CIS Training on · 2020. 9. 7. · Page 7 of 56 Version 2.1 SESSION 1 – Getting Started in CIS...

CIS Training on

Notifications

Page 2 of 56 Version 2.1

Version Control

1.0 Aug 2019 Initial Version created

1.1 Aug 2019 Updated following feedback from first delivery – for publication on Website

2.0 Jan 2020 Updated to include Adding ECT Notifications

2.1 Aug 2020 The Print facility is now referred to in each Notification


Contents SESSION 1 – Getting Started in CIS ................................................................................................ 7

Overview ..................................................................................................................................... 8

General Navigation ...................................................................................................................... 8

Field Colours........................................................................................................................................ 8

Summary of Field Types in CIS ............................................................................................................ 9

Using Grids .......................................................................................................................................... 9

Logging into CIS Live ................................................................................................................... 11

Logging Out of CIS ............................................................................................................................. 11

Forgotten Password ................................................................................................................... 12

SESSION 2 – Adding Notifications in CIS ...................................................................................... 14

The Home Screen ....................................................................................................................... 15

The Notifications Module ........................................................................................................... 16

Accessing the Notifications Module ................................................................................................. 16

The Notifications Grids ..................................................................................................................... 17

Show All............................................................................................................................................. 17

Adding a New Notification ......................................................................................................... 18

Completing the Notification.............................................................................................................. 18

Saving a Notification ......................................................................................................................... 18

Editing a Notification ........................................................................................................................ 18

Submitting a Notification .................................................................................................................. 18

Printable View ................................................................................................................................... 18

Export Grid Data................................................................................................................................ 19

Session 4 - Additional Updates ................................................................................................... 21

Refer to Service.......................................................................................................................... 22

Providing additional information following a query from the Commission ..................................... 22

Opening the Task on the homepage ................................................................................................. 22

Submitting the Response to the query ............................................................................................. 22

Seeing the query from the Commission ........................................................................................... 23

Saving or Submitting the Response .................................................................................................. 23

Notification Status ............................................................................................................................ 23

Appendix 1 –Child Admission to an Adult Unit ............................................................................ 25

The List of Admissions to an Adult Unit Screen ................................................................................ 25

Adding a new Notification of an Admission to an Adult unit ........................................................... 25

Part 1: About the Service .................................................................................................................. 26


Part 2: About the Resident ................................................................................................................ 26

Part 3: About the Admission ............................................................................................................. 26

Part 4: Additional Information .......................................................................................................... 27

Part 5. Submitted by ......................................................................................................................... 27

Appendix 2 – Child Discharge from Adult Unit ............................................................................. 28

The List of Child Discharges from an Adult Unit Screen ................................................................... 28

To add a notification of Discharge of a child from an Adult unit ...................................................... 28

Section 6: About the Discharge ......................................................................................................... 29

Section 7: Additional Information ..................................................................................................... 29

Section 8: Submitted By .................................................................................................................... 29

Appendix 3 –Admission to a CAMHS Unit.................................................................................... 30

The List of Admission to CAMHS Screen ........................................................................................... 30

Adding a new Admission to CAMHS unit .......................................................................................... 30



Part 3: About the Section 25 Order .................................................................................................. 31

Part 4: About the Admission ............................................................................................................. 31


Part 6: Submitted by ......................................................................................................................... 32

Appendix 4 – Discharge from a CAMHS unit ................................................................................ 33

List of Notifications of Discharge from CAMHS Units Screen ........................................................... 33

To add a notification of Discharge of a child from a CAMHS unit .................................................... 34

Part 7: About the Discharge .............................................................................................................. 34



Appendix 5 – Serious Reportable Event ...................................................................................... 35

The List of Serious Reportable Events Screen ................................................................................... 35

Adding a New Serious Reportable Event .......................................................................................... 35

Part 1: About The Service.................................................................................................................. 36


Part 3: About the Event ..................................................................................................................... 36

Part 4: Response to the Event ........................................................................................................... 37



Appendix 6 – Summary Incident Report ...................................................................................... 38


The List of Summary Incident Reports Screen .................................................................................. 38

Adding a New Summary Incident Report .......................................................................................... 38


Part 2: Incident Reporting Period ..................................................................................................... 39

Part 3: incident Categories ................................................................................................................ 39



Appendix 7 – Overcapacity in Adult Unit ..................................................................................... 40

The List of Notifications of Overcapacity. ......................................................................................... 40

Adding a New Notification of Overcapacity ...................................................................................... 41


Part 2: Notification of Overcapacity ................................................................................................. 41


Part 4: Submitted By ......................................................................................................................... 41

Appendix 8 – View Bed Occupancy in CAMHS Units .................................................................... 42

Appendix 9 – Change in Operational Bed Capacity ..................................................................... 44

The List of Notifications of Change in Operational Bed Capacity ..................................................... 44

Adding a New Notification of Change in Operational Bed Capacity ................................................. 44

Part 1: About the service .................................................................................................................. 45

Part 2: Capacity Adjustment ............................................................................................................. 45



Appendix 10 - Death Notification ................................................................................................ 46

The List of Death Notifications Screen .............................................................................................. 46

Adding a new Death Notification ...................................................................................................... 47


Part 2: About the Service User .......................................................................................................... 48

Part 3: About the Death .................................................................................................................... 48

Part 4: About the Review .................................................................................................................. 49



Submitting Death Notifications to the Commission ......................................................................... 50

Appendix 11 –Notification of ECT ............................................................................................... 51

The List of ECT Programmes Screen ................................................................................................. 51

Adding a new ECT Programme.......................................................................................................... 53




Part 3: About the Programme ........................................................................................................... 54

Part 4: Outcome of Programme ........................................................................................................ 54



Submitting ECT Notifications to the Commission ............................................................................. 56


SESSION 1 – Getting Started in CIS

Aims

This session gives a general overview of the navigation used with CIS. It also describes the log on

process for CIS and the process to request a new password.

Objectives

At the end of this session you will be familiar with

General Navigation

Field types in CIS

Using Grids in CIS

Logging into the LIVE CIS environment

Logging out of CIS

How to request a new password.


Overview This training course will demonstrate the use of CIS to submit notifications. It covers the process for

completing the Notification screens in CIS.

Each Notification can be saved, added to and amended multiple times before it is submitted. In

general, the Commission has no access to the information on the Notification until the facility user

has clicked on the submit button.

The ECT notifications are an exception to this rule. The users within the Standards and Quality

Assurance team of the Commission who have access to the Notifications module will be able to view,

but not change, details of ECT Programmes and the ECT treatments within these programs once the

details have been entered in CIS.

General Navigation CIS stands for Comprehensive Information System. It is a web-based application, which is accessed

using a web browser. It is recommended that Google Chrome is used as your web browser to run the

CIS system.

CIS uses standard navigation. Users can use the mouse to select menu item and navigate from field

to field. Alternatively, a user may use standard keyboard navigation such as tabbing between fields

and using the first letter to select items in a drop-down.

Single-click with the left mouse button is used through CIS to select a menu option or open a new

record.

Field Colours Colour is used to give visual information on

how a field behaves in CIS.

Fields with a white background are the most

common. They allow data to be entered but

they may be left blank.

Fields with a coloured background are

mandatory fields. A value must be entered in

these fields.

Fields with a grey shaded background are read-

only. You may not enter any data into these

fields.

A field may change colour, for example,

become mandatory or become read-only,

depending on the value entered in a different

field.


Summary of Field Types in CIS

Mandatory

Fields

Mandatory Text Fields have a Coloured Background. Other mandatory fields

are denoted using a red asterisk

Date Fields A user may type in the date in the format dd/mm/yyyy or the user may use the

calendar control to select the date

Lookup Fields Click on the magnifying glass to see a list of values for selection OR type (part

of) the text to select a value

Dropdowns Click on the down arrow to choose an item from the list or type in the first

letter to select an item

Radio Buttons Select one option only by clicking in the circle

Help on Fields Clicking on the question mark beside a field gives additional information

Using Grids Navigating through the pages in a grid

The Control at the bottom right of a screen is the standard control that allows scrolling forward or

backward one page at a time or move to first page / last page:-

Or type a page number to go directly there.

For example:-

Sorting a Grid

Grids in CIS can be sorted by clicking on the header of the column you wish to sort. The Arrow icon

lets you know which column the information is sorted by. Click once to sort into ascending order.

Click a second time to sort in descending order.


Searching/Filtering in a Grid

On all of the grid screens there is a blank row between the column headings and the information in

the grid. This “blank” line is used for searching for data in the grid. Type in a fragment of the text

you are looking for and press enter.

The data in this grid has been filtered by facility name

Note: When using a filter, click on Clear to remove the filtering and return to the full listing

It is possible to search on multiple columns:-

The data in this grid has been filtered to display only death notifications for Nov 2019 which took place at

home.

Note: We will look at the Death Notification in more detail later in the training.

Editing a Grid Row

Clicking on an item in a grid usually gives read only access. To edit the record, Click on the

arrow beside the View button and choose Edit


Logging into CIS Live To log on to the CIS live system:-

Open Google Chrome

Open the MHC Website and click on the CIS login button

The CIS login screen can be added to your bookmarks or favourites in your web browser

Type in your username

Type in your password Note: Passwords are case sensitive.

Click on Log In

Note: Training Videos on using CIS are available from the login screen of CIS

Logging Out of CIS

Once you have finished using CIS you should log off. The option to log out is available on the top-

right of all screens.

CIS will ask for confirmation that you wish to log off, click on yes to end your session:-


Forgotten Password Once your account has been created and activated, it is possible to get a new temporary password

by clicking on the Forgotten Password option on the login screen

CIS will prompt you to enter either your CIS username OR your email address. A temporary password

will be emailed to you to allow you log on to CIS. Once a user has logged in with this new, temporary

password, they are forced to choose a new password.

You can Copy and Paste the password from your email into the password field on CIS

Fill in your username

Type in your temporary password into the password field

Type in your new password in the New Password field

Type in your new password in the Verify Password field


Note: Create a password which has at least 8 characters, at least one of the 8 must be a capital

letter, at least one of the 8 must be a number.

There are additional Video Materials on Forgotten Password and on General Navigation available

from the Training Materials link on the CIS Logon screen

Summary

You are now familiar with the Logging into CIS and General Navigation including:-

General Navigation

Field types in CIS

Using Grids in CIS

Logging into the LIVE CIS environment

Logging out of CIS

How to request a new password.


SESSION 2 – Adding Notifications in CIS

Aims

This session describes the steps required to record a notification on CIS and submit it to the

Commission

Objectives


The Home Screen

The Notifications Module

Adding a New Notification

Editing a Notification

Submitting a Notification

Export Grid Data


The Home Screen After logging in, the Home Screen that is presented will vary according to the permissions granted to

the user. Different users have access to different parts of the system or users have different levels

of access to CIS screens.

The home screen is made up of a number of different parts.

The Home icon is on the top left. The Home icon appears on all screens and will get you back to your

homepage from anywhere in the system.

Homepage menus give access to the various modules within CIS.

The System Messages panel is intended to communicate information such as planned CIS system

downtime.

The Tasks panel is your to-do list in CIS.


The Notifications Module The Notifications module in CIS will be used to submit all Quality and Safety Notifications to the

Mental Health Commission. The previous Microsoft Word documents that have been used to submit

Notifications are being replaced by an equivalent online form which can only be completed on CIS.

As with the Microsoft Word templates, the majority of the templates follow a similar layout with the

questions grouped into separate sections.

Accessing the Notifications Module The Notifications Module in CIS can be accessed by logging in to CIS.

Click on Notifications on the Homepage menus.

The Notifications Sub Menu is further divided under the

headings Adult Units Only, CAMHS Units only and Bothe

Adult and CAHMS units. Select the Notification to be

completed by clicking on the relevant menu item.

Remember: Clicking on the Home Icon will always return you to your home screen.


The Notifications Grids On selecting any notification a list of notifications will be displayed.

By default, this screen shows all “active” notifications for your approved centre(s) i.e. Notification

Records that have a status of Not Submitted or have a status of Refer to Service.

These are the notifications that require some action. They are either in the process of being

recorded on CIS, or, as described later in this training course, a query has come back from the

Commission.

Show All Each “list of notifications” screen has a Show All tick box. Putting a tick in the box means that all

notification(s) for your approved centre(s) are displayed i.e. including those that have already been

submitted to the Commission.

Remember: It may be useful to use filtering and sorting, as described earlier, on the grid,

especially when using the Show All tick box.


Adding a New Notification On each of the Notification screens,

the option to add a new notification is

located above the grid on the List of

Notifications screen.

Click on “New Notification” to open the online notification form.

Completing the Notification Fill in the details on the online form. Full details on completing each of the notification screens is

given in the appendices of this document.

Saving a Notification Click on Save to save the information but allow further editing later. It is NOT necessary to have all

the mandatory fields completed by this time.

Editing a Notification Each notification record can be repeatedly edited until it is submitted to the Commission. To edit a

notification

Log on to CIS

Click on Notifications

On the Notifications menu click on the Notification type

On the list of notifications screen, select the notification and click on the down arrow in the

action column to choose the edit option as described earlier

Submitting a Notification When editing a notification, click on Submit to save and send the information to Commission for

Review. CIS will remind you that it will not be possible to make any further changes to the

notification at this time.

Printable View A Printable View button has been added to each of the Notifications Screen. This will create a PDF

document that can be saved or printed off. To generate the PDF version of the notification.


The PDF opens in a new Tab in your browser.

To print the notification

Right-Click and click on Print

OR

Click on the Notification and use the print icon:-

Export Grid Data The Export Grid Data button appears at the top of each of the grids.

This allows the information to be exported to Excel, HTML or as a PDF. When you click on the Export

Grid Data button, the first step is to select the output type and click on OK:-


Note: Your browser needs to allow pop-ups. If a pop-ups are being blocked you need to configure

your browser to allow pop-ups from CIS i.e. if you get an error message, click on the message to open the error and select the option to allow pop-ups from this site.

When exporting to Excel a file is downloaded by your browser

Files downloaded by Chrome appear in the bottom-left hand

corner of the screen:-

Click once to open the file.

The file has also been saved to the downloads folder on your

computer

This will be examined in more detail when we look at the View Bed Occupancy Report.

Summary

You are now familiar with the recording a Notification on CIS and submitting the notification to the

Commission


Session 4 - Additional Updates

Aims

This session describes the steps which should be completed in order to respond to a query from the

Commission about a notification that was submitted.

Objectives


Tasks on the Home page

Editing a Notification to add a response

Submitting the Response to the Mental Health Commission


Refer to Service Once the notifications forms have are submitted, they are then reviewed by MHC staff. If the

Commission are satisfied with the information, then the notification is complete.

Providing additional information following a query from the Commission Should the Commission wish to request further information, they will update the notification record

on CIS. If this happens, a “Task” will be generated for the facility user who submitted the notification

to the Commission. In the case of notifications that were submitted by a Consultant Psychiatrist or

Consultant Psychiatrist, the task will also be generated for the Mental Health Act Administrator.

Opening the Task on the homepage

Click on the “+” to see the notifications that require a response from the service. Clicking on the Task

will open the Notification so that a response can be added.

Any notification requiring a response, appears by default (i.e. no need to click on Show All to see

them) on the list of notifications screen. The status of the Notification will be “Refer to Service”.

Submitting the Response to the query A response is needed for any notification which has a query. The response can be added by editing

the notification.

To edit the notification:

Select the notification and under the action column choose Edit

from the dropdown at the end of the row.


Seeing the query from the Commission In the additional information section of the notification, the query from the Commission will be

displayed in the query field.

The Response field should be used to enter the details requested.

The History field is used to display all previous queries/responses for this notification

Saving or Submitting the Response Click on Save to save the information entered.

OR

Click on Submit to save the response and send it to Commission for Review.

Remember Certain notifications (Death, ECT, Physical Restraint/Seclusion) can only be submitted

by a Consultant Psychiatrist or a Clinical Doctor

Notification Status The status of a notification gives more information about the “stage” the notification is at. The

status of a notification can be any of the following values:-

Status Description

Not Submitted The facility has created the notification and is in the process of completing the record. They have not yet submitted the notification to the Commission.

Submitted Submitted to Mental Health Commission

Refer to Service The Commission have a query which needs to be answered by the facility


Summary

You are now familiar with:-

Tasks on the Home page

Editing a Notification to add a response

Submitting the Response to the Mental Health Commission


Appendix 1 –Child Admission to an Adult Unit CIS202 replaces the QSN1 form.

Log on to CIS

Click on Notification on the Homepage Menus

Click on CIS202 Admission of a Child to an Adult Unit

The List of Admissions to an Adult Unit Screen Clicking on CIS202 Admission of a Child to an Adult unit open the list screen with a list of all active

notifications i.e. by default it lists only those that require further action but all Notifications of

Admission to Adult Units can be made visible on this screen by clicking on the show all check.

Adding a new Notification of an Admission to an Adult unit Clicking on New Admission on the top right of the list of Notifications

grid opens CIS202 – Child Admission to Adult unit


We will now look at each section of this screen:-

Part 1: About the Service Select the Approved Centre from the drop-down and fill in the Ward/Unit Name

Part 2: About the Resident Fill in your unique service user Identifier

Type in their initials

Record the Date of Birth of the resident

Select their Gender from the drop-down

Select their Legal Status from the drop-down

Note: If the Legal Status is “Involuntary” or is “Admission pursuant to high court order”,

then a copy of the order must be uploaded to and stored within CIS

The Responsible Consultant Psychiatrist can be selected by choosing them from the lookup if

they are already set up on CIS. Otherwise their MCRN and Name can be typed in

Part 3: About the Admission Record the Date of admission by typing in the Date or by using the calendar controls

Record the Time of admission in hh:mm (24-hour) format

Select the type of admission by choosing First Admission or Re-Admission

Choose one or more Reasons for Admission

Record an Estimated Date of Discharge (this is optional)

List the plans to place the child in an age appropriate approved centre


Record a Yes or No answer to the remaining questions in this section of the form

Part 4: Additional Information Record any Additional Information

Part 5. Submitted by The Submitted by details are automatically populated by CIS with the details of the user who

submits the notification to the Commission

Click on Save to save the information but allow further editing later OR

Click on Submit to save and send the information to Commission for Review OR

Click on Cancel to exit the screen without saving the changes


Appendix 2 – Child Discharge from Adult Unit CIS203 – Discharge of a child from an adult unit is the CIS replacement for the old QSN2 form. The

fields on CIS are identical to the MS Word document which it

replaces.

The List of Child Discharges from an Adult Unit Screen Clicking on CIS203 Discharge of a Child from an Adult unit

opens the list screen with a list of all active notifications.

By default, the screen lists records of child admissions to an

Adult unit that have not been discharged.

By default, it also lists active notifications of discharge i.e.

Notifications of Discharge from an Adult Unit that have been

started/saved on CIS but not yet submitted.

All Notifications (i.e. including those submitted to the Commission) can be made visible on this

screen by clicking on the show all check box at the bottom of the screen as shown below:-

To add a notification of Discharge of a child from an Adult unit

On the list of notifications of Discharge of a Child from an

Adult Unit screen, select the child’s record and choose the

edit action which is available by clicking on the down

arrow at the end of the row.


The information previously entered in the Notification of Admission of a child to an adult unit are

displayed. An additional panel is used to record the discharge information.

Section 6: About the Discharge Complete the textbox to list the CAMHS units contacted during the admission

Type in the Date of Discharge or use the calendar control to select it

Type in the Time of Discharge

Select the Type of discharge



they are already set up on CIS. Otherwise their MCRN and Name can be typed in

Section 7: Additional Information Record any Additional Information about the discharge.

Section 8: Submitted By The Submitted by details are automatically populated by CIS with the details of the user who






Appendix 3 –Admission to a CAMHS Unit CIS206 and CIS207 replace the QSN3 CAMHS admission and discharge data Spreadsheet. This gives a

standard “look and feel” to all the Notifications Screens within CIS. Each admission to a CAHMS unit

is now notified separately to the Commission. There is no requirement to submit any monthly

reports

The List of Admission to CAMHS Screen Click on Notifications on the Homepage Screen.

Click on CIS206 Admission to CAMHS unit to pen the list screen with a

list of all active notifications i.e. by default it lists only those that require

further action but all Notifications of Admission to CAHMS can be made

visible on this screen by clicking on the show all check box

Adding a new Admission to CAMHS unit Clicking on New Admission opens CIS206 – Notification of Admission to a CAMHS unit


We will now look at each part of this notification screen

Part 1: About the Service Select the Approved Centre from the drop-down and fill in the Ward/Unit Name






Note: If the Legal Status is “Involuntary” or is “Admission pursuant to high court order”,

then a copy of the order must be uploaded to and stored within CIS

Part 3: About the Section 25 Order Where a Section 25 Order exists record the start date and end date of the order

Part 4: About the Admission Record the Date of admission by typing in the Date or by using the calendar controls

Select the type of admission by choosing First Admission or Re-Admission



Part 6: Submitted by The Submitted by details are automatically populated by CIS with the details of the user who





Note: When a notification of Admission to a CAMHS

unit is submitted to the Commission the facility are

offered the option to directly to the Notification of

Discharge of a child from a CAMHS unit.


Appendix 4 – Discharge from a CAMHS unit CIS206 and CIS207 replace the QSN3 CAMHS admission and discharge data Spreadsheet. This gives a

standard “look and feel” to all the Notifications Screens. As with the Admissions, each discharge

should be notified separately. There is no longer a requirement to submit a monthly reprt.

The notification of Discharge of a child from a CAMHS unit can be accessed by choosing the option

from the Notifications menu or by answering yes at the end of creating the Notification of Admission

to the question “Would you like to record the discharge information now?”

List of Notifications of Discharge from CAMHS Units Screen Clicking on CIS207 Discharge from CAMHS unit opens the list screen with a list of all active

notifications.

By default, the screen lists records of admissions to a CAMHS unit that have not been discharged.

By default, it also lists active notifications of discharge i.e. Notifications of Discharge from CAMHS

Unit that have been started/saved on CIS but not yet submitted.

All Notifications (i.e. including those submitted to the Commission) can be made visible on this

screen by clicking on the show all check box at the bottom of the screen as shown below:-


To add a notification of Discharge of a child from a CAMHS unit On the list of notifications of discharge of a child from an adult unit screen, select

the child’s record and choose the edit action which is available by clicking on the

down arrow at the end of the row.

The information previously entered in the Notification of Admission of a child to a CAMHS unit are

displayed. .

A new section is available at the end of the form to record details of the discharge/transfer:-

Part 7: About the Discharge Type in the Date of Discharge or use the calendar control to select it

Select the Type of discharge i.e. discharge or transfer


Part 8: Additional Information Record any Additional Information about the discharge







Appendix 5 – Serious Reportable Event CIS204 – Serious Reportable Event allows the Facility to use CIS to report an incident in relation to a resident of an approved centre. This replaces QSN8. The same information is needed so this is quite a long form but it can be completed in multiple sessions.

Note: All deaths should be notified via a Death Notification rather than the SRE process.

The List of Serious Reportable Events Screen Clicking on CIS204 Serious Reportable Events opens The List of SREs Screen.

By default, the screen shows all “active” events i.e. Serious Reportable Event

Records that have a status of Not Submitted or have a status of Refer to Service

The Show All check box can be used to display all Serious Reportable Events i.e.

including those already submitted to the Commission on this list screen

Adding a New Serious Reportable Event Clicking on New SRE Notification opens CIS204 – Serious Reportable Event:-

We will now look at each section of the notification


Part 1: About The Service Select the Approved Centre from the lookup and record the name of the Ward/Unit






Remember: The question mark beside a field gives additional help

Part 3: About the Event Select the SRE Category by clicking in the circle beside Patient Protection Event, Care

Management Event, and Environmental Event, Criminal Event or Other.

If Other is selected then a text box appears to record the nature of the event.

Type in the date of occurrence or select the date from the calendar control

Type in the time of the occurrence in the format hh:mm (24 hour clock)

Select the Location of event from the drop-down

If Other is selected then a text box appears to record the location of the event.

The Detailed Description of event text box is used to record what happened.

The options in the drop-down for the Was event witnessed by staff are Yes, No, Unknown and

N/A.


Part 4: Response to the Event The options available in the drop-down for Next of kin or representative notified are yes, no

and not consented

Complete the text box to record Immediate Actions taken following event.

Record Actions to safeguard the resident.

Record Actions to safeguard the wider resident group.

Record Current Physical health status of the resident.

Part 5: Additional Information Record any Additional Information in the text box






Remember: If you save, the Commission have no access to see information on the report until the

report is submitted to them.


Appendix 6 – Summary Incident Report CIS208 - Summary Incident Report allows the Facility to use CIS to report to the Commission the total number of clinical and non-clinical incidents relating to service users which occurred in a six-month period. This replaces QSN7.

The List of Summary Incident Reports Screen Clicking on CIS208 Summary Incident Report opens The List of

Summary Incident Reports Screen.

By default, the screen shows all active summary incident reports i.e. reports that have a status of

Not Submitted or have a status of Refer to Service

The Show All check box can be used to display all Summary Incident Reports on this list screen

Adding a New Summary Incident Report Clicking on New Summary Incident Report opens CIS208 – Summary Incident Report:-


Part 1: About the Service Select the Approved Centre from the drop-down

Part 2: Incident Reporting Period Record the Incident Reporting Period by typing in the Date from and Date to or by using the

calendar controls

Part 3: incident Categories Fill in the total numbers in each Incident Category as recorded in your local incident reporting

management system










Appendix 7 – Overcapacity in Adult Unit This screen is used in place of QSN9 to notify the Commission where an approved centre is operating

over its registered bed capacity. A separate notification is needed for each day that the centre

operates over its registered capacity

The List of Notifications of Overcapacity. Clicking on CIS210 Overcapacity in Adult unit opens the List of Notification

of Overcapacity Screen.

By default, the screen shows all active notifications i.e. notifications that

have a status of Not Submitted or have a status of Refer to Service.

The Show All check box can be used to display all Overcapacity Notifications including those already

submitted to the Commission.


Adding a New Notification of Overcapacity

Clicking on Overcapacity in an Adult Unit

Opens CIS210 – Overcapacity:-

Part 1: About the Service Select the Approved Centre

Type in the Ward Name

Part 2: Notification of Overcapacity Type in the Date of Overcapacity or select the date from the calendar control

Type in the total Number of Residents accommodated

Record the Reason for Overcapacity

In the Details of Accommodation field record where the resident was accommodated

Record the steps taken to ensure the Privacy and Dignity of Residents.

Part 3: Additional Information Record any Additional Information applicable to the Notification

Part 4: Submitted By The Submitted by details are automatically populated by CIS with the details of the user who








Appendix 8 – View Bed Occupancy in CAMHS Units This screen replaces the need for the facility to complete and return QSN4: The CAMHS Bed

Occupancy Report. CIS will calculate the bed occupancy dynamically based on the admission and

discharge information provided by

- Notifications of Admission to CAMHS unit

- Notifications of Discharge from CAMHS unit

- Notifications of Changes in Operational Bed Capacity

Clicking on CIS211 View bed occupancy in CAMHS unit opens the report.

Note: This is a read-only screen for CAMHS units only. The usual searching/filtering and Export

Grid Data options are available.

The following information is displayed for the user’s approved centres.

The CIS status field is automatically calculated and will report either Under Capacity, At Capacity or

Over Capacity.

Tip: you may wish to filter by approved centre:-

Or filter to show information on a specific date:-


Or filter to show information for a specific month:-

The example above will show all records for January 2019 i.e. records that contain 01/2019 in the

date field.

By using the functionality to export the data to excel additional processing can be done on the data.


Appendix 9 – Change in Operational Bed Capacity CIS212 allows for the notification of changes in Operational Bed

Capacity.

The List of Notifications of Change in Operational Bed Capacity Clicking on CIS212 Change in Operational Bed Capacity opens the List of Changes in Operational Bed

Capacity Screen.

By default, the screen shows all active notifications of change in Operational Bed Capacity i.e.

notifications that have a status of Not Submitted or have a status of Refer to Service.

Clicking on the tick box for Show all will display all records for the facilities that the user is associated

with.

Adding a New Notification of Change in Operational Bed Capacity

Clicking on New Change Capacity opens CIS212 – Change in Operational Bed Capacity:-


Part 1: About the service Select the Approved Centre from the drop-down

Part 2: Capacity Adjustment Record the Start Date for the change in Capacity

Record the revised Operational Capacity

Use the text box to give details of the Reason for Change

Part 3: Additional Information Record any Additional Information applicable to the Notification

Part 4: Submitted By The Submitted by details are automatically populated by CIS with the details of the user who





Note: CIS will fill in the end date once another notification of change in operational bed capacity

is submitted.

Remember: For CAMHS units, a notification of a change in bed capacity will Impact on the View

Bed Occupancy in CAMHS units screen.


Appendix 10 - Death Notification

CIS205 – Death is the CIS replacement for QSN5.

The fields on CIS are identical to the MS Word

document which it replaces.

From the Home screen, click on Notifications,

from the Notifications Menu click on CIS205 –

Death.

The List of Death Notifications Screen Clicking on CIS205 Death opens the list screen, with a list of all active death notifications i.e. by

default it lists only those notifications that require further action, but all Notifications of Death can

be made visible on this screen by clicking on the show all check box


Adding a new Death Notification Clicking on New Death Notification opens CIS205 – Death

Notification

Each part of the Death Notification will now been examined in more detail:-

Part 1: About the Service

Type in part of the facility name or use the magnifying glass icon to open a search window.

Select the Facility from the drop-down and fill in the Ward/Unit Name

Note: Notifications from services other than approved centres (e.g. death notifications from

community services) are not part of this phase and must continue to be submitted to the

Commission outside of CIS until further notice.


Part 2: About the Service User

Fill in your unique service user Identifier




Select their ICD 10 Diagnosis Code (primary) from the drop-down

Select their ICD 10 Diagnosis Code (other) from the drop-down


Select their Service User Status at the time of death from the drop-down


they are already set up on CIS. Otherwise their MCRN and Name can be typed in.

Note: The responsible consultant psychiatrist recorded here is the Dr responsible for the patient.

This may or may not be the same person that submits the notification.

Part 3: About the Death

Type in the Date of Death or select from the calendar control

Type in the Date of Death was discovered or select from the calendar control

Choose the Location of Death from the drop-down. If Other is selected then a text box appears

to record the location.

Select whether cause of death is known

Record the Detailed Description of Death


Part 4: About the Review

Select whether the death has been referred to the coroner

Select if a Coroners inquest is pending

Type in details of any review planned for this death

Part 5: Additional Information

Record any Additional Information this is applicable to this notification

Note: Information can be entered into this field or the field can be left blank.

Part 6: Submitted By

The Submitted by details are automatically populated by CIS with the details of the user who








Submitting Death Notifications to the Commission

Only authorised users e.g. Consultant Psychiatrists or Clinical Directors can submit Death

Notifications to the Mental Health Commission. However other users at the facility can be set up

with access to create and edit notifications. The Consultant Psychiatrist or clinical Director will then,

Log On to CIS

Select Notifications from the HomePage Menus

Select CIS205 – Death

On the List of Notifications screen notifications with a status of “not submitted” could be in

progress or could be ready for submission

Select a notification to submit and click on the down arrow at the end of the row and choose

Edit

Review the Death Notification

Click on Submit to submit the notification to the Commission


Appendix 11 –Notification of ECT CIS215 will be used to notify the Commission about each

programme of ECT treatments.

The ECT notification will only be submitted to the Commission

once the ECT programme of treatments for the patient has been

completed.

Click on Notifications on the Homepage screen.

Depending on your level of access, you may see all notification

types listed OR you may only have access to Death Notiifications,

ECT notifications and Restrainint/Seclusion Notifications.

The List of ECT Programmes Screen

Clicking on CIS215 - ECT opens the list screen with a list of all notifications of active ECT programmes

i.e. by default it lists only those that are in progress and have not yet been submitted to the

Commission.


By ticking the Show All checkbox shown above, all notifications for ECT programmes for the user’s

facilities are displayed.

Remember: All grids can be sorted by clicking on a column name or the List of Notifications can

be filtered on one or more columns:-

List of Notifications of ECT ordered by Gender and Filtered to only show records where the date of

assessment was in November 2019


Adding a new ECT Programme

Click on New ECT Programme on the top right of the list of Notifications grid. CIS215 is displayed.

Each part of this screen will now been examined in more detail:-

Part 1: About the Service

Select the Approved Centre from the drop-down.

The Ward/Unit Name within the Approved centre should be entered. Alternatively, type in N/A

where ward names are not used within the facility.

Note: Where the person has been referred from another service, this is dealt with in part 2 i.e.

the next section.

Part 2: About the Resident

Fill in your unique service user Identifier


The Legal Status will be populated by CIS once the treatment(s) are recorded. If any treatment

was administered without consent then an additional field is displayed where the Form 16

should to be uploaded to CIS

Select the Resident Service Status from the drop-down. If Referred from Another Service is

selected in this drop-down, then an additional field is displayed in order to record where the

patient was referred from.



Record the Date of Capacity assessment

Select the ICD10 diagnosis code from the drop-down

Select the Reason for Administering ECT from the drop-down. If Multiple or Other is selected in

this drop-down, then an additional field is displayed in order to record the reason(s)


Remember: Clicking on the question mark beside a field gives additional help

Part 3: About the Programme

To add details of a treatment

Click on New ECT Treatment

The following screen is displayed to add details of the treatment:-

Fill in the Date of Treatment

Record whether treatment was administered with consent. . If any treatment was administered

without consent, once the details of the treatment have been saved, the Form 16 should to be

uploaded to Part 2 of the notification.

Fill in the Date of Capacity Assessment

Record Laterility

Click on Save

Remember: Over time, additional treatments will be added to the ECT programme by editing the

notification and clicking on the New ECT Treatment button as shown above.

Part 4: Outcome of Programme

Once all of the treatment have been administered, the outcome of the programme must be

recorded on CIS.

Select the Outcome of the Programme


Indicate if stimulus dosing was used

Select the type of admission by choosing Reason for Ending

Part 5: Additional Information

Record any Additional Information

Note: The additional information box can be re-sized by dragging on the bottom-right corner.

This functionality exists on many boxes in CIS. These boxes are all marked in the corner.

Part 6: Submitted by

The Submitted by details are automatically populated by CIS with the details of the user who






Submitting ECT Notifications to the Commission

Only authorised users e.g. Consultant Psychiatrists or Clinical Directors can submit Notifications of

ECT to the Mental Health Commission.

However other users at the facility can be set up with access to create and edit notifications. The

Consultant Psychiatrist or clinical Director will then,

Log On to CIS

Select Notifications from the HomePage Menus

Select CIS215 – ECT

The List of ECT Notifications with a status of “not submitted” is displayed. These ECT Programmes

may be still in progress or could be ready for submission

Select the ECT notification to be submitted and click on the down arrow at the end of the row

and choose Edit

Review the ECT programme and the ECT treatments

Click on Submit to submit the notification to the Commission

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