nsw health online portal user guide.int.nnswlhd.health.nsw.gov.au/wp-content/uploads/... · welcome...

NSW Health

Online Portal User Guide. Version 4 26012015

NSW Health Online Portal User Guide.

2 | P a g e Stream Direct NSW Health Online Catalogue User Guide

Contents Introduction ............................................................................................................................................ 3

Minimum requirements .......................................................................................................................... 4

Request for a new user login details or change/additions to current cost centre/approver. ................ 4

About this user guide .............................................................................................................................. 5

Is this your first time? ............................................................................................................................. 5

WHAT IT DOES AND HOW IT WORKS ...................................................................................................... 6

As a User (Requestor)- How to place an order ....................................................................................... 6

Making Additional Orders ....................................................................................................................... 9

Placing an order using my Favourites: .................................................................................................. 10

Out of stock ........................................................................................................................................... 10

Current Orders ...................................................................................................................................... 10

Order history- Existing orders ............................................................................................................... 11

Approver- The role of an Approver ....................................................................................................... 11

Redirect my Approvals .......................................................................................................................... 12

As an Approver - How to approve an order .......................................................................................... 12

Admin Tab ............................................................................................................................................. 13

Downloading Approved files Self Print-These are items you can print yourself. ................................. 14

Templates.............................................................................................................................................. 15

Print on demand- POD .......................................................................................................................... 16

What is a POA item? Print on Application ............................................................................................ 19

Navigation menu bar ............................................................................................................................ 19

Quick Links ............................................................................................................................................ 19

Shortcuts Current Orders ...................................................................................................................... 19

Save an Order ........................................................................................................................................ 20

How to save a Favourite List ................................................................................................................. 21

Search.................................................................................................................................................... 24

Support ................................................................................................................................................. 25

http://www.google.com.au/imgres?q=NSW+HEALTH&start=93&safe=active&hl=en&biw=1258&bih=793&tbm=isch&tbnid=yZsP14kLpfPrtM:&imgrefurl=http://amansw.com.au/training-events/events/2013-ama-nsw-medical-careers-expo/&docid=F0Vx1iOVZfIh9M&imgurl=http://amansw.com.au/media/Image/cache/C261120-nswhealth120high.jpg&w=261&h=120&ei=IBwUUvqEBMLfkAW1k4DQBg&zoom=1&ved=1t:3588,r:6,s:100,i:22&iact=rc&page=5&tbnh=96&tbnw=208&ndsp=25&tx=109&ty=47



Introduction Welcome to the NSW Health Online Portal user guide. The following guides will provide you with easy to follow step-by-step instructions on how to process your order, check your order status and access a wide variety of print services, reports and much more using StreamDirect HOPS (Health Online Print Services). The portal is entirely web-based and will allow you to; Order catalogued items from

NSW State Clinical Forms

Mental Health

Agency for Clinical innovation (ACI)

Clinical Excellence Commission (CEC) forms

Pathology

Your Local Health District forms (LHD)

Request quotes for

products to be printed via Print On Application (POA) and have them delivered to your LHD

products to be printed via Print On Demand (POD) and have them delivered to your LHD

Ad-hoc printing.

Request for printed stationery

Business cards

Appointment cards

Letterheads Download

self-print forms to be printed from your desktop

Interactive PDF’s forms ready to be populated and printed from your desktop View

thumbnail of products

status of your orders

Approvals

Delivery status

HINT: You can print any of the HOPS step-by-step guides to create your own tailored training manual which you can refer to at any time or go to your Local Health District intranet site or Health Share at http://intranet.hss.health.nsw.gov.au/about/healthshare/operations/sfmc/2 to see a training video of this process. If you have further queries please email the Helpdesk [email protected] and a Stream Solutions consultant will respond to your query. Alternatively call us on 1300 786 075 Mon-Fri between 08:30am and 5:30pm (AEST) to speak to an account manager.


http://intranet.hss.health.nsw.gov.au/about/healthshare/operations/sfmc/2

mailto:[email protected]



Minimum requirements Reasonable speed internet access (sorry 56k dial up users!).

Internet Explorer 8

Internet browser configured to enable session cookies — session cookies are small nuggets of information that help the system remember your order as you click through between the pages, but don’t worry, they’re not permanent and don’t hold any personal info. To enable session cookies in Internet Explorer, from the Tools menu of your browser, select Internet Options. Click on the Advanced button under Privacy and choose Accept.

Adobe Acrobat Reader — on screen proofs and final artwork is presented in PDF format.

To view, save or print them requires Adobe Reader. You can download this software for free at www.adobe.com/reader

Request for a new user login details or change/additions to current cost centre/approver. As a nominated user you can add or change cost centre by obtaining a new user/change request form from your Local Health District Representative or go to your Local Health District intranet site or Health Share at http://intranet.hss.health.nsw.gov.au/about/healthshare/operations/sfmc/2

Complete the form which is an editable PDF and email to your manager/approver for them to check and complete. NOTE: The Approver should be the approver for ALL Cost Centres listed on this form. Additional forms must be completed for approvers other than the Cost Centres on this form.

As an approver it is your responsibility to approve or decline this new user to spend up to the value of $1000 on any order via the NSWH Online ordering system. Approver/Manager - if the user is approved please complete your details in the Approver/Manager section and send to your local contact e.g. LHD Representative, Finance department or system


http://www.adobe.com/reader




administrator for checking. Your LHD Representative, Finance department or system administrator – will check and approve all relevant information is correct, then forward via email to Stream Solutions [email protected] for processing a new user account. If you have not completed the form correctly your LHD representative will decline your form for you to amend and re submit.

NOTE: NO PO Box/Locked Bag delivery addresses not accepted, street address must be supplied.DO NOT PRINT OUT or email scanned image. This form MUST be completed, electronically and supplied to Stream Solutions by your LHD representative.

Please contact your local LHD representative should you require assistance in completing this form.

About this user guide This guide is as much a tutorial as a reference guide. It’ll only take 10 minutes to read the -by-step process on how to login and place an order. TIP: Print out a copy and keep close at hand.

Is this your first time? Note: first time users will initially see the default system screen. If you have been approved access by NSW Health you will have received an email from Stream Direct with your Username: Your NSW Health Employee Number and a password. Click the URL Link www.tollstreamdirect.com in this email to go to the initial log in page which is the Toll Stream direct generic login page. But do not worry. You will be prompted to change this initial password. Once you have successfully completed the initial log you can browse the site and place orders. NOTE: When you next log on to this URL you will see the NSW Health login landing page which has been set by your acceptance of cookies. Add this to your browsers favourites.



http://www.tollstreamdirect.com/



WHAT IT DOES AND HOW IT WORKS Once you’ve logged in you’ll be at the NSW Health Welcome page.

As a User (Requestor)- How to place an order NOTE: All NSW State wide and Local Health District (LHD) clinical forms are located in the Clinical Forms category and your local district forms are located in Other category. Use the Search function for ease of use by key word or by product code or description. Step 1 From the Welcome page, select the product category you wish to order from by clicking on the appropriate Quick link icon. NOTE: If you only have one cost centre allocated to you then you will not see this one cost centre listed. If you are approved to order on behalf of multiple cost centres all of these will be listed for selection. Select the cost centre you wish this order to be charged to. One order per cost centre is allowed. Each cost centre has a default delivery address and this is where your order will be delivered to. You have the option to change and override this address during the ordering process. See change delivery address on page 8 (Step 6) NOTE: If the delivery address for your cost centre is incorrect or you require access to order for multiple cost centres and you cannot see them contact your LHD representative to obtain a change request form have these added or changed. There can only be one approver per cost centre.




Once you have selected your relevant cost centre and checked the delivery details the next step is to view the catalogue. Either click in the desired category or; Alternatively use the Search Function: If you know the specific product, you can enter the product code manually into the product code field. The search function will allow you to search for a product, either by product code NHXXXXXX , SMR code or description/keyword or part of a word. Once you have found the item you can click on the PDF image to check its accuracy. IMPORTANT NOTE: Images (thumbnails) of the items are turned off by default. Toggle images on or off as you see fit. You can view a larger image of each item by clicking on the thumbnail or turn off the thumbnails by clicking the Images button The Pick from List will show you every product available to you, without any restrictions or filters. When browsing the catalogue, simply click on each folder name to view its contents. Step 2 Next, choose the item you wish to order and select the quantity then add to your shopping basket. You will then be able to view all current available products in that category. NOTE: The system will tell you the items and how many you added by flashing green in the quantity order column. All maximum order quantities are set by the State Forms Committee for State wide forms or your Local Health District (LHD) forms committee for your local forms.

Step 3 Browse the catalogue and add multiple products to your basket using the Add to Basket button until your order limit is reached ($1000.00 per order). Step 4 Click on View My Basket to see the products you’ve selected.




Step 5 From the My basket - Contents page, you can view your order and add or delete products if

you need to. Always select recalculate if you add or delete from your basket. Select the X button far right to delete items from your basket. Once you are happy with your order select NEXT.

Step 6 Click Next to confirm your user delivery details. You can manually change the delivery address here. NOTE: This delivery address is the default delivery address for your selected Cost centre. You can change this delivery address here but it will not save as a default. These details are important to ensure a correct delivery and allow the approval team to see which product is being ordered by which LHD.

Step 7 Confirming your Order will finalise your order and send it to your NSW Health LHD approver for approval. You will see notification of this on the screen and your approver will receive an email advising your order has been sent for approval. The approver email will request them to log on and approve your order.




Step 8 Once your approver approves your order you will receive an email advising your order has been placed with the warehouse. Step 9 Upon dispatch of your order from the warehouse you will receive an email with a link to track and trace your order. Select this link and you will be redirected to the Toll Priority website showing your delivery and its status.

Making Additional Orders

You can select your next order from a choice of options. If you know the specific product code or name, you can enter the product code manually into the search function. Search will allow you to search for a product, either by product code or description/keyword. Pick From List will show you every product available, without any restrictions or filters. When browsing the catalogue, simply click on each folder name to view its contents. You can also repeat an order after you have placed one by clicking the catalogue button and selecting existing orders to repeat an existing order. Choose the order you wish to re order. To

delete items from existing/repeat orders select the X button far right from your basket (view basket). Once you are happy with your order select NEXT.

Or by selecting from your Favourites Folder. See page 23 How to create a favourites list page




Placing an order using my Favourites: From the main home page select Catalogue and then select Place Order.

Select From Favourites List. Choose the Favourite list you wish to use and click Select. You will then

see My basket –Contents page with all the items in your Favourite list added. Select the X button far right to delete items from your basket and Select Add Products to add items. Once you are happy with your order select NEXT.

Out of stock When an item is out of stock at the ware house you will see an OUT OF STOCK notification. This means this item is out of stock and being re ordered by your LHD representative. In the first instance contact your LHD representative who can advise you on the status and timeframe for this replenishment.

Our aim is to minimise the amount of time for the out of stock items but sometimes this is unavoidable. If any item is OUT OF STOCK pleases check the website regularly. Alternatively you can contact the Stream helpdesk [email protected] or call us on 1300 786 075

Current Orders From the Home Page select Current Orders quick link (blue button). From here you will be able to see the status of all your current orders.

Pending means awaiting approval Awaiting picking means your order is has been approved and placed with the warehouse for processing. Dispatched means your order has been dispatched form the warehouse





Order history- Existing orders

View ALL your previous orders here and their status.

Existing orders allows you to see all your past orders and what was ordered each time. You can also use these previous orders to repeat an existing order and make alterations as and if you wish. Select the order you wish to repeat. Select repeat order button. This brings up this previous order in your My basket Contents. At this point you can add products to this order by selecting the

Add Products button or delete products by de selecting them using the X icon far right

. Always select re calculate to see your new order value before submitting this order for approval.

Approver- The role of an Approver As an approver you have an important role that of approving requestor/user orders for your nominated cost centre/s within a reasonable timeframe. It is expected that your approvals be completed within a reasonable amount of time as not to delay the delivery of important printed material to wards/hospitals. Each order will remain unapproved and not processed until it is approved or cancelled.




Redirect my Approvals If you are going on annual leave or will be away for your position, for any length of time (more than 5 working days) please contact your LHD Representative advise them to have orders approved for you in your absence. Your LHD representative will contact Stream Solutions to arrange this. Please specify a date range From-To. This must be done in writing via email only.

As an Approver - How to approve an order Upon receipt of the users email request for their order approval, you must login to the NSW Health Online portal and select the appropriate users order. Select catalogue from the top menu bar and scroll down to Orders Awaiting my Approval.

You’ll see the below screen with orders you have been nominated to approve for your cost centre. Select an order to work on. Check for accuracy and select approve or decline. If you decline the order for whatever reason please give the user an explanation for the decline and ask the User to resubmit their order. The order is complete. Repeat the process for multiple orders.




Once you have completed all your approvals you will see the screen below showing there are no orders to approve. An automated email notification will be sent to the user and you as the approver confirming the order has been approved and sent to the warehouse for pick and pack.

Admin Tab In this tab you can change your details except your user ID, which is unique and cannot be changed. You will be asked to type in your current password for verification of you as a user or approver.

Useful items to note: You can change your password, phone number or updating your email. Select Save after these operations.




Downloading Approved files Self Print-These are items you can print yourself. Follow the same steps on how to place an order for a warehouse item beginning on page 4. Once you receive an email confirmation stating your order has been approved you are can log back into the system to download your-self print item. From the Welcome page select the Current Orders. Choose your approved order with your self-print item and select View. From the My basket –Contents page select the download arrow which is now active and you will be able to download the item to your local PC. The download icon is an arrow pointing DOWN.




Templates Products that are editable by the user and require LHD specific text will have a magnifying glass icon associated to it. Click this icon to open the template preview and populate with local district information. This information is typed into the reference field table located on the left of the template preview.

Click this icon to view the reference fields that require input.




Enter the details in the relevant fields and click Preview for an on screen preview. Where possible, you can make as many changes to this document as you like. How do I type over again and press Preview? Hint: Lookup will allow you to search on previous orders to pre-populate this template. Handy for more complex templates with lots of fields that you order regularly. When you’re happy with the content, click Approve this proof to move to the next step. You will return to the My basket — Contents page. Click Next to confirm your user delivery details. These details are important and allow Stream solutions to deliver directly to you. What if they are not correct?

Print on demand- POD The portal allows you the option to have the specific products printed and delivered to your required delivery point and these are indicated by the words Print On Demand on the website. The portal will calculate the final cost for you and will appear in the My basket — Contents screen. IMPORTANT NOTE: These print on demand items do not require warehousing and are printed specifically for you on demand and as such cannot be returned. PLEASE CHOOSE CAREFULLY. Step 1 From the Welcome page, select the product category you wish to order from by clicking on the appropriate Quick link icon. Select the cost centre you wish this order to be charged to. If you are ordering for more than one cost centre select the appropriate cost centre and check the delivery address because this is where your order is going to be delivered and charged to. You have the option to change it later in the ordering process. NOTE: If the delivery address for your cost centre is incorrect or you require access to order for multiple cost centres and you cannot see them at this point, contact your LHD representative to obtain a change request form have these added or changed, remembering there can only be one approver per cost centre.

Alternatively use the Search Function: If you know the specific product, you can enter the product code manually into the product code field. The search function will allow you to search for a product, either by product code NHXXXXXX , SMR code or description/keyword or part of a word.

Once you have found the item you can click on the PDF image to check its accuracy.




IMPORTANT NOTE: Images (thumbnails) of the items are turned off by default. Toggle images on or off as you see fit. You can view a larger image of each item by clicking on the thumbnail or turn off the thumbnails by clicking the Images button Pick from List will show you every product available to you, without any restrictions or filters. When browsing the catalogue, simply click on each folder name to view its contents. Step 2 Next, choose the item you wish to order and select the quantity then add to your shopping basket. You will then be able to view all current available products in that category. NOTE: The system will tell you the items and how many you added by flashing green in the quantity order column. All maximum order quantities are set by the State Forms Committee for State wide forms or your Local Health District (LHD) forms committee for your local forms and you cannot order above these quantities. Only NSWH can change these order limits.

Step 3 Browse the catalogue and add multiple products to your basket using the Add to Basket button. Note: Order limit is $1000.00 per order. Step 4 Click on View My Basket to see the products you’ve selected. Step 5 From the My basket - Contents page, you can view your order and add or delete products if

you need to. Always select recalculate if you add or delete from your basket. Select the X button on the far right hand side to delete items from your basket. Once you are happy with your order select NEXT.




Step 6 Click Next to confirm your user delivery details. You can manually change the delivery address here. NOTE: cost centre is assigned an approved delivery address. You can change this delivery address here but it will not save as a default for future orders. These details are important to ensure correct delivery.

Step 7 Confirming your Order will complete your order and send it to your NSW Health LHD approver for approval. You will see notification of this on the screen and your approver will receive an email advising your order has been sent for approval. The approver email will request them to log on and approve this order.




Step 8 Once your approver approves your order you will receive an email advising your order has been placed with the printer.

What is a POA item? Print on Application

POA stands for Print On Application. These items are catalogue items that you, the user will need to contact your Stream Solutions account manager via email [email protected] to get these items printed. POA items are a viewable PDF via the online website so you can determine if this is the correct item. You must then email the designated email [email protected] as instructed on the website with details of your order. You will receive a quote via email to approve and be required to provide an Oracle Purchase order using this quote which you will need to send to your LHD representative who will process the order. We will then proceed to produce the POA item for you and deliver directly to you. You will be notified once we receive the PO from your LHD representative and advise of a delivery time.

Navigation menu bar (Home, Admin Catalogue and Logout)

Home will always bring you back to the Welcome page Admin will allow you to change your password and update your personal details. Catalogue gives you selection to place and order, check your existing orders, repeat your orders, shows your favourites and as an approver shows order requiring approval. Logout will exit you out from the portal

Quick Links Below the navigation menu bar is the quick links icons. Each icon takes you quickly to that area of the catalogue for ease of use.

Shortcuts Current Orders Shows the current orders you’ve requested from the warehouse and the status.






Save an Order When you are in the View Basket window, at any time before submitting your order you can SAVE your order and go back to it and add further items later.

To go back to a saved order, select Catalogue from top menu bar and scroll down and select Place an Order. You will see your saved order here. Select and continue to add items. When you are ready to submit send your order for approval.




How to save a Favourite List From the main menu bar select Catalogue Favourites

There are many ways you can create a favourites list. Option 1 is to create one list with all your favourite items you repeatedly order. Option 2 is to create your multiple lists and save specific favourites items into these lists. For example; create different favourite lists for selected items. Medical Records Folders may be one list, Theatre forms another, admissions and so on. You can even create folders by, persons names and so on. There is a limit of 20 characters for the name of the folder. You can create as many favourite lists as you require for ease of use. When you get to the Favourite List Summary. It will ask you to name your favourite list. Once you have given your favourite list a name click on “create your list as”

Hint: Before looking for any products, change the Result Limit from 50 to 250.




Create a new list and select items to add to this list using search function. Compile a list of your favourite items to speed up your ordering process.

How to add items to your favourite list. Once you have created your list you can add items clicking on select. The search function will appear. To add items to this list, begin by using the search field’s and type in the Product code if known into the Product codes field. Click search. This will bring up your form. Alternatively you can type in NH in the search field and this will bring up all your NSW Health State forms, which you can select from. You can also type in a word or part of a word in the description filed to search.

EG: all NSW Health products begin with NH plus a six digit identification number with an SMR number which relates to the barcode on each for used for scanning, SMR number start with the letters SMR and six numeric digits 3 plus 3 separated by a dot after the first 3 numeric digits.




Once you have found what you are looking for Use the check boxes on the left to add products to the selected favourites list. When you have added your products to your favourites list go to the bottom of the page and select ADD. Repeat this process for all your other favourite lists.

Hint: Make different favourite list for selected items. I.E. Medical Records Folders in one, Theatre forms in another, admissions in another, even buy persons names and so on. You only have a limit of 20 characters for the name and keep your favourite lists small for ease of use. Is this repeated in favourites?

Above are some examples of favourites list you can build and maintain




Below is an example of a Favourites list being built with some products saved.

Search If you know the specific product code, you can enter the product code manually. Search will allow you to search for a product, either by product code NHXXXXXX, SMR code or description/keyword. Pick from List will show you every product available to you in a list format, without any restrictions or filters. To find Pick from list, select Catalogue from top menu bar and scroll down and select Place an Order. Select new basket. From the below list you can select “Pick from List” or any of the other items to add items to your new basket.




Support If you are having other non-Stream technical issues, contact the State Wide Service Desk on 1300 28 55 33.

Contact Stream Direct helpdesk via email [email protected] from the login page, for all your Stream Direct technical issues, including if you are locked out of your account access because of too many attempts to log on unsuccessfully.

or [email protected] for new user, cost centre, approver or order enquires.

NOTE; New user request, cost centre changes/additions and approver changes must be submitted by your LHD representative and not by the user or approver direct to Stream Solutions using the new user form obtained from your LHD representatives or off your intranet at http://intranet.hss.health.nsw.gov.au/about/healthshare/operations/sfmc/2

Alternatively call us on 1300 786 075 Mon-Fri between 08:30am and 5:30pm (AEST) to speak to an account manager.





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