How to use the portal video transcript

This is a transcript of the “How to use the portal” CHC digital referral portal training video.  It shows the times in the video and what is said.

0:04

Hello and welcome to this video tutorial on how to use CHS Healthcare’s Digital Referral Assessments and Reviews Portal.

0:14

For the best viewing experience please watch this video in full screen mode.

0:20

Let’s start by registering for the portal as a new user.

0:25

Please click the Register button and enter your e-mail address and choose a unique password.

0:31

These will be your login credentials for each time you use the portal.

0:36

Please then enter your full name, your job title, your telephone number, and your place of business.

0:45

These then tick this box and in this field enter the date that you last completed your CHC Checklist training.

0:53

If you’re unsure of this date, please contact a member of your ICB.

0:58

If you do not know this date, please continue to register for the system, as this can be filled in at a later stage.

1:06

Finally, if you click into this field, a list of different areas that you can submit referrals to will appear.

1:14

Please scroll down and select one or more area that you’ll be submitting referrals to.

1:20

You will be able to select more than one option.

1:24

Once you have done that, please click the submit button.

1:28

This will create an account, and you will see a screen that looks like this… you account has been created successfully.

1:36

Your Referral Portal account has been created successfully, you have been e-mailed a confirmation link to the address that you signed up with.

1:44

Please do not press the login button yet but go back to your e-mails where you will have received an e-mail that says: “You have recently registered to the CHC referral portal.

1:56

Please use the following link to confirm your account”.

2:00

All users will need to click the ‘Confirm Account’ button to verify their account on the portal.

2:06

You will then see a screen that says ‘User has been confirmed’.

2:11

After this stage, you will then be able to login to the portal without any issues.

2:19

OK, let’s navigate the Home screen.

2:23

If you have forgotten your password, you’ll be able to reset this yourself by clicking this button here.

2:29

Please enter the e-mail address that you registered with, then press the Request Password button.

2:38

If you need Support, click here.

2:41

And if you’re an external user submitting referrals, please click here and from this drop-down area, select the area that you’ll be submitting a referral to.

2:52

Once you have selected that area, the contact name and contact details of the person or team that you need to speak with to get help will appear.

3:00

Alternatively, click here to see our user guide.

3:06

If you’re a member of the ICB, click here and this will give you the contact details for CHS Healthcare’s Support Desk.

3:15

Alternatively click here to see our user guide.

3:21

Each time you log into the Portal you’ll need to enter your e-mail address and the correct password before pressing the Request pin button.

3:30

A new pin must be requested every day.

3:33

This forms part of the two factor authentication to make sure that your account is secure.

3:38

Once you’ve entered the correct e-mail address and password that you’ve registered with, click this button and you will receive an e-mail that will look like this.

3:48

“Here is your authentication pin that you requested”.

3:51

In this blank space, a four digit pin will appear for you to enter onto the portal.

3:57

This pin is valid until the end of today.

4:00

This means that each time you log out and log in to the system during the same working day, that pin can be used.

4:08

OK, so make sure you have entered the correct e-mail address and correct password and then enter the pin that you have received via e-mail.

4:18

Press the login button, and you’ll be taken through to the first page within the portal.

4:24

On your screens, you should be able to see two tiles, one for the webforms and one for the referrals.

4:34

The webforms area is where you can start to complete an NHS Checklist, DST, or Fast Track form.

4:42

The referrals area is where all previously submitted referrals will appear once you’ve sent them to your chosen area.

4:50

In this video, let’s look at the webforms.

4:54

This is the landing page for all in-progress and completed, Fast Track Checklists and DST’s. To start a new Checklist, Click here, to start a new fast track, click here, and here to start a new DST.

5:10

In this video, let’s look at checklists.

5:14

So, click here once, and on the right hand side, to start a new webform, please click here.

5:21

This will take you through to the webforms page.

5:26

To start with, from this drop-down list, please select the area that you’ll be sending this referral to.

5:32

This list is determined by the areas that you chose when you registered for the system.

5:38

For the purpose of this video, I’ll be sending a referral into a demonstration site.

5:45

There’s some help that you can get by clicking this question mark button.

5:49

The first one is: the Guidance Tab.

5:52

This will open up in a new tab in your Web browser, how to complete a CHC Checklist.

5:58

So you can keep this open as you go through the Web form.

6:03

If you click the mandatory fields area, this will show you all of the fields that you will need to submit during the Webform to successfully complete it and send it on to your area.

6:14

You can refer back to that if you feel that you have missed some information and need a reminder.

6:22

Let’s start by filling in the personal details with the person that we’re sending a referral in for.

6:28

In this video, I will just go through the page entering false information.

6:34

When you’re completing an actual checklist, fast track or DST, please do follow your local processes just the same as you always have done.

6:44

The referral portal enables you to complete these forms digitally, and it should not affect your processes. So please continue to fill in as much information as possible when filling in these forms.

7:04

You will need to enter a valid NHS number, date of birth postcode and telephone number.

7:12

If you do not have the telephone number of the person that you are referring, please enter all zeros or ones.

7:21

Later on in the video, I will show you a comments area, where you’ll be able to fill in information to let the person who has received this referral know why the telephone number is missing.

7:45

OK, so let’s carry on entering information into these fields.

8:11

Once you have completed the personal details, you’ll be able to start going through the left-hand side of all the different areas of the Webform.

8:21

You can navigate the site by clicking into any of these whenever it suits you, and you’ll be able to go back and forth to make sure that you haven’t missed any information.

8:33

The next tab along is the representative details.

8:37

So please tick all of the relevant boxes and enter the information into these fields.

8:46

This text box, like most text boxes on this site, can be expanded if you scroll to the bottom right hand corner.

8:53

The cursor will change and you’ll be able to drag this box to suit the information that you need to put in here.

9:03

Keep scrolling down and tick all of the relevant areas, and then you can start filling out the checklist domains.

9:14

It’s important to note, like most sites, you’ll need to save your work.

9:20

As you go through to make sure that there are no issues, If you need to go away from your desk and come back at a later point, please use the Save function here.

9:31

Once you’ve clicked that button, you will see a message that appears at the top of your screen that says ‘saved successfully’.

9:38

You’ll then be able to log out of the system, or go away without losing any of your information that you’ve already filled in.

9:49

Let’s continue to fill in all of the different areas for the checklist.

9:55

You will not be able to select more than one domain.

9:59

This will help you to not fill in the form incorrectly.

10:04

Once you’ve selected the right area, please scroll down and enter a brief description.

10:11

These fields are mandatory.

10:13

And, again, they can be expanded if you have lots of information to enter into these fields.

10:23

Let’s continue all the way down in the checklist.

10:59

Once you have selected an option for all of the domains, the Next button is summary.

11:05

And this will summarize all of the different scores that you have given.

11:08

You will then be able to tick whether you are going to refer for a full assessment or not.

11:17

Please enter your rationale for the decision.

11:20

Again, expand this box if you need to paste any more information here.

11:28

Always remember to continue to save your work, so that you do not lose it, or you need to come back.

11:35

and log out the system.

11:39

Finally, complete the ‘About You’ section and make sure that you fill in all of this information as accurately as possible.

11:59

Before pressing Submit, you’ll be able to export a PDF version of this document.

12:06

We’re now completing a digital version of the checklist, but if you need a paper copy, or need to save one locally to your sites, or share it with a colleague, you’ll be able to export that document into a PDF form, Click this button here, and I will show you an example of this checklist that we’ve been completing on this video.

12:28

As you can see, the portal has now submitted all of the information that we’ve entered digitally onto the same forms that you will be used to.

12:39

As you scroll down, you’ll see the all of the information appears at the top of the pages, and all of the domains have been ticked and all that information has been digitally transferred onto this PDF form.

12:57

You’ll be able to save that locally and send it via e-mail if necessary.

13:04

We now need to click the Submit button, an error message will appear to say “to submit the formplease add at least one signature”.

13:14

On the left hand side, a new signature box has now appeared with an exclamation mark.

13:19

Please click this, press Save.

13:23

What this has done has created a digital signature for you as the person at least completing the checklist.

13:31

You will be able to add additional signatures to all web forms, and there are alternative videos that will show you how to do this.

13:41

We can now press the Submit button and it will take you through to an overview page.

13:46

This will give you a little bit of information of the person that you’re sending a referral for. As well as tell you the different referral types, and ask for you to upload the consent form and additional documents.

14:00

The consent form can be picked by clicking this button.

14:05

And uploading.

14:07

And if you need to submit additional supporting documents, you can do that by clicking this button here.

14:15

Please make sure that you continue to send on as much information as you usually would when you’re submitting a referral.

14:23

You will be able to select multiple documents.

14:26

To select multiple documents.

14:29

Please go into the folder that you’re selecting them from, and press the control button to highlight more than one.

14:37

It will then be able to press the open button, and all of those files will appear here.

14:44

In this comments box here, you’ll be able to fill in any information that you feel is relevant to this case.

14:52

I mentioned at the start about a missing telephone number. If that is the case, please put the rationale for that missing telephone number in here.

15:01

Please also include any other supporting information that you feel is really important for the person that is going to be receiving this referral.

15:11

As I’ve said, please continue to follow your local processes as normal, and use this digital solution to enable you to do that.

15:22

Please fill in this comments section, in as much detail as possible, as this will be the first page that the person who has received your referral will see.

15:33

Now, I’m just gonna put a little bit of text information in here.

15:39

But, please, do make sure you also include any additional supporting information you feel is necessary.

15:48

You can also expand this box if you’ve got lots of information to include.

15:56

Once you’ve selected your consent form, additional documents, and filled in all of your comments, please press the Submit button.

16:07

If you have entered a duplicate document, this error message will appear.

16:12

It will say, Unable to addDocuments with the same file name.

16:18

That would mean that at some point, when I chose these files, I’ve also selected the Consent form, which already appears here.

16:30

Because the consent form already appears here, I do not need to include it over here.

16:35

So, I’m gonna go back into my folders, select those three, and leave out the consent form.

16:41

I will then press the open button, and that number will change from 4 to 3.

16:48

You will then be able to submit the form.

16:51

This will take a few seconds. But then, at the top of your screen, you will see a message that will appear to say that your referral has been set submitted successfully.

17:03

It will then show you the area that you’ve submitted it.

17:08

This now appears in your referrals area.

17:13

So if we go back to the Web forms, you will now see that it is not no longer in progress or completed.

17:21

So you might be wondering where my checklist has gone.

17:24

Please do not be alarmed, as this is now going into the referrals area.

17:28

This is the most recent referral that we have submitted together on this video.

17:37

If you need to start again and submit a new web form, you can either click the Web Forms button or the CHS Healthcare logo.

17:45

If you click the CHS Healthcare logo this will take you back to the home page where you can look at submitting a new web form, or viewing your previously submitted referrals.

17:55

Alternatively, if you are finished, you can then log out of the system.

18:01

Ready for the next time you’re going to use it.

18:04

Thank you very much for watching this video. I hope you found it useful.

18:09

There are alternative videos available for fast track’s and ….

18:16

And there are also other shorter videos for things like registering, forgotten password, support guides, and additional signatures.

18:26

as I mentioned during the training, you can add multiple signatures to a web form.

18:33

If you’d like to see a short video on how to do that, please let myself, or a member of ICB know.

18:41

Thank you very much, and speak to you soon.