Brief introduction to Primary Care (GP) SOAR users Last updated: 24 th August 2012

Brief introduction toPrimary Care (GP) SOAR users

www.appraisal.nes.scot.nhs.uk

Last updated: 24th August 2012

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Outline of this presentation

• Overview of an Appraisal on SOAR- Step-by-step guide

• Breakdown of tasks• For Appraisers and Appraisees

• Screenshots guidance

• Summary of important tasks

• Support for going forward

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Overview: an Appraisal on SOAR

Assign login(on request)

Administrator

AllocateAppraisers &Appraisees

CreateInterview

(usually done byAppraiser)

AppraiserAppraisee

CompleteAppraisal Docs(inc uploading ofsupporting info)

AgreeConfidentiality

Statement(MUST)

SubmitAppraisal Forms

(MUST)

Reviewssubmitted

Appraisal Docs

APPRAISALINTERVIEW

DraftsForm 4

summary

Agreesand Signs

Disagrees

Process completed:automated email

confirmations sent

Signs

and Forwards

Requests changes

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Breakdown of tasks (1/4)

… First steps

1. Appraiser agrees interview date / time / location with Appraisee via phone, email etc

i.e. outside of SOAR

2. Appraiser* logs into SOAR to create the agreed interview

3. System will send automated email confirmation to both Appraiser and Appraisee

* In some Health Boards, this is done by Local Admin teams

Appraiser

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CompleteAppraisal Forms

(inc upload ofsupporting info)


(MUST)


Administrator

AllocateAppraisers &Appraisees(& AppraisalCo-ordinator)

CreateInterview

(done by eitherAdmin or

Appraiser)

Appraisee


Statement(MUST)

Reviewssubmitted

Appraisal Docs

APPRAISALINTERVIEW

DraftsForm 4

summary

Agreesand Signs

Disagrees


confirmations sent

Signs

and Forwards

Requests changes

Appraiser

6

• Appraiser logs in• Click on “Interviews”• Click on “Create Interview”• Select Appraisee from popup dropdown

Screenshot – Create Interview on SOAR (1/2) Appraiser

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Screenshot – Create Interview on SOAR (2/2)

• Enter location (if not already auto populated)

• Select Period (fiscal year) of WHEN interview is scheduled

• Enter Date and Time• Add any additional comments

(if applicable)• Finish by clicking on Save

Appraiser

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… after interview has been created

4. Appraisee logs in; completes Appraisal Forms 1-3 and uploads any supporting information as required

5. Appraisee submits the completed Appraisal Forms to the interview page (step 2) in order to share them with Appraiser

• A read-only snapshot PDF of the forms is created in the interview page (auto email to Appraiser)

• Appraisee can resubmit the forms if they wish (additional supporting information; missed questions on Appraisal Forms etc)

Appraisee

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Administrator


CreateInterview


Appraiser)

AppraiserAppraisee


Statement(MUST)

Reviewssubmitted

Appraisal Docs

APPRAISALINTERVIEW

DraftsForm 4

summary

Agreesand Signs

Disagrees


confirmations sent

Signs

and Forwards

Requests changes




(MUST)

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Screenshot – Completing Appraisal Forms (1/4)

• Appraisee logs in• Clicks on Form 1 (Background)• Clicks on Form 2 (Job Description)• Clicks on Form 3 (Supporting info)• Save button provided on all forms

(Appraisees not expected to complete forms in one sitting)

• Form 3, split into the 4 Domains, documents the appraisee’s supporting information (file attachments / uploads)

Appraisee

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• Form 3 is split into 4 Domains• Each Domain has Supporting Info

and Reflections, additionally:• Domain 1 has Personal

Development Plan (PDP) section• Domain 4 has Health, Probity,

Complaints Statements• Complete all the sections (including

uploading of supporting information in the Domains) – use Save button

• Once all forms are completed, the last step is to SUBMIT the completed forms to the interview so they are shared with Appraiser (the interview will have been added by the Appraiser in step 2)

Appraisee

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• Your forthcoming appraisal should be listed on your welcome page (click on SOAR logo to return to welcome page)

• If not, click on “My Interviews”• Your appraisal history should be listed here,

with the latest interview at the top• Click on the notepad icon under the “Edit”

column to go to the interview’s details page• If your latest appraisal has not been added

yet, contact your appraiser or local admin team for further assistance

Appraisee

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• Go to interview details page (from “My Interviews”)

• Scroll to bottom of page• Click on “Accept” button to

accept the Confidentiality Statement

• Click on “Submit Appraisal Forms 1, 2 and 3” button to submit forms

• Read-only PDF of forms will be created for the interview

• System notifies Appraiser via email

• You can re-submit (additional documents, missing answers on form etc), but contact your Appraiser FIRST(Resubmit button is enabled after Appraisal Forms are submitted, appearing underneath the Submit button)

Appraisee

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… after Appraisal Forms are submitted

6. Appraiser reviews the submitted forms and supporting information

7. Appraisal takes place as scheduled

8. After the appraisal: Appraiser creates and drafts the Form 4 summary (from interview details page in step 2)

9. Appraiser forwards the (completed) Form 4 to Appraisee for review and sign off (system sends auto email to Appraisee)

Appraiser

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(MUST)


Administrator


CreateInterview


Appraiser)

AppraiserAppraisee


Statement(MUST)

Reviewssubmitted

Appraisal Docs

APPRAISALINTERVIEW

DraftsForm 4

summary

Agreesand Signs

Disagrees


confirmations sent

Signs

and Forwards

Requests changes

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Screenshot – Create Appraisal Form 4 (1/3)

• To review the submitted documents and create Form 4, you need to go to the interview’s details page:

• Click on “Interviews”• From the interviews listed,

click on the corresponding notepad icon under the “View” Column to go to the interview’s details page• Brown icon signifies those

interviews using the new online appraisal forms

• White icon for those using the old appraisal forms

Appraiser

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• From the interview details page:• To review an appraisee’s

submitted forms, click on “Form1-3 Snapshots”

• To create Form 4, click on “Create Form 4” button

• A new tab for “Form 4 (Draft)” appears along the top, where you will be redirected to automatically.

Appraiser

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• Form 4 is split into 3 sections:• Summary• Assessment of Documents• PDP

• Expand each section to complete• Similar to Appraisees, Appraisers are not

expected to complete this in one sitting, use the Save button when working on form

• When finished, click “Approve and Forward to Appraisee”

• System will notify Appraisee via email

Appraiser

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… after Form 4 has been forwarded

10.Appraisee reviews draft Form 4• If Appraisee wants changes made, they click

"Change Request" button and detail accordingly in the popup box, the system will unlock the form for Appraiser to make the necessary changes and re-forward to Appraisee

• If Appraisee is happy with the content of the form, they click "Approve Form 4" and the interview is marked as completed - the system sends automated email to Appraiser, Appraisee, and local Admins to confirm the interview has taken place and Form 4 has been completed

Appraisee

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(MUST)


Administrator


CreateInterview


Appraiser)


Statement(MUST)

Reviewssubmitted

Appraisal Docs

APPRAISALINTERVIEW

DraftsForm 4

summary

Agreesand Signs

Disagrees


confirmations sent

Signs

and Forwards

Requests changes

AppraiserAppraisee

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Screenshot – Appraisee sign-off of Form 4

• Appraisee reviews Form 4 ( “Expand” to view full sections)

After Appraisee’s review:• If amendments are needed, Appraisee

clicks on “Change Request” button, enter details in popup box

• Form 4 is unlocked and Appraiser notified. Appraiser will make the appropriate edits and re-forward to Appraisee

• If happy with Form 4, Appraisee approves it, and process is completed.

• Auto email sent to Appraiser, Appraisee and Health Board Admin team

• Record of actions recorded on form• Sign off displayed at bottom of form

Appraisee

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Important Tasks (1/2)

• For Administrators• Assign Logins

• Allocate Appraisers and Appraisees

• Create Interviews (Appraisers do this usually)

• For Appraisers• Create Interviews

• Review Appraisal Forms / Docs

• Appraisal Form 4 (create and sign)

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Important Tasks (2/2)

• For Appraisees• Complete Forms 1 and 2

• Complete Form 3• Upload supporting information

• Go to Interview page:• Agree Confidentiality Statement

• Submit Appraisal Forms

• Sign off Form 4

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Support - www.appraisal.nes.scot.nhs.uk

• SOAR for GPs information site:• http://gp.appraisal.nes.scot.nhs.uk • Guidance to appraisal and revalidation• Guidance on using SOAR Database• Live WebEx demo sessions• And much, much more!

• William Liu or Atia Khan-Tahir:• [email protected] • [email protected]

Here to help!

• Report problems:• We can only improve with YOUR feedback!

http://www.appraisal.nes.scot.nhs.uk/

http://gp.appraisal.nes.scot.nhs.uk/

mailto:[email protected]

mailto:[email protected]