New Starter Information

Welcome.

Your key contact for your first day is _____________________________

Please note: The contents list below is linked to the specific section in the document. Choose an item and press the ‘Ctrl’ button and you will be navigated to the selected item.

ContentsValues of the CCGs............................................................................................................................4

M&A Values ‘PARTNERS’.............................................................................................................4

N&S Values.....................................................................................................................................5

Better Together...............................................................................................................................5

What is Outcome based commissioning?...................................................................................5

Why are Newark and Sherwood and Mansfield and Ashfield CCGs moving to an outcome based commissioning model?.......................................................................................................6

Who are the coordinating providers?...........................................................................................6

General Practice Maps and Populations.....................................................................................6

Strategic objectives............................................................................................................................6

M&A..................................................................................................................................................6

N&S...................................................................................................................................................8

Access card.........................................................................................................................................8

Hawthorn House.............................................................................................................................8

Balderton Primary Care Centre.....................................................................................................8

Mercury House................................................................................................................................9

Accessing Microsoft Outlook from an CCG device that is not your usual device......................9

Annual leave........................................................................................................................................9

Appraisals............................................................................................................................................9

Bulletin Board....................................................................................................................................10

Car Parking........................................................................................................................................10

Committee Structures M&A.............................................................................................................10

Communications – Information Bulletin and Connect 4...............................................................10

Confidential waste............................................................................................................................10

Hawthorn House...........................................................................................................................10

Birch House...................................................................................................................................10

Balderton Primary Care Centre...................................................................................................10

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Mercury House..............................................................................................................................10

Conflicts of Interests.........................................................................................................................11

Raising concerns and breaches..................................................................................................11

Corporate Identity – Our Branding..................................................................................................11

Desks..................................................................................................................................................12

Mercury House..............................................................................................................................12

Distribution lists (Email)...................................................................................................................12

CCG email address......................................................................................................................13

NHSmail email account................................................................................................................13

Instructions for including NHSmail in your CCG email inbox..................................................13

Emails and calendars access..........................................................................................................14

Outlook...........................................................................................................................................14

Allow someone else to manage your mail and calendar.....................................................14

What are the delegate permission levels?.............................................................................14

Turn on Delegate Access.........................................................................................................14

Change permissions for your delegate..................................................................................15

NHSmail.............................................................................................................................................17

Allow someone else to manage your mail and calendar.........................................................17

To open another mailbox.........................................................................................................18

Emergency Contact Details.............................................................................................................18

Expenses...........................................................................................................................................19

First Aid..............................................................................................................................................19

First Aid equipment locations......................................................................................................19

GEM Contact List..............................................................................................................................19

Gifts and Hospitality register...........................................................................................................20

Home and remote working..............................................................................................................20

Remote Working Application form..................................................................................21

Remote Working Leaflet...................................................................................................21

Remote Working Policy....................................................................................................21

HR forms and contacts.....................................................................................................................21

ID card................................................................................................................................................21

How to renew your ID card..........................................................................................................21

Image consent Form........................................................................................................................22

Incident Reporting.............................................................................................................................22

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Invoices..............................................................................................................................................22

IT access............................................................................................................................................23

Meeting rooms...................................................................................................................................23

Birch house (book through Outlook)...........................................................................................23

Hawthorn house (book through Outlook)...................................................................................23

Balderton Primary Care Centre...................................................................................................24

Mercury House..............................................................................................................................24

Network drives...................................................................................................................................24

Occupational Health.........................................................................................................................25

Organisational Structure Chart.......................................................................................................25

M&A....................................................................................................................................................25

N&S....................................................................................................................................................25

Payroll queries................................................................................................................................25

Personal Confidential Data (PCD)..................................................................................................25

NHSmail and NHSmail.................................................................................................................26

NHSmail and GSi..........................................................................................................................26

NHSmail and Gmail, Hotmail, CCG email address..................................................................26

Printing Photocopiers and Scanners..............................................................................................27

Printer names and locations............................................................................................................27

Balderton Primary Care Centre...........................................................................................27

Birch House...........................................................................................................................27

Hawthorn House...................................................................................................................27

Mercury House......................................................................................................................27

Order supplies from Konica via their website............................................................................27

Policies...............................................................................................................................................28

M&A................................................................................................................................................28

N&S.................................................................................................................................................28

Seating charts...................................................................................................................................28

M&A................................................................................................................................................28

N&S (floor plan).............................................................................................................................28

Sickness / absence reporting..........................................................................................................28

Signing in and out.............................................................................................................................28

Staff Facilities....................................................................................................................................29

Hawthorn house............................................................................................................................29

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Balderton Primary Care Centre...................................................................................................29

Mercury House..............................................................................................................................29

Stationery...........................................................................................................................................29

Hawthorn House...........................................................................................................................29

Balderton Primary Care Centre...................................................................................................29

Mercury House..............................................................................................................................29

Sub-committee structures (N&S)....................................................................................................29

Teleconference.................................................................................................................................29

Telephone instructions.....................................................................................................................29

Training..............................................................................................................................................29

Videoconferencing............................................................................................................................30

Voicemail (Mitel phones)..................................................................................................................31

Introduction – About Us

Values of the CCGs

M&A Values ‘PARTNERS’ Patient - Our Focus will always be on our service to patients

Accountable - We will be accountable for, and honest and about, the decisions we make

Responsive - We will listen and respond to what people tell us about the services we commission

True Partners - We will work collaboratively with all of our partners who can help to improve the health and wellbeing of people in Mansfield and Ashfield

Near to Home Services Near to home, so long as they are Safe, Clinically Effective and Cost Effective

Equitable - We will recognise the diverse needs of our population and ensure services are available on a fair and equitable basis

Respect - We will be mindful of how we work and of the impact our actions might have on others

Seamless - We will work hard with others to provide integrated services to improve the patient experience

About the CCG

We are Mansfield and Ashfield NHS Clinical Commissioning Group

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Our aim is to improve the health and wellbeing of the 184,000 population of the districts of Mansfield and Ashfield in the county of Nottinghamshire, England.

We are a collective of the 28 GP (family doctor) practices in Mansfield and Ashfield.

We are responsible for planning and paying for healthcare services for people of Mansfield and Ashfield.

We have an annual budget of £235 million that is used to pay for health services for our patient population. Further information http://www.mansfieldandashfieldccg.nhs.uk/index.php/maaboutus

N&S Values Show respect for each other’s views, even when we have very different perspectives Collaborate with others to improve patient care Share best practice and lessons to accelerate learning Strive for excellence in everything we do – celebrate what works well and continually

learn and improve

Newark and Sherwood Clinical Commissioning Group (CCG) is now in its third year having been formally established in April 2013.

Our role is to plan and buy (commission) the majority of services for people living in Newark and Sherwood. We are made up of 14 practices across Newark and Sherwood, so we are in a unique position to understand the needs of our residents.

The NHS faces significant health care challenges and in Newark and Sherwood, these include health inequalities, an aging population and increasing levels of people living with long-term conditions such as diabetes.

Our vision is to ensure that Newark and Sherwood residents be proud of their local NHS.

We want the local NHS to provide the safest and most effective services possible within available resources.

We want patients to be treated with compassion and respect at all times.

People will be able to take control and responsibility for their own and their loved ones’ health and care as far as possible.

We want joined up services that are sensitive to the whole person. This includes mental health and social needs as well as physical health. We also want services to be accessible to all, based on individual needs. Further information http://www.newarkandsherwood.nhs.uk/aboutus/our-CCG-objectives

Better TogetherThere is a continued focus on bringing our health and care system together with implementation of our transformational programme – Better Together.

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What is Outcome based commissioning?Outcome based commissioning (OBC) is a relatively new approach to commissioning health and social care services in the UK. It rewards both value for money and delivery of better outcomes that are important to patients.

‘Outcomes’ refer to the impacts or end results of services on a person’s life. As such, outcome-focused services aim to achieve the aspirations, goals and priorities as defined by service users.

It enables commissioners to create the circumstances where provider organisations find innovative solutions to deliver improved outcomes for services users at a lower cost. This will enable the delivery of new models of care.

It presents an opportunity to support quality and respond to challenges in the health and care economy including rising demand and an increasing financial gap.

Why are Newark and Sherwood and Mansfield and Ashfield CCGs moving to an outcome based commissioning model?Mansfield and Ashfield and Newark and Sherwood CCGs’ decision to adopt a new commissioning model will underpin the implementation of Better Together.

To deliver sustainable services for future generations, there needs to be a move away from a system that focuses on payment for activity at an organisational or episode level to one, which provides a payment for patient outcomes at a population level. This is known as capitated outcomes based commissioning.

Part of this process has been to identify coordinating providers who will take a leadership role in developing proposals for integrated care provision in the medium term.

Who are the coordinating providers?• Circle Health Limited• East Midlands Ambulance Service NHS Trust• Nottinghamshire Healthcare NHS Trust (including County Health Partnerships)• Nottingham University Hospitals NHS Trust• Sherwood Forest Hospital NHS Foundation Trust• United Lincolnshire Hospitals NHS Trust

General Practice Maps and Populations

Strategic objectives

M&AAim 1. Best quality within available resources (incorporating safety, effectiveness and patient experience)

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Reduce avoidable acute hospital attendances and stays

15.1% reduction in A&E attendances

19.5% reduction in non-elective acute admissions

9.8% reduction in secondary care elective referrals

20% reduction in paediatric admissions to hospital

Achieve financial balance

Aim 2. System sustainability through service integration and community provision

Strategic objectives:

Ensure residential or inpatient care is not a default model of care

30.5% reduction in acute bed days

25% reduction in admissions to nursing and residential homes

Design, procure and monitor services to ensure clinically and financial sustainable services

Work in partnership with local authorities, commissioners and providers to maximise use of public sector resources

Deliver transformational service models

Ensure appropriate programme management to deliver transformational schemes

Ensure appropriate organisational development to enable change

Develop and deliver workforce change plan, coordinated across the system

Develop and deliver estates strategy across the system

Aim 3. Improve health outcomes

Enable self-care where possible

Enable people to die at home where that is their choice

Commission services to reduce health inequalities

Decrease potential years of life lost

Improve the health related quality of life for people with long-term conditions

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Best quality within available resources (incorporating safety, effectiveness and patient experience);

Design, procure and monitor services to achieve the best possible clinical and patient experience outcomes

Ensure that pathways are integrated and more joined up for patients and carers

Enable patients and carers to take control of their own health

Ensure financial breakeven and value for money within local services

Commission services that tackle health inequalities

Design services that comply with national standards and the NHS Outcomes Framework

Ensure organisational statutory duties are achieved

Best service design

Move care closer to home for patients where appropriate

Commission care in centres of excellence where this is safer and more clinically and financially sustainable

Partnership working to achieve the safest and most effective services within available resources

Ensure a wide range of clinicians from primary, community and hospital settings are actively engaged in the commissioning process

Work with local government, commissioners and providers to maximise use of public sector resources and to achieve best local services

N&S

Access card

Hawthorn HouseHawthorn house can be accessed Monday to Friday between 0700 and 1930 with a security access card. You will need to request a card through Maureen.ritchie@property.nhs.uk.

For Information: Weekend access can be arranged at an additional charge to the CCG through estatesdept.birchhouse@property.nhs.uk.

Balderton Primary Care CentreThe Main Entrance can be accessed Monday to Friday without an access card between 0800 and 1830.

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The CCG offices are located on the first floor. You will need to obtain the passcode from reception. This will be changed bi-annually and every time an employee leaves the organisation. This passcode should not be given out.

Mercury HouseThe Multi Agency Safeguarding Hub (MASH) is located on the ground floor of Mercury House, Sherwood Business Park, Annesley. On arrival please ring the bell and either a Business Support Officer or member of the health team will meet you. Your health team manager will arrange your security pass and NHS Identification Badge.

Accessing Microsoft Outlook from an CCG device that is not your usual deviceIf you are working at an alternative NHS site where NHIS devices are provided and you do not have access to your usual device, you can follow the instructions below to access your Microsoft Outlook account. Alternatively, if you need access to NHS systems whilst at a non-NHS site please see the remote working section.

Annual leaveAnnual leave is managed electronically. Please complete the Annual Leave proforma below and return to your team administrator.

Your username is your windows logon (i.e. the user name you use to log onto your laptop, desktop pc. Your first password is password.  Please change this when you log into the system for the first time. 

The website you will need to go to is http://ccgannualleave.notts-his.nhs.uk/UserLogon.aspx?logout=true. 

Instructions on how to request leave are here.  If you are an authoriser of annual leave instructions on how to approve/reject leave are here. 

Appraisals..\Appraisals

Bulletin Board If you would like to buy or sell an item, please visit: http://bb.nnotts.nhs.uk/

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Car ParkingWe have limited parking at both sites, if you are able to car share please do so. You can park in bays that are marked as car share. Disabled parking bays are clearly identified near the entrance to Hawthorn House.

The health team have identified parking at Mercury House there are also three spaces that may be booked for visitors. Please be aware if you are not parked in the allocated bays, you may be fined.

Committee Structures M&A

Communications – Information Bulletin and Connect 4M&A – for items you would like to include in the weekly Information Bulletin sent to all staff and General Practice, contact the Communities and Engagement Officer based at Hawthorn House. Further advice can also be sought from the Arden and GEM Associate Director of Communications and Engagement. Please see GEM contact list.

N&S - For items, you would like to include in the fortnightly Connect 4 sent to all staff and General Practice contact the Communications Support Officer. Further advice can also be sought from the Arden and GEM Associate Director of Communications and Engagement. Please see GEM contact list.

Confidential waste

Hawthorn House2 bins clearly labelled as confidential on the ground floor.

Birch HouseAs you enter the finance department the bin is located on the left.

Balderton Primary Care Centre2 bins clearly marked as confidential located in both photocopying rooms.

Mercury HouseAll partner agencies within the MASH have access to the shredder for confidential waste. This is located in Mercury House reception.

Conflicts of InterestsClinical commissioning groups (CCGs) manage conflicts of interest as part of their day-to-day activities. Effective handling of such conflicts is crucial for the maintenance of public trust in the commissioning system. Importantly, it also serves to give confidence to patients,

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providers, and Parliament and taxpayers that CCG commissioning decisions are robust, fair, and transparent and offer value for money.

Declarations from staff MUST be requested by the Corporate Governance team: On Appointment, six monthly and at meetings.

All CCG members (salaried GPs or partners), employees and anyone who sits on a CCG committee/sub-committee are required to complete a declaration form.  We also require a completed form even if it is a “nil” response.

Please find the Conflict of Interest policy and declaration of interest proforma available on the websites:

M&A

N&S

Raising concerns and breachesIt is the duty of every CCG employee, governing body member, committee or sub-committee member and GP practice member to speak up about genuine concerns in relation to the administration of the CCG’s policy on conflicts of interest management, and to report these concerns. These individuals should not ignore their suspicions or investigate themselves, but rather speak to the Head of Corporate Governance.

Any non-compliance with the CCG’s conflicts of interest policy should be reported in accordance with the terms of that policy, and CCG’s whistleblowing policy (where the breach is being reported by an employee or worker of the CCG) or with the whistleblowing policy of the relevant employer organisation (where the breach is being reported by an employee or worker of another organisation).

Effective management of conflicts of interest requires an environment and culture where individuals feel supported and confident in declaring relevant information, including notifying any actual or suspected breaches of the rules. The corporate governance team provide advice, support, and guidance on how conflicts of interest should be managed. Organisational policies are clear about the support available for individuals who wish to come forward to notify an actual or suspected breach of the rules, and of the sanctions and consequences for any failure to declare an interest or to notify an actual or suspected breach at the earliest possible opportunity.

Anonymised details of breaches should be published on the CCG’s website for the purpose of learning and development.

Corporate Identity – Our BrandingIt is important that you use the NHS and CCG logos correctly and consistently for all documents/applications created e.g. PowerPoint slides, letterheads, agendas, minutes, reports, website design, compliment slips. You will need to create an email signature and further guidance and instructions are available from:

M&A

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DesksPlease see the team administrators.

Mercury HouseThe MASH health team have access to identified workstations that have access to the NHIS NHS network.

Distribution lists (Email)M&A and N&S have distribution lists for staff in Microsoft Outlook. These should be used by team administrators and corporate governance.

Click on ‘new email’

2. Click on ‘To’

3. Type in either ‘all Mansfield’ or ‘all Newark’

4. Double click on the organisation(s) you require. Click ‘ok’.

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In order to keep these up to date, please can you inform NHIS nhis.servicedesk@notts-his.nhs.uk of any leavers, new starters including permanent, temporary, contractors, committee members and secondments.

CCG email addressForename.surname@mansfieldandashfieldccg.nhs.uk or forename.surname@newarkandsherwoodccg.nhs.uk and

NHSmail email accountForename.surname@nhs.net

If you have an NHSmail email account, please ask the NHIS ServiceDesk to configure this into your CCG Outlook account. You will then be able to process emails from the 2 addresses in one place.

Instructions for including NHSmail in your CCG email inboxAlternatively, please follow these instructions to add NHSmail into your CCG email inbox.

If you need an NHSmail account later, please log a call with the NHIS ServiceDesk nhis.servicedesk@notts-his.nhs.uk.

Emails and calendars access

Outlook

Allow someone else to manage your mail and calendarAbout Delegate Access

Beyond merely sharing Outlook folders, Delegate Access enables you to grant additional permissions, such as allowing a delegate the ability to create e-mail messages or respond to meeting requests on your behalf.

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Notes   

As the manager, your mail must be delivered to your mailbox on the Exchange server, not to an Outlook Data File (.pst) on your computer.

You and the delegate must use the same version of Outlook.

As the person granting permission, you determine the level of access that the delegate has to your folders. You can grant a delegate permission to read items in your folders or to read, create, change, and delete items. By default, when you add a delegate, the delegate has full access to your Calendar and Tasks folders. The delegate can also respond to meeting requests on your behalf.

What are the delegate permission levels? Reviewer     With this permission, the delegate can read items in the manager's

folder.

Author     With this permission, the delegate can read and create items, and change and delete items that he or she creates. For example, a delegate can create task requests and meeting requests directly in the manager's Task or Calendar folder and then send the item on the manager's behalf.

Editor     With this permission, the delegate can do everything that an Author has permission to do and additionally can change and delete the items that the manager created.

Turn on Delegate AccessA delegate automatically receives Send on Behalf permissions. By default, the delegate can read only the meeting requests and responses sent to the manager. The delegate does not have access to read any other messages in your Inbox.

1. Click the File tab.

2. Click Account Settings, and then click Delegate Access.

3. Click Add.

I do not see the Add button

o The Add button might not be visible because of one or more of the following:

o An active connection does not exist between Outlook and Exchange. The Outlook status bar should display Connected to Microsoft Exchange or Online.

o Your messages are not being delivered to your Exchange mailbox. Your e-mail must be delivered to your Exchange mailbox, not to an Outlook Data File (.pst) on your computer hard disk.

4. Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list.

Note    The delegate must be a person in your organization's Exchange Global Address List.

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5. Click Add, and then click OK.

6. In the Delegate Permissions dialog box, you can accept the default permission settings or select custom access levels for Exchange folders.

If a delegate needs permission to work only with meeting requests and responses, the default permission settings, including Delegate receives copies of meeting-related messages sent to me, are sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate's Inbox.

Note    By default, the delegate is granted Editor (can read, create, and modify items) permission to your Calendar folder. When the delegate responds to a meeting on your behalf, it is automatically added to your Calendar folder.

7. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.

8. If you want, select the Delegate can see my private items check box.

Important    This is a global setting that affects all of your Exchange folders, including all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. You cannot allow access to private items in only one folder.

9. Click OK.

Note    Messages sent with Send on Behalf permissions include both the delegate's and manager's names next to From. When a message is sent with Send As permissions, only the manager's name appears.

Change permissions for your delegate1. Click the File tab.

2. Click Account Settings, and then click Delegate Access.

3. Click the name of the delegate for whom you want to change permissions, and then click Permissions.

Note    If you want to remove all Delegate Access permissions, do not click Permissions but instead click Remove and skip the remainder of these steps.

4. Change the permissions for any Outlook folder that the delegate has access to.

5. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.

Note    If you want copies of meeting requests and responses that you receive to be sent to a delegate, make sure the delegate is assigned Editor (can read, create, and modify items) permission to your Calendar folder, and then select the Delegate receives copies of meeting-related messages sent to me check box.

Change delegate access to private items

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If you have assigned permissions to a delegate so that he or she can access your Outlook folders, you can hide personal information in appointments, meetings, tasks, and contacts. Open each personal item, and on the Calendar Tools tab, in the Tags group, click Private.

If you want to give a delegate access to see your private items, do the following:

1. Click the File tab.

2. Click Account Settings, and then click Delegate Access.

3. Click the name of the delegate for whom you want to change access to your private appointments, and then click Permissions.

4. Select the Delegate can see my private items check box.

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Important    You should not rely on the Private feature to prevent other people from accessing the details of your appointments, contacts, or tasks. To make sure that other people cannot read the items that you marked as private, do not grant them Reviewer (can read items) permission to your Calendar, Contacts, or Tasks folder.

NHSmail

Allow someone else to manage your mail and calendarWhen logged into NHS.Net mail, click on the Folder along the top of the page

Then click on the folder tools in the bottom right

Then click on the delegates option on the top right

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Then add the person’s name in the right hand window

The delegate can then access the mailbox using the below

To open another mailboxClick your name in the upper right corner of the window to open the Open Other Mailbox dialog box.

Enter the name or alias of the mailbox that you want to open.

If more than one match is found, Outlook Web Access displays a list of possible matches.

Click the name of the mailbox that you want to open.

The mailbox opens in a new window.

Emergency Contact DetailsThe CCGs would like to update the emergency contact details held about you.  In the future we may also need to contact you to inform you of any site closures due to weather or major incidents i.e. pandemic flu.    This information will be stored in a secure area of the shared drives.  The corporate governance team and your line manager will have access to it.  Please can you review the attached form and complete as necessary and return to corporate governance in either electronic or paper format as soon as possible.  Any queries please let the team know.

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ExpensesThis is an electronic system for claiming expenses i.e. miles, car-parking charges: https://www.epay.sbs.nhs.uk:8571/epay/epa300_drill.xsp?employee_no=24246421&envMan=EPAY23

All claims needs to be submitted by 18:00 on the 10th of the month in order for you to receive reimbursement with your wages on the 26th. You are required to keep all receipts and to up load these into the Expenses system for approval. Your line manager may need to view the paper receipt before you destroy it.

The organisation number you will need to use is 111.

If you do not have an account click here to register.

If you have forgotten your password click here.

First AidQualified First Aiders

Georgina Brudzinska

Gina Holmes

The identified first aiders for Mercury House are located upstairs in the Notts. County Council Contact Centre. A list of contact numbers and procedure is located within the MASH to the left of the entrance door

First Aid equipment locationsHawthorn house – ground floor, opposite Corporate Governance team’s desks in the large cupboard marked with a green cross

Balderton Primary Care Centre – first floor kitchen, on top of the cupboard.

Mercury House – in the cupboard at the end of the Business Support Team Workstations

GEM Contact List

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Gifts and Hospitality registerThe CCG will maintain a gift and hospitality register and this will be available on the websites: M&A and N&S.  It has been a requirement to declare gifts and hospitality since CCG authorisation on 1 April 2013. Please complete a declaration as and when required and return to Corporate Governance. 

Hawthorn HouseRansom Wood Business ParkSouthwell Road WestRainworthMansfieldNottinghamshireNG21 0HJ

The definition of “Gifts” is:

Items of any value offered or provided in the nature of the organisation’s business by anyone other than the employer.  Items of low value such as diaries and other items of work related stationery and equipment may be accepted and need not be recorded in the Register.  It is acceptable to receive other small value items, for example seasonal items, if it is made clear to the person offering the gift or hospitality that it is accepted on behalf of the team or department (and indeed, is shared with colleagues) or is donated for charitable purpose.

In cases of doubt, advice must be sought from your line manager/corporate governance and, in no case must a gift be accepted without prior written approval of the relevant manager if the estimated value of the gift exceeds £15.

The definition of “Hospitality” is:

Food, drink, accommodation or entertainment offered or provided in the nature of the organisation’s business by anyone other than the employer.  Modest hospitality, for example, a drink and sandwich during a visit or a working lunch is reasonable and does not require recording or approval of a manager.  Where the hospitality is not modest, this requires approval from your director.  Offers of hospitality such as theatre tickets, sporting events, holiday accommodation or similar offers of hospitality must be declined.  There is an important difference between, attendance at events in an official capacity and accepting hospitality at events where representation by the CCG is not required.  Where you are invited to an event as a representative of the CCG and consider that the CCG should be represented in an official capacity, attendance is likely to be acceptable but written approval should be sought in advance from your director. 

Home and remote workingRemote access is a method of accessing files and systems that can only usually be accessed from an NHS site. Remote access to systems by NHS staff is now seen as an important way of working. Remote working can be undertaken with the use of mobile devices such as laptops, notebooks, tablets, blackberries and smart phones.

Available on the websites:

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M&A

N&S

Remote Working Application form Remote Working Leaflet Remote Working Policy

HR forms and contacts

Personal confidential data i.e. name, home address, postcode, NHS number, date of birth, payroll number, driving licence number, Unique Booking Reference Number (UBRN), racial / ethnic origin, political opinions, religious beliefs, trade union membership, physical (sickness absence) or mental health, sexuality, criminal offences, bank and/or credit card details should not be processed using our CCG email addresses.  This class of information should only be processed using NHSmail to NHSmail or equivalent i.e. Government Secure Intranet (GCSX in local authority).  Below is the secure and verified email address for GEM HR.  Other safe haven email addresses are included from page 16 in the appendix of the Safe Haven Additional Guidance. 

Can you ensure that all personal data is sent from your NHSmail email address and not your CCG email address. GEMCSU.PeopleServices@nhs.net

M&A

N&S

ID cardYou should be provided with an ID badge on your first day. If not please contact GEMCSU.IDCards@nhs.net. Your badge will be issued for 2 years. You will need to apply for a replacement before the expiry of the card.

How to renew your ID cardPlease find below the form for a new ID card. You will need to get the form signed by your line manager. Your line manager can forward the completed form to me and that will count as an electronic signature.

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Image consent FormYou may have seen that more people are starting to have their photos on their emails. Whilst Staff Engagement Group is supportive of this as it is useful to identify people working in different teams and improve working relationships it is up to the individual to action this via contacting NHIS. NHIS have confirmed that your digital image (sensitive personal data) will not be visible out of our NHIS network i.e. network managed by NHIS.  To clarify Sherwood Forest Hospitals NHS Foundation Trust employees would be able to see the digital image but employees at Arden and GEM CSU would not. 

We would like to stress that this will only happen if you provide Gina Holmes with a completed consent form.  If you do not want your image attached to your email you do not need to do anything.  Any queries please contact Gina Holmes.

Incident ReportingDatix is a simple web-based risk management system which enables M&A and N&S staff to report incidents or concerns via the online Datix Incident and Concern Form http://ns-datix/datix/live/index.php. Datix can be accessed on any CCG issued device i.e. laptop, computer.

Incident reporting policy is available on the websites:

M&A

N&S

Examples of CCG incidents and concerns:

Health and safety – e.g. accidents and work related injuries

Patient safety issues

Information security – e.g. lost or stolen ID badges, door cards or equipment; finding confidential information on printer; sending or receiving confidential data via inappropriate means i.e. CCG email address

Please do not hesitate to contact a member of the Quality and Safety Team on 01636 594882 if you have any questions about Datix.

InvoicesIf you require access to SBS (Oracle) please contact the finance team.

User instructions

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IT accessTelephone the NHIS ServiceDesk 01623 410310 or ext. 4040 to request your network account username and password. You will be prompted to reset your password when you log in for the first time. The network account will allow you to log onto CCG issued IT equipment, where you can access shared drives and corporate email accounts.

If you will be processing personal confidential data,1 you will be provided with two email addresses:

Meeting roomsMeeting rooms can be booked by all staff. If you experience any problems, please contact the reception desks.

Birch house (book through Outlook)Meeting Rooms 1, 2 and 3 can be joined together to hold 45 people

Birch House Beveridge Room 1 BirchHouse.BeveridgeRoom@nottspct.nhs.uk - holds 15 people

Birch House Meeting Room 2 BirchHouse.SeacoleRoom@nottspct.nhs.uk - holds 15 people

Birch House Meeting Room 3 BirchHouse.ArderneRoom@nottspct.nhs.uk - holds 15 people, video and project equipment available

Birch House Ransom Room 4 BirchHouse.RansomRoom@nottspct.nhs.uk - holds 4 - 6 people

Birch House Houndsfield Room 5 BirchHouse.HoundsfieldRoom@nottspct.nhs.uk - holds 4 - 6 people

Birch House Meeting Room 6 BirchHouse.BevanRoom@nottspct.nhs.uk - holds 4 - 6 people

Birch House Meeting Room 12 BirchHouse.FinanceRoom12@nottspct.nhs.uk

Hawthorn house (book through Outlook)Meeting Room 1 Hawthorn.MeetingRoom1@nottspct.nhs.uk - holds 16 people, video and project equipment available

1 This is a term used in the Caldicott Information Governance Review and describes personal information about identified or identifiable individuals, which should be kept private or secret and includes dead as well as living people. The review interpreted 'personal' as including the Data Protection Act definition of personal data, but included data relating to the deceased as well as living people, and 'confidential' includes both information 'given in confidence' and 'that which is owed a duty of confidence' and is adapted to include 'sensitive' as defined in the Data Protection Act.

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Meeting Room 3 Hawthorn.MeetingRoom3@nottspct.nhs.uk - holds 5 people max.

Meeting Room 4 Hawthorn.MeetingRoom4@nottspct.nhs.uk - holds 8 people

Meeting Room 5 Hawthorn.MeetingRoom5@nottspct.nhs.uk - holds 8 people

Balderton Primary Care Centre N&SMeetingRoom@newarkandsherwoodccg.nhs.uk CCG Meeting Room, first floor (book through Outlook)

Health Education room, ground floor – book via main reception 44839, not available on Outlook (paper bookings only).

Mercury HouseThere is the opportunity for the health team to book the meeting room 1 or the training room on the ground floor. Requests can be made via the MASH Business Support Officers

Network drivesPlease check ‘my computer’ to see if these have been added to your account. Example below. Any queries please ask your line manager for details of the folders you require access to and contact the ServiceDesk

All future IT issues should be directed to the NHIS ServiceDesk (01623 410310 or ext. 4040, nhis.servicedesk@notts-his.nhs.uk or visit their portal for further advice: https://customerportal.notts-his.nhs.uk/index.php.

Other features of the portal:

Access to IT systems;

Order IT equipment e.g. laptop, desktop pc, smartphone; and

Reset passwords including email.

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Occupational HealthThe Occupational Health Department provide a wide range of services, which are designed to protect, maintain and promote the health, safety and well-being of employees at work.

The service is delivered by Derby Hospitals NHS Foundation Trust, who will work with a consortium of providers to ensure staff can be offered an appointment at a local site close to their place of work or home address.

To find out more about our services, either click on the links below or down load our Occupational health leaflet:

Health Clearance

Management Referral

Self-Referral

Counselling and Support

Response to Inoculation Incident

Fact Sheets and Advice

To find out more, simply click on the links or contact us directly.

Organisational Structure ChartM&A N&S

Payroll queriesContact number (0303 123 1144) or email: SBS.Payrolldesk@nhs.net

Personal Confidential Data (PCD)PCD cannot be sent/received using your CCG email address i.e. gina.holmes@mansfieldandashfieldccg.nhs.uk;

Ensure that PCD is sent to the mailbox of a person authorised to see that information and that no unauthorised persons have access to that mailbox;

Regularly review distribution lists i.e. starters and leavers;

PCD should not be contained in the subject line or in the body of the email;

Do not password protect attachments; and

Confirm the email address by sending a test message.

PCD must be sent and received using either of the following methods:

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NHSmail and NHSmailbetween NHSmail i.e. gina.holmes1@nhs.net  and NHSmail i.e. gina.holmes1@nhs.net. Do not password protect attachments.

NHSmail and GSibetween NHSmail i.e. gina.holmes1@nhs.net  and GSi (Government Secure Intranet equivalent to NHSmail) accounts.   name.surname@cjsm.net, name.surname@eu-admin.net, name.surname@gcsx.gov.uk, name.surname@gse.gov.uk, name.surname@gsi.gov.uk, name.surname@gsx.gov.uk, name.surname@mod.uk, name.surname@pnn.police.uk, name.surname@scn.gov.uk.

PCD must not be sent to NHSmail or GSi email addresses using your CCG email address. If you receive PCD in your CCG email address, you will need to inform the sender of the lack of security using the following statement:

We have received personal confidential data to a non-secure email address. PCD cannot be sent to a CCG email address i.e. forename.surname@xxxxccg.nhs.uk  as this is not secure.

In order for a transfer of PCD to be encrypted and secure, it must be sent and received to an nhs.net account name.surname@nhs.net or Government Secure Intranet email address only i.e.   name.surname@cjsm.net, name.surname@eu-admin.net, name.surname@gcsx.gov.uk, name.surname@gse.gov.uk, name.surname@gsi.gov.uk, name.surname@gsx.gov.uk, name.surname@mod.uk, name.surname@pnn.police.uk, name.surname@scn.gov.uk.   

Please get in touch with your usual contact at XXXXX to discuss and agree future alternative arrangements. 

NHSmail and Gmail, Hotmail, CCG email addressBetween NHSmail only and unsecure email, address i.e. Gmail, Hotmail, CCG email address, Nottingham University Hospitals NHS Trust email address

Instructions here.

To send an encrypted e-mail from your NHSmail e-mail address only (gina.holmes1@nhs.net)

a) Create a new e-mail message.

b) Ensure the recipient’s e-mail address is correct.

c) In the Subject field of the e-mail, enter the word [secure] before the subject of the message. The word secure must be surrounded by the square brackets [secure] for the message to be encrypted. If square brackets are not used, the content of the e-mail will be sent unencrypted in plain text, and may potentially be exposed to interception or amendment. Please see below.

d) Compose the message.

e) Add any required attachments.

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f) Click on Send to send the message. The service will then encrypt the message and

deliver it to the intended recipient. The sent item will be stored unencrypted in your Sent Items folder, and any replies received will be decrypted and displayed as normal in your NHSmail inbox in either Outlook if you have added the mailbox into your CCG e-mail account or through logging into NHSmail if you have not added the mailbox into Outlook: www.nhs.net.

Please note: [secure] is not case sensitive and [SECURE] or [Secure] for example could also be used.

Further guidance is available on the M&A and N&S websites:

Safe Haven Additional Guidance

Safe Haven Leaflet

Safe Haven Procedure.

Printing Photocopiers and ScannersThe NHS should go paperless by 2018 to save billions. With this in mind please can you keep your printing to a minimum. https://www.gov.uk/government/news/jeremy-hunt-challenges-nhs-to-go-paperless-by-2018--2

Printer names and locations Balderton Primary Care Centre

Printer name – MFD. In order to print you will need a printing card. If you have a printing card for M&A CCG, this will also work at N&S CCG. Please see the team administrator in the Service Improvement Team.

Birch House Printer name FINANCE A. Serial Number: 1808422002

Hawthorn House Printer name – Nursing and Governance D. In order to print at Hawthorn house you will need a printing card. Please go to Birch house with your username (provided by NHIS to log into the IT systems). You will be asked to enter your username and password into the computer system at Birch house reception). If you forget your card, you can login using your username and password by clicking on ‘Access’ on the photocopier.

Mercury HouseThe MASH health team have access to the shared Minolta Copier located behind the health team workstations.

Order supplies from Konica via their websitehttps://e-bizhub.konicaminolta.co.uk/web/simenu.do?link=logout

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PoliciesAvailable on the websites:

M&A

N&S

Seating charts

M&A

N&S (floor plan)

Sickness / absence reportingPlease contact your line manager in the first instance. Sickness is recorded electronically on ESR.

Sickness policy available on the websites:

M&A - Rachel Bradley and Fay Bradley.

N&S - Please contact the team administrator.

Signing in and outHave you signed the signing in sheet at reception? You will need to do this when you are working at Balderton Primary Care Centre, Birch House and Hawthorn House. If you are attending a meeting in Birch House and your usual base is Hawthorn House, you will need to out at Hawthorn House and sign in and out at Birch House reception desk where the meeting is taking place.

If your name is not on the list please ask the receptionist (at each site if required) to include you. For your own security, you must ensure that you sign in and out of the buildings. Fire procedures are published on the CCG websites and a fire evacuation test is undertaken regularly at all sites:

M&A (Fire Safety Information Hawthorn House); and

N&S (Operational Policy for Balderton Primary Care Centre appendix A).

Mercury House

The MASH health team have a signing in sheet for health team members. All guests must be escorted into the hub and sign in on arrival. Fire alarm testing takes place on a Tuesday morning (approx. 09:00) and evacuation tests take place on a regular basis.

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Staff Facilities

Hawthorn houseGround floor staff kitchen, ground and first floor toilets, lift and ground floor shower facilities available.

Balderton Primary Care CentreFirst floor staff kitchen, ground and first floor toilets and lift.

Mercury HouseThere is a break out room and kitchen facilities on the ground floor. Toilets are available in reception

Stationery

Hawthorn HouseLocated at the bottom of the office in the mobile racking unit.

Balderton Primary Care CentreLocated in the photocopying room on the first floor.

Mercury HousePlease contact Quality and Safety Team Secretary

Sub-committee structures (N&S)

Teleconference..\Teleconference details

Telephone instructionsStaff can transfer their calls to an alternative number including mobile phones when not in the office i.e. to transfer to mobile numbers press *89 then the external number 07808xxxxxx.

To add your name to the phone system please contact: mitelcontactcentre@notts-his.nhs.uk

TrainingThe Electronic Staff Record (ESR) is an e-learning training environment, which enables all staff to undertake the required modules. The e-learning team (based at Birch house) will provide a username and password to you by email. If you have not received this please contact the team by email GEMCSU.elearningsupport@nhs.net or telephone 01623 673703.

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You will need to complete the following statutory training2 as soon as possible (within the first 2 weeks of employment):

1. Fire Safety (annually)

2. Health and Safety (once only)

3. Moving and Handling (every 3 years)

4. Prevent Anti-Terrorist Awareness Training (once only)

Further mandatory3 training requirements are available in the Training policy. Mandatory training should be completed within the first 6 weeks of employment.

If you would like to attend a face-to-face IG session, please contact the Corporate Governance team.

VideoconferencingNHIS have installed video conferencing facilities at Balderton Primary Care Centre and Hawthorn house.  Meeting rooms and individuals attending a meeting can now be connected at multiple sites in order to reduce travel claims and staff time taken to travel to and from meetings.  

NHIS can also install the software on your NHIS issued mobile devices so you can join a meeting that is taking place at another site with video conferencing facilities i.e. iPhone, iPad, laptop (but only if a web cam is installed). 

Instructions on how to use the software are here.  There is also a quick reference guide. 

In order to select a meeting room/individual at either site you will need to know the name of the room/individual.

Meeting room 1 at Hawthorn house is Hawthorn and the CCG meeting room at Balderton Primary Care Centre is Newark & Sherwood CCG HQ.  There is a search facility for you to look up a room or an individual. 

Video conferencing is available at Birch house, Sherwood Forest Hospitals NHS Foundation Trust, Nottingham North and East, Nottingham West and Rushcliffe CCG.

If you have any queries or would like the software installing on an NHIS issued mobile device please contact the Service Desk extension 4040 or NHIS ServiceDesk nhis.servicedesk@notts-his.nhs.uk.

2 Statutory training is that which the CCG is legally required to provide as defined in law or where a statutory body has instructed organisations to provide training on the basis of legislation3 Mandatory training is determined by the CCG. It is concerned with minimising risk, providing assurance against policies and ensuring the CCG meets external standards and good practice guidance, e.g., IG - NHS Operating Framework requirement since 2009/10.

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Voicemail (Mitel phones)

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