CARS Project

Service

User Guide

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Contents Version Control ................................................................................................................................. 2

About CARS ....................................................................................................................................... 3

Login ................................................................................................................................................. 4

CARS Menu ....................................................................................................................................... 4

Change your password ...................................................................................................................... 5

My Profile.......................................................................................................................................... 5

Service Registrations ......................................................................................................................... 6

Select your organisation ................................................................................................................ 8

Completing a Review ......................................................................................................................... 9

Service User................................................................................................................................... 9

Accessing your review ................................................................................................................ 9

Checklist .................................................................................................................................... 9

Action Plan .............................................................................................................................. 10

Standard Comments ................................................................................................................ 10

Summary and Signoff ............................................................................................................... 10

Version Control

Version Date Author

Draft 1.0 13th June 2017 Pete Rogers

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About CARS

The Royal College of Psychiatrists College Centre for Quality Improvement collects data from

hundreds of health and social care organisations to support its accreditation and peer-review

processes.

The accuracy and availability of this confidential information is paramount and as a result the CCQI

has spent the last 3 years developing a centre wide information management system to support our

work.

The College Accreditation and Review System (CARS) will eventually manage the information from all

of the CCQI’s 19 accreditation and peer review projects.

Services will have their own dashboards, enabling them to access their current and previous cycle’s

reports. They will be able to directly compare their performance and the CCQI will be able to collate

information for services

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Login

You will be provided with a username and password to access CARS. You should receive an email

with your account details. The address of the live CARS site is

https://cars.rcpsych.ac.uk/

Figure 1 User Account Email

CARS Menu

Once you have logged you will see the menu across the top of the page. The security on CARS is role

based each role (for example Project Admin or Service User) will have access to different functions

on CARS these functions are accessed from the menu. Your user account will be setup with access to

just the project that you work on.

Figure 2CARS Menu

This manual describes the functions of each of these menu items in detail and in the order in which

you are most likely to use them on a daily basis.

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Change your password

When you login for the first time you may want to change your password to something you can

remember, you can do this by selecting change password from the My Profile menu. Following the

on-screen instructions to create a new password

Figure 3 Change Password

My Profile

You can use the My Profile page to update your contact details on CARS.

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Service Registrations For a new service to use CARS for the first time they must use the Registration form on the CARS

website. This can be found by clicking Join Us on the CARS home page. It is important that you

understand the registration process so that you can advise/help services when they are registering.

A service can save their registration and come back to it at a later date, if they do this then they will

need to the use the email and password they provided when they started their registration.

Figure 4Service Registration start new or continue existing registration

To start a new registration, they simply click the Start New Registration button.

Figure 5 Service Registration Part 1 – Select Project

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Figure 6 Service Registration Part 1 – Organisation Details

Part 1 of the registration screen has 3 sections that capture information about the organisation, the

service(s) and the contact who will be added as a user to CARS once the registration has been

approved.

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Select your organisation

This is a very important aspect of CARS each organisation and service must be uniquely identified on

the CARS system across all the projects that the service is working on. This identifier facilitates cross

project reporting on service progress. CARS is pre-populated with a large number of organisations

and service details but as new services come on board they must be added to CARS in a controlled

manner.

Figure 7 Service Registration Part 1 – Select your Organisation

The organisation field on the registration page has all the organisations currently working on CARS

projects. The list has an auto complete feature so the service can start typing in their organisation

name and the list will automatically filter based on what they type.

So as shown below if we start typing enf the organisation list is filtered to show matches, in this case

there is just one Barnet, Enfield.

Once they have gone through the rest of the application form and submitted it they will see the

following message and an email will be sent to the project admin users informing them of the new

registration.

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Completing a Review

Service User

Accessing your review

Once a workbook has been created and is “open” you will receive an email notifying you that the

checklist is available.

Log into the system, from the home page you will see the ‘My Services’ section displaying any active

reviews, you can click this link to go straight to the checklist.

Checklist

The checklist page will look like this:

1. This will display the percentage of completed standards

2. The majority of projects have a section for contextual questions, if yours does this is where it

will appear.

3. These are the different sections for this review

4. Here you will see the date of review along with review details

5. These are the different criteria for this specific standard

6. This is a list of the standards for this section

7. Here you can upload evidence for the review

8. This is where you enter a ‘score’ for each criteria

9. Here you can add a comment/upload specific evidence (if permitted) for this criteria

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Action Plan

If available to your project, you will have access to ‘Action plans’. If you select ‘Not Met’ as a

response for any criteria you will see a link below the score:

Clicking this link will allow you to enter an action plan for this specific criterion including Plan,

Outcome, Notes, Completed dates and Lead person.

At the bottom of the checklist page you will see a ‘Print Action Plans’ button, clicking this will

generate a document displaying all the action plans and their individual details.

Standard Comments

Towards the bottom of the checklist page there will be a section for adding comments, along with

selecting a comment type such as ‘Area of Achievement’ or ‘Area of Improvement’.

These will then be printed out onto the Report/Workbook.

Summary and Signoff

Once you have completed the checklist, you can click the button at the bottom of the page ‘View

Summary & Signoff’.

This page will display any missing responses or comments; if you have anything missing it will

prevent you from signing off the review.

Once you have no missing comments/responses you can click the button ‘Sign Off’ (you will

prompted letting you know after this stage you will no longer be able to make any changes to this

review).

Once signed off your role in this review is finished, you may close the website or continue with

another review.