7 WEEKS TO GO
Are you ready?
Issue 9
Welcome to the ninth edition of the Electronic Patient Record (EPR) programme newsletter.
With forty six days to go until SemaHelix, PSAG (Wardvision), Paper CAS, SemaHelix ED Module and ED Whiteboard are switched off and replaced with new systems If you use any of the above please complete all LMS training to be ready for the Go Live weekend
On Wednesday 28 February, the Digital Services team held an EPR awareness workshop event for Divisional Leads This was to discuss and plan how each department will adapt to the changes during Go Live weekend and to prepare for the planned down time on Thursday 7 March More details about this can be found below.
Planned down time on Thursday 7 March
The purpose of this exercise is to test BCPs before the EPR cutover weekend when systems will be impacted for around 48 hours.
Planning for the downtime
Check your BCPs (EPR downtime documents) and print out paper forms for the impacted systems ready for Thursday 7 March
Ensure data is up to date in SemaHelix and log out of the impacted systems before 11am on the 7 March
The down time test will start at 11am and finish at 2pm SemaHelix will be unavailable for a period and then will be accessible as READ ONLY Wardvision, ED Whiteboard, Vitals, Doctors/Medical Handover will be unavailable Some systems linked to Semahelix will also be affected. Find out more on the impacted systems page.
During the downtime Incident rooms will be running on each site, please report any issues to: RSH ext 1276 or PRH ext 2247
When systems are restored at 2pm, please update the systems using the data captured during the downtime
Please provide feedback to help improve the BCPs, either by adding notes to the paper downtime plans (Floorwalkers will collect) or email: sath askepr@nhs net These will be used to improve the downtime plans for the EPR Go Live weekend
If you have any further questions, please contact your Change Agent or contact the Digital team on sath askepr@nhs net
Nigel Lee, Director of Strategy and Partnerships Joshua Pagden, Chief Nursing Information Officer Rebecca Gallimore, Director of Digital Transformation Dr Shakawan Ismaeel, Chief Clinical Information Officer Dr Sevina Tzortzis, Chief Clinical Information Officer
Clinic Freeze
As part of the Clinic Freeze, SemaHelix access will be restricted to selected users from Friday 8 March to Sunday 7 April During this time, access to clinic management will be restricted to ensure that clinics are not changed so that they are in alignment with the clinics set up in CareFlow
Any emergency clinic changes or config changes should be raised via Clinic Change Request on IT Self Service The Digital Service team will triage the request, then action or reject it
HPCA Email
From Friday 15 March if your role requires you to have access to Patient FLOW and eCAS card, you should receive an access email from useraccounts-noreply@systemc.com.
When you get this, click the link and activate your account, you will not have access to Patient FLOW until you do this
Ward attender vs Ward Clinic, do you know the difference?
When reviewing current Outpatient Clinic types in SemaHelix in order to get ready for migration, there were some clinic codes that were being used for “ward attender” activity
Ward attender activity is a very distinct process, where patients have appointments on wards to see a Nurse or Midwife If the patient sees a Clinician then this is not a ward attender appointment – this is known as a “ward clinic”
Ward attenders are:
Patients who attend a ward for nursing or midwifery care only
No other healthcare professionals are involved
No hospital stay
Ward clinics are:
Patients who attend a ward for a consultation, examination or treatment by a doctor or other healthcare professional Ward clinics can be nurse or midwife led as part of a pathway plan of care
Have you completed your training?
Training is currently at 60 1% compliant, however, we are behind our February target of 70% Please ensure you are completing all EPR training on LMS If you have face-toface training booked, please ensure you go to this
If you have completed your mandatory training through LMS then you can apply for the CareFlow sandpit environment This will allow you to practise in your own time to become more confident before Go Live You can request this via IT Self Service You may be requested to do additional training modules for your role
If you are struggling to complete your training, email the team on sath.ittrainingteam@nhs.net.
