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PRACTICUM DOCUMENTATION SCANNING & QUALITY ASSURANCE PROCEDURE FOR SYDNEY MEDICAL SCHOOL - ALL CLINICAL SCHOOLS RECORDS MANAGEMENT SERVICES Last Updated: 31 May 2011 Records Management Services Helpdesk t. 02 9036 9537 (ext. 69537) e. [email protected]

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PRACTICUM DOCUMENTATION SCANNING & QUALITY ASSURANCE PROCEDURE FOR SYDNEY MEDICAL SCHOOL - ALL CLINICAL SCHOOLS RECORDS MANAGEMENT SERVICES Last Updated: 31 May 2011 Records Management Services Helpdesk t. 02 9036 9537 (ext. 69537) e. [email protected]

Medicine Practicum Records Scanning and QA Procedure

Geraldine Hewitt 31 May 2011 Page 2

TABLE OF CONTENTS

FAQ ....................................................................................................................................................................................... 2

DOCUMENT PREPARATION ............................................................................................................................................... 3

SCANNING ........................................................................................................................................................................... 3

QUALITY ASSURANCE ........................................................................................................................................................ 4

What if the scanned document is of poor quality and should not be kept as a record? ..................................................... 6

What if the document barcode was not read and pages were stitched to another document? ........................................ 11

What happens if the image quality is poor? ..................................................................................................................... 13

Appendix 1: Quality Assurance Tools and User Profile Requirements ................................................................................ 15

Appendix 2: Mapping a Network Drive to RMS’ Medical Folder .......................................................................................... 16

Appendix 3: Installing the Citrix ICA Client .......................................................................................................................... 17

Appendix 4: Student’s Scan Cover Sheets for Documents with ONE Barcode ................................................................... 21

For Clinical Schools ......................................................................................................................................................... 21

For Specialty Blocks and School of Rural Health ............................................................................................................ 22

Appendix 5: Documentation Registered in a TRIM Practicum File ...................................................................................... 23

Hardcopy Documentation > Clinical School staff scan to Medical folder & RMS upload to TRIM ................................... 23

Electronic Documentation > Clinical School staff register in TRIM via Outlook Email Add In .......................................... 26

Appendix 6: Advanced Functionality within TRIM via Citrix ................................................................................................. 28

Appendix 7: Scanning Specifications per Clinical School .................................................................................................... 29

Appendix 8: Registering Email and Email Attachments to Practicum Files in TRIM ............................................................ 30

Appendix 9: Technology Specifications, IT Support and Key Contacts per Clinical School ................................................ 34

Appendix 10: Installing Barcode Font 3 of 9 to Pre-Insert Document Barcodes into Page Template .................................. 35

Appendix 11: Stored Programming for Kyocera MFD Devices > Scan via SMB to RMS’ Medical Folder ........................... 37

FAQ Q: It is my first time scanning and verifying scanned documentation, where should I start? A: Register as a new TRIM via Citrix user and follow the other instructions in Appendix 1 on page 15. Q: How will TRIM via Citrix training be delivered by Records Management Services? A: RMS provide 1:1 (at your desktop) and group classroom training sessions for TRIM via Citrix. Training sessions can be held within the metropolitan Clinical Schools, RMS’ Training Room on Camperdown Campus or via video link (this training option is currently ‘work in progress’ for School of Rural Health staff at Dubbo and Orange campuses). Q: Where can I access the most up to date version of this scanning procedure? A: The scanning procedure for Sydney Medical School’s Practicum documentation is updated monthly and is available at: http://sydney.edu.au/arms/rol/manuals.shtml Q: How long do I need to retain hardcopy documents, after they have been scanned and quality verified? A: The original paper documents can be destroyed 6 months from the date of your verification.

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DOCUMENT PREPARATION

1. Remove all staples as they will cause permanent damage to the glass mirror in your scanner (photocopier), and tear your documents.

2. Place the relevant scan cover sheet in front of the student’s Practicum documentation. Ensure that all

document barcodes are present, i.e. one document barcode must appear on the first page of each Practicum document type. If any barcodes are missing, please affix the relevant document barcode.

3. When a post-it note is present ensure that it is not attached to pages where there is information present. Please attach post-it notes to a blank A4 page. If paper is fragile please photocopy first.

4. Smooth down all page edges, ensuring that you maintain the sequential order of the documents.

SCANNING

5. Routinely clean the three glass panels inside the scanner - it is recommended that this is done prior to your scanning, as dust can result in poor image quality & thus, rescanning.

6. Please see Appendix 7 on page 29 for the scanning specifications used at your Clinical School.

7. The Medical Folder scanning template has been pre-programmed to select the default settings:

- 2 Sided Scanning (Head to Head) - all pages will now be scanned on both sides; however, the

software used by RMS will delete any blank pages upon processing. - TIFF (multi-paged output) - 300 dpi - Black and White - Mixed Sized Origins: ON - Original Type: Text - Scan to PC via SMB - Server: \\arms-fs-prd-1.shared.sydney.edu.au - Shared Name: medical

8. Once you have finished scanning the batch, please email the Records Online helpdesk

[email protected] and include the time of the last document scanned.

9. If you are scanning a lot of documents, it is recommended that you contact the Records Online helpdesk just before you start scanning.

10. RMS will launch the processing application and upload the images to the relevant Practicum files.

11. Records Online helpdesk will inform you as soon as the images are ready to be quality checked. In

normal circumstances, the turnaround should be within 4 hours. Please inform RMS if the job is required to be done urgently.

Scan Cover Sheet Practicum Form with Document Barcode

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QUALITY ASSURANCE

12. Upon receiving an email from Records Online helpdesk to say your documents have been uploaded, go to http://recordsonline.usyd.edu.au/ and select, Click here to launch the TRIM application. Authenticate using your UniKey login and password. If you are a new staff member, please see FAQ or if it is your first time using an application via Citrix, please see Appendix 3 on page 17.

13. Select ‘MCS - TRIM 622 PDR - Context’. Once TRIM opens, close the ‘Tip of the Day’ dialogue box.

14. Click on ‘Records In or Due Tray’, you will see all the documents you have assigned to this location.

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15. Double click on a document, and assess the quality on the following criteria:

a. Have all pages been scanned? b. All contained information legible? c. If the document satisfies the above criteria, please write the document number, date imaged

and your initials in the stamp:

d. The original paper documents can be destroyed 6 months from the date of your verification.

e. Finalise the documents: tag all successfully quality verified documents, select:

Right Click > Electronic > Final > OK

If you have multiple documents tagged select, OK > Yes to All

f. Assign the documents to the Practicum file: with the documents tagged, select:

Right Click > Location > Assignee > set Assignee to Home Location > OK

If you have multiple documents tagged, select: OK > Yes to All

16. If there are pages that have not been scanned or the content of the document is not legible, then you will need to rescan the document, by following the steps outlined between steps 25 - 46.

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What if the scanned document is of poor quality and should not be kept as a record?

17. As shown below, if DOC2010/454794 needed to be rescanned, select:

Right Click > Check Out

18. The first time you attempt to check out a document using TRIM via Citrix, please select:

Full Access and Never ask me again

19. Within ‘Check Out Document’, select Extract To: Local File, As and click on the icon (circled).

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20. Within ‘Save As’, select My Computer and then double click on C$ on ‘Client’ (V:)

21. Within ‘Save As’, double click on Documents and Settings (for some people, this folder is Users)

22. Within ‘Save As’, double click on your UniKey, i.e. ghewitt.

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23. Within ‘Save As’, double click on Desktop.

24. Within ‘Save As’, choose a location on your Desktop for the document to be amended and Save.

25. Within ‘Check Out Document’ the Extract To: Local File, as path will now be your Desktop. Click OK.

26. Navigate to your Desktop and open the document you have checked out for modification.

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27. Rescan the relevant page(s) from your scanner or MFD using the output as PDF. Scan the pages to your email address.

28. Open the scanned image from the email into Adobe Acrobat 9.0 Professional.

29. In Adobe Acrobat 9.0 Professional, select Combine > Merge Files into a Single PDF...

30. Within the next dialogue box, select Add Files > Add Open Files

31. Select the original document (registered in TRIM) from the list and select, Add Files.

32. Within the next dialogue box, select Combine Files.

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33. Before saving the combined file, return to TRIM and copy the Container title (as per screenshot). Paste into File Name (as per screenshots) and retain student’s name & SID for ease of identification.

34. Save the combined document to your Desktop.

35. From your Desktop, open the combined document and rearrange the order of the pages as required. This is easiest with the pages displayed on the left hand side. To configure your display select, View > Navigation Panels > Pages. The pages can simply be dragged and dropped into place. Ensure that this combined document is now a true copy of the hardcopy original. Save and Close.

36. Return to TRIM, highlight the original document that you sought to modify, Right Click > Check In

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37. Select the Local File icon (circled) and locate the combined document that you saved to your Desktop in step 39 > Open > OK. The combined document will now be saved to TRIM as a revision.

38. Within TRIM, right click on the relevant document and repeat step 23: e and f. What if the document barcode was not read and pages were stitched to another document?

39. Follow steps 25 - 34. From your Desktop, open the document you have checked out and select the pages that do not belong in this document, Right Click > Extract Pages > OK.

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40. The extracted pages will be in a new PDF titled, ‘Pages from [initial document title]’. Save document to your Desktop and insert a title that will be meaningful when document is uploaded to TRIM.

41. Within TRIM, navigate to the Practicum file that the extracted pages will be uploaded to and select,

Right Click > New > New Record

42. The dialogue box, ‘Create New Record’ opens. Ensure that Document is highlighted and select, OK.

43. The dialogue box, ‘New Record Document’ opens. Within, ‘Title (Free Text Part)’ insert the document title. To ensure that TRIM document titles are standardised, please refer to Appendix 5 on page 25.

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44. Within, ‘New Record Document’ > DOS file and select the icon (circled). The dialogue box, ‘Open’ opens and you can select the document to be uploaded to TRIM > Open > OK.

45. A new window in TRIM will open, displaying the document you have successfully uploaded.

46. Within TRIM, right click on the document and repeat step 23: e and f. What happens if the image quality is poor?

47. If the original document is very faint and illegible in the first place, you will need to rescan it and replace it as per steps 31 - 42. Before scanning the document to your email, select the Colour/Image option on the scanner > Density > set to maximum density (i.e. +3). If this still does not warrant a desired outcome, you may also try to photocopy the original using +3 high density and then rescan the document, using the photocopied version and again, selecting +3 density.

48. After trying the combination of the aforementioned methods and the rescanned document is still not

ideal, but of equal or better quality than the original, settle upon this scanned version. You will need to leave a note against this document to account for the less than perfect scanned image.

49. Within TRIM, select the relevant document, Right Click > Details > Notes > Add Notes

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50. Within the ‘Record Notes’ dialogue box, type one of the following accounts: a. All attempts have been made to ensure this scanned version is ‘as good as it can get’. b. The image produced has better readability than the original hardcopy document.

51. Within TRIM, right click on the relevant document and repeat step 23: e and f. 52. Under GA 36 issued by the NSW State Records Authority (see:

http://www.records.nsw.gov.au/recordkeeping/government-recordkeeping-manual/rules/general-retention-and-disposal-authorities/imaged-records-gda-24/imaged-records-ga-36 for the full requirements) records that have been imaged are able to be destroyed, providing:

• Copies are made which are accurate, complete and accessible • The digitised copies are captured into a formal recordkeeping system - which they will be

once they have a DOC ID number as provided by TRIM/Records Online. • Originals are kept for quality control purposes for an appropriate length of time after copying

(i.e. minimum 6 months).

53. The quality control steps are particularly important. NSW State Records’ recommended minimum retention is 6 months; however, it could be longer based on individual business requirements.

54. Changes to the NSW and Commonwealth Evidence Acts in about 1995 meant that copies of documents (including digitised copies) are admissible as evidence.

END

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Appendix 1: Quality Assurance Tools and User Profile Requirements If this is your first time performing the quality verification of scanned documents in TRIM:

1. Register as a new TRIM via Citrix user at: http://recordsonline.usyd.edu.au/newuser.htm

1.1. Registration turnaround time is 1 to 2 days as RMS and ICT staff set up your TRIM profile.

1.2. Once your TRIM profile has been created, you will receive an email from the Records Online Helpdesk to advise you to update the default password assigned to your account.

1.3. Contact your Clinical School’s Executive Officer to organise TRIM via Citrix training from RMS.

2. Download the required tools and system interface:

2.1. TRIM native application (only available on MCS domain) or TRIM via Citrix (accessed via the

internet). For instructions on how to access TRIM via Citrix, please see Step 12 on page 4.

2.2. If using TRIM via Citrix, please install the Citrix ICA Client using Appendix 3 on page 17.

2.3. Adobe Acrobat 9 Professional or higher: this application is free to all University PCs or MACs, and can be downloaded from: http://itassist.usyd.edu.au/staff/services/software/adobe.shtml#acrobat.

3. Confirm your TRIM Profile settings with Records Online Helpdesk:

3.1. If you find using TRIM via Citrix, that you cannot modify documents, contact the Records Online

Helpdesk on extension: 69537, telephone: 02 9036 9537 or email: [email protected] and ask them to verify that your TRIM user profile is set to:

User template: End User + Modify Record + Student Caveat

This TRIM profile ensures that you have the ability to check documents out, make relevant changes and check the documents back in, and you will also be able to insert notes in the note field against documents. 3.2. If further difficulties are experienced, it may be that ICT have not finalised your TRIM profile. In the

event of this happening, Records Online Helpdesk staff will provide you with further instructions.

4. Email Template for Notifying Records Online Helpdesk of New Scans in Medical Folder

4.1. Please use this template as a guide and modify according to your Clinical School, Specialty Block or School of Rural Health location. Please ensure that you include the following email address:

To... [email protected] Cc... [email protected]

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Appendix 2: Mapping a Network Drive to RMS’ Medical Folder

1. On your Desktop, right click on My Computer > Map Network Drive (as below).

2. The dialogue box ‘Map Network Drive’ will open; please select the fields as outlined below.

Drive: please use an available network drive letter (i.e. Z: drive) Folder: \\arms-fs-prd-1.shared.sydney.edu.au\medical If you are not on the MCS domain, select ‘Connect using a different user name’ and enter: User Name: MCS\UniKey and your Password Please deselect ‘Reconnect at logon’ and click Finish. The Medical network folder will now open.

3. To create a Desktop shortcut to the Medical folder, open My Computer > highlight the Medical

network folder > right click and select Create Shortcut > Yes. The shortcut will appear as below.

For further assistance, please contact RMS Helpdesk on ext. 69537 or [email protected]

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Appendix 3: Installing the Citrix ICA Client If it is your first time accessing an application via Citrix or if you receive an error message when attempting to launch TRIM via Citrix (as per Step 12 on page 4) please follow the steps outlined below:

1. Select, Install the latest Citrix ICA Client available at: http://www.citrix.usyd.edu.au/signon/login.htm

2. The dialogue box, ‘Citrix ICA Client Install’ will open. The Recommended Client Platform should be appropriate for your operating system. In this example, select Windows 32-bit as shown below.

3. The dialogue box, ‘Installation Instructions’ will open. Select, Download ICA32.EXE.

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4. The dialogue box, ‘File Download - Security Warning’ will open. Select, Run.

5. The dialogue box, ‘Internet Explorer - Security Warning’ will open. Select, Run.

6. The dialogue box, ‘Citrix ICA 32-bit Windows Client InstallShield Wizard’ will open. Select, Next>

7. The dialogue box, ‘Welcome’ will open. Select, Next >

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8. The dialogue box, ‘Citrix License Agreement’ will open. Scroll to the bottom and select, Yes.

9. The dialogue box, ‘Select Program Folder’ will open. Citrix will automatically select the correct default Program Folders: Citrix ICA Client and Existing Folders: Citrix ICA Client. Select Next >

10. The dialogue box, ‘Select Client Name’ will open. ‘Use Machine name as client name’ will remain ticked and Client Name will be individual to your device. Select, Next >

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11. The dialogue box, ‘Select Desired Features’ will open. Choose ‘No’ and select, Next >

12. The progress toolbar, ‘Setup’ will launch and once set up has been finalised it will automatically close.

13. The dialogue box, ‘Information’ will confirm successful installation of the Citrix ICA Client. Select, OK.

14. The program folder, ‘Citrix ICA Client’ will open. Select to close this window.

For further assistance, please contact RMS Helpdesk on ext. 69537 or [email protected]

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Appendix 4: Student’s Scan Cover Sheets for Documents with ONE Barcode For Clinical Schools

1. At the beginning of each year, Ken Chow from Sydney Medical School runs a report of all students enrolled in Medicine. This report is generated from FlexSIS. RMS require the following information in order to generate a Scan Cover Sheet for each student:

(i) SID (ii) Surname (iii) Given Name(s) (iv) Stage (i.e. academic year of progression - Stage 1, 2 or 3) (v) Clinical School Attended (i.e. Major Sub School)

2. Ken emails this reports (in Excel spreadsheet format) to the Records Online Helpdesk:

[email protected].

3. Records Online Helpdesk staff sort the information to create separate Excel reports by Clinical School and each Stage. These Excel reports are titled similarly to, ‘Central - Stage 1 - Student List - 2010’. RMS insert the Practicum Record Number for each student into the Excel spreadsheet, as Clinical School staff can refer to this when registering emails via the Outlook Email Add-In.

4. Records Online Helpdesk generates the Scan Cover Sheets (in PDF format) and these, along with the Student List are emailed to each Clinical School team.

(i) Central - Stage 1 - Scan Cover Sheets - 2010.pdf (sample document title) (ii) Scan Cover Sheets will be in alphabetical order and can be printed off individually or as a batch.

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For Specialty Blocks and School of Rural Health

5. At the beginning of each year or term, Specialty Block and School of Rural Health staff generate a report of all students enrolled in their programme. This report is generated from MPAU. RMS require the following information in order to generate a Scan Cover Sheet for each student:

(vi) SID (vii) Surname (viii) Given Name(s)

6. Specialty Block and School of Rural Health staff email this report (in Excel spreadsheet format) to the

Records Online Helpdesk: [email protected].

7. Records Online Helpdesk staff insert the Practicum Record Number for each student into the Excel spreadsheet, as Clinical School staff can refer to this when registering emails via the Outlook Email Add-In. The Excel report is then titled similarly to, ‘Concord - PAAM - Student List - Term D - 2010’ or ‘Dubbo - Student List - August - 2010’.

8. Records Online Helpdesk generates the Scan Cover Sheets (in PDF format) and these, along with the Student List are emailed to the Specialty Block or School of Rural Health team.

(iii) Concord - PAAM - Scan Cover Sheets - Term D - 2010.pdf (sample document title) (iv) Scan Cover Sheets will be in alphabetical order and can be printed off individually or as a batch.

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Appendix 5: Documentation Registered in a TRIM Practicum File Hardcopy Documentation > Clinical School staff scan to Medical folder & RMS upload to TRIM

Bar

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All Stages DN0113 Absence and Leave √ √ √ √ DN0118 Change of Details √ √ √ √

DN0114 Correspondence - Examination Results

√ √

DN0116 Correspondence - Placement Allocation

√ √

DN0110 Merit - Scholarships and Prizes √ √ √ DN0111 Merit - Special Activity √ √ √ DN0045 Summary Sheet ? N √

DN0152 Theatre Competencies - Scrubbing, Gowning and Gloving

? √ N

Stage 1 DN0022 Stage 1 - Health - Doctors Certificate N Y √

DN0089 Stage 1 - Consent Form - Students Acting as Surrogate Patients

√ N √ N

DN0023 Stage 1 - Health - Declaration - Disaster

N N

DN0029 Stage 1 - Health - Declaration - Privacy

√ N √ Y

DN0028

Stage 1 - Exams - Formative - OSCE - Objective Structured Clinical Examination

√ N √ √

√ √

DN0030 Stage 1 - Evaluation - Block 2 N √ √ DN0031 Stage 1 - Evaluation - Block 5 N √ √

DN0086 Stage 1 - Assessment - Paediatric Patient Doctor Theme

N √ N

DN0052 Stage 1 - Block 2 - Basic Life Support Competency Assessment

N √ N

√ √

Stage 2 DN0038 Stage 2 - Health - Doctors Certificate N √ √

DN0036

Stage 2 - Exams - Summative - OSCE - Objective Structured Clinical Examination

√ √ √

√ √

DN0153

Stage 2 - Exams - Supplementary - Summative - OSCE - Objective Structured Clinical Examination

√ √ √

√ √

DN0080 Stage 2 - Evaluation - Block 6 N N √ DN0081 Stage 2 - Evaluation - Block 7 N √ √ DN0082 Stage 2 - Evaluation - Block 10 √ √ Stage 3 DN0039 Stage 3 - Health - Doctors Certificate √ √ √ √ √

DN0079 Stage 3 - Declaration - Autopsy Attendance Form

√ Y √

DN0085 Professional Reference √ √ √ √ √ Stage 3 - CAH - Child and Adolescent Health

DN0072

Stage 3 - Child and Adolescent Health - Clinical Attachment Student Appraisal Form - Urban

N √ √ √ √

DN0073

Stage 3 - Child and Adolescent Health - Clinical Attachment Student Appraisal Form - Rural

√ √ √

Stage 3 - Community Block

DN0074

Stage 3 - Assessment - Community Block - EBM - Evidence Based Medicine Proforma

DN0091 Stage 3 - Assessment - Community √ √ √ √

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Clinical Schools, Specialty Blocks and School of Rural Health Barcode Due Date

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Block - GP Supervisors Assessment of Clinical Placement - Urban and Rural

Stage 3 - Medicine and Surgery

DN0102 Stage 3 - Clinical Attachments - Surgery Signatures

√ N √ √

DN0078 Stage 3 - Assessment - Ophthalmology - Logbook

√ √ N √

DN0033 Stage 3 - Assessment - Surgery - General and Specialty - Logbook

DN0034 Stage 3 - Assessment - Dermatology - Logbook

DN0035 Stage 3 - Assessment - Anaesthetics Form

DN0047 Stage 3 - Assessment - Long Case - Formative

DN0044 Stage 3 - Assessment - Long Case - Summative

DN0027 Stage 3 - Assessment - Long Case - Supplementary - First Attempt

DN0026 Stage 3 - Assessment - Long Case - Supplementary - Second Attempt

DN0046 Stage 3 - Assessment - Surgical Long Case Presentation Form

√ N √

DN0041 Stage 3 - Assessment - Bedside Exam - Medicine

√ √ √

DN0077 Stage 3 - Assessment - Bedside Exam - Surgery

√ √ √

DN0122

Stage 3 - Assessment - Clinical Attachment Assessment - Critical Care and Surgery

√ √

DN0119 Stage 3 - Assessment - Clinical Attachment Assessment - Medicine 3

√ √

DN0120 Stage 3 - Assessment - Clinical Attachment Assessment - Medicine 4

√ √

DN0121 Stage 3 - Assessment - Clinical Attachment Assessment - Surgery

√ √

DN0042 Stage 3 - Assessment - Rectal Exam √ √ √ N √ √

DN0043 Stage 3 - Assessment - PEARLS Assessment

√ N

√ √

DN0163 Stage 3 - Assessment - PEARLS - Audience Feedback

√ N

DN0161

Stage 3 - Assessment - Critical Care and Surgery - CPC - Clinical Pathologic Case Presentation

√ N

DN0162

Stage 3 - Assessment - Critical Care and Surgery - Patient Doctor Workbook

√ N

DN0084

Stage 3 - Assessment - PBL CRS - Problem Based Learning Case - Clinical Reasoning Session

√ N

Stage 3 - PAAM - Psychiatry and Addiction Medicine

DN0159

Stage 3 - Assessment - Psychiatry and Addiction Medicine - PAAM - CRS EBM - Clinical Reasoning Session - Evidence Based Medicine - Marking Sheet

√ N

DN0095

Stage 3 - Assessment - Psychiatry and Addiction Medicine - PAAM - Observed Long Case - Student Assessment Record

√ √

DN0158

Stage 3 - Assessment - Psychiatry and Addiction Medicine - PAAM - Resource 1 - Workbook Assessment Form

√ √ √ √

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DN0115

Stage 3 - Assessment - Psychiatry and Addiction Medicine - PAAM - Resource 6 - Supervisors Feedback Form

√ √ √ √

DN0094

Stage 3 - Psychiatry and Addiction Medicine - PAAM - Prescribed Case Report Form

√ N √

DN0096

Stage 3 - Psychiatry and Addiction Medicine - PAAM - Student Plagiarism - Compliance Form

√ √ √

Stage 3 - Placement - Elective

DN0087 Stage 3 - Elective Placement - Local

√ √ Fac? √ √

DN0088 Stage 3 - Elective Placement - International

Fac? √ √

Stage 3 - Placement - Rural

DN0090 Stage 3 - Correspondence - Rural Placement

√ - email √

DN0112 Stage 3 - Rural - Travel Reimbursement

√ -Email √

DN0024

Stage 3 - Greater Western Area Health Service - Rural Aerial Health Service - New User Approval Form

√ N √

DN0154 Stage 3 - Health - Rural - Vaccination Compliance Letter

√ N √ √

Stage 3 - PRINT - Pre-Internship

DN0098 Stage 3 - Assessment - Pre Internship - PRINT - Formative

√ √

DN0160

Stage 3 - Assessment - Pre Internship - PRINT - PEARLS - Student Worksheet

√ N

DN0101 Stage 3 - Assessment - Pre Internship - PRINT - Prescribing Skills Logbook

√ N

DN0099 Stage 3 - Assessment - Pre Internship - PRINT - Summative

√ √

√ √

DN0100 Stage 3 - Pre Internship - PRINT - Assessment Task Checklist

√ N √

Stage 3 - PWH - Perinatal and Women’s Health

DN0155 Stage 3 - Assessment - Perinatal and Womens Health - Logbook

√ √ N √

DN0105

Stage 3 - Assessment - Perinatal and Womens Health - Vaginal Examination and Pap Smear

√ √ N √

DN0106

Stage 3 - Assessment - Perinatal and Womens Health - Neonatal Examination

√ √ N √

√ √

DN0025 Stage 3 - Assessment - Perinatal and Womens Health - Student Report

? N √

DN0104

Stage 3 - Perinatal and Womens Health - Personal and Professional Development - Coversheet for PPD Assignment

√ √ N √ √

DN0103

Stage 3 - Perinatal and Womens Health - Personal and Professional Development - Marking Criteria for PPD Theme Assignment

√ √ N √ √

DN0156

Stage 3 - Assessment - Personal and Professional Development - PPD Portfolio

√ √

N - not used

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Electronic Documentation > Clinical School staff register in TRIM via Outlook Email Add In

Document Title Clinical Schools, Specialty Blocks and School of Rural Health Due Date

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Stage 1 - Attendance Surname, Given Names - SID

Stage 1 - Clinical Attachment Surname, Given Names - SID

Stage 1 - Clinical Exercises Surname, Given Names - SID

Stage 1 - Declaration Surname, Given Names - SID

Stage 1 - Deferral Surname, Given Names - SID

Stage 1 - Elective Placement Surname, Given Names - SID

Stage 1 - Enquiry Surname, Given Names - SID

Stage 1 - Exams Surname, Given Names - SID

Stage 1 - Health Surname, Given Names - SID

Stage 1 - Leave Surname, Given Names - SID

Stage 1 - Merit Surname, Given Names - SID

Stage 1 - Rural Surname, Given Names - SID

Stage 1 - Teaching Surname, Given Names - SID

Stage 1 - Withdrawal Surname, Given Names - SID

Stage 2 - Attendance Surname, Given Names - SID

Stage 2 - Clinical Attachment Surname, Given Names - SID

Stage 2 - Clinical Exercises Surname, Given Names - SID

Stage 2 - Declaration Surname, Given Names - SID

Stage 2 - Deferral Surname, Given Names - SID

Stage 2 - Elective Placement Surname, Given Names - SID

Stage 2 - Enquiry Surname, Given Names - SID

Stage 2 - Exams Surname, Given Names - SID

Stage 2 - Health Surname, Given Names - SID

Stage 2 - Leave Surname, Given Names - SID

Stage 2 - Merit Surname, Given Names - SID

Stage 2 - Rural Surname, Given Names - SID

Stage 2 - Teaching Surname, Given Names - SID

Stage 2 - Withdrawal Surname, Given Names - SID

Stage 3 - Attendance Surname, Given Names - SID

Stage 3 - Clinical Attachment Surname, Given Names - SID

Stage 3 - Clinical Exercises Surname, Given Names - SID

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Geraldine Hewitt 31 May 2011 Page 27

Document Title Clinical Schools, Specialty Blocks and School of Rural Health Due Date

Ess

entia

l

Des

irabl

e

CA

H

Wes

tmea

d

Cen

tral

Con

cord

Com

mun

ity

Bal

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Dub

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Nep

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Nor

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Stage 3 - Declaration Surname, Given Names - SID

Stage 3 - Deferral Surname, Given Names - SID

Stage 3 - Elective Placement Surname, Given Names - SID

Stage 3 - Enquiry Surname, Given Names - SID

Stage 3 - Exams Surname, Given Names - SID

Stage 3 - Health Surname, Given Names - SID

Stage 3 - Leave Surname, Given Names - SID

Stage 3 - Merit Surname, Given Names - SID

Stage 3 - Program Change Surname, Given Names - SID

Stage 3 - Rural Surname, Given Names - SID

Stage 3 - Student Information Form Surname, Given Names - SID

Stage 3 - Teaching Surname, Given Names - SID

Stage 3 - Withdrawal Surname, Given Names - SID

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Appendix 6: Advanced Functionality within TRIM via Citrix

1. Formatting Column Headers in TRIM via Citrix

1.1. Launch the TRIM via Citrix application (please refer to Step 12 on page 4 for further instructions).

1.2. Open your Saved Search; Search > Saved Searches > Medicine Practicum *Clinical School* QA

1.3. Within ‘Medicine Practicum *Clinical School* QA’ or ‘Medicine Specialty Block QA’, on the horizontal grey column, where ‘Record Number’ and ‘Assignee’ are located, Right Click > Format Columns.

1.4. Configure ‘Column Preferences’ using ‘Add’ and ‘Remove’ to ensure that the fields in ‘Available Columns’ are added to ‘Displayed Columns’ (as below). To finalise your amendments, select OK.

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Appendix 7: Scanning Specifications per Clinical School Clinical School Scanner Model Instructions Child and Adolescent Health (CAH) Westmead

TBC Instructions TBC

Central Fuji-Xerox ApeosPort-IV C2270

On the scanner, select Services Home > Stored Programming button (on the touch screen) & choose Medical Folder > insert documents into feeder > Start

Community Block: Balmain TBC Instructions TBC

Concord Toshiba e-Studio 3500c

On the scanner, select Start > Scan > Department Code > Scan to File or USB (on the touch screen) & choose Remote 1 (Medical Folder) - make sure Remote 2 (Toshiba) is unselected > Enter > Scan

Dubbo Kyocera C3232 Instructions TBC

Nepean: South Block Kyocera KM 4050 On the scanner, select Program > Send > Records Online (Medical folder) > insert documents into feeder > Start > once the documents have been scanned, finish by selecting > Scan Finish

Nepean: Education Centre Kyocera KM 5050 On the scanner, select Program > Send > Records Online (Medical folder) > insert documents into feeder > Start > once the documents have been scanned, finish by selecting > Scan Finish

Northern: Hornsby Canon DR 2580C On Sue Baar’s desktop, launch CapturePerfect 3.0, select > Scan > Scan Job > insert documents into feeder > Stop Scanning > Save > choose folder/create new folder > Open. To repeat, Next Scan > Scan

Northern: Manly Canon MX 7600 On Clare Barwick’s desktop, launch MP Navigator Ex. 11, select Scan/Import > Stack of Documents > insert documents into feeder > Scan > Exit > Save. Scanned documents are saved in Pictures

Northern: St Leonards Kyocera TASKalfa 520i On the scanner, select Program > Records Online > insert documents into feeder > Start

Orange Kyocera C3232E Instructions TBC

Psychiatry and Addiction Medicine (PAAM) Central

Kyocera KM5050 On the scanner, select Program > Send > PAAM Medical Folder > insert documents into feeder > Start > once the documents have been scanned, finish by selecting > Scan Finish

Psychiatry and Addiction Medicine (PAAM) Concord

Toshiba e-Studio 3500c Please see Concord

Westmead Kyocera KM5035 Instructions TBC

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Appendix 8: Registering Email and Email Attachments to Practicum Files in TRIM

1. RMS will install the Outlook Email Add-In on your Desktop. Upon first reopening Outlook: 1.1. Domain: enter MCS 1.2. User Name and Password fields: enter UniKey details 1.3. Tick Remember my password and to finalise > OK. 1.4. Subsequently, each time you launch Outlook, the Login dialogue box will open > select OK.

2. The Outlook Email Add-In allows you to register the following electronic document types: 2.1. Register Email: captures emails and any imbedded attachments. This ensures that the contextual

value of the attachment, along with additional information or points of discussion within the email or email thread are included in the TRIM document created.

2.2. Register Attachment: captures the email attachment only. This option is useful when you have scanned a document to your email and do not want to capture the scanner’s message.

3. The example below follows Register Email but can be used for Register Attachment. Please note that

you can catalogue emails from Inbox, Folders and Sent Items.

4. Within Outlook, select the email or range of emails to be registered > select Register Email.

5. The dialogue box ‘Register Email’ will open; to choose the right TRIM file > select Search. As per screenshot, Records Online Folder No. is pre-populated with the previous record’s details.

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6. The dialogue box ‘Search’ will open; you can search for the right TRIM file via: 6.1. Title Word or Name: enter the student’s surname and/or given names or SID. 6.2. Record Number: enter the student’s Practicum record number 6.3. Once you have entered your search parameters > select Search

7. Your search results will be displayed at the bottom. Locate the correct Practicum file, i.e. TEACHING & RESEARCH - Teaching - Professional placement administration - Individual placement - Surname, Given Names - SID

7.1. Place a tick inside the white box (as below) and select OK.

8. Records Online Folder No. will now display the Practicum file you selected. 8.1. Within ‘Title’ enter an appropriate document title, as per Appendix 5 on Page 26 > OK.

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9. Within Outlook, the registered email will display an amended title which includes the unique TRIM document number that has been assigned, i.e. DOC2011/89447. Thus cataloguing to TRIM does not delete the email. It can still be actioned from within your Outlook environment. Ensure that relevant responses are also captured to the Practicum file.

10. To complete Quality Assurance steps, please launch TRIM via Citrix (Step 12, Page 4). 10.1. Within TRIM, search for the email via Record Number, i.e. DOC2011/89447. 10.2. Once located, verify email is in the right Practicum file; this will be visible in the TRIM View

Pane under Container, or List Pane column headers under Container Title. 10.3. Verify that the email has been successfully captured > double click to open. 10.4. Registered email will open; check body of email and open attachments > select View.

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11. If required, action an email registered in TRIM, select File > Reply, Reply to All or Forward.

12. The email will launch in its native format in Outlook and include any attachments captured.

If you require further assistance, please contact RMS Helpdesk via the following: tel. 02 9306 9537 ext. 69537 e. [email protected]

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Appendix 9: Technology Specifications, IT Support and Key Contacts per Clinical School

Clinical School

Executive Officer or Main Contact

IT Support Officer

Domain Operating System

Email Client

Scanner Model Scanner TCP IP Mode of Scanning

Stored Scan Settings

Scan Output Name

Central Annette Burgess

Yan Li None Windows XP Pro.

Outlook 2007

Fuji Xerox ApeosPort-IV C2270

172.19.70.198 SMB

Yes img-

Concord Val Peters George Joukhadar

MEDFAC Windows XP Pro.

Outlook 2003 & 2007

Toshiba e-Studio 3500c

172.19.146.100 SMB

Yes Doc-

Dubbo Julia Wild Sean Hagan

Kyocera C3232 FTP to folder on Rural network then sent via SMB to RMS’ Medical folder

Dubbo-scan-

Nepean Level 5, South Block

Denise Thornhill

Leta Van der Wal

None Windows XP Pro.

Outlook 2003 & 2007

Kyocera KM4050

172.16.235.149

SMB Yes Nepean-L5-scan

Nepean Suite 205, Education Centre

Denise Thornhill

Leta Van der Wal

None Windows XP Pro.

Outlook 2003 & 2007

Kyocera KM5050

172.16.235.102 SMB Yes NepeanEdC-scan-

Northern Hornsby

Karyn Mossman

Jonathan Hill

MEDFAC Windows XP Pro.

Outlook 2003 & 2007

Canon DR 2580C

FTP

No

Northern Manly

Clare Barwick

Jonathan Hill

MEDFAC Windows XP Pro.

Outlook 2007

Canon MX 7600 FTP

No

Northern St Leonards

Claire Bridgman

Jonathan Hill

MEDFAC Windows XP Pro.

Outlook 2007

Kyocera TASKalfa 520i

172.21.121.135 SMB

Yes Northern

Orange Nicole Lockwood

Chris Ingrouille

Kyocera C3232E

FTP to folder on Rural network then sent via SMB to RMS’ Medical folder

Orange-scan-

Child and Adolescent Health Westmead

Vikki Cheetham

Imran Hussain

Community Block Balmain

Drew Barr

Psychiatry and Addiction Medicine Central

Rachel McCleave

Chris Askew and Joe Pridham

None Kyocera KM5050

172.19.37.20 SMB Yes BMRI_

Psychiatry and Addiction Medicine Concord

Christine Aitken

George Joukhadar

MEDFAC Toshiba e-Studio 3500c

172.19.146.100 SMB

Yes

Psychiatry and Addiction Medicine Nepean

Vicki Riley Leta Van der Wal

None Kyocera KM4050

172.16.235.149

SMB Yes Nepean-L5-scan

Sydney Adventist

Annie Williams

Chris Williams

TBC Outlook

Westmead Blacktown

Westmead Mount Druitt

Westmead Westmead

Amanda Burke

Blair Lawton

Outlook & Mac Entourage (AB)

Kyocera KM5035

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Appendix 10: Installing Barcode Font 3 of 9 to Pre-Insert Document Barcodes into Page Template

1. Visit http://sydney.edu.au/arms/rol/manuals.shtml and navigate to ‘Download Document Barcode Font 3 of 9’ > Right Click > Save Target As...

2. The dialogue box Save As opens > select Desktop > Save

3. From your Desktop select Start Menu > Control Panel > Fonts. To install Barcode Font 3 of 9, drag and drop the font icon from your Desktop into the Fonts dialogue box.

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4. If this step fails or you are not an Administrator on your computer, please contact your local IT Support as they will enable you to install Barcode Font 3 of 9.

5. You can then copy and paste the relevant document barcodes into the page templates you are

updating, taking care to avoid any text and inserting barcodes away from the page edge. These barcodes will be provided by your Project Officer.

6. Please include the Barcode Number beneath the barcode as this information is extremely helpful,

should any error occur during the uploading of scanned documents, i.e. when a barcode has not been affixed properly, the software cannot accurately read the barcode value and assign the correct document title.

7. Many business units have found it beneficial to include this body of text underneath the document barcode (as per the screenshot):

Please complete this form using black pen only. In addition, do not write over the barcode on this page.

8. Once you have pre-inserted the document barcodes, please send a copy of the finalised document to RMS so that we can test our processing software can successfully read the barcode. We undertake this before the launch of any new pre-barcoded form.

For further assistance, please contact RMS on ext. 69537 or [email protected].

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Appendix 11: Stored Programming for Kyocera MFD Devices > Scan via SMB to RMS’ Medical Folder This procedure was written for a Kyocera KM5050, however, Records Management Services (RMS) have successfully implemented on: Kyocera KM2050, KM3050, KM4050 and Kyocera TASKalfa 250ci. Summary

a. RMS’ Medical folder is added to the Kyocera address book as an SMB folder destination. b. From the Address Book, we select this new SMB folder destination and specify the scan settings used

to output scanned Practicum documents to RMS’ Medical folder. c. These scan settings are captured as a Program on the Kyocera. Sydney Medical School and Clinical

School staff will use this Program to more efficiently scan Practicum documentation.

1. On your Kyocera MFD, press the Send button

2. Select Address Book

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3. Select Edit Address Book

4. Select Register/Edit

5. Select Add

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6. Select Contact

7. Create a meaningful name for the contact by selecting, Name field > Change 7.1. The example used is PAAM Medical Folder > Medical Folder is most often used.

8. Select the Address tab

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9. Press the Down Arrow until you reach the Folder (SMB) page and select Change Dest.

10. Select the relevant to tabs to enter the information below and to finalise, select OK: 10.1. Host Name: \\arms-fs-prd-1.shared.sydney.edu.au 10.1.1. If you receive error message 2101 (failed transmission via SMB), your MFD may require the

TCP IP rather than DNS, please update Host Name to: \\129.78.67.58 10.2. Path: medical 10.3. Login User Name: mcs\UniKey of MFD Administrator 10.4. Login Password: UniKey password of MFD Administrator 10.4.1. If you would like to use RMS’ role based MFD profile instead of your UniKey, please

contact Records Online Helpdesk: e. [email protected]

11. Review that all details are correct and select Register to enter the new contact in the address book. On the display screens that follow, please select > Close > Close > OK

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12. Press Send button > Address Book and select the new address, i.e. Medical Folder

13. Select the Quick Setup tab and enable the required options: 13.1. 2-sided/Book Original: ON 13.2. Original Image: Text 13.3. Scan Resolution: 300 x 300 dpi

14. Select the Type of Original/Transmission tab and enable the required options: 14.1. Mixed Sized Originals: ON 14.2. File Format: TIFF

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15. Select the Advanced Setup tab and enable the required options: 15.1. File Name Entry > File Name > enter a title for scans sent from this MFD > OK 15.1.1. BMRI_ identifies documents scanned by Brain & Mind Research Institute 15.1.2. Other suggestions include: School of Rural Health (Dubbo) = Dubbo_scan_ 15.1.3. File Name Entry might also be called Output File Name

16. Press the Program Button

17. Select the Register tab (bottom of screen) and select an available program job number. 17.1. Enter a meaningful name for your program, i.e. Medical Folder and select Register

To scan documents, press the Program button > select Call tab (default) > select stored program i.e. Medical Folder. Scan settings are auto-programmed > insert documents > select Start > once the documents have been scanned, finish by selecting > Scan Finish. If you encounter any anomalies that have not been accounted for in this document, please contact: Records Online Helpdesk ext. 69537, t. 9036 9537 or e. [email protected].