Brief introduction to Secondary Care SOAR users www

Brief introduction to Secondary Care SOAR users www. appraisal. nes. scot. nhs. uk Last updated: 13 th December 2012

Outline of this presentation • Overview of an Appraisal on SOAR - Step-by-step guide • Breakdown of tasks • For Appraisers and Appraisees • Screenshots guidance • Important tasks • Support 2

Overview: an Appraisal on SOAR Administrator Assign login (on request) Allocate Appraisers & Appraisees (& Appraisal Co-ordinator) Create Interview (done by either Admin or Appraiser) Appraisee Complete Appraisal Docs (Forms 1 -2, 3) Appraiser Reviews submitted Appraisal Docs Process completed: automated email confirmations sent Agrees and Signs Agree Confidentiality Statement (MUST) Submit Appraisal Docs (submit Forms 1 -2, 3) APPRAISAL INTERVIEW Disagrees Drafts Form 4 summary s ds gn war i S or F d n a Requests changes 3

Breakdown of tasks (1/4) Appraiser … First steps 1. Agree interview date / time / location with Appraisee via phone, email etc i. e. outside of SOAR 2. Appraiser logs into SOAR to create the agreed interview 3. System will send automated email confirmation to both Appraiser and Appraisee 4

Administrator Assign login (on request) Allocate Appraisers & Appraisees (& Appraisal Co-ordinator) Create Interview (done by either Admin or Appraiser) Appraisee Complete Appraisal Docs (Forms 1 -2, 3) Appraiser Reviews submitted Appraisal Docs Process completed: automated email confirmations sent Agrees and Signs Agree Confidentiality Statement (MUST) Submit Appraisal Docs (submit Forms 1 -2, 3) APPRAISAL INTERVIEW Disagrees Drafts Form 4 summary s ds gn war i S or F d n a Requests changes 5

Screenshot – Create Interview on SOAR (1/2) Appraiser • Login • Click on “Interviews” • Click on “New Interview” 6

Screenshot – Create Interview on SOAR (2/2) • • Appraiser Select Appraisee Enter location Select Period (fiscal year) of WHEN interview is scheduled (NOT what material is discussed) Enter Date and Time Add any additional comments (if applicable) Finish by clicking on Save System will send automated email confirmation upon Save 7

Breakdown of tasks (2/4) Appraisee … after interview has been created 4. Appraisee logs in; completes Appraisal Forms 1 -3 and uploads any supporting information as required 5. Appraisee submits the completed Appraisal Forms to the interview page (step 2) in order to share them with Appraiser • A read-only snapshot of the forms is created in • the interview page (auto email to Appraiser) Appraisee can resubmit the forms if they wish (additional supporting information; missed questions on Appraisal Forms etc) 8

Administrator Assign login (on request) Allocate Appraisers & Appraisees (& Appraisal Co-ordinator) Create Interview (done by either Admin or Appraiser) Appraisee Complete Appraisal Docs (Forms 1 -2, 3) Appraiser Reviews submitted Appraisal Docs Process completed: automated email confirmations sent Agrees and Signs Agree Confidentiality Statement (MUST) Submit Appraisal Docs (submit Forms 1 -2, 3) APPRAISAL INTERVIEW Disagrees Drafts Form 4 summary s ds gn war i S or F d n a Requests changes 9

Screenshot – Completing Appraisal Forms (1/3) • • Appraisee logs in Clicks on Forms 1 -2 Clicks on Form 3 Save button provided on both forms (Appraisees not expected to complete forms in one sitting) • Form 3 documents the appraisee’s supporting information (file attachments / uploads) 10

Screenshot – Completing Appraisal Forms (2/3) Appraisee • Form 3 is split into different sections: • 4 Domains • Health, Probity, Complaints Statements have been lifted out as separate sections • As has Personal Development Plan (PDP) section • Complete all the sections • (including uploading of supporting information in the Domains) – use Save button Once all forms are completed, the last step is to SUBMIT the completed forms to the interview so they are shared with Appraiser (the interview will have been added by the Appraiser in step 2) 11

Screenshot – Completing Appraisal Forms (3/3) Appraisee • Go to interview details page • • • (from “My Interviews” and clicking on the appropriate Notepad icon) Scroll to bottom of page Click on “Accept” button to accept the Confidentiality Statement Click on “Submit Appraisal Forms 1 -2 and 3” button to submit forms Read-only copy of forms is created for the interview System notifies Appraiser via email You can re-submit (additional documents, missing answers on form etc), but contact your Appraiser FIRST 12

Breakdown of tasks (3/4) Appraiser … after Appraisal Forms are submitted 6. Appraiser reviews the submitted forms and supporting information 7. Appraisal takes place as scheduled 8. After the appraisal: Appraiser creates and drafts the Form 4 summary (from interview details page in step 2) 9. Appraiser forwards the (completed) Form 4 to Appraisee for review and sign off (system sends auto email to Appraisee) 13

Administrator Assign login (on request) Allocate Appraisers & Appraisees (& Appraisal Co-ordinator) Create Interview (done by either Admin or Appraiser) Appraisee Complete Appraisal Docs (Forms 1 -2, 3) Appraiser Reviews submitted Appraisal Docs Process completed: automated email confirmations sent Agrees and Signs Agree Confidentiality Statement (MUST) Submit Appraisal Docs (submit Forms 1 -2, 3) APPRAISAL INTERVIEW Disagrees Drafts Form 4 summary s ds gn war i S or F d n a Requests changes 14

Screenshot – Create Appraisal Form 4 (1/3) Appraiser • Click on “Interviews” from the menu, which will bring up a list of all your scheduled appraisal meetings • Click on the white notepad icon to go to the interview’s details page 15

Screenshot – Create Appraisal Form 4 (2/3) Appraiser • When you are in the interview details page, click on “Create Form 4” button • A new tab for “Form 4 (Draft)” will appear along the top, and you are redirected automatically to it. 16

Screenshot – Create Appraisal Form 4 (3/3) • • • Appraiser Form 4 is split into 3 sections: • Summary • Assessment of Documents • PDP Expand each section to complete Same as for Appraisees, Appraisers are not expected to complete this in one sitting use the Save button when working on the form When finished, click “Approve and Forward to Appraisee” System will notify Appraisee via email 17

Breakdown of tasks (4/4) Appraisee … after Form 4 has been forwarded 10. Appraisee reviews draft Form 4 • • If Appraisee wants changes made, they click "Change Request" button and detail accordingly in the popup box. The system will unlock the form for Appraiser to make the necessary changes and re-forward to Appraisee. If Appraisee is happy with the content of the form, they click "Approve Form 4" and the interview is marked as completed - the system sends an automated email to Appraiser, Appraisee, and local Admins to confirm the interview has taken place and Form 4 has been completed. 18

Administrator Assign login (on request) Allocate Appraisers & Appraisees (& Appraisal Co-ordinator) Create Interview (done by either Admin or Appraiser) Appraisee Complete Appraisal Docs (Forms 1 -2, 3) Appraiser Reviews submitted Appraisal Docs Process completed: automated email confirmations sent Agrees and Signs Agree Confidentiality Statement (MUST) Submit Appraisal Docs (submit Forms 1 -2, 3) APPRAISAL INTERVIEW Disagrees Drafts Form 4 summary s ds gn war i S or F d n a Requests changes 19

Screenshot – Appraisee sign-off of Form 4 Appraisee • Appraisee reviews each section on Form 4 (click “Expand” to view full section) After review: • If amendments are needed, appraisee clicks on “Change Request” button and enters details in popup box • Form 4 is then unlocked and Appraiser is notified of change request, Appraiser then logs in to make the necessary edits and re-forward to Appraisee • If happy with Form 4, Appraisee approves it, and the process is marked as completed. • Auto email sent to Appraiser, Appraisee and Health Board Admin team 20

Important Tasks (1/2) • For Administrators • Assign Logins • Allocate Appraisers and Appraisees • For Appraisers • Create Interviews • Review Appraisal Forms / Docs • Appraisal Form 4 (create and sign) 21

Important Tasks (2/2) • For Appraisees • Complete Forms 1 -2 • Complete Form 3 • Upload supporting information • Go to Interview page: • Agree Confidentiality Statement • Submit Appraisal Forms • Sign off Form 4 22

Support - www. appraisal. nes. scot. nhs. uk • SOAR for Sec Care information site: • http: //seccare. appraisal. nes. scot. nhs. uk • Guidance to appraisal and revalidation • Links to Royal Colleges and Faculties websites • Guidance on using SOAR Database • And much, much more! • William Liu or Atia Khan-Tahir: • william. liu@nes. scot. nhs. uk • atia. khan-tahir@nes. scot. nhs. uk Here to help! • Report problems: • We can only improve with YOUR feedback! 23