User Guide 1
Table of Contents
1.0 Introduction 2
1.1 Overview 2
1.2 Data Protection Issues 2
2.0 Logging In 3
3.0 Declaration 4
4.0 Main Menu 5
5.0 Client Search 6
5.1 Search Screen 6
5.1 Working through the Client Search 7
5.2 Working through the Client Eligibility 8
5.2 Client History 9
5.3 Eligibility History 10
5.4 Correspondence 11
5.5 Family Group 12
5.6 Family Group - Functionally 13
5.7 Family Group - Rules 13
5.8 Some data is missing, why is that? 14
5.9 Getting Better Results, Faster 14
5.10 Help me identify the client better? 15
5.11 What if I do not know the spelling of the name? 15
User Guide 2
1.0 Introduction
1.1 Overview
This user guide is for National Schemes Viewer.
1.2 Data Protection Issues
Only authorised staff in the HSE can access National Schemes Viewer and
when so doing can only access information that is specifically required for
them to carry out their HSE duties. Each user will have been individually
authorised to use the NSV by a senior manager in his/her Area.
User Guide 3
2.0 Logging In
To login to National Schemes Viewer a user required a PCRS Single Sign
On account. Enter your username and password and press the 'Login'
button.
User Guide 4
3.0 Declaration
The National Schemes Viewer (NSV) gives the registered user access to
sensitive personal information about members of the public. There are a
number of Data Protection Issues to consider and be aware of. If you are
unsure of your responsibilities in the area of Data Protection you should
discuss that with your line manager before you proceed. Only authorised
staff in the HSE can access the NSV, and when so doing can only access
information that is specifically required for them to carry out their HSE
duties. Each user will have been individually authorised to use the NSV by
a senior manager in his/her Area.
Each time you log in you will be presented with a declaration, similar to
the screenshot above (which has been truncated), and you should only
proceed in accordance with that declaration. You are fully responsible for
the username and password given to you and you should not share that
password with anyone for any reason. When you confirm that you accept
the declaration, and click on the tick box on the bottom left hand side of
the screen, the ‘Continue’ button will appear and you may continue.
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4.0 Main Menu
On the Main Menu page you are presented with the following options:
o National Schemes Viewer - To view client information, status,
history etc. select this option.
o Medical Card Application Viewer - For information about the
status of a medical card application select this option (for Help on
this Option refer to separate Guide entitled ‘Medical Card
Application Viewer User Guide’).
o DPS Refund Viewer - For information about the status of a refund
application select this option (for Help on this Option refer to
separate Guide entitled ‘DPS Refund Viewer User Guide’).
o Help - For Help/Guide documents select this option.
User Guide 6
5.0 Client Search
5.1 Search Screen
Client Search allows users search by:
NCI Client number.
PPSN number.
Card number.
Surname & Forename.
Surname, Forename and DOB.
Surname, Forename and Address.
The most common search criteria used are: card number on its own, PPSN
Number on its own or Surname and Date of Birth.
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5.1 Working through the Client Search
As an example: Key in PPSN or Card Number (e.g. Medical Card or DPS
Card) press search, and matching client details will be returned
underneath the search criteria box:
If a client has or had more than one eligibility or card type the details are
returned, including current and expired eligibility.
To see the client and card details and any available history information:
Click on the blue ‘Client No’ beside any of the results.
User Guide 8
5.2 Working through the Client Eligibility
You will be brought into the details page for that client. Note: If a client
has returned more than one result (as in the above example) because they
had DPS eligibility and now have GMS eligibility, selecting EITHER of
those results will bring you into the same ‘details’ page for that client.
Here is what the details page looks like.
On the left hand side you can see the client information and can also
access the client history details. On the right hand side you can see the
current eligibility and can also select eligibility history if there is any. The
panes on the right hand side show some details about all of this clients
eligibilities, current as well as expired.
User Guide 9
5.2 Client History
If you select ‘Client History’ you will see a screen like this (IF there is
historical client information – if there is no historical information the
pane on the right hand side will have only one entry and will not be
selectable)
On the left hand side you can see the current client details. On the right
hand side you can see a selection of dates on which this client’s
information was changed and the username of the person that made the
change. If you select any one of the dates shown in this pane it will show
the appropriate client details in the left hand pane
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5.3 Eligibility History
If you select the ‘Eligibility History’ you will see a screen like this.
This page displays the following:
Client Information
Eligibility Events
List of Doctors
User Guide 11
5.4 Correspondence
This page displays the following:
Client Information
List of Correspondence
User Guide 12
5.5 Family Group
This page displays the following:
Client Information
Family Group
Add Card to Family Group
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5.6 Family Group - Functionally
Provides a facility to create family groups.
Provides a facility to add another card to an existing family group.
Provide facility to remove a card from an existing family group.
5.7 Family Group - Rules
1. Card number must be eligible on National Schemes Viewer.
2. Prevents users adding a student to a family group (This can be done on
MedicalCard.ie).
3. Must have at least one adult.
4. Must be valid GMS card number.
5. Can’t add duplicate card number to Family Group.
6. There can only be 2 Adults per Family Group.
User Guide 14
5.8 Some data is missing, why is that?
Please remember that in most cases the data that you see is data that was
provided by a local health office some time ago on a registration or a
review. Some information may not have been provided in the past that is
now obligatory. If you see gaps in information on a client record that is
likely to be the reason.
5.9 Getting Better Results, Faster
The less identifying information that you key into your search, the more
results you will receive, making your job in identifying the client you are
looking for more difficult. E.g. if you have the persons PPSN or their Card
Number, or their Surname and Date of Birth you will generally get very
few results and will be able to identify the client immediately. If you only
have a surname you will get a lot of results and may not be able to easily
identify the client.
Remember that you are now looking at a NATIONAL system, so you are
looking at a few million records as opposed to tens of thousands. E.g. If
you are looking at a local system for Joe Bloggs you may return 40 clients,
on the national system the same search may return 800 clients. The
enormous benefit of the national search is that if you search for Joe Bloggs
DOB 24/7/1962 you will see the national picture for this client under all
of the schemes, with a full history.
User Guide 15
5.10 Help me identify the client better?
You can re-order the results shown by clicking the column title, e.g. if you
want to reorder the list shown in PPSN number order click the heading
‘PPSN’. If you reorder the list you will see a line underneath the column
title that you have selected to reorder the list by, e.g. in this case you will
see a line under the heading title ‘PPSN’.
Please note that when you reorder the list it will reorder in standard
alphabetical (A-Z) or numeric order,
5.11 What if I do not know the spelling of the name?
Where a Surname and or Forename are used in a search the results will
show a list of clients that match the criteria you use but will also show
results that are a ‘close’ match to the surname and/or forename that you
keyed in. In the example below we keyed in just the surname ‘Avers’.
There are no results for that surname but a list of close matches and
names that sound like ‘Avers’ are shown, e.g. ‘Aver’ and ‘Ayivor’.
Each result shown is given a ‘Score’. The closest match gets the highest
score. The results are shown with the highest ‘Scores’ on top. You can
change the order of the results by selecting any column title.