Category: Practitioner support

Information for new members to the COVID Vaccine Hub

We want to assure all new members that we are working as hard as we can to process all registrations and to enable all new members.

Whilst there are checks that we must carry out for each new member of the hub, you can also help us to speed up the process by adding the necessary documents to your account.

The documents that we need vary, depending on whether you are connected with a local practice or a full-time locum. Either way, you can assist us by following the guidance below.

Having the required documentation in place will help us to verify you quickly and allow us to enable your account for shifts.

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GPs

If you are self-employed, please add the following documents to your profile:

https://gpnetworks.co.uk/uploads/manage_documents

• Insurance document *
• CPR/BLS document (dated within the last year)
• Recognising & Managing Anaphylaxis (dated within the last year)
• GMC registration *
• DBS document * (dated within the last 3 years, or on the update service).
• Infection control level 2 * (dated within the last year)
• Data security awareness level 1 * (dated within the last year)
• Adult safeguarding * (dated within the last 3 years)
• Child safeguarding * (dated within the last 3 years)
• Proof of immunity * (Including proof of MMR, hep B & varicella)
• Core Knowledge for COVID Vaccinators
• COVID-19 Vaccine Pfizer-BioNTech – Specific vaccine knowledge 
• COVID-19 Vaccine AstraZeneca – Specific vaccine knowledge
• COVID Vaccinator self-assessment toolkit

Please also add two references to your profile for us to contact.

https://gpnetworks.co.uk/profile/manage

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If you are employed by a practice in Brighton & Hove please can you upload the following documents:

• CPR/BLS (dated within the last year)
• Recognising & Managing Anaphylaxis (dated within the last year)
• Core Knowledge for COVID Vaccinators
• COVID-19 Vaccine Pfizer-BioNTech – Specific vaccine knowledge
• COVID-19 Vaccine AstraZeneca – Specific vaccine knowledge
• COVID Vaccinator self-assessment toolkit

Please also record which practice you are employed by in your Hub management screen.

https://gpnetworks.co.uk/hub_management

Please note that we are unable to add documents to your profile.

Here is a link to the COVID Vaccination documents:

https://www.improvingaccessservices.co.uk/ehs-staff-resources/mandatory-training-covid-vaccination-sites/

This includes a copy of the self-assessment toolkit, which needs to be filled out for vaccinators and staff that are drawing-up.

If you have any technical problems such as logging in, or your account is not active, please contact: admin@gpnetworks.co.uk

There are also support articles about using the schedule tab, adding your availability and self-assignment here:

https://support.gpnetworks.co.uk/category/practitioner-support/
Nurses

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If you are self-employed, please add the following documents to your profile:

https://gpnetworks.co.uk/uploads/manage_documents

• CPR/BLS document (dated within the last year)
• Recognising & Managing Anaphylaxis (dated within the last year)
• Medical Defence Certificate (Insurance)
• DBS document * (dated within the last 3 years, or on the update service).
• Infection control level 2 * (dated within the last year)
• Adult safeguarding * (dated within the last 3 years)
• Child safeguarding * (dated within the last 3 years)
• Proof of immunity * (Including proof of MMR, hep B & varicella)
• Core Knowledge for COVID Vaccinators
• COVID-19 Vaccine Pfizer-BioNTech – Specific vaccine knowledge 
• COVID-19 Vaccine AstraZeneca – Specific vaccine knowledge
• COVID Vaccinator self-assessment toolkit

Please also add two references to your profile for us to contact.

https://gpnetworks.co.uk/profile/manage

If you are employed by a practice in Brighton & Hove please can you upload the following documents:

• CPR/BLS (dated within the last year)
• Recognising & Managing Anaphylaxis (dated within the last year)
• Core Knowledge for COVID Vaccinators
• COVID-19 Vaccine Pfizer-BioNTech – Specific vaccine knowledge
• COVID-19 Vaccine AstraZeneca – Specific vaccine knowledge
• COVID Vaccinator self-assessment toolkit

Please also record which practice you are normally employed by, in your Hub management screen.

Please note that we are unable to add documents to your profile.

Here is a link to the COVID Vaccination documents:

https://www.improvingaccessservices.co.uk/ehs-staff-resources/mandatory-training-covid-vaccination-sites/

This includes a copy of the self-assessment toolkit, which needs to filled out for vaccinators and staff that are drawing-up.

If you have any technical problems such as logging in, or your account is not active, please contact
admin@gpnetworks.co.uk

There are also support articles about using the schedule tab, adding your availability and self-assignment here:

https://support.gpnetworks.co.uk/category/practitioner-support/

How to self-assign

(Once your account is enabled within a Hub)

In your account, your Schedule screen contains all Hub Assignments, shifts available for self-assignment and any cancellations. Everything is in one place and commitments with different employers cannot clash. Everything works intelligently together in this one schedule view.

NOTE
Joining a Hub does not mean you are automatically eligible for assignment. After you join, a Hub admin needs to check your Profile and enable you for Hub assignment. At this point, you will be able to see any self-assignment shifts for the Hub in your Schedule.

SELF-ASSIGNMENT TO HUB SHIFTS

Hubs have the option to allow eligible members of their workforce to self-assign to unfilled shifts within their rotas.

In order to self-assign you need to ensure that your Schedule screen shows self-assignment shifts. Your Schedule screen includes a set of filters that allow you to control the view of the Schedule. One of these filters controls the visibility of self-assignment shifts.

When self-assignment shifts are visible within your Schedule, for any Hubs you are connected with that allow self-assignment, you will see shifts that you can click on to assign yourself to. This creates an Assignment in your Schedule, in the Hub rota and notifies the Hub. Its also means that no-one else can assign themselves to the shift.

The assignment will stay in your schedule unless you or the Hub admin cancel it. You will receive a reminder about the assignment closer to the time and the assignment will form part of your history of work after the assignment date.

Desktop view of Schedule screen filters
(mobile view hides them within an icon at the top of the screen)

Above is how shifts available for self-assignment look in your Schedule before you self-assign to them. Click and self-assign and they will turn into green Assignments. Mouse over a shift to reveal its details and click the info box for more details before you assign yourself.
The self-assignment details you see before you self-assign

If you are having problems and unable to self-assign

There are number of possible reason why you will be unable to self-assign to Hub shifts – in order of most common to least common reason:

  1. Your account is not enabled yet in the Hub you have joined
  2. Your Schedule filter is hiding self-assignment shifts (see above)
  3. You have 2 accounts and are logged into one not connected/enabled
  4. The hub has no eligible shifts for self-assignment in its rota
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Login

Logging in to your account should be one of the most straight forward actions of the platform but can often appear complex and become frustrating, for a few reasons:

All logins fail when either:

  • A username & password combination does not match those stored in the database for the user
  • A user does not have an account on the network
  • A user has a deactivated account

(note: the email address for the account can also be used along with the password)

Example scenarios & solutions

Issue
You have the right username but the wrong password.

Solution
Do a password reset and a new password will be sent to your email address

Issue
You do not know your user name

Solution
You can try logging in using your email address instead + password

Issue
You do not know your what email address is used in your account

Solution
You need to get in touch with us

Issue
You can login but see a screen telling you your account is inactive

Solution
You need to get in touch with us

 

Creating / sharing availability

Availability is created and managed in your Schedule screen

That’s this screen (when you’re logged in)

https://gpnetworks.co.uk/schedule

Adding & removing your availability

This screen shows a calendar view with month pagination at the top.

The days are divided into 4 notional segments. They do not represent actual start and end times for shifts, as that would be too restrictive to employers. Instead they represent your general availability. Actual start and end times for shifts are set by employers when they create requests or build a rota.  (note: a shift can span two segments).

In other words, specific shift times become known to you at the point of a request or assignment. At this point there are still options to decline requests or to cancel commitments.

You add or remove availability for any segment of a day by clicking on that part in the Schedule (it’s an on/off toggle)

 

About your availability

Any availability you create is connected, via the system, to any employers you are joined with, via your account.

You can manage your relationships with the various types of employers from two key screens:

The locum visibility screen

The Hub management screen

Using your account as a Hub only user

If you wish to use your account as a Hub only account, you can switch off locum status altogether from within your Profile:

The bulk availability tool

There is a bulk availability management tool available in the Schedule screen. The best way to think about the capability of this tool is as a bot, that will perform multiple tasks in your calendar for you. You simply configure the actions you want it to perform and click ‘Apply’

Schedule filters

These are a useful way to filter the view of your Schedule screen and have no impact on actions or visibility, etc.

For example, if you wish to self-assign to Hub shifts, ensure that the ‘Available to self-assign’ filter is switched ‘on’ or you will not see self-assignment shifts in the Schedule.

Registration and login support

Recently there have been quite a lot of new practitioners and practice admins registering and many people needing to access their existing account.

Some may have experienced issues – not due to a system bug – but because there is some logic around creating an account that prevents someone with an existing account from re-registering with the same username or email.

Also, some users may have simply forgotten their login and need help to set a new password.

We want to clarify the registration and login rules here as well as explain what things are in place to help anyone experiencing an issue accessing their account.

At the same time, we are always here to support people with these issues and will respond very quickly around the clock, on admin@gpnetworks.co.uk

The registration rules:

  • All email addresses and usernames in the system need to be unique.
  • Its possible for a person to register twice, using a different email but this is NOT advisable as it will lead to confusion in future.
  • Anyone who cannot register and is being told their account exists already needs only to retrieve and reset their login for their account.

Login and password reset:

  • The login is found at the top right of the home page
  • Clicking the login opens a modal popup like this (browser popup blockers could block this)
  • In this login modal you can use your username OR your email address, along with your password.
  • If you do not know your username, you can retrieve this and reset your password by clicking the ‘Forgotten password’ link at the bottom of the modal.
  • The password reset modal appears, like this
  • Entering your email into this modal will send your username and a new password to your email address (note: this email must be the one held in your account)

Notes:
If you do not receive your reset email it may be that it is going to a spam / junk folder or being blocked by your email provider

If you use the reset more than once, each time you use it a new password is generated, so only the most recent reset will work as a login.

If you do not receive a reset or your reset does not work, please ask us for help and we resolve the issue for you.