Elphin-UCLAN

Action Plan Implemented

Fri, 19 Jun 2009 05:45:00 EST

As part of an update to the Staffordshire assessment document an 'Action Plan' component has been added to Elphin.

The Action Plan is implemented as a table, like the 'Medication' table , and can be inserted into any of the current Elphin screens (see below).

When 'Add Goal' button is selected an 'insert' screen is loaded to allow new goals to be inserted (see below)

If your region would like the Action Plan to be available on your site please contact Elphin Support.

'Export Data' feature added to 'My Participants'

Mon, 25 May 2009 16:00:00 EST

A new 'Export Data' button has been added to bottom of 'My Participants' to allow displayed data to be downloaded as an Excel spreadsheet for further analysis.

'Narrative Box' added to Admin Screen

Fri, 22 May 2009 17:40:00 EST

At a recent 'Opps. Meeting' a question was asked regarding how admins could establish the meaning of each field in the database.

A description of each field is held in table 'data_dict' which can be accessed in the normal way.

In order to aid with understanding of the dataset i've added a 'Narrative Box' to main admin screen which displays a description of the attribute selected in the 'Attribute' list (see below)

Condition Initial 'Not suitable' optional

Wed, 20 May 2009 12:22:00 EST

Form 'Condition Initial' has been modified so the fields 'Not suitable, why' and 'Actions Taken' can be hidden, some regions record this info. on 'Outcome' form.

By default fields will be visible, if your region wants them 'hidden' on your system please let us know. ( see diagrams below)

Fields Included

Fields 'Hidden

Modified 'My Participants'

Mon, 18 May 2009 05:42:00 EST

The recent 'Regional Operation Management Meeting' suggested some changes to the 'My Participants' screen as follows.

1. 'Display Status' used to select the status group shown in resulting table. eg. if 'Active In Programme' chosen then only 'active' participants are listed.

2. 'Order By' used to determine column on which table is sorted.

3. Columns included in table have changed, 'DofB' and 'Postcode' have been removed and 'JC+ Adivisor' now includes 'JC+ Office'

Health Professionals

Thu, 14 May 2009 05:30:00 EST

A recent Elphin User Group meeting requested that the 'Health Worker' and 'Consultant' elements on the 'Initial Assesment' form be combined into a new element 'Health Professionals'. This has now been implemented for all regions.

Before change the section effected was as below

As a result of the change the 'Health Worker' details and 'Consultants' have been merged into 'Health Professionals' , any existing 'Health Worker' details have automatically been relocated as below

To add either health worker or consultant or other health professional use 'Edit Health Profesional' button and use 'specialism' field to indentify there area of expertise.

Duration Medication Taken

Mon, 11 May 2009 19:06:00 EST

Optional new field 'Duration Medication Taken' added to 'Medication Taken' table on 'Initial Asessment' form (see below)

Similarly field added to 'Medication Edit Screen' (see below)

Field is 'hidden' by default so if your region wants to use new field then please let us know and we will enable it for your region.

New Fields on 'Initial Assessment'

Sun, 10 May 2009 19:10:00 EST

As a result of recent Elphin User Group meeting the following fields are now available on 'Initial Assessment' if selected for inclusion by your region.

1. Preferred First Name (see below)

2. Message Can BeLeft ( see below )

3. Last and Next PCA Dates

All above fields are 'hidden' by default. If you wish to use any of them within your region please let us know.

Reallocate Completion Codes/Stages

Thu, 07 May 2009 06:46:00 EST

A new validation check has been added when a completion code or a completion stage is 'hidden'.

This is because if the completion code hidden is used in 'cond_initial' then those records using this code would default to first entry in completion code list.

The new validation check allows you to reallocate the hidden code to a code of your choice. See example below.

Completion Code 'returned to part time employment' chosen to be hidden

When 'Update Record' chosen check is made to see if code is in use

Warning message explains how many records use this code. Drop down list used to select 'education training to replace 'part time employment'. . 'Reallocate Code' button performs reallocation.

Take care you choose correct code. There is no 'undo' !!!

Add New Doctor Details

Thu, 07 May 2009 06:22:00 EST

'Search for Doctor' has been updated to include an 'Add New Doctor' button ( see below ). Should provide a more flexible way to keep 'doctor' data up to date.

This loads 'New Doctor Details'�form into which doctor details can be entered.� Selecting 'Add Doctor Details' button ( see below )causes the new doctor details to be added to database so they can be used by others before returning to 'Initial Assesment' form. The 'doctor' section of 'Initial Assesment' will be populated with the newly inserted doctor details.

�

Initial Assesment Optional Elements

Tue, 18 Mar 2008 07:42:00 EST

The 'Initial Assessment' form contains a large number of form elements (panels) which can either be set as visible or hidden depending upon the requirements of the district.

Below is list of these 'panels'. If you wish to modify your version of 'Initial Assessment' to include or remove these panels please let us know.

(Headings within following text box can be customised)

Change Request Modified

Tue, 26 Feb 2008 07:06:00 EST

Change Request process has been modified

1. So that request is inserted in central ELPHIN 'change request' database (was just email)

2. Users can now list contents of this 'change request' database which includes 'tech reply' to request and 'status'.

Use as follows

login to 'admin' account
select 'upload' from menu
select 'change request'
complete form (see below)

Use 'Add Request' button to submit request to database
An email link then appears (see below)
Click on this to generate email, this will let Elphin tech support know a request has been added

Once the request has been added you can check on the technical response and current status using 'list request' from menu as below

Elphin technical support will update the requests to inform you

Technical Implications of request
Status

Some requests will be simple and we will implement these quickly.

Some requests will require a discussion at ELPHIN User Group to establish an agreed way forward.

A print button it provided so you can bring list to ELPHIN meetings.

Any suggestions regarding enhancements to this 'change request' system appreciated (using 'change request' system)

Attribute addedd to 'Advisors' relation

Fri, 11 Jan 2008 10:53:00 EST

Additional attribute 'Include in Lists' has been added to 'advisors' relation.

If set to 'No' then advisor name will not appear in drop down list unless they are the participants case manager. Was added to recognise that case managers which have left should not be allocated a new case but are still historically associated with the case.

Defaults to 'Yes' . See below

Some More Options in Standard Letters

Fri, 11 Jan 2008 10:38:00 EST

Two new options added to 'letspecial' which can be used in standard letters.

1. 'All Activity Appoint'

When letter is generated from a diary appointment a list of all appointments for that activity is generated in a tabular format. Should enable easy production of a single letter including all appointments for an activity. (see 1 in image below for example)

2. 'Bold On/ Bold OFF'

Allows text within letter to be formatted in bold. To use insert 'letspecial.Bold ON' before text/database field, insert text/database field, insert 'letspecial.Bold OFF'. (see 2 in image below for example)

Benefit Type available on 'Initial Assessment'

Sat, 08 Sep 2007 18:37:45 EST

South Yorkshire will shortly be accepting Lone Parents onto Pathways programme in addition to those on IB. Consequently they have a need to�distinguish between IB and Lone Parent participants. Hence a new optional field has been added to 'Initial Assessment' �(see below).

If your district needs to record 'Lone Parent' status then please let us know and we will enable 'Benefit Type' for your district. Default is 'Benefit Type' is hidden.

Optional fields on 'My Participants' table

Tue, 21 Aug 2007 11:45:54 EST

Width of 'My Participants' table has increased recently due to addition of some more 'key' dates. In order to help readability the following 3 fields are� now optional� (see below)

CM Initial�� - Date initial CMP record was created
CM End�� - Date participant completes program
Last Write�� - Last date new data was added to record

By default they will be included in table, so please let us know if you would like them 'hidden' for your district.

Date of Initial Appointment on 'My Participants'

Mon, 20 Aug 2007 09:52:55 EST

Date of first CMP appointment, as recorded in participants diary, can now be included in the 'My Participants' list. This could help practitioners determine the length of time a participant has been waiting for an appointment. (see below)

By default this date is not included in table, so please let us know if you would like it included for your district.

Frequency of Appointment

Thu, 19 Jul 2007 04:27:38 EST

Default setting for frequency of appointment on 'Make Appointment' screen can now be selected as district level (see below). Default setting is Daily, other possible settings are

Weekly
Fortnightly
Monthly

Please let Elphin support know if you require a setting other than 'Daily'.

JCP Start Date and CMP Statut Added to Search Screen

Sun, 01 Jul 2007 14:05:39 EST

Table resulting from search by surname has been extended to include (see below)

JCP start date
CMP status

Should enable 'returners' to be identified more easily.

Apostrophes Now Possible in 'free text' boxes

Sat, 16 Jun 2007 17:20:42 EST

Major Elphin forms have been modified so that apostrophe character ( ' ) can now be included in 'free text' comment fields To date following forms have been modified

WFI (Work Focused Interview)
Condition Management Initial Interview
Conversations
Outcome

Suspending Activities and Appointments

Tue, 05 Jun 2007 09:02:09 EST

'Activities' data has been modified to include 'Currently Available' field. (see screen shot below). This can be set to 'No' (default is 'Yes') to indicate that the activity or appointment type should no longer be offered on 'Make Appointment' screen of 'Participants Activity Profile' screen. Historic appointments for the activity are retained but no new appointments can not be made whilst activity is marked as 'Not Available'.

Should provide a quick way for administrators to 'hide' activities which are no longer required. Thanks to Paul in Derby for suggestion.

Available via 'Activities' table from main 'Admin' screen.

Condition Management Start Date added to 'Condition Management Initial Assessment'

Sun, 13 May 2007 18:53:18 EST

'Condition Management Start Date' field added to 'Condition Management Initial Assessment' screen to help monitor participants duration on CM programme. Located in 'Assessment Dates' section (see below)

Default is 'not visible' , if you want it to be visible for your district then please let us know.

'Search Screen' buttons re-ordered

Sun, 06 May 2007 17:18:10 EST

Order of 'actions' on 'Search Screen' have been changed so that 'search by surname' takes precedence over 'create record', rational behind this being that 'search' is the most commonly used of the two options. New screen layout below

'Activity Schedule' screen updated

Sun, 06 May 2007 06:19:10 EST

Layout of screen has been updated to present key dates in a more logical order, plus some additional fields have been added to help those districts that use 'external' providers monitor provision of activity as follows

Referral Date - date participant referred for activity
Start Date - date activity commenced
Evaluation Returned - has evaluation been returned from provider

Not all districts require elements 3 and 4 below so by default they will not normally be visible. If your district requires these elements please let us know and we will enable them.

'Create Duplicate' button added to Condition Management Initial Assessment

Fri, 04 May 2007 17:46:54 EST

To allow for re-referral of participant to program a 'Create Duplicate Record' button has been added to 'participant already exists' message on Condition Management Initial Assessment form as below

Access to 'Assessment Menu' available to 'admin'

Sun, 29 Apr 2007 18:26:24 EST

'Assessment Menu' now available for Administration Logins so giving 'admin' access to following assessments

LOC
HAD
COPE
SF12
COPM

Will fully include 'Derby Assessments' soon.

Generation of participant 'Login' account details reinstated

Sun, 29 Apr 2007 17:32:53 EST

One of the intentions of Elphin from its inception was to enable participant access to their appointments and other data in system if a district believes this is appropriate. In order to enable this participant accounts would be created and login details (username, password etc) would be given out by JC+ advisors.

Since JC+ advisor staff have been instructed that use ELPHIN is not part of thier 'contact' participants have not been given their ELPHIN account details. These 'account' details (see below) can now be generated via 'Condition Management Initial Interview'

The default state is that these account details WILL NOT BE GENERATED. However if as a district you would want participants to access ELPHIN then please let us know and we will enable the feature.

If the feature is enabled then the 'Account Details' form will be generated for existing participants who have not being given their details previously the first time their 'Initial Assessment' is updated.

The 'account details' from can be extended to include a section (see below) explaining how data is shared by JCP and CMP staff. The default is that this section is NOT INCLUDED, if you wish to include it as a district please let us know.

Validation checks extended to try and prevent duplicate participant details being entered

Sun, 29 Apr 2007 17:00:48 EST

In an attempt to prevent duplicate participant records being entered an extra validation check has been added which prevents a 'new' participant record being added if 'First Names' and 'Surname' and 'Date of Birth' on 'Condition Management Initial Assessment' match an existing participant.

CM Referral Date can not proceed WFI Date

Sun, 29 Apr 2007 16:52:01 EST

Date validation checks improved on 'Condition Management Initial Interview' to ensure 'CM Referral Date' can not proceed WFI Date

'Future Dates' blocked on Condition Management Initial Interview

Sun, 29 Apr 2007 16:45:13 EST

Validation tightened for 'WFI Date' and 'CM Referral' to block dates in the future

'Find Doctor' by part of address

Sun, 29 Apr 2007 16:37:06 EST

In order to help track down doctor when participant knows only part of the address a 'Find Using Partial Address' button has been added. eg. entering 'surgery' in 'Practice Address 1' will search and return details of all doctors with 'surgery' in their address.

Also all 'find' buttons associated with doctors have been moved left slightly to facilitate 'printer friendly' version of form in the future.

'Presenting Conditions' numbered

Sun, 29 Apr 2007 16:26:29 EST

'Presenting Conditions' on 'Condition Management Initial Assessment' numbered in order to allow rapid recording of participants with multiple conditions in subsequent 'Incapacity Details' box.

Condition Management Initial Interview 'other conditions' text box now scrolls to accomodate text

Sun, 29 Apr 2007 16:21:21 EST

'Other Conditions' and 'Other Mental Health Conditions' boxes now expand to accomodate text entered.

'Conversations' Updated

Sun, 08 Apr 2007 16:45:04 EST

'Conversations' screen updated

Time updated to UK time, was Central European
Email of 'Admin' added to note
Default state of 'confidential' can be determined for each district either 'ticked' or 'unticked'
'Expand' box now expands to accomodate text
'Print' button added

Please see following images

Title added to 'Monthly Stats Reports'

Thu, 05 Apr 2007 18:46:33 EST

Title added to 'Monthly MI Stats' to identify which districts have been included in report.

'My Participants' Updated

Thu, 05 Apr 2007 18:41:16 EST

'My Participants' screen modified to include

CMP Start Date
CMP End Date
Last Write Date
Number of Participants in List

To help track Participants progress

'Community' page template relaxed

Wed, 28 Mar 2007 04:02:16 EST

The standard 'community' were originally designed to have a common style across all Elphin sites with standard header, footer and menu bar as below

This standardisation no longer seems appropriate so the 'page upload' program will now allow administrators to upload HTML designs of their choice.

Upon upload an 'ELPHIN' footer (as above) will be added which contains key links to

ELPHIN home site
Copyright details
Link to University Central Lancashire
Link to ELPHIN RSS news feed

A similar footer but containing email link to ELPHIN support is now on all the dynamic pages to maintain consistancy, as below

Additional Dates on 'Activity Schedule'

Mon, 12 Mar 2007 19:00:00 EST

Some additional dates have been added to 'Activity Schedule' to aid scheduling by external providers. Fields added are :-

Date end of activity reached
Date 'Condition Manager' informed activity has ended
Date IBPA informed activity has ended

Modified form as below

Completion/Withdrawn date added to 'profile'

Mon, 12 Mar 2007 19:00:00 EST

In order to help with 'activity' allocation the withdrawn or completion date is now available on participant 'activity profile as below

External Provider access to 'conversations'

Mon, 12 Mar 2007 18:00:00 EST

'External Providers' can now have access to 'conversations'.

Features include

Read and Write access available
'medically confidential' comments not available
External comments colour coded
Access controlled at district level
Default is 'no access to conversations by externals'

Participation Mode now on 'Cond Initial'

Mon, 19 Feb 2007 18:07:32 EST

Participation Mode available on 'Cond Initial'

Following request from a district 'Participation Mode' has been replicated on 'Condition Initial'. This attribute is still on WFI screen. Its purpose is to distinguish 'voluntary' from 'compulsory' participants.

Inclusion of attribute is optional, default is 'not visible'. If you wish to include the attribute for your district then please let us know.

See below

Logo Insertion Added to Standard Letters

Sun, 11 Feb 2007 03:59:12 EST

Elphin 'Standard Letters' have been updated as follows

Arial 12 is now the default font
District logo can be included as header
Height, width and alignment of logo can be specified
Inclusion of logo is optional at district level, default is 'no logo'
Please let us know as district if you wish to enable logo

'Make Appointment' updated

Thu, 08 Feb 2007 05:55:52 EST

Make Appointment option has been updated when booking 'activities' as follows

Indicates order in which activities have been scheduled
Indicates status of activity ([withdrawn], [completed])

In following example

First scheduled activity 'Beating the Blues' has been completed

'Advanced kite flying' and 'kite flying' can be scheduled simultaneously

'Swimming' is third activity

(see below)

This additional information is now used to control booking as follows

a. Can't book an activity which is marked as 'complete' or withdrawn (see below)

b. Can't make appointments until proceeding activity is complete or withdrawn

eg. below was attempt to make 'swimming' appointment

this was 'blocked' as proceeding activity was not complete (see below)

C. If activities are scheduled to be available simultaneously, as above for 'kite flying' then appointments can be made for all activities at same level providing level above is 'complete'

These stricter rules will be the new default, however they can be disabled at a district level. So please let us know if you wish to be 'strict' of 'free and easy'

Use of 'Inform Admin' on 'conversations'

Tue, 06 Feb 2007 06:55:09 EST

Effect of 'Inform Admin' on conversations screen has been modified so that 'admin' can write a note into conversations to confirm practitioner request or inform practitioner of admin issue relating to participant.

Works as follows

1. Practioner adds conversation and selects 'Inform Admin'

2. Administrator receives flag notification for Simon Linford

3. Administrator clicks on link for Simon Linford

'Conversation' screen opened so admin can read request.

Admin adds note to conversations to inform practitionerof outcome.

Admin comments are on 'silver' background.

(note quick turnaround only 4 mins between request and action)

NI number optional on 'outcome' form

Thu, 01 Feb 2007 15:58:15 EST

National Insurance Number now optional on 'Outcome Form' as default.

NI can be enabled if required by district.

Changes to 'admin' menu bar

Thu, 01 Feb 2007 15:58:42 EST

menu bar�updated�for �'admin' as follows

Link to 'conversations' provided
'JC+' link text changed to WFI� (Work Focused Interview)

'Summary' screen modified

Wed, 24 Jan 2007 10:38:16 EST

National Insurance number is now not displayed on 'summary' screen. NI can be enabled on a district basis, default is 'not avail.' (see below)

'My Participants' modified

Wed, 24 Jan 2007 10:34:38 EST

Two changes made to 'My Participants' screen (see below)

'Status' column now includes number of appointments in diary for each participant. Should help spot those who have yet to be 'booked in' for key appointments.
NI number removed from resulting search. This is the default setting but NI can be re-enabled on a district basis

'Participant Search' modified

Wed, 24 Jan 2007 10:27:52 EST

Two changes made to 'participant search' screen (see screen shot below)

'Tab' order modified so that if TAB key is used after Surname entered the 'List' button is selected rather than 'Create'.
National Insurance number removed from resulting search. This is now default situation. Is configurable on a district basis so can enable it if required by district.

'Diary' comment field extended

Wed, 03 Jan 2007 11:05:19 EST

Comment field associated with a diary entry has been extended to 1000 characters so that more text can be recorded.

Change relates to following 3 screens, specific effected regions highlighted in red

1. 'Diary' Screen

2. 'Make Appointment' Screen

3. 'Schedule' Screen

Make Appointment Modified

Thu, 30 Nov 2006 19:13:01 EST

Make appointment modified so that 'location' of appointment now appears. Previous version assumed appointment would take place at advisors/practitioners home office. This is not the case for all districts, some practitioners have appointments at multiple venues.

Location defaults to 'home office'.

'Make Appointment' changed as below

'Suitable For Programme' modified

Fri, 17 Nov 2006 11:15:26 EST

In an attempt to improve the accuracy of the monthly report the following modifications have been made to 'Condition Initial' form

'Suitable For Programme' was a yes/no checkbox now a listbox with 3 options, namely

- Yes

- No

- Unknown

Defaults to 'Unknown' to encourage accurate completion of this state

'Completion Date' now validated to ensure empty whilst participant is 'Active In Programme' and contains a date otherwise.

Following shows above changes on live form

File Download Added

Mon, 13 Nov 2006 19:30:09 EST

'Show Files' menu option added to 'Upload Files' page to enable admin users to list files in 'HTML' folder together with ability to download files onto local machine for purpose of update.

To use

Login as administrator
Choose 'Upload File' menu option
Choose 'Show Files' menu option
To download file, click on filename

Typical screen as follows

Screen

Change Request Form

Mon, 13 Nov 2006 11:21:52 EST

The process of 'change request' was determined at a recent user group meeting, part of which involved submitting request via email. To this end the following have been created

'Can You Just' email address created as canyoujust@elphin-uclan.org
Form added to Elphin 'admin' accounts to request change

Form is accessed via 'Upload Page' then 'Change Request' and is as below

When time permits we'll add a 'Display Request' option to allow admin staff to view requests and track their status.

New Flags Addedd

Mon, 13 Nov 2006 11:10:40 EST

At a recent Elphin user group meeting administrators identified some additional flags which would help with the running of the system, namely

Conversion - set when new conversation addedd
Progfin complete - set when participant completes an activity
Progfin withdrawn - set when participant withdraws from activity

Condition Management Screen Updated

Mon, 13 Nov 2006 11:23:12 EST

As a temporary measure whilst JCP are only using the paperbased CMP1 form some of the key data which�was gathered on this form is now gathered on the 'Initial Assessment' form. These 'new' fields have been positioned at top of the form. (see below)

Practitioner Search Screen Updated

Mon, 13 Nov 2006 10:56:10 EST

As a temporary measure whilst JCP staff are sending CMP1 forms by mail the 'condition management' search screen has been modified, see below, to allow creation of Initial Assessment record without JCP input.

Use 'Create Record' button to make new CMP Initial record

Upload New Web Content

Fri, 27 Oct 2006 12:01:27 EST

'admin' screen now contains 'Upload Pages' option which will allow administrators to directly upload Elphin web pages plus other supported file types.

Features include

Logging of all page uploads
HTML pages checked to ensure essential Elphin headers and footers included
Control of file types which can be uploaded
Files types supported :- HTML, DOC, XLS, PDF, PPT, MDB, GIF, JPG
'Simple' interface as below

File Upload

Select File
	File
	Size
	Type
	Status

Customer Consent Modified

Wed, 25 Oct 2006 09:56:43 EST

Customer consent on 'new referal' updated to conform with wording on CMP1, as follows

"I understand that Jobcentre Plus and The NHS provider may exchange information pertinent to my participation in the Condition Management Programme. I Further understand that information may also be passed to my GP or treating clinician and that the outcome of my participation in the programme can be copied to my NDDP Job Broker. I am willing to be referred to the NHS Condition Management Programme.

Please confirm below that you are aware that information regarding your progress within the Pathways to Work Programme will be recorded in the 'Elphin' (Copyright UCLAN-GL) database for your region and that subject to your agreement non medical information gathered by the 'Condition Management' part of the programme will be available to JobcentrePlus Advisors. "

Participant Signature ________________________________

IBPA Signature ________________________________

Date Referal Made ________________________________

Emergency Contact and Availabilty Added

Wed, 25 Oct 2006 09:50:03 EST

Two additional fields added to JCP Initial Assessment

'Customer Availability' - when customer is available for appointments
'Emergency Contact' - emergency participant contact

These fields are also available on CMP Initial Assessment for update by practitoners.

Summary Screen Headings Updated

Wed, 25 Oct 2006 09:45:28 EST

Following 'summary' headings updated

'CM Advisor' now 'CM Practitioner'
'JC Initial' now 'JCP Referral'
'Cond. Initial' now 'CM Initial Ass.'
'Outcome' now 'CMP2 Outcome'

CMP assessment details, excluding 'Cond. Initial' only visible to CMP now

Communications Options Added To Footer

Wed, 11 Oct 2006 07:14:34 EST

Footer on all but 'community' pages now includes following links.

Email Link to Elphin Support
RSS news feed feature

The RSS news feed will be used to keep user base updated regarding enhancements/ improvements made to Elphin system.

External Provider Access Added

Wed, 11 Oct 2006 07:04:16 EST

External Providers can now access details of participants allocated to their activity.

Administrator needs to insert entry for provider in 'advisors' relation and select 'type' 'external'. This will create username & password combination to allow 'external' to login.

Once user account has been created an entry needs to be inserted in 'who_delivers' relation. This entry will determine which activities the external provider delivers.

External provider can now login as normal, they will only have access to details of participants allocated by CMP team to their activities. Features available