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Capacity Tracker

User Guide for System Champions V2

24 July 2020

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Table of Contents System Champions ........................................................................................................................................................ 4

What Regions mobilising the Capacity Tracker need to do ................................................................................. 4

What CCGs need to do to support mobilisation of the Capacity Tracker .......................................................... 4

Access to capacity tracker data and reports .......................................................................................................... 5

Business continuity .................................................................................................................................................... 5

Updates ........................................................................................................................................................................ 5

Questions / Comments / Feedback ......................................................................................................................... 5

1. Registering a New User Account .................................................................................................................... 5

2. How to Log-in ..................................................................................................................................................... 7

3. Main Menu view: ................................................................................................................................................ 8

3.1 Resource Centre ........................................................................................................................................ 8

3.2 Care Home Providers ................................................................................................................................ 9

3.3 Community Providers .............................................................................................................................. 12

3.4 Hospice Providers .................................................................................................................................... 14

3.5 Substance Misuse Providers .................................................................................................................. 15

3.6 Find Care Home Vacancies/Find Community/Hospice Vacancies ................................................... 17

3.7 Users Awaiting Approval ......................................................................................................................... 17

3.8 Contract Management ............................................................................................................................. 18

3.9 Contact Directory ...................................................................................................................................... 19

3.10 Reports ....................................................................................................................................................... 20

4.0 General Information ....................................................................................................................................... 21

Within the Accounts section from the ribbon, users can access:.......................................................... 21

Approve/Reject – this give direct access to new access applications awaiting a response ........... 21

Change Password – allows the user to change their password ......................................................... 21

My Details/Access – allows users to update their details (e.g. name change/job role change) .... 21

Manage Users – gives access to all users aligned to your organisation by clicking on the

View/Edit element this gives the ability to deactivate users when they have left organisations. ..... 21

.......................................................................................... 21

5.0 Additional Functionality ............................................................................................................................ 21

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Document Revision History

Version

Number

Date Author Title Status Comment/Reason for

Issue/Approving Body

1.0 07.7.2020 Hannah Hope Draft

2.0 27.07.2020 Hannah Hope

/Heather Hayton

Final

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Capacity Tracker User Guide for System Champions

Welcome to the Capacity Tracker. The role of the System Champion is set out below and includes support

required in response to the COVID-19 pandemic.

The System Champion role is to support those Care Homes, Community, Hospice and Substance Misuse

Providers aligned to their organisation to register and update the Capacity Tracker with Capacity and Vacancy

information and for Care Homes, Hospices and Substance Misuse Providers, additional Business Continuity

information as set out in the National Guidance.

System Champions are local leads from CCGs and Local Authorities who are responsible for the adoption

and embedding of the system within their area and are encouraged to familiarise themselves with the

Capacity Tracker system to help maximise its benefits for themselves, colleagues and patients/service users

. To support this process NECS have developed helpful Videos and User Guides aimed at specific Provider

types available in the Help menus and Resource Centre. In addition, Master classes can be set up with a

member of the NECS Capacity Tracker Team to support with the wider usage and familiarisation of the

system.

System Champions Can see which users have logged in from their own organisation and those from other providers

aligned to their organisation (i.e. covered by the boundary of the CCG/LA) – but do not have the ability

to edit the data

Have the ability to approve/reject application requests for access to the system from their own

organisation or providers aligned to their organisation

Have access to specific reports to help monitor engagement, utilisation, review data quality and

updates for their aligned provider organisations. In addition, market oversight reports using the

published DToC data are available to help support local discussions and improvement initiatives.

**During the period of COVID19 additional reports have been made available that provide information

on the number of COVID19 infections, admission status, workforce and levels of PPE from Care

Homes, Hospice and Substance Misuse Providers.

** This information is sensitive and therefore circulation restrictions are in place for these reports.

What Regions mobilising the Capacity Tracker need to do

As set out in annex F of the COVID-19 Hospital Discharge Service Requirements (available at this link)

CCGs must take the responsibility to each nominate a group of System Champions (more than one person

is required to cover in the case of absence) who will oversee the rapid implementation of Capacity Tracker

in their locality. Their name(s) and email address must be notified to NHS NECS via

necsu.capacitytracker@nhs.net.

What CCGs need to do to support mobilisation of the Capacity Tracker

A number of steps:

a) Please nominate a Capacity Tracker champion if you have not already done so.

b) Contact the providers in their locality and request they register onto the Capacity Tracker at

https://carehomes.necsu.nhs.uk Key points to impress are:

https://www.gov.uk/government/publications/coronavirus-covid-19-hospital-discharge-service-requirementsmailto:necsu.capacitytracker@nhs.nethttps://carehomes.necsu.nhs.uk/

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i. It is critical that all care homes, hospices, community and substance misuse

providers are using the tracker so it is clear to local systems, where there are current

vacancies It is also critical that providers seek to update their data every 24 hours.

This will provide assurance to those discharge teams that the information remains

current and avoids unnecessary telephone calls being made to providers.

ii. The CQC, NHS and DHSC guidance for Care Homes on Admissions and Care of

Residents during COVID-19 published on 2nd April 2020 sets out the importance of

providers updating the Business continuity information daily and provided the

following assurance: Any information gathered will not be used to drive any regulatory enforcement activity. The intention is for this information to be used to support collective

planning across the health and social care sector and swiftly resolve issues wherever possible,

whether through local or national actions.

c) Contact your local authority if they do not yet have a Capacity Tracker System Champion and

encourage them to register at https://carehomes.necsu.nhs.uk and maximise the use of the

systems comprehensive reporting and analytics functionality

d) All care homes are required to be registered and using NHS mail or an alternative secure email.

Please ensure that NHS organisations are sharing information with care homes by NHS mail and

video conferencing when needed. Each Region has a funded Ageing Well programme and NHSmail

staff to support systems and providers with NHS mail and capacity tracker.

Access to capacity tracker data and reports

A suite of reports is available for System Champions to help support the Providers and wider discharge

service colleagues. These reports are easily accessible; many contain export facilities that can then feed

local reporting and analysis and avoid manual manipulation and duplication of effort.

Business continuity

To re-iterate previous communications, the business continuity data needs to be entered and updated for

the duration of theCovid-19 response and will not be used for performance-management reasons.

Updates

As we work towards 100% coverage of the Capacity Tracker, from 1/4/2020 daily information flows are in

place to the DHSC providing updates on Provider capacity as well as Provider business continuity

information.

Questions / Comments / Feedback

Any questions on the Capacity Tracker should be addressed to the North of England Commissioning

Support Unit who operate the tracker as below:

Email: necsu.capacitytracker@nhs.net

Enquiries centre: 0191 691 3729

1. Registering a New User Account

a. Applications for a new user account must be made via https://carehomes.necsu.nhs.uk/

b. You can use a PC/Mac and mobile devices (iPad, tablet or smartphone) with internet access to use

the system. Supported browsers are Google Chrome, Mozilla Firefox or IE 11+ on Windows and

Safari.

https://carehomes.necsu.nhs.uk/mailto:necsu.capacitytracker@nhs.nethttps://carehomes.necsu.nhs.uk/

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c. Use the ‘Register NOW’ link on the below screen and complete the details on the application form.

d. It is important that new users complete the registration form fully and accurately as the details will be

forwarded for approval to someone in the organisation they’re applying to, for access. Carefully select

your organisation details.

f. Once approved, the system will email your login details including a password which must be changed

on first use to something more memorable. Your password must comply with NHS policy on password

strength which will be advised on the change password screen.

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g. Add the Capacity Tracker email address to your safe senders list and chose your version of Microsoft

Office so alerts do not drop into your junk email – see link for advice:

https://support.office.com/en-us/article/add-recipients-of-my-email-messages-to-the-safe-senders-list-

be1baea0-beab-4a30-b968-9004332336ce

Our sending address is necsu.apps@nhs.net

h. For larger organisations with managed IT policies, ask IT to add the Capacity Tracker address to

your Trust Sites list https://carehomes.necsu.nhs.uk/?ReturnUrl=%2Fhome

2. How to Log-in

Select the link https://carehomes.necsu.nhs.uk and log on to the Capacity Tracker with your email address

and password.

https://support.office.com/en-us/article/add-recipients-of-my-email-messages-to-the-safe-senders-list-be1baea0-beab-4a30-b968-9004332336cehttps://support.office.com/en-us/article/add-recipients-of-my-email-messages-to-the-safe-senders-list-be1baea0-beab-4a30-b968-9004332336cehttps://carehomes.necsu.nhs.uk/?ReturnUrl=%2Fhomehttps://carehomes.necsu.nhs.uk/

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3. Main Menu view:

Key messages such as new functionality are displayed on the Main Menu also

3.1 Resource Centre

The Resource Centre (found under the Help section) has a wealth of information to support all users

of the Capacity Tracker. Specific reference should be made to the Guidance section which contains

the Capacity Tracker How to Guides and Video How to Guides – these areas hold supporting video

guides/How to guides that will increase your understanding of the system and how it operates for

different user types.

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3.2 Care Home Providers

Clicking on the Care Home provider’s tile will take you to a list of Care Home providers who are aligned to

your organisation.

Care Homes will appear in a list alphabetically and you will have visibility of:

Care Quality

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o this includes a feed from CQC with details of the care home ratings

o PAMMS rating if applicable

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Alerts will also appear in this section e.g. safeguarding breach, contractual breach, regulatory

breach, voluntary suspension by provider, or other

Services – details of the services offered by the care home are visible (but not editable) as are

languages spoken at the home. Providers can elect to offer their Long Term vacancies as Short Stay

services if they wish to do so

Room Costs – are visible but not editable; if Short Stay Services were chosen a separate column

would appear with costs

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Total Capacity – this is the total capacity for each vacancy type that the home offers a service for

Vacancies – this is the screen most routinely updated by Care providers and lists the vacancy

numbers against each vacancy type. This pages gives details of the last updated and by whom.

Contracts – this page details all contracts with various organisations that the Care Home has indicated

they currently hold (green would indicated a contract is in place)

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When a provider indicates they have a contract in place with a specific CCG/LA, they will be added

to a list in the Contract Management section for review and approval/rejection by the appropriate

CCG/LA.

3.3 Community Providers

Clicking on the Community Provider’s tile will take you to a list of Community providers who are aligned to

your organisation.

You will have visibility of (but not be able to edit):

Bed Types:

To Select bed types click the check box and the bed type will turn green

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See Maximum Capacity:

See Vacancies and details of last update – this provider has indicated that they are willing to flex their

vacancies across both bed types so they could potentially take more End of Life patients if required and will

appear on a wider search range:

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3.4 Hospice Providers

You will have visibility of (but not be able to edit):

See maximum capacity:

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See vacancies and details of last update

3.5 Substance Misuse Providers

Clicking on the Substance Misuse Providers tile will take you to a list of Substance Misuse Providers who are

aligned to your organisation.

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You will have visibility of (but not be able to edit):

Bed Types

Maximum Capacity

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Edit Vacancies

3.6 Find Care Home Vacancies/Find Community/Hospice Vacancies

Specific User Guides are available to support the search of vacancies from the Resource Centre (see

item 3.1).

3.7 Users Awaiting Approval

A critical element of the duties of a System Champion (and an Approver) is the review and approval/rejection

of access to the system, carrying out due diligence.

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When registering, users can choose either Standard or Approver permission

access.

Approvers have management rights over other users in their organisation.

E.g.: An Approver for your organisation can approve other users who register from your organisation and

also reset their passwords. They are also responsible for removing users who no longer should have access

or who have left the organisation.

Approvers should apply due diligence when reviewing applications for access to the Tracker and contact the

applicant should any ambiguity arise. e.g.

• Is the applicant a current member of your organisation? For System Champions reviewing access to

a provider e.g. Care Home, are you/a colleague aware of the person applying for access – do they

work for that organisation, have they applied under the correct organisation?

• Is their email address correct (i.e., is it aligned to your organisation, no typing mistakes, no personal

email addresses)?

• Have they applied for the correct access – e.g.

o a social worker looking to search for care home beds should apply under their employer’s

organisation and not the care home they are searching for

o Third party providers supporting discharge teams should align themselves to the organisation

they are providing the service to

• Have they applied for the correct level of access (Approver/Standard)?

• Users who have left the organisation should have their access de-activated

3.8 Contract Management

All providers who state they have a contract with your organisation will be listed within the Contract

Management section of the Tracker. This is accessible via the Providers tab on the ribbon – see below.

The unconfirmed contracts tile on the Main Menu gives access to a list of providers who are awaiting

approval/rejection.

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CCG/LA should review those organisations who indicate they have a contract in place and either confirm or

otherwise, as appropriate, following the onscreen advice:

3.9 Contact Directory

The Contact Directory is a supportive tool within the system to help locate a wide number of contacts – these

are indicated on the map and identified by specific icons. The map defaults to all organisation types. You

can deselect the ones you don’t require by clicking on the Organisation Type field on the left. Deselected

organisation types will appear in grey.

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3.10 Reports

Probably the most utilised area of the Capacity Tracker for System Champions is the reporting available in

the system. System Champions have access to a suite of comprehensive reports available

via https://carehomes.necsu.nhs.uk/Reports. To assist your understanding report crib sheets are available

in individual reports. The reports can be used to understand occupancy and vacancy numbers of Providers

and give market information. They also give an overview of the impact of Covid-19 for Providers, to enable

support to be directed appropriately.

Please be mindful of the confidential information within these reports – some contain sensitive data and are

not for wider sharing; there are specific circulation notices on some screens.

Reports can be accessed via the Reports tile

or the menu on the ribbon

https://carehomes.necsu.nhs.uk/Reports

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4.0 General Information

Within the Accounts section from the ribbon, users can access:

Approve/Reject – this give direct access to new access applications awaiting a response

Change Password – allows the user to change their password

My Details/Access – allows users to update their details (e.g. name change/job role change)

Manage Users – gives access to all users aligned to your organisation by clicking on the View/Edit element

this gives the ability to deactivate users when they have left organisations.

5.0 Additional Functionality

Where there are Brokerage teams within organisations, who have obtained the consent of their providers to

update Vacancy and Business Continuity information on their behalf, Capacity Tracker has the ability to

provide this functionality, along with a bulk upload capability. Further details regarding this function can be

sought from the Capacity Tracker Team: necsu.capacitytracker@nhs.net

For further information or to request a demonstration please contact us

Telephone: 0191 6913729

Email: Necsu.capacitytracker@nhs.net

Internet: Carehomes.necsu.nhs.uk

Twitter: @CapacityTracker

Facebook: @NHSCapacityTracker

I.T. issues you can contact the Helpdesk on necs.servicedesk@nhs.net

mailto:necsu.capacitytracker@nhs.netmailto:necs.servicedesk@nhs.net