Staff Resources & Support

Digital on Demand reports and other publications will be published here.

Search for the hashtag #NHSGGCdigitalondemand

This section takes a deeper dive in to what it means to be a digital champion and has some resources to help you with your digital journey

Becoming a digital champion

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! Please join our Digital Champion Forum for more bespoke training, events and chat.

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 but you can discuss this with your digital leads prior to and during your course.

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.

Building websites for your service

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:

Adopting EPR

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.

Using data

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

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.

Digital resources

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 and the Digital Data and Capability sites on TURAS/Learn for lots more information and resources to support your digital journey.

This section looks at more in depth digital resources related to Virtual Patient Management. A term that describes all the work relating to patient care that isn’t face-to-face in nature.

Virtual Patient Management

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.

Physiotools

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. A SWAY is also available on request from Gillian.Ferguson6@nhs.scot
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.

Physiotools

Netcall Patient Hub

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.

Data coding

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.

Other

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?

Dear SAS colleague,

We extend a warm welcome to you in your new role as a Specialty Doctor/Specialty Dentist in NHS Greater Glasgow and Clyde!

We are a team of three NES SAS Education Advisors in GG&C. Once notified by HR of your appointment, one of us will make personal contact as your designated advisor. You will be added to our SAS contact list and we will share relevant information pertaining to education, training and SAS development funding opportunities. We can offer guidance on career development, job planning and appraisal. We are also a point of support for your wellbeing.

There are approximately 1300 SAS grade doctors and dentists working in NHS Scotland. They make up about 25% of the senior medical workforce. Many are working in various specialties across GG&C, so please reach out – we would all like to meet you. By now, you will have had induction pertaining to your clinical role. Here, we summarise information on local contacts and links relevant to our SAS workforce.

NHSGGC SAS Education Advisors

Local BMA SAS Representatives

Contact for Occupational Health

Occupational Health NHSGGC Information

Whistleblowing Details

Call: Independent Whistleblowing helpline 0800 008 6112
Email: NHSGGC Whistleblowing Lead Kim Donald at ggc.whistleblowing@ggc.scot.nhs.uk

Conduct and Complaints Policies

Health Board Appraisal Lead

Email: Andrew.Harvey@ggc.scot.nhs.uk

HR Manager, Job Planning

Email Liz Sinclair at EJobPlan.Admin@ggc.scot.nhs.uk

Contact Telephone Number

Call Reception: 0141 211 8580

Contact Email Address

medillgri@ggc.scot.nhs.uk

Studio and Location Based Clinical Photography

Clinical photographs provide a permanent and accurate recording of a patient’s condition, and are used to monitor the progress of treatment, assist with diagnosis, and for triage (further specialist opinion). All patients can be seen by a photographer within our fully-equipped clinical photographic studios, or on location in wards or clinic areas.

Fully Trained and Accredited Professional Clinical Photographers

Photographs are taken by fully qualified professional clinical photographers, who are registered with the Academy of Healthcare Scientists (AHCS) for professional accreditation and regulation. NHS Greater Glasgow and Clyde has adopted the IMI Code of Responsible Practice and Protocols for Ethical Conduct and Legal Compliance in respect of patient consent and confidentiality. Patients are treated with the upmost respect and care.

Full Range of Diagnostic Equipment

Our photographers are trained to use a broad range of camera equipment to make sure we can provide accurate diagnostic images to our healthcare colleagues, ranging from Optical Coherence Tomography (OCT) for ophthalmic patients to polarised lighting techniques in dermoscopic images for skin specialists.

Non-clinical and PR Photography

Our team are accomplished in capturing non-clinical moments within the healthcare environment. This ranges from staff portraits to coverage of high-profile events and visits. Our team has won many professional awards and has been published within various media and news outlets.

Medicolegal Photography

Medical Illustration Services will accept instructions from external agencies across the UK requiring personal injury photography. Our expert clinical photographers provide high quality photographic documentation for Personal Injury and Clinical Negligence cases, producing accurate and legitimate photographic evidence of injury.

Medical Image Manager – MIM

Medical Image Manager is a purpose-built database solution which allows healthcare professionals to access clinical photographs at workstations using a simple web browser. The system has been fully implemented within the acute hospitals of NHS Greater Glasgow and Clyde.

To log onto MIM click the Medical Image Manager link here or access directly via the Clinical Portal.

Registration: To register to use the system, please complete the MIM System Access Request Form. This form can be filled in electronically but must be signed and authorised: unsigned electronic copies will not be processed. Due to the sensitive nature of the images held within the database, access is restricted.

Important: Users must have an active XGGC account and Clinical Portal account to register for the system.

Please be aware that access to any patient identifiable information is governed by the Data Protection Act 1998. Your rights and responsibilities under this act can be found in the NHS Code of Practice on Protecting Patient Confidentiality.

Email us if you have any enquiries.

Secure Clinical Image Transfer – SCIT

Clinical photographs used for treatment planning, diagnosis, and recording and monitoring the progress of a patient’s condition, form an essential part of the patient’s healthcare record.

The Secure Clinical Image Transfer (SCIT) app is NHS Greater Glasgow and Clyde’s approved method for capturing clinical photographs securely on a registered mobile device in acute and community settings.

Authorised users of the SCIT app should familiarise themselves with the SCIT Usage Policy, NHSGGC’s Information Security, Mobile Communications, and Recordings (Photography and Video) for Clinical and Service Use policies, and work in compliance with them at all times.

SCIT can only be used on NHS GGC-owned devices, and should only be used if professional clinical photography services are not available. SCIT cannot be used on personal devices at this point in time.

Approved devices: NHS GGC-issued Samsung mobile phones (ordered through Telecomms)

Users will be audited in terms of user access, data input, and image quality, and notified of any issues; if ongoing, you’ll be removed from the authorised list and the SCIT app deactivated.

If you have an approved device, you can apply for access to SCIT.

Training: Watch the SCIT Overview and Training video for more information.

Print on the Web – POTW

A searchable patient information resource database relating to conditions treatments and services provided by our hospitals. Written by our health care professionals, and reviewed regularly to ensure all information is up to date. PDF previews of each document can be viewed before ordering.

Production

From a simple piece to camera, to role play, training, or complex campaigns and dramatisations, together we’ll help you film concepts with impact. We work within sensitive clinical environments, and understand the requirements for patient consent, confidentiality, and infection control when filming clinical programmes. Most of our work is undertaken outside the studio, to bring a sense of realism and to create a dynamic that presents the viewer with a compelling series of visuals. Our production services include design for animation and motion graphics produced in-house at our studio in Glasgow Royal Infirmary.

Our standard production studio is a flexible space that can accommodate green screen arrangements, and our in-house autocue system can also be used on location. We’ll work with you to create resources that have impact and can be readily adapted for subtitling, translation or British Sign Language (BSL). Never has it been so important to understand how we engage with communities and we are proud of our work that reflects this.

Simple Recordings

So many services find themselves changing practices, and are left without an easy way to train, educate or consult. We’ve introduced a simple studio-based recording service to allow us to meet this demand. We can still offer fully supported productions but these take longer in planning. We’ll review your requirements, contact you for any clarifications and confirm what the cost will be.

How we work

Tell us what you need and how you think it might look. We’ll work to understand your requirements, and how closely you want to be involved in production. Once agreed, we’ll develop the project plan with you. In essence, we take complex ideas and interpret them, turning the problem in to a simple and clever narrative. If we don’t understand your goals, then we can’t produce what you need, so we revisit your ideas until we do, and support you in co-writing your script. Dependent on the treatment, we interpret a script visually by creating an image sequence (storyboard) that helps you ‘see’ the film before it’s made. Once the proposal has been signed off, we’ll assign a dedicated producer who’ll be your contact, overseeing the whole project. This tends to happen quickly over a short space of time, and with good reason. Everything should be planned, agreed and in place. It’s where we bring together yours and our commitment. From the outset, we need to know your deadline, and equally important, how and where the production is going to be used. Understanding release intention is key to successful promotion, and if you are unsure then we can advise on how best this can be delivered.

Supporting Patients

Giving patients information they need in a clear, appropriate format is one of the key roles of the Graphic Design & Print Team. We maintain and supply over 1000 patient information leaflets across the service. We support health improvement campaigns and well-being initiatives including exhibition/display designs, brochures, posters, branding, and promotional ideas, and offer a bespoke solution to every situation.

Supporting the Organisation

We provide signage and wayfinding, design and print forms, ensuring that through quality of design, all standards are adhered to – governance, branding, and accessibility.

Supporting Staff

NHSGGC relies on its staff to deliver the best quality healthcare, and we help you deliver that care. You’ll receive the best advice on how to deliver essential information in the most appropriate and cost-effective way.

Supporting the Environment

Despite a commitment to paper-light practices, there is still a huge volume of print undertaken within GGC. We have the biggest in-house NHS print facility in Scotland, to match our print on demand requirement. We provide a robust professional print-buying service ensuring best value for money and quality assurance, using the Government Procurement Tender (Quick Quote) and PECOS systems.

Medical Illustration Services provide a professional and clinical photography, video and graphic design service to healthcare professionals within NHS Greater Glasgow and Clyde, and to external organisations and private clients. We promote best practice for clinical care and documentation, and support teaching and research. Our staff are qualified healthcare scientists, who work to the highest standards with the latest technology available.

Further Information

Design and Print

Photography

Video and Animation

Systems and Applications

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