ROYAL COLLEGES OF

SURGEONS

Pan Specialty
eLogbook

Web eLogbook Manual

Version 2.1

Faculty of Health Informatics

RCSEd

1
 Version History

Date History Version

17/March/2004 Document created 1.0
17/June/2004 Document revised 1.1
06/January/2006 Document revised 2.0

2
 Table of Contents

What is the web eLogbook? ..4

How do I access the Web eLogbook ? ..5

First Time Users ..5

Getting Started ..8
My Common Hospitals ..9
My Common Operations .11
My Consultants .12
Payments .13
My Preferences .15
Logging on to the eLogbook .16
Forgotten Password .17
Operative Records .18
Add Records .18
Edit & Delete Records .19
Browse Records .19
Browse Filters .20
Analysis .22
SpR Validation .23
Access Control .24
Data Protection .25
Importing Data from Other Logbooks .25
Logout .26
Logbook Help .27
Training Area .28
Surgical Portfolio/On Line CV Builder .28
Other eLogbook Clients .28
Help Improve the eLogbook/electronic Portfolio.29
Future Developments .30

3
 The Pan Specialty eLogbook +

What is the Web eLogbook?

The Web eLogbook is a web application which was initially developed in
collaboration with the British Orthopaedic Association as an Orthopaedic Specialty
eLogbook but has gradually been made ava ilable to other specialties.
On the 1st of January 2006, the FHI web eLogbook was launched as a Pan Specialty
eLogbook, being able to offer the same functionality to all nine specialties, allowing
them to upload directly to, and store operative records on, the RCSEd servers. It also
allows all these specialties to view records and to carry out analyses on the operative
data, all within a secure environment behind our corporate firewall.

For the technically minded, all communication with the server is via 128 bit SSL
encryption. In addition, data is backed up daily on to tape which is stored off-site.

All trainees in specialties subscribing to the RCSEd electronic logbook system must
first sign up to the RCSEd Web eLogbook.

The FHI of the RCSEd has also developed electronic logbooks for the following
clients all of which support all nine surgical specialties:

? RCSEd PC Logbook
? RCSEd Palm Logbook
? RCSEd Pocket PC Logbook

See http://www.elogbook.org for further details.

+ The new website for the pan specialty surgical eLogbook was launched in
December 2005

4
How Do I Access the Web eLogbook?

First time users

First time users need to initially register for the Web eLogbook at
http://www.elogbook.org .

You will be taken to a Welcome page which provides instructions on how to

register with the web eLogbook.

5
Before you can proceed with your registration you are required to have the following
pieces of information available:

? Your GMC/IMC number

? Your name, address and training region
? A valid email address
? If you are an SpR, your expected date of completion of training, and training
start date.

Select from either GMC or IMC registration as appropriate and select your specialty
from the drop down list and finally click on Proceed with Registration.

You are now required to enter your GMC/IMC number. The system will attempt to
verify directly with the GMC website the GMC number. In certain circumstances, this
will fail: This does not necessarily mean that the GMC number is incorrect (or in deed
that you are not registered!) as some GMC numbers are not on the GMC website.
If you are sure that this number is correct, in this circumstance, then you can
still proceed with registration.
IMC numbers are currently not verified, so please ensure that you enter the correct
number here.

6
You will now be asked to fill in your personal details.

Once you have successfully filled in all the required fields, click Next.
You are now able to enter your logbook and start adding operations.

7
Getting started:

It is highly recommend that before you start entering operative information that you
first set up the list of hospitals you operate in, the consultants that you operate with
and the common operations that you perform, using the administration pages. This
will speed up the data entry process.

First click on Admin & Help at the top of the page.

The Administrative Area allows you to personalise your eLogbook, allowing you
to set up your own common list of Hospitals, Operations and Consultants.

8
My Common Hospitals

Under Manage My Hospitals, there is a grey title bar Common Hospitals. Before
you select your own hospitals, there are no hospitals listed under this as shown above.
First you need to search through the regions under the title Add to My Hospitals
in order to find the list of hospitals appropriate to you.

9
Click on the hospitals in which you are working or have been working and these will
immediately appear under the grey heading of Common Hospitals. You can remove
a hospital by clicking on Remove. (Note if you Remove a hospital that will not
affect the eLogbook records which you have already created)

We have an extensive data base of UK and Ireland Hospitals and we believe that the
list is complete, however from time to time hospitals change their provision of care or
there maybe missing hospitals from the data base. If your hospital is not listed
therefore, please click on the New Hospital Descriptor Request at the bottom of the
Page.

Once your request has been approved, which will normally take less than one week;
the hospital will be added to the list of hospitals.

10
My Common Operations

Selecting your common operation is similar to the process for selecting your common
hospitals.
Search through the hierarchy of operations, which is specialty specific, until you find
the operation you are looking for. Once you click on the operation required, it will be
added to your Common operation list. You can remove an operation at any time by
clicking on Remove.

Note: New 2006

Over the next few days, the development team will be making available to users,
operations from other specialties to take into account that time that trainees have
spent in other specialties as part of their training.

11
My Consultants

Fill in the name of your consultant, select the relevant registration and click Add.
Your consultant should be added to your list.
If however, your consultant isnt found from the information you have provided, you
will see the following:

There are a number of reasons why this may occur. At present, the eLogbook is able
to check consultant names with the GMC listings (IMC verification to follow). If
however, you type in the forename used by your consultant but that consultant uses
his or her middle name habitually, then the system will not necessarily successfully
cross reference with the GMC listing, as it looks up automatically the first forename
in the GMC listing. Try therefore, carrying out a search just on the Surname. If you
are still unsuccessful, go back to the previous page and select the option Eire or
overseas (non GMC registered) consultant, and add the details there. In the meantime
send the details to the logbook help and the development team will sort out the
process of this consultants verification.

12
Extreme care needs to be taken when deciding to Remove a consultant from your
list as you may have operations linked to this consultant. If in the past you have typed
in the wrong GMC number and have since entered the consultant with the correct
details for example, you will first have to assign your operations to the correct
consultant using the Merge function before you will be able to remove the
erroneous entry. The Merge function allows you to move operations listed with one
consultant to another consultant. You must exercise great care doing this as if you
merge operations with the wrong consultant, this will mix up your operations.

Here you are warned that if you are a user of the PC logbook (and indeed now the
Pocket PC logbook which is also fully synchronisable), you must first sync hronise
any PC logbooks (and any pocket PC logbooks) that you are using which may have
new or changed operations BEFORE YOU PERFORM A DELETE OR MERGE
FUNCTION.

13
At any point you can choose to hide/show any of your consultants on your consultant
drop down list (see below) by ticking the show box at the side of your Consultant
List

Payments
The cost of providing this eLogbook service is 30 per User per year. We would
encourage all Users to help us by contributing to the eLogbook development, by
paying for eLogbook use although we have instituted a complimentary period of use
in-built at present for new Users only.

If it is the policy of your Specialist Society or your SAC to make an annual payment
for the use your logbook, you will be informed of this through your logbook.

Payments can be made on line only. If you have any problems, then contact the
helpdesk. All on- line payments are carried out in a secure encrypted environment.

Please note that those records collated during a year where payment has not been
made, may not be accredited by the Specialty Advisory Committee of your specialty.
Please check the policy of the appropriate Specialty Advisory Committee.

14
My preferences

The developers have designed some of the entry pages to allow one page entry of
records. These pages use some advanced browser features not available in older
browsers. The following are compatible with these new developments:
? Internet Explorer 5+,
? Netscape 6+
? FireFox
for Windows and
? Netscape 6+
? Firefox
for the Apple Mac.
If you are not able to use any of these, you can revert to the older version of the pages
by changing the setting using the drop down list.

15
Logging on to the web Logbook:

Once signed up, you will be required to provide your user name (GMC number) and
chosen password each time you log on to your Web eLogbook.
Access to the login is via: https://www.elogbook.org/

16
Forgotten Password?
If you have forgotten your password, follow the instruc tions at the bottom of the login
page (see above). A reminder will be sent to the email address you have recorded in
your personal details.

In addition, the Web eLogbook allows you to change your password through its
Change Password facility; this new password however must then be used for all
RCSEd logbooks once synchronisation has taken place.
To change your password, click on security at the top of the page:

Select Change Password from the side menu.

17
Operative Records

Once you have personalised your eLogbook as described above, you can then start to
add operative records.

Add Records

When adding records, all fields must be completed. The first field is the Hospital ID.
We recommend that you prefix your local Hospital Number with your own personal
Hospital ID prefix i.e. Nottingham City Hospital (N-) Number A10045 becomes
N-A10045. This will avoid confusing the same Hospital Number used by two
different Hospitals for separate patients and allow a correct unique identification for
each patient. The Information Commissioners office have given us approval for using
the Hospital Number as, in rare situations, you may be asked to validate the contents
of your eLogbook Operative Data and if you have to do so you will need to be able to
trace the patient operation right back to their operative details held by your own
hospital.

If you have carried out a number of procedures on the same patient, click on next
procedure on same patient . This allows you to record a separate procedure without
having to enter repetitive information e.g. name of patient, patient ID etc. Each
procedure carried out however will be recorded as a separate event.

18
Edit & Delete Records

To edit a record, first click on Browse Operations. Select the operation to edit and
click on edit. Make the necessary adjustments and then click on Update at the
bottom of the page.
To delete a record, click on Delete. A warning pops up to check if you really wish
to delete the record.

Browse Records

Users are able to Browse through their records a feature facilitated by a Browse
Filter which permits the selection of records which conform to certain parameters set
by the user.

E.g.: No filter: All records listed.

19
e.g.: Browsing operations carried out in one particular hospital only with no date limit
selected.

Browse Filters

Browse filters allows records to be filtered according to:

? Operation
? Hospital
? Operations between two dates
? Operations by responsible consultant
? Operations with complications
? Exclusion of operations with complications
? Operations selected according to level of supervision
? Private operations
? Exclusion of private hospitals
? Operations of CEPOD status
? Operations according to ASA grade
? Operations on patients within a specified age range
? Operations selected on a hospital number

20
Consolidation reports may be printed (PDF) by applying any or none of these filters.

21
Analysis

For those users who select the payment option, where appropriate, and who have been
validated as having SpR status, there is a full Analysis facility, allowing users to see
their progress from year to year. This analysis also allows users to make peer to peer
comparisons. (Support for this is currently also Specialty dependant)

22
SpR Validation

It is important from a functional point of view, that the logbook system can verify
your surgical grade (i.e. SHO, SpR, and Consultant). For example, the peer analysis
report is only available to SpR Grade Trainee's at present.
Data Protection issues (see below) prevent us from automatically allowing access to
this report. If you are an SpR grade, you will need to ask your training director to
verify your grade.

You can do this by clicking on Trainees on the top menu bar and selecting
verification of SpR Status from the options provided.

23
Follow the links to Grade verification Request.

When you select for example SpR, your relevant personal details including your
GMC number, region, training programme and email address will be sent to your
programme director who will then have to validate your request.
In addition there is a text box for adding any additional information you feel is
relevant but this is usually not required.

Access Control
The Web eLogbook, through its Access Control facility, allows users to permit other
selected users, by declaring their GMC numbers, to view their records. This permits
trainers for example to access their trainees records to assess their progress and
experience. If you type in the GMC number of a user to whom you wish to give
access to your logbook data, and the system does not allow this as the user has not
been found by the system, this means that the user has not registered with the system.
This is an intentional security feature of the system to prevent authorising access to a
nonexistent user and then a user later registering and impersonating this user. It is
therefore imperative that you check the details of any user that you wish to grant
access to before using this feature.

24
Data Protection

Our policy on access to logbook information has been formalised. Click on the Data
Protection at the bottom of the home page and select information for trainees or
information for trainers.

Importing data from other logbooks

The Pan Specialty eLogbook allows importing from other logbooks/systems but
these facilities depend upon the logbook/system from which data is being imported.
Ceretain specialties have logbook import pages for standard previous version of that
Specialties logbook, however there is a system which can be made available to allow
the coding of a users previous logbook data collected on an excel spreadsheet into a
format suitable for import into the logbook. Please contact the helpdesk for further
information.

25
Logout

This finishes your session with the Web eLogbook and returns you to the login page.
There is an automatic logoff after 20 minutes of no activity for security purposes.

26
Logbook Help

New Operation/Hospital Descriptor Requests:

If you are unable to find a hospital or operation listed when personalising your
logbook, go to Admin & Help along the top menu bar and then select Logbook
Help from the side menu.

Under Common Help Requests, select either New Hospital Descriptor Request or
New Operation Descriptor Request as required.

27
Alternatively, from the home page go to Support & Help. Down the side menu
select either Add Hospital or Add Operation and follow the instructions given.

If you are having specific problems using your logbook(s), fill in the above form,
taking care to make a note of the logbook, operating system and browser you are
using where this information is pertinent.

Training Area

This area of the logbook provides access to training resources such as comparative
peer analysis data, and specialty trainee forms such as:
? Lectures Delivered
? Continuing Professional Development
? Procedure Based Assessment
In addition, if you are a trainer you can access your trainees records here.

Surgical Portfolio/On line CV Builder

This area contains a number of electronic forms for recording training and other
professional information.
The links under Curriculum Vitae allow you to build and edit your own CV which
you can update as you progress through your training and beyond. At a click of a
button you can have a PDF version of your CV ready to print.

We plan, by March 2006 to have available for Consultants and Specialists a facility
to provide a full Appraisal Report for use at Annual Appraisals. This also would be
available at a click of a button.

Other integrated eLogbook versions available:

PC eLogbook client same functionality as the Web eLogbook

Beta Pocket PC eLogbook client same functionality as the Web eLogbook
Palm eLogbook client collating & uploading correctly coded
records to server only

All versions of the elogbook synchronise to the Web Server to provide a standardised
set of operation and hospital codes, this ensures that your operations are coded
correctly for comparative reasons.

Records entered into any of these clients can subsequently be up loaded to the RCSEd
and synchronised with the Web eLogbook via the internet.

28
The RCSEd Web Logbook requires direct access to the internet all the time whilst
you are using it.

The RCSEd PC Logbook is a programme installed on to your computer which allows

you to enter operations without the need to be connected to the internet except when
synchronising records. Multiple users may use the same PC with their own individual
logbook accounts.

The new Beta Pocket PC eLogbook has recently been released and has the same full
functionality as the PC and Web based eLogbooks. This includes the function of
synchronization, a feature unique to the FHI eLogbook, allowing two way traffic of
information between the Web eLogbook and the PC and Pocket PC clients, thereby
enabling the user to keep ALL their records on these latter clients as well as on the
Web eLogbook itself, while ensuring any additions, deletions or changes to records
are synchronised to all versions of a users logbook.

Downloads for the PC, Pocket PC or Palm eLogbooks are available on the home page
of the eLogbook website at https://www.elogbook.org/

User Manuals for all the eLogbooks are in the process of being updated and are
available via the home page at https://www.elogbook.org/

Please note that the safest way ultimately to store records is by using the RCSEd
Web eLogbook, and so any of these other clients should be viewed as vehicles for
data collection and temporary storage systems, and that records should be
uploaded to the web Logbook on a regular basis and regularly backed up onto CD
in between times. The FHI eLogbook servers are backed up and every day there
is off-site storage of data to ensure that there is never a situation whereby all
your data can be lost. In other words the RCSEd servers are as safe as those of
Banks and Building Societies

Help Improve the eLogbook/electronic Portfolio

The Pan Specialty Surgical Electronic eLogbook/Portfolio has been developed by

clinicians, with clinicians, for clinicians. The developers recognise the importance of
creating a Pan Specialty Surgical Electronic eLogbook/Portfolio which is easy to use
and which allows easy recording and accessing of data in a secure environment and
which is relevant and tailor made to specialty requirements.

The continued development of the electronic portfolio depends upon the ongoing
input from the surgical community as a whole and as such comments and suggestions
are very welcome.

For example, in response to popular demand, the development team has just released
the Beta Version of the fully functional Pan Surgical Electronic Portfolio for the
Pocket PC, allowing an individual's logbook to be used in theatre, in clinics (where
relevant follow up notes may be added to an operation record) and at home.

29
In addition, in response to a number of requests, the development team will be
releasing a version for the Mac in the summer of 2006.

Please email suggestions and recommendations to our portfolio development team at

logbookhelp@rcsed.ac.uk

Future developments
In the coming months we are planning to develop a new version of the PC client with
full support for the portfolio features in the Web eLogbook and full specialty support.
In addition we would like to develop a Linux and Mac version of the client software.
For Plastic Surgery (and applicable to other specialties) we are planning an image
module which would allow you to store your images with your PC eLogbook
probably with cross-referencing from your Web eLogbook.

We have a full set of standard secure web based API's for communicating between
client systems and the server database, and if you are interested in becoming
involved in the development process or have software that you have developed and
wish to attempt to integrate this with the system, please contact us and we will
endeavour to assist you. Where appropriate we would ask you to supply us with a
copy of the API specifications.

30