Overview INPS and your Health Board are introducing a new Tape Verification process for the Scottish Prison Service (SPS). This service enables you to...
Overview INPS and your Health Board are introducing a new Tape Verification process for the Scottish Prison Service (SPS). This service enables you to validate and verify your Vision clinical data and review your Docman scanned documents all of which are held on a central secure backup. Verified backups are essential if disaster strikes and your data needs to be restored. This quick reference guide covers the following:
How does the tape verification work? - See How does the Tape Verification Work? (page 1)
When to review and verify your data - See How often is the Data Verified? (page 2)
How to login to check your data - See Logging in to the Test Environment to Check Vision and Docman? (page 2)
What the verification process involves - See What is involved in the Verification Process? (page 4)
Contact information - See Contact Information (page 6).
How does the Tape Verification Work? In order to check and verify your Vision data and scanned Docman images, a purpose built test verification environment has been created. This test system looks similar to your current Scottish Prison clinical system with both Vision and Docman functionality available so that you can easily check that all information recorded is getting backed up. However, the test system is not connected to your live Scottish Prison system and works in complete isolation, for that reason any data entered on this test system WILL NOT be recorded in your live system.
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How often is the Data Verified? The initial data used as the basis of the verification is taken from a backup tape restore date of the 5th January and includes all data recorded on the live Scottish Prison Service system up to this date. Thereafter, the following data is available for you to login and check: Important Dates Date restored
Data available for verifying
31st March
1st May
30th June
1st August
30th September
1st November
31st December
1st February
INPS aim to restore the backup on a set quarterly date and will use the above timeline. Data is restored up to the dates given above - so for example all information backed up to the 31st March is saved and restored onto the test environment and can be checked after the 1st May up until the next restore on the 30th June.
Logging in to the Test Environment to Check Vision and Docman? As with your current Scottish Prison clinical system, connection to the test environment is via Remote Desktop Client, using a separately configured connection. See Logging in to the Test Environment (page 2). Each establishment can nominate two people to login and check your data. If you have a new member of staff or there are staff changes, please raise a call with the Grampian service desk who can create new logins for access to the test environment. Note - When viewing Vision and Docman data your password will revert to the one used at the time the restored data was originally backed up to tape - See How often is the Data Verified? (page 2) If you cannot remember what password you used during this time please contact your Health Board to request that the password be reset.
Logging in to the Test Environment Below are instructions on how to login to the test environment: 1. Login to Windows using your normal user name and password. 2. Double click on the SPS Test Verification icon on your desktop. Note – If you cannot see the shortcut to the test environment on your desktop click Start and type Run. Type the letters mstsc and you will see the Remote Desktop Connection screen. Type the following web address sps-restore-test.sps-clinical.scot.nhs.uk and click Connect. 2
3. The Remote Desktop Connection displays. 4. Check that the Computer name is correct.
Remote Desktop Connection
5. Click Connect. 6. Type your user name and password and make sure the bottom drop down box states SPS-CLINICAL.
Remote Desktop Login - SPS Clinical
7. You will see the following warning prompt. Click OK to continue.
SPS Verification Prompt
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8. Once on the test environment the desktop background displays "Verification Environment". You can now Login to Vision and Docman with your login name and password used during the backup restore period.
Logging out of the Test Environment To log off the test environment: 1. From the main screen, click Start
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2. Select Log Off.
Start - Log Off
3. The Log Off Windows screen is displayed, select Log Off.
Log Off Windows screen
4. You should now be back at your windows desktop.
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What is involved in the Verification Process? To check that data is being backed up successfully it is recommended that you select a sample of patients and view their scanned letters in Docman. It is also advisable that you view a random selection of patients in Consultation Manager to make sure that the core clinical data is complete and is being backed up. Reminder - The data you are viewing is historical so you will need to look at correspondence and clinical data that has been recorded in a previous period.
Viewing Docman Letters 1. Login into Vision and Docman. 2. From Consultation Manager select a patient. 3. From the Docman floating toolbar choose Docs
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4. The patient's letters are displayed. As part of the verification process check that all the patient's letters are listed.
Patient Letters
5. Double click on a letter to view it and make sure the correct patient is detailed in the letter. 6. After checking the patient's scanned letters, logout of Docman and Vision and logout of the test environment.
Viewing Vision Clinical Data 1. Log into Vision 2. From Consultation Manager select a patient who you know has clinical data recorded. 3. Review the patient’s clinical record and look at a cross section of information. Below are some examples of the type of data you may want to check:
Admission Information – This information should be viewable on the journal or on the admission template
Consultations – Consultations are viewable on the journal
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Immunisations – To view a patient’s immunisation history select List – Immunisations or select Immunisations from the Navigation pane on the Right hand side of the screen
Immunisations
Tests – To view a patient’s test results click the Tests tab or select Tests from the Navigation pane on the Right hand side of the screen.
Tests
4. After checking your data logout of Vision. Important – It is imperative that you do not record any information whilst on the test environment as this data is not being saved. Please make sure you log out on the test environment after you have checked your data.
Contact Information For further information on the tape verification process and access to the test environment please contact your Health Board.
