rows Published
46. sion 5 January IE Follow ups Micro 3 L_ 14 54 Fig 29 Please note that the Client withdrawn from service at time of follow up question is a check box rather than a drop down list If the client is still in service at time of follow up this box should not be ticked E Follow ups Microsoft Internet Explorer 3 18 x File Edit View Favorites Tools Help ay Q O AA sah Pers O 2 i MB _ BS Address E http www tree p scot nhs uk SmokingCessation Clients FollowLUps aspx a Go Links gt f HOME een NHS Scotland Smoking Cessation System NHS COMMENTS ae Follow ups record TC1 12080006 Jers cancel 1 Month 3 Month Notes Search po Client D Petrie Successfully contacted for gy sk Date follow up request letter E Client information follow up issued Follow ups Date follow up carried out ST t lt s Method of follow up CLO O OM Smoked in last 2 weeks z Smoked at all since the 1 O month follow up Reporting Pharmaceutical products used a Weeks used if NRT Bupropion TFF in quit attempt used for less than 8 weeks or Gate of last ci ies Varenicline less than 12 weeks ate of last cigarette enter reason in Notes Positive changes if still click to select smoking Weekly sessional clinics Help ve Items marked with a star are part of the national minimum dataset for cessation services mandatory items l a e a Start e Microsoft
47. ss in the Username field and your temporary password in the Password field Note a test version of the database IS available at www test smokingcessation scot nhs uk You can use this to get to know how to use the system add and edit dummy records and try out the various system functions Logon Microsoft Internet Explorer ax File Edit View Favorites Tools Help ae Q pack gt B 2 A P Search Ze Favorites 4 B amp SB LJ rel 3 Address s http www smokingcessation scot nhs uk Logon Logon aspx ReturnUrl 2FAdministration 2FExceptionAdministration aspx b Go Links f HOME a waa NHS Scotland Smoking Cessation System NHS COMMENTS Welcome to the Smoking Cessation System Access to this application is restricted to authorised users Please Login login by entering your details below e Welcome to the National Smoking Cessation System If you have any questions or other feedback or if you need to be set up with access Help permissions please contact Adrian Hyndman Database Manager at adrian hyndman nhs net Username adrian hyndman isd csa scot nhs uk E This system uses pop up windows Click here to test that popups are working If no popup Password Loo appears then you are running a pop up blocker you should click on the pop up blocked message at the top of your browser window and select Allow all pop ups from this site User Information on the national monitoring of s
48. stration Notes Fields marked with an asterisk will search on partial values e g Name smi will find John Smith and Ludsmilla Bloggs e All criteria work together so the more criteria you enter the smaller the list of matching clients Clear criteria Perform Search Create new client Fig 13 13 This will present the main Local Reporting Administration management screen fig 14 NHS Scotland Smoking Cessation System Local Reporting Administration Your Local Questions 15 questions 0 are live id Question Type Status Group Reporting 1132 Has the client stopped smoking in any previous pregnancy Radio Hide Pregnancy Administration 1133 Is the client in receipt of benefits other than child care Radio Hide Pregnancy Users 1134 What is the gestation number of weeks Text Hide Pregnancy E Mail Health boards 1135 What is the Estimated Due Date EDD Text Hide Pregnancy m a l i J Clinics 1136 What is the Delivery Date Text Hide Pregnancy Clinic Locations AdGlents 1137 What is the Gestation in weeks at delivery Text Hide Pregnancy GP practices 1138 What is the birth weight in grams Text Hide Pregnancy Consultant practices Ref tables 1139 If the delivery is for twins what is the birth weight in grams for the second twin Text Hide Pregnancy Edi Exceptions 1140 Please select the Perinatal Mortality Radio Hide Pr
49. t smoking then relapsed since three month follow up and now re presented to service for another quit attempt You should go to the previous quit attempt record and note under 12 month follow up that the client had started smoking again this quit attempt was a fail Unless you do this there is the risk that the client will be contacted regarding follow up for their previous quit attempt as well as for their current one When you create a new quit attempt record for an existing client the database will copy over the client details and medical information from their original record plus date of last quit attempt which appears on background to service use If any of these details have changed e g client has moved address simply update as necessary then save Important there are limitations to the database in terms of identifying clients who have presented for support before had a previous quit attempt If you have both their surname and d o b there s a higher chance of identifying the right client Surname however is not a minimum dataset item and so may not be recorded on the system If you only have d o b you could pick up several clients with the same date and not be certain which if any is your client Hint if you record a local ID ref number unique to each client this will help greatly with client matching i e assign this local ID to them each time they present e g use their CHI number The client ID number gen
50. tact date in the period and with a quit date Client counts by category report in the period by Referral Date User Tobacco usage statis Select a startd W F a Pharmaceutical products Interve elp statistics Selectanenddal O W One month follow up stati Health board OO Three month follow up stati k gt Twelve month follow up stat Clinic area type Reports Local extracts B Internet Fig 33 28 Lastly under reporting is the extracts facility fig 34 Instructions for running the extracts are similar to those for producing standard reports see details above Whilst the reports allow users to run a number of standard statistical analyses at the push of a button the extracts facility is there for more detailed adhoc local analyses Select the extract you wish to run then required date range geographical area then output format select either formatted or unformatted depending on the version of Excel you have on your computer see instructions on screen Then select either open or save Note in the date fields once you have accessed the extract you may need to extend column width to view info You can now using Excel sort the order the data appears in select out particular cases etc Or you can undertake further analyses either in Excel or via export to another analysis package
51. ted by the small square boxes beside available choice options from which multiple ones may be selected 16 HOME Minne i NHS Scotland Smoking Cessation System NHS Local Reporting Administration Add Question Question Type Radio v Text Reporting Radio Administration Help Comment Local Reporting Administration Grouping Service evaluation v or enter a new grouping Developer Question Status preview NB The status of the question is set to PREVIEW by default Enter the options for your Check User or Radio boxes ar Fig 20 e Question Type select Check box from the options available Thereafter refer to Radio button question guidance above Attendance What appointment time would suit you What time is easiest to attend clinics _ Early morning Late morning Early afternoon Late afternoon Evening Fig 21 Typical check box type question multiple options can be selected Preview Locally confiqured questions To preview the newly created question s in a dummy record as they would appear in a client record fig 22 select option Preview Question from the Local Reporting Administration screen This will list all new questions with Preview status within their grouping s NHS Scotland Smoking Cessation System lt Local Reporting Administration Preview Questions This is a preview screen data i
52. the question Client successfully contacted for follow up Clients where consent blank also appear note these should be updated to Yes No as appropriate in line with the MDS At 3 and 12 month follow up stages however if a client is still noted as No they will not appear in the due follow up listing The next screen is Medical Information fig 12 note there are no mandatory items on this screen You can use this screen to record the client s GP practice similar to smoking cessation advisor field on current service use screen select practice from list or add new practice For any problems with duplicate entries practice details miss spelt incorrectly recorded etc contact ISD ISD have access to the lists of GP practices recorded under each NHS board and can amend this information centrally Client Information Microsoft Internet Explorer File Edit View Favorites Tools Help ar A P J 2 sas O Back E EA A Search se Favorites 4 2 E _ i 4 33 Address Ea http www testsite scot nhs uk SmokingCessation Clients EditClient aspx be g Go Links A HOME OTHER SHOW SITES T a NHS Scotland Smoking Cessation System Da COMMENTS eer Client information record TC1 09110005 ee EE Details Tobacco use Background to service use Current service use Medical Locally Defined Questions Notes Client TC1 09110005 r n x n GP forename Consultant forename Client inf
53. tion then save You will notice that each time you add an appointment session the system automatically calculates total appointments made and total attended For system users who want to record total number of sessions offered to the client and total attended but without recording the detail of date of each appointment etc this can be done by entering the information direct to the summary screen fig 27 at the end of the client s service contact 20 4 Weekly sessional clinics Microsoft Internet Explorer l x File Edit view Favorites Tools Help a Q sak a a x E N A Search T Favorites al o z 3 Address amp http www testsite scot nhs uk SmokingCessation Clients WeeklySessions aspx NHS Scotland Smoking Cessation System NHS Weekly sessional clinics record SC 49 Jaai d Search Individual session details Summary Notes Client a arch If you don t want to enter session details individually you can instead enter summary information about the sessions below Client information Weekly sessional Total sessions offered Total sessions attended clinics x Total cost prescribing Discharge letter sent C Reporting User Discharge date Help H Done Internet ji e start E z Inbox Micro pA Title for CPD M4 draft profiles DA FW WCHIP DA user guide u BA FW Health P Google Micr Google Mic
54. tly in a Number of other smokers in a User first hours of morning household Help Still smokes if ill in bed all R Difficult to refrain from day smoking in places where OO Tobacco products used click to select smoking forbidden Fagerstrom score N A carats mostu give up Cigarettes Smoked Per Day Age started smoking D For those who use tobacco in other forms a cigarette equivalent may be estimated Click on the sections below for guidance Pipe Smokers Cigar Smokers Roll up Smokers Search Client TC1 09110005 Client information Items marked with a star are part of the national minimum dataset for cessation services mandatory items Internet Fig 10 The next screen is Background to service use fig 11 Ensure you complete the two minimum dataset fields quit attempts in past year and referral date plus as many of the additional fields as you wish to record locally Client Information Microsoft Internet Explorer File Edit view Favorites Tools Help Qu O HAO Powe perme 2 SBM 3 Address http www testsite scot nhs uk SmokingCessation Clients EditClient aspx n e OTHER SHOW SITES as NHS Scotland Smoking Cessation System COMMENTS eee Client information record TC1 09110005 L Dea Hae Details Tobacco use Background to service use Current service use Medical Locally Defined Questions Notes Search Cl
55. u wish to complete After a field has been initially selected by clicking on it with the mouse pressing the tab key moves you to the next field in sequence from left to right and from top to bottom To go to the previous field press and hold down the Shift key and press Tab To continue moving back continue to hold down Shift and press Tab again The mouse can also be used to select fields When you have finished entering all the data onto the screen click save and next to move onto the next screen Where client is of no fixed abode please record postcode as NF1 1AB Note health board of service is generated automatically from your own login permission details Health board area client and CHP community health partnership area of the client are also generated automatically from the client s postcode details Note you can add amend the client s clinic on their client information screen for example if client changes clinic area type during the one quit attempt The record system ID is generated automatically too and comprises clinic name code plus the month and year the record was added to the system Note the comment section fig 9 at the bottom right of the screen is designed for users to record critical and perhaps temporary information for a client This could relate for example to when to when not to contact the client a message about the client s poor medical health or information of a sensitive
56. up overdue or due in next 7 days click on a client to Clients view Reporting Id Local Id Surname Forename DOB Quit Date Follow up due E Ivpe Consent User TC2 12080018 Help TC2 01090001 TC1 12080003 Tc1 12080001 TC2 12080015 TC2 12080020 TC1 12080002 TC2 01090005 TC1 12080007 TC2 12080016 Mouse Hatter Button Baggins anne Bloggs Smoke Blobby Dare Max Minnie Mad Belly Frodo other Job Joe Mr Dan Headroom 19 04 1960 01 02 1947 10 03 1972 01 12 1976 11 03 1969 01 01 1960 11 11 1959 15 12 2007 01 06 2008 01 09 2008 10 09 2008 15 09 2008 30 10 2008 01 12 2008 06 12 2008 15 12 2008 15 12 2008 15 01 2008 01 07 2008 01 10 2008 10 10 2008 15 10 2008 30 11 2008 01 01 2009 06 01 2009 15 01 2009 15 01 2009 One month One month One month One month One month One month One month One month One month One month Page 1 of 2 from 11 rows 1 2 Export to Excel Print EJ indicates that the follow up letter has been issued Create new client E za ToT TP 7 intenet fs 2 Start Inbox Microso bA RE Smoking Ce bA global email ad bA MDS Message bA Untitled Messa E Search Micro version 5 Janu lt mh A 14 20 Fig 28 For each follow up listing you will see that there is also a facility to print out details Simply click on print The printable list includes contact details such as address telephone numbers and
57. within the next week or overdue At 3 and 12 month follow ups it is all clients due within the next two weeks or overdue Warning at 1 month follow up the system lists clients who are noted as consent to follow up Yes No or blank fig 28 to allow the user to check that consent Pl is recorded correctly and amend as necessary see page 12 At 3 amp 12 months however the system only lists those noted as consent Yes or blank You can also click on any of the data headings to amend the order in which the clients appear e g click on surname to list alphabetically by Surname Note an envelope symbol appears beside the follow up type information where a follow up letter has already been sent but follow up details not yet input perhaps letter not returned Where an i for information appears in the last column this means that comments important information are noted against this client on the client details screen which you may wish to read before contacting the client Z Search Microsoft Internet Explorer File Edit View Favorites Tools Help ay Q Back ww x 2 YO Search Se Favorites amp ie E S Address http www testsite scot nhs uk SmokingCessation Clients Search aspx NHS Scotland Smoking Cessation System api Client Search Quick Search Extended Search Results Somen Showing all clients from health board Test Health Board with one month follow
58. year post quit date and with outcomes recorded The following definition therefore applies to all forms of intensive specialist support including those from specialist NHS smoking cessation services and the national pharmacy smoking cessation scheme A specialist intensive service Is dedicated and for short or longer sessions provided by specially trained staff providing an enhanced level of smoking cessation support beyond that provided as part of routine care such as brief interventions and or the provision prescribing of pharmacotherapy an NHS supported service normally funded by the NHS but may include services trained by the NHS e g the national pharmacy scheme or working to the same levels with staff who have attended nationally recognised training and who have dedicated time nationally recognised complying with the Scottish national smoking cessation training standards eg PATH Partnership Action on Tobacco and Health modules equivalent local training or NHS Centre for Smoking Cessation and Training NCSCT training and that is commensurate with the type of support provided pharmacists would ideally undertake the above training and may also wish to undertake the NES NHS Education for Scotland distance learning pharmacy pack additional specialised training should be undertaken if working with specific groups training should reach or be designed to reach national standards in Scotland
59. ystem please contact ISD see contact details on front page If an error message appears on the screen other than the situation described above it s helpful if you can copy the content of this into your email message This helps to identify what the problem is You may also find that if you log out of the database and log back in again the error disappears e If you experience problems with the system appearing to run slowly you can use the following test to check on the speed of your local internet connection which could be the cause of this http www bandwidthplace com speedtest e Always check to make sure that pop ups are enabled on your computer see warning on login page as the system uses pop ups and you may be unable to use certain functions if pop ups are not enabled e Text size please note that you can enlarge the text size on your computer screen at any time by clicking on view then text size then larger etc e Changing Passwords Users can change their password at any time by clicking on the User option in blue left hand column followed by Change password e You can access the database user manual at any time via Help e The quick search is limited in terms of the column headings it can report on The extended search client listings include additional columns of information 30 Appendix 1 The Minimum Dataset for Scottish Smoking Cessation Servi
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