TABLE OF CONTENTS


Introduction

Data is automatically uploaded to Ardens Manager daily through bulk data extractions. The benefits of automatic uploads include:
  • Close to Real-Time Data: Automatic uploads occur daily, ensuring you always have the most current information.
  • Time-Saving: This process reduces administrative tasks by eliminating the need to manually build and run reports from your clinical system. It also saves time by organising data into a meaningful and focused dashboard.
  • Improved Accuracy: The Ardens Manager report builder offers advanced and flexible functionality, allowing for the creation of more complex and accurate reports, such as those required by NHS contract business rules.
  • Advanced Reporting: By extracting data at the record level, Ardens Manager provides advanced analytics, including reporting on deprivation scores and further cohort analysis.

 

The automatic upload process includes the following steps:
  1. Record-level data is automatically extracted from your clinical system and uploaded to Ardens Manager.
  2. The data is processed using report rules, and the output values are returned to the dashboard.


Setting Up Automatic Uploads

In order for your organisation to be set up with automatic uploads, there are 5 steps that must be followed. 

 

1. Request Setup: Log in to Ardens Manager as the organisation you wish to activate with automatic uploads. On the home page, navigate to the Automatic Uploads section and click Request Setup.

 

 

2. Setup Requested: After you request automatic uploads, the status will change to 'Setup Requested'. The System Administrators for the organisation must accept the [Terms and Supply of Use] task, accepting the agreement must be done by a System Administrator with legal authority to act on behalf of the organisation.

 

3. Agreement Signed: Once the Data Processing Agreement is signed, the onboarding status will change to 'Agreement Signed.' We will contact you via email when it's time to start the second task.

 

4. Setup in Progress:We are now ready for you to complete Step 3. The System Administrators for the practice will have received an email with more information. Once Step 2 is completed, no further action is needed from the practice.

  • SystmOne: Join the allocated Ardens Manager SRE organisation group.
  • EMIS: Accept the Data Extraction Agreement within EMIS Web.

 

5. Active: The organisation you are logged in to is now active for automatic uploads.

 

EMIS Practices- Signing the Data Sharing Agreement

In Step 3 of the automatic upload process, a System Administrator needs to sign the data sharing agreement within the clinical system. This should be done after the data sharing process agreement in Ardens Manager has been signed.

 

Please note - you will NOT be able to action this step until you have received an email from Ardens stating that you are ready for this second task to be actioned. 

 

For EMIS practices, log in to EMIS Web and navigate to the EMIS bubble > Configuration > Data Sharing Manager. 

 

 

In the bottom left panel, select Data Distribution. 

 

 

Once accessed, click on the My Agreements option located on the EMIS ribbon.

 

 

Select the "Ardens Manager Extraction - (ICB)" listed in the left-hand panel; if it has a red X next to the agreement, this means it is not active.

 


After a few moments, the agreement will display a green tick to indicate this is now active. We expect the data to be automatically uploaded to Ardens Manager and available within the next few working days after this step.


SystmOne Practices - Joining the Organisation Group 

In Step 4 of the automatic upload process, a System Administrator needs to join the organisation group within SystmOne. This should be done after the data sharing process agreement in Ardens Manager has been signed.

 

Please note - you will NOT be able to action this step until you have received an email from Ardens stating that you are ready for this second task to be actioned. 

 

For SystmOne practices, log in to SystmOne and navigate to Setup > Users & Policy > Organisation Groups. 

 

Untick the option for Only show groups this organisation has joined.

 

Scroll to Wiltshire > Right click on the relevant organisation group e.g.  'Ardens Manager SRE (number)' > Select Join Group. 

 

We expect the data to be automatically uploaded to Ardens Manager and available within the next few working days after this step.

 

 

If you require any further assistance on the process above, please contact the Ardens Manager Support Team on: support-manager@ardens.org.uk