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Dow Clinical Simulation Suite User Guide

1. 3 IMPLEMENTATION 3 1 This policy will be implemented by a series of programmes to include Video recordings creation e Creation of video recordings to document student simulation sessions e Structured information to facilitate access and storage requirements Records maintenance e Assignment of responsibilities to protect records from loss or damage over time e Access controls to ensure prevention of unauthorised access to video recordings Records disposal e Retention schedules and procedures for consistent and timely disposal e Central storage system for records requiring long term retention 4 RESPONSIBILITIES 4 1 The IT Educational Healthcare Manager lona Waterston is responsible for overseeing the management of recordings and implementation policy 4 2 The Head of IT for the College of Medicine Dentistry and Nursing Andrew Howe is responsible for overseeing the storage of video recordings Recordings Management Policy Introduction In the Dow Clinical Simulation Suite video recordings take place as part of teaching and learning for the medical school at the University of Dundee Students are recorded for assessment teaching and summative purposes The Dow s purpose is to provide a simulated learning environment for medical nursing and other healthcare students so that both undergraduate and post graduate students can practise medicine nursing and healthcare in a realistic ward environment The type of learning which
2. As the DOW Clinical Simulation Suite is a CCTV area access to the Control Room is restricted to approved staff members only and is kept locked Gordon Clark the Resource Manager will have the key which will need to be signed out and returned after sessions CCTV area The DOW Clinical Simulation Suite contains a CCTV area CCTV recordings are held under jurisdiction of the Data Protection Act 1998 CCTV images recorded and stored in the Suite follows Data Protection guidelines around CCTV access and governance Access to CCTV recording is restricted in the Suite all recorded data is stored in a secure environment and signs have been put up to make the public aware of CCTV being in operation Booking the DOW Clinical Simulation Suite To use the DOW Clinical Simulation Suite staff are required to complete a booking form available here htto www dundee ac uk clinical skills dowsimulationsuite bookin Setting up simulation sessions There are two types of simulation sessions run in the DOW Clinical Simulation Suite recorded and non recorded To set up simulations in the DOW staff are required to use booking forms which will be sent to facility management The booking form includes information for the session including type of session being run which part of the DOW is being used whether the session is to be recorded length of the session and resources required Managing software In the DOW Clinical Simulation Suite the
3. Course Name Select candidate s course Assign candidates to practical Choose candidate or candidates to add to the practical Course Name Sth Year Medicine Stephen Burgess iwaterston n6o000972 Wiles iwaterston 060001601 Claire Lindsay iwaterston 060001765 Anna Wilkinson iwaterston Julia PEPE eee Choose this button to add the candidate to the practical Video recordings set up SITS instructions At the beginning of each academic year Go to SCE Enter course code as UFMBCHB for medical students can be added to the Sim Recordings Manager using SITS To students retrieve medical or nursing students Enter course code UFB for nursing students data from SITS follow these KO this is the key above the number 9 on the instructions i structions calculator style numerical keypad to the right of your keyboard EK SCE Student Course Block Enrolment IWATERSTON University of Dunc SRS01 Course Enralme Enter academic year as 2011 2 Enter enrolment status as C for Current Retrieve records using the F5 key 1 of 663 Student Enrolment SCE records Click on File on top toolbar Click on Export SCleode 1004502772505 VALAND K In the Template box highlighted in blue enter RPT Course UFMBCHB4 E MEDE SURG Acad year 2011 2 2011 2 FOR IONA E Click on the yellow file beside file name to save this School MEDI MEDICINE Course group to your own area then click on OK
4. Photographs and videos of simulated patients can be used for publicity and research purposes for appropriate purposes as long as simulated patients and students have signed consent forms When using imagery and videos of simulated patients in PowerPoint for research and publicity purposes the following guidelines must be followed e Simulated video recordings and imagery in PowerPoint are to be used for non distribution and individual ownership use only e PowerPoint slides containing recordings and imagery of simulated patients cannot be uploaded online unless on an agreed official channel such as the Dow website e Use of photographs and videos of simulated patients and students on social media channels such as Facebook Twitter and YouTube is not permitted under any circumstances Photographs and videos of students and simulated patients on the Dow website are currently protected so they cannot be downloaded Dow consent form for video and photography Editing video Videos to be used in PowerPoint slides can be edited using Adobe Premier Pro which is currently installed on PC s in Technicians are available to help with using Adobe Premier Pro Elements and editing videos of simulated sessions in the Dow The e portfolio will be a showcase of University of Dundee students best simulated practice throughout their time at University and will enable students to view their video from home or anywhere on campus Students will be able
5. UDS code A box will appear to show you the fields that will College CMDN ee be exported Enrolment status c CURRENT i Next enrol status Click on OK SITS interface Your report will have now been exported to the area you saved it above Go to Excel The Excel template can now be added into Click on File Open Change file type to All Files at the bottom the Sim Recordings Manager Students will then have been added into the Sim recordings manager for the coming academic year A 6 6 y click on the file name referencing guide for adding candidates and AEA E E practicals is available As the year progresses You will now have a report which lists practicals and users can be added and recordings can be set up For students to view Course code their video recordings a web portal is block ie year matric number sortname ie TINDAL D forenames ie Dawn available Web Portal To view video recordings staff and students need to login into the web portal www dowsim dundee ac uk There are web portal user guides available for staff and students on the training page of the Dow website www dowclinicalsimulationsuite co uk training Video recordings are uploaded manually to the web portal at the request of staff This is to ensure that students cannot view fellow student assessments prior to their own assessment taking place as simulation assessments tend to take place over a set period of time such as over a week To u
6. be set up ready for the tutors and the Smart Board needs to be switched on An online guide to using the Playback software is available www Debriefing room volume control The debriefing room volume of video playback can be controlled via the volume control box To hear the PC make sure the PC Audio option is on Volume control box Flick switch between PC an video feed from ward to hear sound Using the Smart Board To switch on the Smart Board use the Smart Board remote control red Number Function 1 Input F Zen 2 Menu E E KO d 3 H Left IE Right A Up and erra E Down arrows 9 Senn TT Za 4 Hide TO ba ed 5 Mode 6 Mute T Power 6 WH Enter 9 A Volume Up 10 E Volume Down Description Select an input source Show the projector menus Change the menu selections and adjustments Freeze hide or display the image e Press once to freeze the image For example you can display a question on the screen while you check your e mail Press again to hide the image that is display a black screen Press again to return to the live image Select a display mode Control mute settings from your audio output device not included Turn on or turn off the projector Accept the selected mode or option Increase the volume Decrease the volume Streaming live to the debrief room and the web server From the control room you can stream video live to the debrief room and to
7. channels such as Facebook Twitter and YouTube is not permitted If this occurs it will be considered a fitness to practice issue Other members of the public participating in simulations are also required to sign a consent form when being filmed or photographed in the Dow Photographs and videos of students and simulated patients on the Dow website are currently protected so they cannot be downloaded Dow consent form for video and photography Video security measures at the DOW include e All videos recorded of candidates and patients are stored on a private network e The recording software has encryption coding e The firewall has additional security rules e Videos held on the web server are held within a password protected zone e Videos cannot be Downloaded from the Web server NHS Code of Practice on Protecting Patient Confidentiality Videos outside of the DOW private network when available on the web portal are not to be downloaded under any circumstances and if this occurs it will be considered a fitness to practice issue As according to University guidelines student videos selected for their e portfolios will be stored for a total of 6 years For further information around this please refer to the Video Storage Policy Video storage policy pdf link e All Simulation Suite staff are employed by the University and responsible for overseeing use of the facility equipment and teaching carried out in the Centre e Teaching sta
8. guidelines student videos selected for their e portfolios will be stored for a total of 6 years For further information around this please refer to the Video Storage Policy Video storage policy pdf link Temperature control Temperature control is managed in the Control Room via a Air Conditioner which is automatically set this needs to be switched off at the end of each day Dow 3 monthly checklist Dow Checklist Test result Date checked Touch screen Check all touch screens check working in the wards and Control rooms Check that students can set up and record an independent recording successfully in all 3 exam rooms Exam room recording Set up 3 recordings and test Check that recordings can be carried out successfully Control room recording Single recordings Record 1 Record 2 and the HDU Unit Multiple recordings 1 Both Record 1 and 2 Multiple recordings 2 Both Record 1 and 2 and the HDU Unit Microphone and ear pieces check Check all the microphones are working in the Wards and HDU Unit Check that all 3 ear pieces are working Audio check Check audio levels Test Ward area Test HDU Unit Live web Test live web streaming to a streaming check laptop Test SIM Create a recording and test playback on on laptop using SIM laptop playback software Headphones Check all headphones are and telephones working check Headphones for HDU Live stream to breakout roo
9. in on student chair beside desk Exam Room B Camera 1 Preset 1 Bed area behind curtain Preset 2 Zoomed in view of patient in bed Preset 3 Further zoom view of patient in bed Preset 4 Zoom in view of sink area Exam Room B Camera 2 Preset 1 View of desk area Preset 2 View of entrance to room Preset 3 Zoomed in view of desk Preset 4 Zoom in on student chair beside desk Exam Room C Camera 1 Preset 1 Bed area behind curtain Preset 2 Zoomed in view of patient in bed Preset 3 Further zoom view of patient in bed Preset 4 Zoom in view of sink area Exam Room C Camera 2 Preset 1 View of desk area Preset 2 View of entrance to room Preset 3 Zoomed in view of desk Preset 4 Zoom in on student chair beside desk Nurse Station A Preset 1 Desk area in nursing station Preset 2 View of area opposite to the nursing station Preset 3 View of corridor incoming into Ward 77 Preset 4 View of Ward 77 from the nursing station Nurse Station B Preset 1 Desk area in nursing station Preset 2 View of area opposite to the nursing station Preset 3 View of corridor area incoming into Ward 76 from nursing station Preset 4 View of Ward 76 from the nursing station beds 5 and 6 HDU Cam 1 Preset 1 View of top end of bed from the left Preset 2 Zoom into top end of bed Preset 3 View of cupboards Preset 4 View of sink HDU Cam 2 Preset 1 View of bed area overall Preset 2 Zoom in
10. pause the application USING SIMMAN3G Common learner events Al learner events ick formenu FE Tap and shout Check pulse Genera events gt Event search 4 Check breathing Head to toe examinat Oxygen therapy t mM Insert IV Drugs mN Call for help arge Disch Auscultate lungs Simulation control 00 00 24 EN e Wide open b dd Normal E KON GE gt ae av b LO Normal X A bei EXAMINED e Airway amp breathing Circulation amp fluids Body sounds Vocal sounds Heart Normal ed L Luna Normal Cough Difficult breathin Moan zj z R Lung Normal M Vomit zj Bowel Normal More body sounds Auscultation focus A 00 00 00 Scenario started Healthy patient 3G 00 00 00 Simulation resumed 00 00 08 Eyes examined w A Korotkoff volume Auscultation gap Sea o i 0 Ee More sounds adei d This is the Instructor screen SimMan s parameters can be set by changing the values in the top right hand box Options for airway breathing circulation fluids and sounds can be set in the bottom right hand tabs To change one of SimMan s parameters click on the number to open the parameter window E Instructors patient monitor Cardiac controls Err d set GOZ Spaz From To current value ne
11. person i e the person responsible for the skills session or course should undertake the self assessment using this proforma The proforma should be completed with a rating for each principle of met or not met Where the principle is not met and improvement is required a statement of action to be taken should be made with a stated date for review Self Assessment Proforma Reviewer Name Job Title PRI NCI PLE ACHIEVED RATING SKILLS PROVIDERS MET OR NOT MET AS APPROPRIATE v EXAMPLE OF EVIDENCE 1 Practice simulated practice environments are supportive safe and appropriate for the activity undertaken Met Not Met 2 Mentors Facilitators of Practice are appropriately qualified provide high standards of skills teaching and engage in Met Not Met Continuing Professional Development 3 Learning opportunities are well organised with a clear set of outcomes objectives for the course session Met Not Met 4 Practice Simulated practice teaching is under pinned by evidence and best practice Met Not Met 5 Reliable and validated protocols are used to assess performance Not Met 6 Debriefing feedback are incorporated to promote safe rehearsal and consolidation of skills Not Met 7 To enhance quality a range of multi service feedback mechanisms are in place and used to refine the course session Not Met 8 Communication Systems are in place between skills providers and relev
12. takes place in the Dow is mainly simulated learning consequently video recordings of students are mainly of simulations Example sessions include 3 Year Nursing simulations 5t Year Medical ward simulations medical consultation sessions with medical students and postgraduate ward simulations Recording Software Software for managing the video recordings in the Dow includes e Sim Recordings Manager controls addition of candidates recordings users and practicals e Recordings Set Up starts and stops video recordings e Ward Control controls the cameras in the Dow e Web portal manager uploads video recordings and users to the web portal e Multimedia display shows medical imagery such as ECG s and X rays Guides to the software are available on the Dow training page www dowclinicalsimulationsuite co uk training The Sim Recordings Manager software provides an interface to administer the recordings for the academic year A manual for the Sim Recordings Manager is available Reference Guide Recordings Management Software Practicals Practical Ref Course Practical pare Student year i e Medicine_ Ward Simulation EI Year Practical Name Practical name Duration Duration of practical Description Short description of the practical Candidates Candidate Ref Matriculation number or GMC number Password allocate password as a generic password Forename Candidate forename Surname Candidate Surname
13. the web server this functionality has not been developed as yet bd Bay Area Al Bay Area A2 Bay Area B1 Bay Area B2 To stream the video recording live to the debrief room click the tick box Send Video to Break out area ti Control Room Breakout Area DL DE To view the video live streaming in the debrief room use the remote control for the Smart Board and choose input Editing video Videos of recordings can be edited by choosing the Copy function on the Sim Playback software There is software available on Control 1 in the Control room to do this Video formatting To edit the video you need to change the format of the video from mkv to a format compatible with video editing software such as avi wmv mpeg4 To change the format use the software MKV Converter Video editing To edit videos use the Squared 5 software Management of video recordings Set up of video recordings in the Suite are controlled via the Dundee University Simulation Manager software and are managed by the IT Educational Healthcare Manager Technicians are available to assist with simulation recordings Software needs to be set up before recordings for tutors to use before simulation sessions Videos accessed outside the DOW private network are not to be downloaded under any circumstances and if this occurs it will be considered a fitness to practice issue As according to University
14. to select 2 video recordings to upload to the e portfolio The video storage guidelines for the Dow go into more detail The e portfolio is available online here www dundee ac uk not yet online Dundee University Students Course There will be no charge for routine use by Dundee University programmes courses Other Users Courses To ensure high levels of quality training providers at the DOW Clinical Simulation Suite are required to carry out a self assessment pro forma QA proforma pdf link Data management All personal data as defined by the Data Protection Act 1988 which is obtained and stored is kept according to the Data Protection Act 1998 and the Freedom of Information Act Scotland 2002 As according to the Data Protection act all personal data is processed lawfully and fairly is obtained fairly and lawfully is adequate relevant and not excessive is accurate and up to date is not kept any longer than necessary is processed in accordance with the data subject s rights is securely kept and is not transferred to any country without adequate protection in situ The DOW Clinical Simulation Suite contains a CCTV area CCTV recordings are held under jurisdiction of the Data Protection Act 1998 CCTV images recorded and stored in the Suite follows Data Protection guidelines around CCTV access and governance Access to CCTV recording is restricted in the Suite all recorded data is stored in a secure env
15. view of top of bed from centre of the room Preset 3 View of worktop from the ceiling Preset 4 View of sink from Camera 2 Trouble shooting guide What should I do if the touch screens are not working Let someone know then attach a mouse and keyboard to load up the computer and then there are pointers available to use The monitors will not switch on Check the computers are on on the desktop or the wall Check all power sources and that plugs are in and plugs are switched are on The live stream is not available Check the Cisco box is on for the live stream Check the net box marked stream is on Make sure the stream has started on the monitor and then tick the box on the Ward Control software Next make sure the computer is connected to the Dow wireless internet You can then open up Windows Media Player and choose Enter URL on the File options and put in the following URL http 134 36 192 184 8080 The recording software is not working Make sure that in My Computer the computer is connected to the Clinskillsstorage area Then check the network box called QNAP on the computer stack in the control room is working and there are no error messages Cannot login into the computer The login details are Clinsk1lls This password should work Cannot set up live stream to the break out debrief room Make sure the box is ticked on the Ward Control software Send video to breakout area In the de
16. 03 10 2011 15 26 PR 10 4 OSCE Station 10 14 07 2011 12 20 4th year OSCE station 10 PR 08 4 OSCE Station 8 14 07 2011 11 58 l 4th year OSCE station 8 E Candidate Ref 03 candidate e Copy File s b Play Clip Version 1 0 7 3 Play a candidate s video Choose the Play Clip to watch the candidate s video 4 You can also copy a video file and save it to your local computer for editing your own use To play the video you need to use VLC Media Player When you select the copy Export File s from Library Selected Drive option this dialogue box appears Choose to add Selected File s the selected file and then copy the file oe T cer Ente ust Search Practicals Used Space 0MB Search Individual Recordings a Search Group Recordings Ji Show Practical Description Sho Erarizale bere Practical Ref er dear search No of Practicals 515 Total Space 205341 62 MB Copy Files Current user Candidate Ref 01 candidate test22 test22 14 12 2011 Candidate Ref 02 candidate twaterston 17 02 2012 test22 test22 14 12 2011 i kevin1 testkevin 17 02 2012 Co py t h e fi e Candidate Ref 02140711 tablet_ex mensa _film 03 10 2011 PR 10 d OSCE Station 10 14 07 2011 4th year OSCE station 10 PR 08 4 OSCE Station 8 14 07 2011 4th year OSCE station 8 Candidate Ref 03 candidate Copy File s gt Play Cli
17. EO calendar icon Use the arrows at the bottom of the screen to navigate to the next screen 4 Select the Practical Please Select the Practical 5 Start the Recording 00 01 00 Ready to Record 6 Stop the recording 00 00 56 Recording Active Setting up candidates for the HDU Unit 1 Select the recording mode Record a single candidate Record a group of candidates Control HDU Camera View only Please Select the Recording Mode d DUNDEE Record a single candidate Record a group of candidates Control HDU Camera View Only There are 2 cameras with various views of 2 Controlling the cameras in the HDU the HDU Unit The second row of camera buttons show the ORREIK d heart monitor screen which at present is used for SIM MAN amp Pip Size 1 and 2 under the camera buttons change the size of the heart monitor on the screen on the recording The arrows move the heart monitor around the screen The red dots show different camera views The arrows and and signs at the bottom of the screen move the cameras around and change the zoom and focus angles Simplayback mini guide To view the candidate s video you 1 View the candidate s video details can use the Simplayback software Dundee University Clinical Skills Sim Playback On the interface you can see the Search Practicals practical reference numb
18. University of Dundee medical students on the web portal server Type of Level of study Storage Requirements per Timings and storage student student required per student EEE Ib Table 1 Storage requirements of University of Dundee Medical Students 1 6 All video records created in the course of University business at the DOW Clinical Simulation Centre are University records and accordingly are kept under the terms of the Data Protection Act 1998 2 OBJECTIVES 2 1 The five main objectives of this policy are to establish and maintain e Accountability that adequate video recordings are maintained transparently in order to o Protect legal rights of candidates and patients involved in recordings o Provide credible evidence of student learning e Quality video recordings are recorded at an acceptable level of quality and storage is secure to ensure that recordings are adequately stored e Accessibility that video recordings can be accessed by staff and candidates efficiently only by those with a legitimate right of access for as long as the records are held e Security video recordings will be secure from unauthorised access and stored ina secure environment e Retention and disposal that there are consistent and documented retention procedures to ensure that the correct video recordings are kept and stored for the agreed period of time and video recordings are then disposed of after the agreed timeframes
19. University offers a service to allow NHS staff to view videos Please email your name to i waterston dundee ac uk to access this service Logging into the web portal To log into the web portal use the user accounts assigned to you after your Dow Suite induction session TERSITY RO l Op v DISINI D ais Welcome to the Dundee University DOW Suite Video Portal Please enter your log in details to continue log in Log in here Copyright Cameron Communications Ltd 2011 Select a course or group Please select a course or group Please select a course Ea ZEA Ha Se Tea Select either the course or group you would like to view the video from Please select a group PECL caj Choose the candidate Now choose the Please select a candidate candidate Choose the video clip Please select a video clip Please select a video clip Choose the video Please select a video clip Ist Year Nusing Communications clip Play the video ERS SWERSITY DU UE play button GA Play the video using the Please wait while your video is loaded Video clips are only available once they are released to the portal by the system admin b 00 00 00 00 d Add comments To add a comment type in the comments box under the video box Ist Year Nursing Communications Views 2 a 1 ft LR La C i TPN r Sie HZ E F ME bite ebek desi d ebia Log out Current User Iwaterst
20. aded to Clinical skills server E p the web portal at the request of and storage lecturing staff Web portal Clinical skills centre Students access the video Scope recordings via the web portal 1 4 This policy relates to all video recordings made in the DOW Clinical Simulation Centre Video recordings are defined as all recordings made of candidates as they carry out simulated exercises Assessment based video recordings are required to be stored for a total of 6 years for Medical students and 5 years for Nursing students and these videos will be stored on the e portfolio which will have a back up system in place Students will be able to view their videos in 2 locations E portfolio At the end of each academic year students will be required to choose 2 videos to keep long term as evidence of their personal progress throughout their training for the e portfolio When students graduate medical and nursing students will have a total of 10 videos which will provide each student with a portfolio of practice Web Portal Throughout their learning experience at university students will be able to view their video recordings which have been transferred to the web portal each academic year minutes of video recordings per student per year can be uploaded up to the web portal In each year there are approximately 160 medical students and 160 nursing students The following table demonstrates storage requirements in relation to
21. ant stake holders e g Educational Not Met nstitutions NHS Scotland Professional Organisations 9 Practice Simulated Practice Learning is principle based and courses sessions are mapped against KSF SCQF NOS Not Met Tomorrows Doctors or other national competencies Areas Identified for improvement Action Date of Review Audio testing Dow Clinical Simulation Suite Bed 1 Bed 1 Bed 1 Bed 2 Bed 2 Bed 2 Bed 3 Bed 3 Bed 3 Bed 4 Bed 4 Bed 4 Bed 5 Bed 5 Bed 5 Bed 6 Bed 6 Bed 6 Bay Area Al Bay Area Al Bay Area Al Bay Area A2 Bay Area A2 Bay Area A2 Bay Area B1 Bay Area B1 Bay Area B1 Nursing Station A Nursing Station A Nursing Station A Nurse Station B Nurse Station B Nurse Station B Exam Room A Camera 1 Exam Room A Camera 1 Exam Room A Camera 1 Exam Room A Camera 2 Exam Room A Camera 2 Exam Room A Camera 2 Exam Room B Camera 1 Exam Room B Camera 1 Exam Room B Camera 1 Exam Room B Camera 2 Exam Room B Camera 2 Exam Room B Camera 2 Exam Room C Camera 1 Exam Room C Camera 1 Exam Room C Camera 1 Exam Room C Camera 2 Exam Room C Camera 2 Exam Room C Camera 2 Reception Reception Reception HDU Cam 1 HDU Cam 1 HDU Cam 1 HDU Cam 2 HDU Cam 2 HDU Cam 2 Breakout area Breakout area Breakout area
22. ation consent form Patient Confidentiality All data about simulated and real patients is kept confidential according to the Data Protection Act and Dundee University s data protection guidelines LINK TO DATA PROTECTION ACT LINK TO DUNDEE UNIVERSITY DATA PROTECTION GUIDELINES In ensuring patient confidentiality information storage policy for sensitive personal data follows the Data Protection Act 1988 guidelines and also the NHS guidelines around confidentiality and access to Health Records Accordingly all real patients are required to give their signed consent when participating in simulations All personal health information is held under strict legal and ethical obligations of confidentiality Information given in confidence should not be used or disclosed in a form that might identify a patient without his or her consent Use of photography and video for publicity and research purposes Use of simulated patients and students in photography and video for publicity and research purposes is governed by confidentiality practises Photographs and videos of simulated patients and students can be used for publicity and research purposes for appropriate purposes such as the Dow website as long as consent forms have been signed Students should expect to be photographed for publicity purposes as part of their learning contract with the University of Dundee Use of photographs and videos of simulated patients and students on social media
23. bodied ALS Harvey Simulator na 7 Do you require the simulation session to be videoed Yes po DO 8 If yes what type of video recording Control Room Individual Student recording 9 Do you require technical support with set up and recording please tick Set up Recording 10 Is there any additional information we should know about this session This email request will be processed and you will be emailed a confirmation or further information Request to use the Dow Form This form is for people who are looking to book the Dow who are not members of Staff at the College of Medicine Dentistry and Nursing For members of staff within the College of Medicine Nursing and Dentistry there is an online booking form available http www dundee ac uk clinical skills dowsimulationsuite come EE Name of person booking the Dow and their contact details Phone Number Is the person booking the Dow a Undergraduate student Post graduate student TI What date dates do they want to use the Dow pt Why are they looking to book the Dow Other please state CLINICAL SKILLS Managed Educational Network Quality Assurance self assessment questionnaire for Individual courses Guidance Notes Self evaluation is a critical element of quality assurance and should demonstrate that skills providers meet intended outcomes and demonstrate how areas for improvement are dealt with A named
24. brief room make sure that the right input for the live video has been selected The headphones are not working There is a guide in the control room to show which channels the headphones should be switched to to make sure users can hear the area they are watching Channel 2 Control 2 Channel 3 Control 1 Channel 4 HDU Unit Also make sure the headphones have been charged up in the charging box under the desks The earpieces and microphones area not working Make sure the earpieces batteries are working and you are using the right earpieces with the right microphones The earpieces have been labelled Microphone 1 Earpiece 1 Microphone 2 Earpiece 2 Microphone 3 Earpiece 3 Candidates are not in the Recording Software There are instructions in the Control Room on how to use the Recording Management Software to enter in candidate and practical details There is also a guide in the Control Room in the Dow Documentation box Users of the Suite are unsure of how to use the software and would like some additional guidance There are online demos available on how to use the Recording Software available here www dowclinicalsimulationsuite co uk training Users wish to book to use the Suite There is an online booking form available here http www dundee ac uk clinical skills dowsimulationsuite bookin NHS staff need to access their recordings outside of the Dow Currently you cannot stream media ov
25. ch the screen on the area of the ward gt where your candidates are starting their Bed 1 Bed 2 Nurse Station A Nurse Station 8 simulated practice Bay Area Al Bay Area A2 Bay Area B1 Bay Area B2 Currently Bay Area A1 is selected the 4 HDU Cam 1 HDU Cam 2 a Exam Room C am oS Bed red dots are the different views you can Ta Store Prep Area E a choose for that area Control Full Control Room Breakout Area GARE a 4 Save Preset O Send Video to Webstreamer O Send Video to Breakout Area You can also live stream your d Dundee University Ward Control Developed by Cameron Commmmnications Led recording to the web or to the break out area 2 The control pad Use the big arrows lt gt to control the direction of the Control Ward Control Full Control Ward Left Ward Right Cameras zoom in out focus near far Use the Zoom and Focus and signs to zoom in or out and change the focus You can also choose to Record one area of the ward only by choosing for example Control Ward Left at the Save Preset top of the Control pad Hei Send Video to Webstreamer E Send Video to Breakout Area 3 The 4 split view The 4 split view on the right at the bottom of the screen show the area where the candidate is most likely to move to next This view help you to follow students as they move around the ward just click on one of the views for the cameras to r
26. cine Dentistry and Nursing hereby release the College of Medicine Dentistry and Nursing of the University of Dundee Scotland and any of its associated or affiliated companies their directors officers agents and employees from all claims of every kind on account of such use Signature Date Witness On behalf of the Clinical Skills Centre Name BLOCK CAPITALS Role Signature Date SIMMAN 3G BASIC USER GUIDE SimMan 3G consists of three main components the SimMan manikin the Instructor PC and the Patient Monitor PC START UP Switch on mains to laptops and SimMan Turn on both laptops The password for both laptops is SimMan3G case sensitive Lift flap on SimMan s right side and press power button to switch on Close the valve on the back of SimMan s right thigh by turning it fully clockwise Wait until SimMan starts to blink and breath BE PATIENT THIS TAKES A FEW MINUTES hen on Patient Monitor in HDU double click Patient Monitor Application Choose simman3g then click OK Do not choose the Virtual Manikin On Instructor PC in control room double click Instructor Application Choose simman3g then click OK Do not choose the Virtual Manikin Choose Start Instructor Mode Choose Healthy Patient 3G then Ok The Instructor screen will open and SimMan will be paused Hit space bar to un
27. dates in the HDU area HDU recording and control software Independent student recording Students can set up independent recordings by using the Recording software before a simulation session on the 7 touch screens in the exam rooms The monitors in the exam rooms can be used for students to watch their simulation session using the Playback urr 7 touch screens software Monitor with playback software Before a session the Recording and Playback software needs to be set up ready for the students to choose their session and then playback their performance An online guide to using the Recording software and Playback software is available www Examination room recording nce d Candidates carry out an examination d da a while assessors watch the g rn simulation in the Exam room The Ward Control software needs to be set up on the monitors in the exam room and the recording set up in the Control Room before an examination room recording of this type Simulation session using the multimedia software The touch screens in the ward have multimedia software which can display multimedia files Multimedia software loads up images video and flash files for use in simulation sessions Before a session the Multimedia software needs to be set up if tutors have sent their multimedia files ready for the tutors to start the session An online guide to using the multimedia software
28. dentiality information storage policy for sensitive personal data follows the Data Protection Act 1988 guidelines and also the NHS guidelines around confidentiality and access to Health Records Accordingly all simulated and real patients are required to give their signed consent when participating in simulations 1 3 Video security measures at the DOW include e All videos recorded of candidates and patients are stored on a private network e The firewall has additional security rules e Videos held on the web server are held within a password protected zone e Videos cannot be downloaded from the Web portal server e All video servers have private IP Addresses e Videos are backed up on a separate server in a secure location e All data is backed up daily to a secure location e Securing critical applications and data by patching known vulnerabilities with the latest fixes and or software updates e Analysis of any incidents or failures e Putting in place appropriate measures to safeguard security and confidentiality such as the DOW s private network and firewall Videos accessed outside the DOW private network are not to be downloaded under any circumstances and if this occurs it will be considered a fitness to practice issue i e portfolio Server architecture for the Dow ga ini nd iol Ste Ge bat pd Video recordings are transferrec _ to the e portfolio on an annual basis by students Video recordings are uplo
29. eb Portal The web portal enables access to candidates and assessors to recordings outside of the DOW As streaming media is not currently on NHS networks a CITRIX workaround allows for NHS staff to access the web portal The web portal is password protected videos are encrypted are not downloadable and videos are tagged according to candidate and practical reference Only videos relevant to the candidate or assessor will be accessible to the individual logged into the system Passwords Cskillsstorage Admin Username Admin Password Touchscreens Cl1nsk lls Dow wireless network Admin Username and password Camera preset guide Bay Area A1 Preset 1 Overview of corridor of Bay Area facing towards Ward 76 Preset 2 Zoomed in view of the area between the two wards Preset 3 Sink in ward Preset 4 Entrance to HDU Bay Area A2 Preset 1 Overview of ward looking towards the right hand side of the ward Preset 2 Nursing Station A overview Preset 3 Sink area next to nursing station Preset 4 Overview of beds in Ward 77 Bay Area B1 Preset 1 Overview of Ward 76 area looking towards the reception area Preset 2 Overview of nursing station B Preset 3 View of bed areas 5 and 6 Preset 4 View of Bed area 4 Bay Area B2 Preset 1 Overview of ward looking towards Ward 77 Preset 2 Overview of ward looking towards nursing station Preset 3 WC and Changing room Preset 4 Overview of left side of ward 76
30. ecord there Web Portal Manager The web portal manager manages information video recordings and any associated assessment forms on the web portal Add new users When new users have been created in the Sim Manager their details need to be updated in the web portal Click on the Update Portal DB button to add Update Portal pp new users to the portal Transfer video recordings 2 To add a video to the transfer files Transfer files to Web Portal dialogue box select a video in the main view then choose Add selection in the Select recording s to export to the portal dialogue box You can also search for videos in the main view and then choose to Add Full Search in the Transfer files dialogue box window To transfer the videos choose the Begin Transfer option FUT Se Il Candidate Ref 01 candidate Candidate Ref 010101 PC 1112011 Pallative Care PR 23456 Clincal Skills Test 2 This is a test practical for the Clinical Skills Ward ek Add Selection ek Add Full Search test_susan3 test susan 3 El Candidate Ref 02 candidate test22 test22 kevin 1 testkevin E Candidate Ref 020202 Begin Transfer 1 To transfer videos click test_susan3 test susan 3 the transfer files button Update Portal DB Transfer files Version 1 0 0 Appendix RS Gako Ta DUNDEE Educational Promotional Resources Only hereby give permission t
31. eer University of Dundee Dow Clinical Simulation Suite a Ninewells Hospital and Medical School Dundee DD1 9SY gt lt Tel 01382 633 937 DUNDEE E mail clinicalskills dow dundee ac uk Web www dundee ac uk dowclinicalsimulationsuite co uk GO T Dow Clinical Simulation Suite User Guide 15 08 2012 Index Bleu RS a Aal 3 ISAC ES PONY GEA 12 Dow Suite Management Guide cccceeeeeeeeeeeeeeeees 15 WOW SS idei AAE 26 llea EDOM FO M AA 28 AV and IT Systems Ga e 29 Camera preset a UDa 32 Troubleshooting eae 37 Video storage eae 39 Recordings Management Bela eN 45 Web streaming WOrkflow ccceccee ee eeeeeeeneeeeeeeeeees 47 Web Portal Galea 48 Web Portal Guidelines for students eeeeeeeeeeees 51 Recording candidates Mini QUICE cceeeeeeeeeeeeeeeees 53 Simplayback mini QUIGE cece eee eee e eee eee tees eneeens 56 Ward Control mini aa 58 Using the multimedia library mini guide 0008 60 Web Portal Manager Quide cccceeeceeeeeeteesaeeeees 62 ADDCO aeaa NEER E EE 64 Dow Clinical Simulation Suite Guidelines The Dow Clinical Simulation Suite has been designed and equipped to provide a simulated clinical learning environment in order to deliver high quality education and training for health care professionals The Suite currently consists of a state of the art ward and an audio visual suite to enable video based learn
32. er the practical name and the date the D Search Individual Recordings Search Group Recordings iil melee ee Mibere Practical Ref Em dea 23 March 2012 _ Practical Ref E Candidate Ref 01 candidate video was recorded e current user twaterston test22 test22 14 12 2011 14 59 test2 test 17 02 2012 14 07 Candidate Ref 02 candidate test22 test22 14 12 2011 14 59 kevin1 testkevin 17 02 2012 14 13 Candidate Ref 02140711 tablet_ex mensa_film 03 10 2011 15 26 PR 10 4 OSCE Station 10 14 07 2011 12 20 4th year OSCE station 10 PR 08 4 OSCE Station 8 14 07 2011 11 58 4th year OSCE station 8 Candidate Ref 03 candidate Copy File s gt Play Clip Version 1 0 7 2 Find a candidate s video Dundee University Clinical Skills Sim Playback You can either search in individual Search Practicals or group recordings Search Individual Recordings Search Group Recordings duetara Show Practicals Where d PEZ EEE You can then search for a video by using the drop down box and then current user putting in the practical name date twaterston test22 14 12 2011 14 59 test2 test 17 02 2012 14 07 Candidate Ref 02 candidate candidate reference or course test22 test22 14 12 2011 14 59 n a m e kevin1 testkevin 17 02 2012 14 13 E Candidate Ref 02140711 tablet_ex mensa_film
33. er the NHS network however CAMS Computing and Media Services at Ninewells offers a Citrix workaround To find out more about this contact IT or the IT Manager Dow Clinical Simulation Centre Video Storage Policy Formative UG teaching Student rehearsals 1 PURPOSE AND SCOPE Summative UG rr acseassment Doctors in Difficulty The DOW Clinical Simulation Centre video recording and storage policy includes e Management of recordings Video recordings transferral to the Web portal Recording and selection of 2 videos per year of candidates during simulation exercises as they progress through their degree thereby providing an e portfolio of practice e Access control e Technical requirements Secure storage of all video recordings until 1 year after students graduate Data protection policy states that all assessment related material must be kept for up to 1 year after students graduate The Centre will retain all video recordings for up to 1 year after students graduate The video recordings taking place at the Dow are a mixture of rehearsals teaching based and assessment based activities The web portal enables students to view their videos on campus or at home Video recordings are transferred manually to the web portal by the IT Healthcare Educational Manager at the request by lecturing staff This ensures that students cannot view videos during an assessment schedule and recordings are uploaded only after an as
34. ff for sessions are responsible for supervising students overseeing and supporting use of the facility and equipment by all students and Suite users e All teaching staff will be required to undergo training on use of the IT equipment and systems and mannequins before use is allowed e Equipment will not be ordinarily loaned out of the Centre e Recovery of costs as a result of any malicious damage to equipment or violations will be sought from the responsible parties DOW Prioritisation of Use DOW Usage User groups University students Medical graduates 2 year foundation course On the job education and continuing professional training Trainee specialists and doctors training for General Practice Consultants specialists and GP s Further training including multi and inter professional training opthomologists doctors nurses dentists pharmacists DOW Usage Type of Organisation Dundee University NHS Tayside Other Universities colleges NHS Consultants Association Private Healthcare BUPA UO ESIPUO JO SIOA Sulseas9aq UO ESIPUO JO SIOA Sulseas9aq DOW Usage Type of patient Standardised patients real simulated patients Electronic patient robot such as SIM MAN 3G Computer patient screen based virtual scenarios body parts Part task trainer plastic body parts 1 Above categorisations ba
35. ght hand side of the recorder Switching on and off netboxes Netboxes in the wards need to be switched on and off before and after simulations ETA To switch on and off the netboxes in the Wards log off first and either shut down from the PC or hold down the power button on the bottom right hand side of the net box until the PC turns off Switching on and off touch screen monitors Touch screens in the Control Room ward areas and exam rooms should be switched off at the end of the day To switch on and off the touch screens log off then click the power button on the lower right hand side of the monitor Switching on and off 7 touch screens To switch on and off the 7 touch screens log off then click the power button on the front right hand side of the 7 touch screen Switching on and off 40 Nursing Station monitors To switch on and off the 40 monitors log off then click the power switch on the bottom right hand side Cleaning the touch screens The touch screens need to be cleaned once a month as people are touching them with fingers Logging in and off to the computers In the Ward All the PC s have 3 accounts on them Administrator Wardsim and mcu Always choose Wardsim to login In the Control Room Login into the account which is the name of the PC ie Record2 Logging off Always log off before shutting down Access to the control room
36. ing including the facility for candidates to independently record and review their own practice The Suite provides facilities and resources to develop and test existing and new e health care systems currently used in the patient journey The Suite is also aiming to develop e learning resources to support and enhance student learning The DOW Clinical Simulation Suite will be linked up with NHS systems which will enable candidates to train using the latest e healthcare systems The simulations run in the Dow require a clinical context and simulated learning is provided for University of Dundee students as well as other care professionals including doctors nurses optometrists pharmacists and dentists and allied health care professionals Clinical skills covers cognitive or thinking skills such as clinical reasoning and decision making non technical skills such as team working and communication and technical skills such as clinical examination and invasive procedures Types of clinical skills learning at the DOW Clinical Simulation Suite include Ward simulations Simulation sessions using SIM MAN 3G Communication training sessions Procedural training l http www csmen scot nhs uk contactus Scottish Clinical Skills Strategy Exec summary pdf The ward The DOW Clinical Simulation Suite has a fully equipped hospital ward with medical supplies and equipment The design of the ward area is based on an actual ward environ
37. ironment and signs have been put up to make the public aware of CCTV being in operation Consent Video recordings are one type of information obtained at the DOW and consent from some individuals involved needs to be obtained beforehand Under the Data Protection Act 1988 written or recordable permission must be obtained from all the people who will appear in a video which is not recorded in what is a deemed as a public space Dundee University candidates Dundee University candidates are not required to provide their signed consent when taking part in recorded simulations as these practices are part of standard educational practice at Dundee University Dundee University candidates are made aware of the fact they may be recorded for assessment and educational purposes in the Student Handbook However if the video recordings are going to be used as part of research or publicity purposes then signed consent must be obtained Non Dundee University candidate All non Dundee University candidates are required to give their signed consent when taking part in recorded simulations Simulated and real patients Simulated patients participating in recorded simulations are required to give their signed consent Consent is not required for non recorded simulations as the data is simulated Real patients taking part in both recorded and non recorded simulations are required to give their signed consent Clinical Skills Centre recorded simulation particip
38. is available www Using the headphones There are headphones available for use when there are multiple simulations in the Control Headphone unit Change channels by Room clicking inner circle on the headphones Channel 2 Control 2 1 Channel 3 Control 1 Channel 4 HDU Control the volume using the outer circle turn clockwise or anti clockwise Using the microphones The microphones are used with radio ear pieces so assessors can talk to colleagues in the ward during a simulation Press the red button to un talk on the microphone E en ai x _ The radio ear pieces which are used to hear the microphones in the ward The radio microphones are tuned into separate frequency boxes and microphones so the correct microphone needs to be used with the correct radio ear pieces Radio frequency box The volume can be controlled on the HDU Unit by using the volume control boxes LS Talkback controls the volume on the HDU Unit microphone HDU controls the volume o f the speakers coming from the HDU Unit Debriefing room The debriefing room is available to use e By tutors to playback videos and carry out assessments e Tutors and students watch videos as a group e Video is streamed live for assessment purposes Smart Board Video Playback software on monitor If the debriefing room is required before a session the Playback software needs to
39. list Jchard Stoltzman Genre _ ee d l Save Now Playing list as Hi Videos 2 Maid with the Flaxen Hair 2 49 Richard Stoltzma E Pictures Unknown Artist Manage libraries i Recorded TV Untitled 0 06 Properties ba Other media alza HO Work offline Untitled 3 3 52 Other Libraries Zu 4 Type in the following URL http 134 36 192 184 8080 Dow Clinical Simulation Suite web portal guidelines The web portal is available here https dowsim dundee ac uk The web portal allows lecturers tutors and candidates to view videos which have been recorded in the Dow Clinical Simulation Suite for post performance review purposes Video Recording Availability and Use Due to assessment guidelines video recordings are not uploaded to the web portal automatically To request for video recordings to be uploaded contact lona Waterston i waterston dundee ac uk Videos will then be made available for candidates to view Staff will be able to access video recordings of candidates according to their assigned courses Candidates can access their recordings using the web portal which is accessible anywhere home and campus Candidates will only be able to view their recordings and will not be able to download the recordings Video recordings are not to be downloaded under any circumstances and if this occurs it will be considered a fitness to practice issue NHS staff As the NHS network does not currently support media streaming the
40. looking towards Ward 77 Reception Preset 1 View of waiting area and receptionist Preset 2 Zoomed in view of waiting area Preset 3 View of storage area Preset 4 View of entrance to Examination Room C Reception Desk Preset 1 View of corridor in reception area Preset 2 View of corridor between Exam Room B and A Preset 3 View of reception desk Preset 4 Entrance to Exam Room B Bed 1 Preset 1 Top end of bed Preset 2 Bottom of bed Preset 3 Left side of bed Preset 4 Right side of bed Bed 2 Preset 1 Top end of bed Preset 2 Bottom of bed Preset 3 Left side of bed Preset 4 Right side of bed Bed 3 Preset 1 Top end of bed Preset 2 Bottom of bed Preset 3 Left side of bed Preset 4 Right side of bed Bed 4 Preset 1 Top end of bed Preset 2 Bottom of bed Preset 3 Left side of bed Preset 4 Right side of bed Bed 5 Preset 1 Top end of bed Preset 2 Bottom of bed Preset 3 Left side of bed Preset 4 Right side of bed Bed 6 Preset 1 Top end of bed Preset 2 Bottom of bed Preset 3 Left side of bed Preset 4 Right side of bed Exam Room A Camera 1 Preset 1 Bed area behind curtain Preset 2 Zoomed in view of patient in bed Preset 3 Further zoom view of patient in bed Preset 4 Zoom in view of sink area Exam Room A Camera 2 Preset 1 View of desk area Preset 2 View of entrance to room Preset 3 Zoomed in view of desk Preset 4 Zoom
41. m Check monitors in exam rooms Ward Control software Headphones for Ward area Check no feedback from each telephone Check recording to the breakout room Check monitors in exam room working and displaying images from monitors on desktops Check that touch screens working with ward control software in each area and all cameras and presets working Control 1 Control 2 HDU Unit Incident Report Form Date of Incident Incident issue What happened Describe in detail the problem Incident explanation Why did the incident happen Incident Resolution How can the issue be addressed so it does not happen again DOW Clinical Simulation Suite AV and IT systems policy Information systems The DOW Clinical Simulation Suite has the following technical resources a network of computers which feed into the A V systems touch screen monitors throughout the ward 7 inch touch screens to enable candidates to set up independent study sessions access points to different networks including NHS and University of Dundee networks a Wi Fi network to enable tablets to connect to the internet and to other computers in the Suite e live streaming of video recordings a web portal to enable candidates and assessors to access video recordings outside of the Suite cameras and microphones throughout the ward area The Suite has its own private network to increase levels of data security Video recording
42. ment within Ninewells Hospital which provides an authentic learning environment for candidates Simulation resources available in the Dow to enhance simulated learning and practice include e The ward e Simulated patients and actors e Debriefing room e Recording Facilities e Touch screens and tablets e Part task trainers e High fidelity simulators including SIM MAN 3G e Medium fidelity simulators including ALS Mannequin The ward The ward has an initial assessment area two wards and a High Dependency Unit The initial assessment area has a reception area and 3 examination rooms This area can be used as an Outpatients department GP surgery and an A and E department The ward area in the Dow Simulation Suite is multifunctional and can be used as a six bedded ward for large group teaching or the area can be sub divided using a sound proof barrier to create two three bedded wards for individual assessment The ward has the following systems installed e A patient call and emergency alarm system e Medical air and vacuum throughout the suite e Infrared taps to comply with current infection control regulations e Data points for NHS and University IT systems to allow the integration of NHS healthcare software in the Suite Simulated patients and actors A patient bank including simulated patients real patients and actors is available in the Dow to allow healthcare candidates to practice with patients in a real life healthcare sce
43. nario Debriefing room The debriefing room provides an area for assessors to review video either live or with candidates after a simulation A smart board is also available for training and assessment purposes Recording facilities All rooms in the DOW have pan tilt cameras and ceiling mounted microphones for valuable after action review which enables video based learning Recording candidates and practitioners provides the opportunity to record performances at all stages of candidate development and to monitor progress It also provides the opportunity to explore clinical capability To control the cameras audio visual software is available to use including Ward Recording software Recording Software and Simulation Playback software A V software recording demo online training guide for using the A V recording software Software mini guides Set up a recording pdf link Ward Control pdf link Multimedia software pdf link Video Playback pdf link Touch screens and tablets There are touch screen monitors throughout the DOW Suite which provide electronic information about patients including x ray data In the Examination Rooms there are monitors and small 7 touch screens which allow candidates to record how they perform and then watch the recording back in order to self assess their communication skills Tablets are available for candidates and assessors to use to complete assessment and medical forms Using the Dow onli
44. ne training guide for using the Dow High Fidelity Simulation The DOW currently uses SIM MAN 3G as a human patient simulator More detailed information about SIM MAN 3G is available below SIM MAN 3G website SIM MAN 3G guidelines pdf link SIM MAN 3G Guidelines not yet online SIM MAN 3G video demos online SIM MAN 3G video demos not yet online Priority of use in the DOW is given to University of Dundee Undergraduate programs Clinical skills training using simulation scenarios is also provided for foundation year doctors and the DOW is available for professional training for doctors nurses optometrists pharmacists dentists specialists consultants and allied healthcare professionals Priority of use at the DOW Clinical Simulation Suite is decided according to type of user group type of organisation type of patient type of clinical skills learning and type of teaching DOW Clinical Simulation Suite prioritization of use guidelines pdf link Priority of use guidelines for the DOW The DOW Clinical Simulation Suite is available to use for simulations by request Make a booking online request for use form The Web Portal http dowsim dundee ac uk The web portal enables staff and students to access recordings outside of the Dow Web portal guidelines pdf link Students Candidates can access their recordings using the web portal which is accessible anywhere home and campus Candidates will only be able t
45. o allow photographs video of myself including the recording of my voice by the Clinical Skills Centre within the College of Medicine Dentistry and Nursing and the University of Dundee to be used for medical education information and promotional purposes including the following website The Dow and Clinical Skills Centre s website i Name understand that the photographs videos will only be used only for educational informational and promotional purposes and will not be used for entertainment purposes understand that if the photographs video are used for educational informational and promotional purposes that may be identified by name authorize that the University of Dundee its assigns and transferees to copyright use and publish the same in print and or electronically understand and agree that the said photographs video and any reproductions thereof as well as all materials connected therewith and rights arising there from are the exclusive property of the Clinical Skills Centre grant this consent as a voluntary contribution in the interest of medical education and knowledge subject to the condition that this consent is valid for a period of five 5 years from the date given below and that if change my mind I can in writing cancel this consent prior to five 5 years from the date given below such consent would be affected only in that advise the Director of the Clinical Skills Centre within the College of Medi
46. o provide the candidate with a good understanding of their own communication and team working skills and give the students an e portfolio they can keep after graduation as a basis of their practice for the rest of their working lives 1 2 All video recordings made at the DOW Clinical Simulation Centre are stored in accordance with the following standard and guidelines e Data Protection Act 1998 e Freedom of Information Act 1998 e GMC Guidelines on Use of recorded video As according to the Data Protection act all personal data is processed lawfully and fairly is obtained fairly and lawfully is adequate relevant and not excessive is accurate and up to date is not kept any longer than necessary is processed in accordance with the data subject s rights is securely kept and is not transferred to any country without adequate protection in situ The DOW Clinical Simulation Suite contains a CCTV area CCTV recordings are held under jurisdiction of the Data Protection Act 1998 CCTV images recorded and stored in the Suite follows Data Protection guidelines around CCTV access and governance Access to CCTV recording is restricted in the Suite all recorded data is stored in a secure environment and signs have been put up to make the public aware of CCTV being in operation All data about simulated and real patients is kept confidential according to the Data Protection Act and Dundee University s data protection guidelines Jn ensuring patient confi
47. o view their recordings and will not be able to download the recordings Web portal guidelines for students pdf link Assessors Recorded simulations will be available online for assessors to view outside of the DOW via the web portal NHS Staff NHS staff can access recorded simulations to view outside the DOW To set up this service please contact i waterston dundee ac uk Using videos and imagery of simulations in the Dow for teaching research and publicity purposes in PowerPoint requires consent to be obtained from participants and restrictions around distribution due to data protection The participants in a simulation exercise typically contains simulated patients actors and students Using imagery and videos of simulations in PowerPoint for teaching purposes The following guidelines must be followed when using imagery and videos of simulated patients in PowerPoint slides for teaching purposes e Simulated video recordings and imagery are to be used in PowerPoint for non distribution and individual ownership only e PowerPoint slides are not to be uploaded online or be available on any channel for general distribution where the slides can be downloaded which includes Med Blogs and Blackboard Using imagery and videos of simulations in PowerPoint for research and publicity purposes Use of simulated patients and students in photography and video for publicity and research purposes is governed by confidentiality practises
48. on To log out select the log out link at the top of the screen Student web portal guidelines The web portal is available here https dowsim dundee ac uk The web portal allows you to view videos which have been recorded in the Dow Clinical Simulation Suite for post performance review purposes Video Recording Availability and Use Due to assessment guidelines video recordings are not uploaded to the web portal automatically Your tutor will let you know when your video has become available to view Candidates can access their recordings using the web portal which is accessible anywhere home and campus Candidates will only be able to view their recordings and will not be able to download the recordings Video recordings are not to be downloaded under any circumstances and if this occurs it will be considered a fitness to practice issue Logging into the web portal To log into the web portal use the following details Username Your matric number Password password on first login e Ee DUNDEE Welcome bo ihe Dundee University DOW Sule Video Porta be er hen a enter your login cetails E Log in here Change password Once you have logged in you need to change your password A Current User To change your password click the 029974562 Change Password option at the top of the screen Select your video Please select an individual recording Select your video recording Please selec
49. p Version 1 0 7 e Using the multimedia library mini guide The multimedia software displays medical files such as x rays and ECG s on the touch screens above patient beds in the ward The file types supported by the multimedia application include video image and text jpeg s png s docs pdfs mp4 1 Touch the panel to begin RSITy go RSIT O d DUNDEE Please Touch the Panel to Begin 2 Select the practical Se Select the practical you are going Please Select the Practical i gt lt to be carrying out DUNDEE Clinical Skills Test Clincal Skills Test 2 Hdu Practical HDU Acute Skills 1 PG WSE Exercise 4 Clinical Skills Test 3 eut EEE Use the arrows at the bottom of 4 OSCE Station 8 rren the interface to navigate back and forwards to the next or previous screen 3 Select the multimedia file you want to view EMK O 2 i Select the multimedia file you amp Please Select the Multimedia to View wa nt to view DUNDEE Use the arrows at the bottom of the interface to navigate back and forwards to the next or previous screen 4 View the medical file To use this software email i waterston dundee ac uk and attach your multimedia file and name of practical Ward Control Mini Guide The ward control interface allows you to 1 The ward control interface record candidates as they move around the ward fl 6 amp R ee Tou
50. pload recordings to the web portal the Web Portal Manager is available Instructions are available for using the web portal manager Video Recordings Storage According to data protection and teaching requirements all video recordings which take place in the Dow need to be stored for the duration of the students degree plus another year For medical students this equates to 6 years in total and for nursing students this equates to 5 years of storage Go to the area you saved your file and double Web streaming workflow To set up web streaming do the following 1 Ensure the web streaming PC is on 2 Onthe ward control software tick the Send video to webstreamer box Bay Area Al Bay Area A2 Bay Area B Bay Area B2 HOU Carn 1 HDU Cam 2 Control Room SG erek Ha rteko j po GO KI ei E Breakout Area Tick the Send Video to Web Streamer box 3 Open Windows Media Player or any media player on the PC and right click on the top toolbar and choose File gt Open URL E Le LIE MILAREN LLA GR ILLA n O Windows Media Player peak Prager Wo k Library Music All music a g crs File Open Ctrl O Organize Stream rz Create playlist Se View Open WRL Ctrl U Title Play Save aS I Library Bob Acti Tools Close Ctrl W lhe 3 Sleep A GEA le a JJ Music a d Create playlist Ctrl N r Scr GO Artist Kalenbe Show menu bar Ctrl M Create auto playlist alimi Album N l Save Now Playing
51. re is a variety of software that needs to be set up before simulation sessions depending on type of simulation session being run Type of simulation session Software required Ward area recording Dundee University Ward Control Recording Software SIM Playback software HDU recording HDU Recording Software and HDU control SIM Playback software Independent Student Recording Software recording SIM Playback Software Student carrying out Recording Software examination in exam rooms and while assessor watches Ward Control Software on monitor in exam rooms SIM Playback software Simulation session using the Multimedia software multimedia software in the wards Recording the ward area In the control room there are computers to record the ward area and computers to record the HDU area Before a ward recording session the Ward Control software and the Recording software needs to be set up ready for tutors to start the recording There are 3 monitors which are used for recording candidates in the ward area Ward Control software Recording software When recording the HDU Unit make sure on the HDU stack that the recording is switched to Local B La LLUIS a E aiin Make sure that the recording is switched to Local HDU Monitors Before a session the Recording software needs to be set up ready for the tutors to start the session There are 2 monitors which are used for recording candi
52. s Really Shutdown Shut down laptop switch off SimMan by pressing the button under the flap on the right side of his chest Empty the compressor by turning the valve on the back of SimMan s right thigh anti clockwise until air is released Switch off all mains sockets ERS d Ee DUNDEE DOW CLINICAL SIMULATION SUITE BOOKING FORM 1 Your Details Your name School NHS Department Your email Practical Title Proposed date s of Simulation Session Please put follow on dates if you wish to book consecutive weeks 2 What area of the DOW would you like to use Please tick Examination room A 1 bed ae Examination room B 1 bed oe Examination room C 1 bed ae Drop down box EE erabe EE bnaaai E betetea EE bara E Control room naz 3 What is the health care discipline of the candidates participating in the simulation Please tick all that apply ee EEE e EEE beree E berre E bed E E berere E beree EEE E KE Postgraduate Allied Health Professional Other please specify 4 If you intend to video candidates and your candidates are undergraduate University of Dundee students please upload your excel spreadsheet with candidate names and matriculation numbers here File upload facility 5 What requirements do you need from the patient bank Real patient Simulated Patient 6 Do you require any of the following fidelity simulators Full
53. s are captured and stored on the data server and web server wireless network tablets b Campus I BE d desktops b a I Web i recordings via i Data server d Wer PONa i I server l a m University network I I I I I Dow desktops DOW private network Video recording data Networks There are 2 wireless networks available for use in the Dow UoD network and the Dow network The Dow wireless network can be accessed for use with the touch screens video recording and tablets The recordings are stored on the net box in a folder called cskillstore Sed Dow wireless network sends recordings back to the server 5 Peda Information Security The information security confidentiality availability and integrity of information policy at the DOW Clinical Simulation Suite follows the University of Dundee information security and acceptable use policies University of Dundee information security policy University of Dundee acceptable use policy link To increase security levels the following measures are in place e The DOW has its own private network and firewall e All recordings are encrypted e Web access to recordings is restricted to view only and videos are not downloadable e All data is protected by the implementation of Data Protection guidelines Access control Access to the suite systems are password protected Access to video recordings is restricted according to level
54. s of access given to candidates and assessors by the administrator There are 3 levels of access Admin User administrators can add and edit candidates add users assign access levels add and edit practicals import data and deleted and archive practicals and candidates Power User can add and edit candidates and practicals import data and add users Normal User can add and edit candidates and practicals and import data Antivirus policy All University systems vulnerable to attack by malware are protected by antivirus software All of the computers in the Suite have Virus Scan Enterprise 8 7 2i installed Scans are run regularly and new patches and fixes are deployed when they are made available Windows updates All PC s in the DOW are set to update automatically when the PC is switched off This setting ensures that during simulations computers do not shut down unexpectedly Disaster recovery Current policies around disaster recovery include e Backing up data in a secure location the NAS box is network attached storage set up in separate location to NAS in the control room e AI data is backed up daily to a secure location e Securing critical applications and data by patching known vulnerabilities with the latest fixes and or software updates e Analysis of any incidents or failures e Putting in place appropriate measures to safeguard security and confidentiality such as the DOW s private network and firewall W
55. sed on Gaba s 11 dimensions DOW Usage Type of clinical skills learning Ward Sim Simulation using robots such as SIM MAN Communication training Procedural Training UO ESIPIO JO SIOA Sulseas9aq UO ESIPUO JO SIOA Sulseas9aq DOW Usage Type of teaching Clinical Rehearsal Training Performance Assessment Lecture Discussion UO ESIPUO JO SIOA Sulseas9aq Professional and inter professional training Foundation training Commercial DOW Clinical Simulation Suite Management guide Suite Facilities and Usage Starting and shutting down computers There are three types of PC s in the Suite main computers recorder PC s and netboxes Computer stack In the control room there is stack of computers to control the Ward recording The computer stack in the Control room can be left on during the week and then switched off at the weekend Recorder computers Main computers Switching on and off main computers in the control room The computers on the stack in the Control Room can be left on apart from weekends If you need to switch on or off the main computers click the power button at the front of the computer Switching on and off recorders Recorders in the exam room need to be switched on and off before and after simulation sessions To switch on and off recorders in the exam rooms log off first then click the power button on the ri
56. sessment has taken place Students lecturing staff and NHS staff will be able to access video recordings through the web portal and this access is managed via a password protection system Staff will be able to view video recordings for their courses and students will only be able to access video recordings of themselves This access process is managed in the Recordings Management Software by the IT Healthcare Manager who is responsible for setting up video recordings passwords and practicals Students will be able to select video recordings for their e portfolio of practice The e portfolio is being developed by the e learning team lead Natalie Lafferty Students may be recorded up to 10 times during the academic year in the Dow however students may only choose 2 video recordings per year to be retained on the e portfolio The technical requirements for this policy include the requirement for server management to ensure the effective and secure storage of video recordings This policy defines a structure to ensure video recordings are managed and controlled effectively and meet legal operational and informational needs Purpose 1 1 The Dow Clinical Simulation Centre s video recording and storage policy helps meet the requirement of providing evidence of student learning and progress throughout their time at the University of Dundee Video recordings of candidates in the simulated ward environment at the Dow Clinical Simulation Centre als
57. t a video clip oth Year Ward Sim Run Play the video EAN ERS 7 O NM dd Play the video using the DU UE play button Please wait while your video is loaded Video clips are only available once they are released to the portal by the system admin b 66 00 00 00 d Add comments To add a comment type in the comments box under the video box Ist Year Nursing Communications Views 2 GOO Ay ee EO 30 03 20 IZ 09752 Log out Current User To log out select the log out link at the iwaterston top of the screen Recording Candidates Set Up Mini Guide There are currently 3 areas in the Dow which can be recorded separately Ward area HDU Unit Exam rooms Setting up candidates in the ward area and exam room using the same application apart from in the exam rooms you use the set up application on a 7 touch screen Setting up candidates for the ward area and exam room 1 Touch the Panel to begin AIRA D sS ITY O d DUNDEE Please Touch the Panel to Begin Session 2 Select the Recording Mode Please Select the Recording Mode Choose either to record a single candidate or a group of candidates Record a single candidate Record a group of candidates 3 Enter the Candidate or Group reference number You can either input the reference number or Please Enter the Candidate Hef No use the calendar at the bottom left side of the Sas number keys E EO DO E HU E EBI
58. w value 98 js x Transter time omin Transter Function Cyanosis Cyanosis start From To current value new vwalye ao P t x Cyanosis severe d Normal From To ae current value new walle Normal 70 bre erro D A ome Vocal sound Enter the new value in the box or move the slider then click OK To activate vocal sounds then click on the Sounds tab in the bottom right box of the instructor screen Airway amp breathing 1 Circulation amp fluids Sounds Heart Normal T Cough Moan Bowel Normal e Korotkoff volume Auscultation gap 5 E Ee Click the required vocal sound Click play button Click stop button to stop the sound early If you require other vocal sounds then click the More sounds button then expand the speech folder Use the drop down boxes to set heart and lung sounds THE PATIENT MONITOR To enable traces on the Patient Monitor tap on the appropriate area of the touch screen The SpOz trace will only appear when the probe is on the manikin s finger SHUT DOWN On Instructor PC click the End session button at the bottom of the left section of the Instructor screen Click Quit then Yes Shut down laptop On Patient Monitor PC touch screen press Main Setup on the bar at the bottom of the screen Press Shutdown Monitor Pres

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