This document is intended for surgeries who will shortly be migrated to SystmOne by the Clinical Systems team.

TABLE OF CONTENTS

• Introduction
• Configuration Workshop
  • Who should attend the Configuration Workshop?
• Core Training Sessions
  • Who should attend core training sessions?
    • What about locums or other staff that have worked with SystmOne elsewhere?
  • What is the session Order?
  • What do core training sessions include?
    • Configuration Workshop
    • 'Introduction' overview
    • 'Clinical 1 (Consultations)' overview
    • 'Clinical 2 (Prescribing)' overview
    • 'Prescribing Support/Dispensing' overview
    • 'Reception/Admin' & 'Secretarial/Admin' overview
• What do we need to do on the schedule?

Introduction

This page acts as guidance and supplementary information for your Training Schedule. You will be sent this after returning your staff list. Use the document to schedule when your staff will attend training in the weeks immediately before your SystmOne migration. The document will look similar to below:

Configuration Workshop

The Configuration Workshop is typically three days with the surgery leads that will be managing the migration from the surgery side.  It includes some basic training, but its primary goal is a two-way discussion to explore:

• Content the surgery will need to build prior to migration. e.g. Appointment Rotas
• SystmOne functions
• Surgery operation/policy for some key processes
• Determining what can fit with your new system, what cannot fit, and how the migration may be an opportunity to change things you've historically wished to, but there's not been a suitable opportunity for larger change.

Who should attend the Configuration Workshop?

Config sessions are for surgery decision makers, those that will manage the system configuration and monitor updates going forwards. These are a learning process for both surgery staff (to start familiarising themselves with SystmOne setup) and for the deployment team to learn surgery processes/quirks.

Config sessions should be attended by the same core group. If needed, please bring in additional staff to advise on a speciality or take questions away to confer with them later.

At a larger surgery the group might be several members of staff such as Digital Lead, Practice Manager, a GP Partner, an Administrative and/or Reception Lead etc to help ensure knowledge/experience comes from each team. At a smaller surgery, this might be two members of staff, such as a Practice Manager and deputy or Digital Lead and Operations Manager. Attendees will be considered the "go to" individuals by the Clinical Systems team for their own queries and for directing surgery staff about the migration.

Core Training Sessions

Split into:

• Intro
• Clinical 1 (Consultations)
• Clinical 2 (Prescribing)
• Prescribing Support/Dispensing
• Reception/Admin
• Secretarial/Admin

Each session is in a morning or afternoon slot; a short formal break is taken during each.

Default start/finish times are 09:30-12:30 and 13:30 to 16:30; these can be tweaked as necessary on agreement.

Who should attend core training sessions?

Typically, every member of staff that will be using SystmOne. If you have questions about cases, please contact the migration team.

What about locums or other staff that have worked with SystmOne elsewhere?

Many skills in SystmOne are transferable between services; however, some services use SystmOne in ways that do not meet best practice. If staff are already working regularly at multiple SystmOne surgeries, they may be happy to skip our training sessions; however, we encourage attendance to avoid difficulties arising from assumptions about how they will be using the system at your surgery.

What is the session Order?

Sessions should be scheduled in the following order for each member of staff, each subsequent session types rely on the foundations and exposure to the prior sessions. Most roles require two sessions and prescribers three.

Where there is capacity, staff are welcome to attend other training sessions where these are of interest or feel learning the "other side" of a workstream will be to their benefit. 

What do core training sessions include?

A summary of each session is type will be available below the scheduling area. Some surgeries like to include this in a final draft printout to display in a staff area.

Configuration Workshop

Detailed separately below.

'Introduction' overview

• Introducing the Clinical Systems Team
• Confirming timeline and key dates
• Where necessary: Brief Microsoft Teams core functionality refresher/upskilling: Chat, Teams, Channels and Conversations (this is not about video conferencing/meetings)
• Home screen and navigation
• Retrieving records
• Record navigation
• Record actions (amending core demographics etc)
• Instant Messaging
• Tasks
• Template data entry

'Clinical 1 (Consultations)' overview

• Basic Appointment screens and Visit screen overview/navigation
• Starting an appointment via Appointment/Visit screens
• Consultation entry
• Problem management
• Backdating
• Safeguarding relevant data

'Clinical 2 (Prescribing)' overview

• Prescribing/Acutes/Repeats/management
• Processing medication requests
• Document workflow/coding etc
• Repeat Dispensing

'Prescribing Support/Dispensing' overview

• Prescribing/Acutes/Repeats/management
• Creating medication requests
• EPS demo
• 'Repeat Templates' record node vs 'Repeat Prescribing' screen
• Repeat Dispensing
• [Where relevant] Dispensing - How much of dispensing depends on if you use third party dispensing software.

'Reception/Admin' & 'Secretarial/Admin' overview

⚠️ Reception/Admin/Secretarial is an area that is extremely varied per surgery, please discuss any training concerns with the migration team.

'Reception/Admin' will focus heavily on the various appointment/visit functions and will include basic letter use where necessary 'Secretarial/Admin' focus on letter generate/setup and include a demo of how integrated NHS eRS works in SystmOne.

Topics are typically:

• Appointment screens and Visit screen overview/navigation
• Appointment skills: Booking/amending/cancelling/blocking/status (get ready to book, rebook, move, cancel and then rebook in ever-so-slightly different ways for different situations)
• Rota management (cancel/suspend/extend)
• Arrivals/resets/appointment audit
• Demonstration of key Ardens templates
  e.g. 'Reception/Administration', 'Death Documentation' etc
• Registration
• Document workflow
• Generating letters
• Subject Access Requests/GPR Reports

What do we need to do on the schedule?

In short: Get everyone booked in with their required sessions in order.

Sessions layout is not fixed, rearrange sessions based on staff availability by clicking the drop-down headings:

Suggestions

1. Prioritise scheduling staff based on who will be most-to-least complex to arrange; consider annual leave, flexibility of shift swapping/cover, and circumstances outside their surgery role (e.g. Second job).
2. Where possible, avoid putting individuals in concurrent training sessions. 6 hours in a day will mean even the most eager and attentive staff are likely to lapse in attention. A change of pace is good for their wellbeing and what they can absorb.
3. We take all reasonable steps to accommodate different learning levels; but where there is a known knowledge gap or confidence issue with a staff member, it can be helpful to have support buddy or buddies in the same session when possible.
4. Once your first draft is ready; make it available to staff and instruct them to validate their own sessions and order.
   i.e. Do they have Intro and the follow-up sessions they need? Have they been double-booked when they're on leave or running a clinic? etc

❗ The Clinical Systems Team ask that once you have your rough version this is emailed to [email protected]. We understand changes are likely to occur after this.