how to……. icid review is moving from paper-based to electronic some elements of the review...

ICID REVIEWHow to……

Background

ICID review is moving from paper-based to electronic

Some elements of the review remain as they were, ie: You will edit your document, get approval from your

colleagues/clinical lead/committee (as appropriate) However, now there is an online record of the

approval process that you have gone through and, importantly,

Online gathering of information to make sure you and others can find your document

Email for review

You will be sent an email – this gives you access to the current information on ICID, a document folder for the edited information and a form to complete to give ICID all the information it needs to

put your document in the right place.

Clicking on the document folder link opens a Windows Explorer windowAfter editing and local approval place the finished version back in the folder.

If you do not have the original version of the document that you have been asked to update, please email the ICID Author icid.author@salisbury.nhs.ukAnd a copy will be placed in this folder. You will be told when the document has been added to the folder.

The document folder

The form

The top section of the form gives access to ICID help and a link to the current information on ICID.

Two questions: 1. Are you the correct person to review this information. If not

please tell ICID who is the correct person.2. Is the information still needed? Has it been replaced by

something else or is just not needed any more.

ICID Help

How you tell ICID how you have got local approval and where on ICID your document needs to sit

Request for Information

Date in the format dd/mm/yyy

Request for Information

Say degree of change has been made to your document i.e. none/minor/major

Request for Information

1. Co-authors /Collaborators• These people are those that you have involved in the

review of your document. Please note, only people with a name@salisbury.nhs.uk email address can be added.

There are different levels of approval 1. Co-authors/ Collaborators2. Clinical Lead/Approval Body3. Drugs and Therapeutic Committee4. Clinical Management Board

Co-authors

Enter a surname into the search box

Co-authors

Click ‘search’ and the results are displayed .

Click on the correct person to select.

Co-authors

Click double right arrows ‘>>’ and the person is added to the list.

Repeat as necessary until all the people involved in co-authoring the document are in the list.

Co-Authors

If the person or persons do not have a salisbury.nhs.uk web address (and are not in the internal address book) enter the email addresses separated by a semi colon ;

Here is how you tell ICID which senior clinician/local committee has approved your document

Select the relvant committee/forum or Clinical Lead

If your group/forum/committee is not in the list contact the ICID Author to get it added.

Senior Clinician/Clinical Lead

Selecting Clinical Lead opens another box to enter the email address.

Senior Clinician/Clinical Lead

enter the email address

Drugs and Therapeutics Committee

If your document contains information about drugs, choose ‘yes’ and an email will automatically be sent to Drugs and Therapeutics Committee

All documents that contain information about drugs - such as choice of drug, dose, preparation etc must be approved by The Drugs and Therapeutics Committee

Drugs and Therapeutics Committee

Select Yes or No

Select the relevant entries

Request for Information

The next two boxes are for reporting purposes and you need to select your directorate and your department

Request for Information

The next box records who can see this information GPs / Hospital or both.

Select the relevant entry

Request for Information

Helping others (and you) to find your document when it is published

Choose a category for your document. This is used to filter content.

Select what your document is i.e. is it clinical guidance or a consent form?

Helping others (and you) to find your document when it is published

If your document is Patient Information additional boxes will appear. This is where you record the evidence you have used (references) and the level of evidence used

Helping others (and you) to find your document when it is published

Some departments have their own reference numbers for their documents.

If so, enter your number here

Helping others (and you) to find your document when it is published

Enter a short description of what your document is

This help users quickly see if your document is what they are looking for.

Helping others (and you) to find your document when it is published

The implementation plan is gives you the opportunity of describing any steps you have taken to ensure that the relevant people have been told about your document

Helping others (and you) to find your document when it is published

An example of page one completed. Click next

Helping others (and you) to find your document when it is published

Page twoThink – which general category does my document come under?

Make your choice or choices

Then click next

Helping others (and you) to find your document when it is published

Page three

Again, think of where you would expect to find your document on ICID.

Select as many of the list as you want.

Then click ‘finish’

Your review is complete!

The staff page of the intranet will open up

Request for Approval – Co-authors / Collaborators

Each of your co-authors/collaborators will receive an email requesting them to approve the review by selecting ‘this form’

Request for Approval – Co-authors / Collaborators

A summary of the document is then displayed. The co-author or collaborators can have a look at the document if they wish.

Request for Approval – Co-authors / Collaborators

If a co-author clicks on the “I do not approve” button it will open a box so that the reason for rejection can be added. The form (and document) will therefore be returned to the originating author for correction.

The approval process will then start again from the beginning.

Request for Approval – Co-authors / Collaborators

After clicking on the ”Yes I aggree” button, the document passes to the next step of group/forum/committee approval.

All documents with major changes need to be ratified by CMB.

Review Complete

The reviewer will receive an email saying that the review is complete.

The ICID Author will then bring the information up to date and publish it.

Review Complete

After being published by the ICID Author the reviewer receives an email asking for the reviewer to check that the information is correct and is in the right place on ICID.

Report any problems to the ICID Author for correction.

Review Complete

IICID gathers enough information to meet audit/governance requirements.

If information is reviewed with a degree of change of ‘none’ for more than five years, the information will automatically be sent to the CMB for re-ratification.