Allied Health Professionals

You could be a digital champion – someone who takes a lead within their team to help others with digital solutions. It could simply be helping with setting up passwords, getting others confident with using Teams, ensuring everyone can access and input to your clinical systems that you use everyday. You may not need specific training for this – you may just have the knack!

Join our GGC eHealth Clinical Links Forum for upcoming events, Q+As, information and the AHP Network

The report: Clinical Informatics Teams | Faculty Of Clinical Informatics may be of some help although if tends to focus more on ‘formal’ digital roles compared to the less formal ones like Digital Champions. Digital Champions Programme Toolkit describes Digital Champions in the NHS more and Your Digital Champions (scvo.scot) describes the concept of Digital Champions in communities.

If this is the case then you should consider furthering your own knowledge and learning. A great way to do this is through the Digital Health and Care Leadership Programme .This course maximises the potential of digital to benefit people and supports participants to develop the strategic leadership skills required to influence the use of digital solutions in health and care delivery. Your project will need to fit with NHSGGC digital strategy (link for strategy 23-28) but you can discuss this with your digital leads prior to and during your course.

A recent digital champion informal support network for AHPs, nurses and midwives working in GGC has been set up to support staff who have completed the DlP but we are also looking for those with a keen interest in digital to join the group. Please get in touch with Gillian Ferguson or James Monaghan (james.monaghan@ggc.scot.nhs.uk) for more info.

You don’t necessarily require to do a formal course. Successful project work derives from great quality improvement methodology. Please refer to the online resources available on the NHSGGC website. Your Digital leads will be more than happy to support and advise. You can also submit project requests that require support from ehealth via the Project Management Office (pmo@ggc.scot.nhs.uk).

Social media is a highly influential way of connecting with others both with colleagues and patients. Please refer to the Information Systems: Acceptable Use policy if planning to provide a patient facing site on one of the many social media platforms available.

Many services and teams rely on websites to share information about their service.

There are 3 types and you may require more than one of the types for your service:

Service information webpage for the public

For information about your service that the public will access, it will likely be in the Hospitals and Service section on the NHSGGC website.

It should have the following structure:

• Service overview
• Info for patients
  • About the condition
  • What we do
  • How to be referred to service
  • What to expect at your appointment/hospital stay/what happens afterwards
  • Frequently asked questions
  • Leaflets
• About the team
• Publications
  • Reports
  • Forms
  • Patient Leaflets
• Where to find us
• Contact us
• Useful resources/links

To build this type of site see information provided by the Web Team.

Generic staff information

For information that is for staff primarily but which is appropriate for public view if desired such as this website and HR Connect it will likely be in the Staff Resources section on NHSGGC website and the structure will vary depending on content.

To build this type of site see information provided by the Web Team. You will be asked to complete the LearnPro module GGC 289: WordPress CMS prior to beginning your webpage build.

Service and professional information for staff only

For information about your service that is for staff only such as rotas, contact lists, service operating procedures etc, it is best to use the functions of M365, especially Teams and SharePoint. How these work together is described in Teams and SharePoint integration.

Put simply, every team in Teams has a SharePoint site already but SharePoint sites can be created independently too. See information at M365 Training Sessions to get started using Sharepoint or watch these videos:

Most of us now input our notes in to an electronic patient record whether it be EMISweb, Trakcare or Clinical Portal. But its important to know that these systems have regular upgrades and in time and through service improvement can change to a completely different product. You should see the record as being something that evolves and that can be improved to suit the service needs and not seen as a static unchanging entity. Have a read of EHCR Adoption Considerations which describes the move from paper to EHCR but also outlines considerations for getting the most out of your current notes tool. Making the Most of your Electronic Patient Record is a great site for more in depth reading.

Good data collection is crucial to changing and influencing a service. Understanding the power of data is becoming a must have skill. Look at how you collect data within your service or team. Can it be improved? Do you know if your patient clinical system such as Clinical Portal, Trakcare or EMISweb assist processes around referral management, workload, caseload management etc. FutureLearn offers a free online course to develop your skills and understanding of the data in health care – Power of Data in Health and Social Care.

Using apps is becoming increasingly common but there are things that need considering before adopting:

• Don’t jump into a specific product – what are the functional needs?​
• Will you need to capture identifiable data?​
• IG will need to be involved – a data protection impact assessment (DPIA)​. See Information Security policy
• Is there something that already does the job in the organisation?​

While a specific app may have caught your eye from an advert or event, there may be others.

Some estimate that 45% of all software features are NEVER used​.

There is likely to be a cost after an initial free trial.

Is it for clinical work?​

• Clinical safety of the product will need considered – some apps are even classed as medical devices​. Use the DTAC
• Will it be part of the clinical record or need to integrate with it?​
• What products suit these needs?​
• Installed app or web-app?​
• Competitive tender may be required​

If considering a trial, also consider a ‘get-out’​ as you could make a change that cannot be sustained due to financial or service implications.

Speak to your digital leads early on.​

Look at what is already available in the Right Decision Service.

Scotland’s Digital Health and Care Strategy alongside the NHSGGC strategy Digital on Demand are 2 key documents that help shape the digital landscape with health and care. Visit the Digital Health and Care site on TURAS/Learn for lots more information and resources to support your digital journey.

Groupwork

• Groups have been running for some time in mental health and AHP services using Teams.
• Near Me has recently upgraded to allow groups to run from its platform.
• For more help with this put in a request through eHelp or Chat with Me on Teams

Website build

• Your service will greatly benefit from having its own site to promote your work and provide lots of useful information to your patients.

See Podiatry as a really good example.

• You require to get access to WordPress and you will be given help and instruction from the Web Team, you can find out more on their Website SharePoint site. See Leading Digital pages for more information.

• Physiotherapists and other AHPs such as Podiatry and Orthotics can use this tool for free. Log a call with eHelp to have it downloaded to your PC or laptop. Have a look at the training stream for AHPs.
• Can you make use of QR codes and email facility to make it easy for your patients to access?
• Can you make templates for commonly used exercises and activities?
• Add your own videos and photographs if required.  
• Just remember to limit the patient data the site asks for. Stick to initials only and always gain consent from the patient before making use of their email.

• This is a new system to NHSGGC. Information can be transferred electronically to your patients and including a digital appointment service.
• They will be able to receive notification of their appointment and interact by accepting, cancelling or requesting to rebook.
• It can be used to send leaflets, questionnaires and test results. The tonsillectomy service are now using a pre-op questionnaire which the patient completes and sends back with no need for a face-to-face appointment.
• If you think your service would benefit from using this in the future, put in a project request via the Project Management Office.

• Email is fast becoming a popular way for patients to connect with their healthcare professionals.
• Use your own or set up a generic mailbox for your service.
• Review the Information Security: Acceptable Use policy for information on emailing patients to ensure safe use. It’s a safe and secure method of delivery for information such as exercise programmes, advice following provision of equipment, quick confirmation of appointment time. 
• It shouldn’t be used for detailed clinical discussion and must have the minimum of identifiable data included in the body of text.

• Most of us now write in to an electronic patient record.
• All the systems have the function of using ‘structured’ data by linking to read codes or Snomed CT.
• Services can pull lots of information by using simple coding to, for example, code a referral type or condition.
• You can see how making use of this gives access to powerful data about your service.
• Talk to your service leads about using this functionality.

Asynchronous appointments

• Asynchronous appointments or those not done in ‘real time’ can be used to cut down face-to-face visits.
• Allows patients to answer a questionnaire or provide a short video or photograph in the comfort of their own home.
• You can then view this later before making a decision about further therapy.
• This image would need to be part of the clinical record and there are several products being tried and tested – SCIT app dermatology, vCreate neurology.

MIMS

• The MIMs (Medical Illustration Management System) upgrade is a project in progress to provide a stable system for NHSGGC which allows capture of all types of clinical image.

Referral Triage

• Active Clinical Referral Triage isn’t a specific digital tool. It is a model of working now used widely across services. It facilities virtual patient management and allows faster and improved flow of work getting the patient seen by the right clinician by the most appropriate method. Can this model be implemented within your service?

Offers a range of leadership development programmes, opportunities and support for health, social care and social work leaders to help you make a difference. 

You will find resources here to help you be the best you can be, as a leader or manager in health and care.

It is designed for staff at all levels and from all disciplines. 

Provides bite-sized learning opportunities for leaders and managers at all roles and levels in social care, social work and health.

Can help you to identify gaps in knowledge and direct you to resources that can help meet your learning needs.

Has a curriculum of programmes, resources and activities for NHS staff. 

Information and activities for HCSW staff

HCSW Learning week (2022)

We work with students and practice educators across NHSGGC, Higher Education Institutions (HEIs) and NES to support the provision of quality practice-based learning. This ensures we continue to have experienced newly qualified AHPs who can provide high quality care across NHSGGC.  

Further information on local work and resources can be found by accessing the AHP Practice Educators Information page. 

The team also contributes to national work to support AHP practice-based learning.

As a team we are involved in the promotion of career choices and pathways available for AHP professions at all levels of the Career Framework.

The team link with local Workforce Employability Leads to keep up to date and support local workforce development plans/ events and to address any local recruitment challenges.

The NHS Scotland Careers in Healthcare webpage is easily accessible to all and has a number of useful resources including up to date careers opportunities across all professions, careers stories, blogs and information on apprenticeships.

The team also supports AHP return to practice. This includes AHPs who wish to return to practice and join the HCPC register, as well as AHPs willing to support a period of supervised practice for an AHP within NHSGGC. 

NES have launched the AHP Return to Practice web page which provides information, links to resources and access to NHS Board key contacts.

This webpage includes guidance to arranging supervised practice. To compliment this guidance, we have worked with NHSGGC Human Resources (HR)  to provide Supplementary Information on the NHSGGC HR Process to guide AHPs supporting supervised practice placements.

The purpose of supervision is to promote wellbeing, support personal and professional development, develop knowledge, skills, and values and to promote competent practice, safe and effective person-centred care (Rothwell et al, 2018). All of these bring benefits to us as individuals, to our teams, organisations and to those who access our services.  

Supervision is for and about you, as a person, a professional and as an employee.

Scotland’s Position Statement on supervision for Allied Health Professions (2018) states that all AHP practitioners, irrespective of their level of practice or experience, should have access to, and be prepared to make constructive use of supervision.

Allied Health Professions (AHP) support and supervision  on TURAS and NHSGGC AHP Supervision Policy and Resources provide further information on AHP support and supervision (including resources to support supervision in practice, and access to learning and training on the subject).

We support local networks to highlight areas of best practice that are in place to support Newly Qualified Practitioners (NQPs).

The team will also be supporting a national scoping exercise looking at the needs of NQPs and those supporting them in their transition into the workforce.

NHS Flying Start Programme

We recognise that the transition from student to Newly Qualified Practitioner (NQP) can be an exciting but often daunting time.  We therefore encourage all NQPs to complete NHS Flying Start, the national development programme designed to support NQPs including, nurses, midwives and AHPs, in their first year of practice. 

The Flying start programme combines individual learning with support in the workplace which helps NQPs develop their confidence and become competent and capable health professionals. 

Further information on the Flying Start programme can be found on the AHP Flying Start NHS® Learning Site on TURAS and on the NHSGGC Flying Start NHS® Portal.

Healthcare Support Workers         

Role development and learning and development for AHP support workers working across all care settings is vitally important. Information and resources are available on Support Worker Central on TURAS.

Clinical Skills

Defined as “any action by a health or social care professional involved in direct patient care which impacts on clinical outcome in a measurable way” (NHS Education for Scotland, 2008).

We work with AHPs within NHSGGC to develop the use of clinical skills to support learning and high-quality client-centred practice. We also contribute to the national work stream to support and develop clinical skills.

Email: ggc.gjnhahpepl@nhs.scot

• If you are new to using digital in NHSGGC you will find lots of useful information in the GGC eHealth sharepoint site

• Whilst you will be trained on specific applications, consider a basic IT session to learn skills that span across applications such as file management, keyboard and mouse skills, and functions of Microsoft Windows.

• NHS Scotland uses Microsoft 365 (M365) which allows access to many useful apps. Training and information is available on the M365 Skills Hub.

• In particular, familiarise yourself with features of Outlook and Teams as the apps for communicating and collaborating.

• You can even set up your Teams profile with a photo. It is a national resource with 1000s of users so it can help identify yourself and others more quickly. Follow the steps on how to do this.

• Consider familiarising yourself with accessibility features for you and your colleagues.

• Be sure to personalise your email and contact details in the global address list via eHelp ‘update contact details‘

• The NHSGGC Information Security: Acceptable Use Policy gives a important background in the safe use of email, social media and use of devices.
• Never share your logon details or passwords. Consider setting up Imprivata OneSign (Single Sign On) on your computer to help you to remember many of your passwords. It updates automatically each time you require to change a password.
• Always lock your computer when you step away from it even in an office setting. Use Windows key + L to lock the screen quickly.

• If an application is not working well, first consider if it is using an internet connection and if this connection is good. See Troubleshooting Network Problems. Most NHSGGC devices connect to ‘WPA2-MAIN’ in NHSGGC premises.
• If it is a problem with logging into a system, search for the ‘Forgot your password?’ or similar function. Make sure your set-up any security questions for systems you use before you need to use them in anger!
• Ask yourself what you expect the computer to be doing and what is now different?
• Make use of help functions in most applications, often depicted by a ?.
  
  Also consider functions and settings often are in the ‘cog’, ellipsis (…), or other menu symbols. Remember that every symbol in an application means something, so hover over it with the mouse cursor, click it or right-click it to see what it does.
• Consider asking ‘super-users’ in your team for tips and help.
• Use eHelp if the above hasn’t managed to solve your problem.
• Discuss the digital skills needed for you job in supervision, 1:1s and PDP&R just like you would for your clinical skills.

• To work from home successfully you require a NHSGGC provided device (e.g. laptop) and a stable internet signal.
• To use M365 products such as Outlook and Teams, simply connect to your home Wi-Fi.
• To access clinical systems such as EMISWeb, Clinical Portal, TrakCare and Staffnet, you need to have a ‘secure’ connection. This could be achieved in several ways:
  • By mobile connection where your device has a SIM card like you would have in a mobile phone. This is configured with some special settings that make the connection ‘secure’. This is the preferred option if you need access to these systems in a wide range of lcoations particularly patients’ homes.
  • By connecting to your home Wi-Fi and then using a ‘remote connection’ tool such as F5. This can be requested through eHelp. This is the preferred option if you work from home for prolonged periods and tend to have numerous applications open at a time.

There are 3 ‘cornerstone’ systems used in NHSGGC:

• TrakCare used mainly in acute settings;
• EMISWeb used mainly in community settings; and
• Clinical Portal used across all settings including social care for viewing clinical information. Also used across a variety of settings for documenting information.

The diagram below illustrates the NHSGGC strategic plan of how they integrate:

Training

Connecting with our patients remotely is easy with Near Me. Speak with you manager to see if it is available in your service.

A recent patient feedback survey showed over 90% of patients that had used the video call service would use it again if offered. It has many benefits both to the patient and the clinician.

The Telerehab Toolkit is an excellent resource to help you feel more confident with video calls as well as some other really useful info and links.