Peer Review: A online process step by step guide through the All NES Dental audit documentation is through the process. now online and submitted via the NES Portal. This guide is produced to step you The ibooklet area of NES Portal now has a new Dental Audit area where you can undertake all of this work. The menu structure is shown below and you will find a detailed description of how to use each of the areas listed within this guide. New Application: Getting Started When you click on the New Application link, the process of creating a new application record is started. Initially, you are met with the following pop-out screen. Notes You need to populate all 4 fields to continue. If you wish to abort, simply click the X button top right of window to cancel. Application Type gives you the option of Audit, SEA or Peer Review. This will drive what form (GP216A, GP216B or GP216C) you see to complete in the next step so it is important you choose correctly at this stage. The Application Type you select and save here cannot be changed later. 1
New Application: The Peer Review Application Form (aka the GP216C) When you click the Continue button on the Getting Started page, the record is created in the database and you are ready to put some meat on the bones. For reference, the project will now sit at status Draft in the Your Audits panel but we will cover that area in more detail later. The Application form will default to either the GP216A, GP216B or GP216C form depending on what Application Type you chose in the Getting Started panel as described in the previous section. Tab One: Project Details The Application form itself is very similar to previous versions and is based on the form designed by the Scottish Government and all fields are mandatory with the exception of the Additional Information field. As this is a GP216C (Peer Review) application only future dates* are allowed. *NES is unable to retrospectively approve Clinical Audit and Peer Review applications. If your application is for Peer Review Approval you will be able to upload any supporting documentation on Tab One. As the person who has created the form, the system sees you as the Lead Applicant. You cannot override this. As Lead Applicant it is expected you will be undertaking some extra tasks and you should tick all that are applicable at the foot of this tab. The system will expect you to tick at least one before it can be submitted. Tab Two: Project Participants You are responsible for adding the other Dentists who are participating in this project. Search for the dentist using name or better still their GDC Number; it goes without saying they must have already created and verified an account on NES Portal to be found and added. As this is Peer Review, you must add at least three other participants before you can submit the application. A maximum of eight participants, including yourself can be added. Please double check you have added the right dentists some on Portal have the same name as each other and if you have made a mistake then use the delete functionality here to cancel them. You can adjust each project participant s hours by clicking into that field on the table you build. Please be aware that NES will review all applications and the hours applied for and hours awarded are not always one and the same! 2
It would normally be expected that the Lead applicant would be eligible for one and a half hours of extra time for Peer Review projects compared to other participating dentists, in recognition of the additional work involved as the project lead. Tab Three: Final Reports This tab is reserved for uploading project evidence at the end of the process. At Application time, the tab will therefore be disabled and you can ignore it for now. The Submit Button When the system is happy you have completed all mandatory fields, it will turn green. When you are happy you have everything entered, you can press it. When you do so, you will be alerted to ask if you are sure you wish to continue. Once the Application is submitted you cannot change anything on it. Please ensure you have take time to complete it as thoroughly as possible; one possible outcome of the review is for further information to be requested and you can reduce the chances of this by getting it all submitted in the first place! You cannot add or remove any participant after the form is submitted so ensure your project team is correct. If there are unforeseen changes after the submission contact the Audit Administrator using the button provided on the Your Audits panel. Once the application is submitted, an email will be generated automatically to NES to alert them. You and everyone else you listed in Tab Two will be copied into the email for reference. The application can now be found, and its details seen, by everyone on the project via the Your Audits tab. The Project will sit at status Submitted with the date clearly marked. 3
Your Audits This area will show you all Audit/SEA/Peer Review Applications you are listed as being involved with. The panel is split into three sections, with Audit first, Peer Review second and SEA last for ease. Click the project title to see details of each. Notes 1. If a project is listed as Draft then it means it has not been submitted to NES for review yet. Furthermore if you are the lead applicant on a draft project you will see functionality to delete it if you wish. 2. Once a project is submitted you cannot delete it however the Audit Administrator can do this so please use the button provided on each record to get in touch with them directly. The Audit Administrator is your first port of call for any query and you should not contact them and not the NES Portal support line with any questions. 3. Please be aware that the hours listed against the project are Your Hours and may differ from other participants. Until the project is completed and relevant administrative work is done at NES, the hours are indicative only and subject to change. Once they are verified you will see a green tick next to them. These hours are now awarded and will appear on your vcpd report as expected. 4. The GP216 Annex 2 form that must accompany the GP217 for payment is only generated on successful completion of a project. It can be generated directly from the Your Audit panel. 5. The GP216 Annex 2 and GP217 forms should be posted to PSD. We hope to deliver an online GP217 submission, along the lines of the current online GP214 submission, in the spring of 2015. Help & Guidance A link to this document. Please also see the FAQ section at the end of this document 4
Submitting your Final Report(s) 1. If your Peer Review Application is approved you will be given clear guidance as to when the deadline date for final report submission is due in an email confirming approval a. The deadline date is 6 months after the approval date. b. Towards the end of that period you will start, as lead applicant, to receive reminder emails of the date. c. These will continue if the system does not see you as having submitted all report documentation. d. Once the deadline date has passed, if you have not submitted the report(s) then the project status will change to incomplete. 2. To add your final report(s) you should go to the Your Audits panel and click the project title. Once in the project, go to the Final Reports tab. You can add one or more documents and when finished, click the Submit Reports button. a. This alerts NES to the fact you are ready for the report(s) to be reviewed and it will be picked up and processed. b. You will get an email confirming the final report(s) are with NES, for your records. c. No more reminder emails should therefore arrive. 3. Do not miss the deadline date. 5
Peer Review: some FAQs 1. I am a Practice Manager - Can I complete the Application Form on behalf of my Principal? No: The Dental Audit area on ibooklet is only open to Dentists. Everyone should be completing the form for themselves and logging in under another s credentials breaks our Terms & Conditions. 2. I cannot seem to find a dentist on the system to add to the Project on Tab Two what s wrong? They probably do not have a Portal account. They must have one to be able to be found. The best way to search is by GDC Number as this is, as you know, a unique identifier. 3. How do I know I ve submitted the Application ok? You will get an email everyone you list on the project will get one in fact. The project will also be listed on Your Audits with the status of Application Submitted. 4. What happens after I submit an Application for Peer Review Approval? Someone will review it. They will conclude it is either (1) Approved (2) Rejected (3) Amendments required or (4) Ask for a Second Opinion. You will be alerted to any outcome at the appropriate time - and feedback will be given if it s warranted. 5. I do not see much progress who can I call? Please do not call use the Contact Audit Admin button on each record to get in touch. 6. My hours are not the same as I remember adding them on the application why is that? The Reviewer has the power to adjust the hours awarded. What you apply for and what you get might be different. 7. I am not seeing the hours on my vcpd report but they do appear on the Your Audit panel why is that? The project needs to be Completed and signed off by the Audit Administrator before that will happen. The hours awarded on the Your Audits panel will show a green tick when this is done. Contactt the Audit Administrator if you wish to discuss this. 8. I am ready to upload the Project Report where do I do this? Go to the Your Audits panel, click on the Project title and go to the Final Reports tab. You can upload documents there. 9. I am the Lead Applicant I have asked one of the other project team to upload the final report but they say they cannot do this why is that? Because the system only allows the Lead Applicant to add or remove documents (all others can see them however). 10. I have missed the deadline date for submitting my final Audit Report. What are the consequences? This should not happen as you will have been sent a number of reminder emails. It is expected the report(s) will be submitted on time. If this fails to happen the Audit is marked incomplete and you will not be able to be awarded the hours for the project. 6