EHC Request guide INDEX Pages 3-5 – Login Process PowerPoint Presentation

EHC Request guide

INDEX

Pages 3-5 – Login Process

Pages 6-9 – Searching for a Child

Page 10 – Contacting the Help Desk

Pages 11-15 – Starting the Process

Pages 16-22 – Features within the Request form

Pages 23 – Accessing the form at a later date

Pages 24-25 - Attaching Documents

Pages 26-27 – Exporting sections of the form

Pages 28-29 – Finalising the request form

Pages 30-31 – Printing the form

Pages 32-33 – Saving Excel to PDF

Pages 34-36 – Information Gathering: Delegated Tasks

Pages 37-44 – Annual Review

Page 45 – Help desk reminder

LOGGING INTO EHM

In the coming weeks in preparation for the

‘Go live’

date of the EHC process you will be sent the web address link and login details to EHM. Once you have received these details follow the instructions and enter your

Login ID

into the web page.

LOGGING INTO EHM

The next step is the password. All new accounts will be issued with an initial password of Trafford01. The screenshot below shows that I have been asked to enter the 1

st

,7

th

and 8th

letter so I would enter

T

, r and d. The letters you will be asked to enter will vary each time you try to login. N.B. The password you use is case sensitive note the capital T.

LOGGING INTO EHM

Finally you will be asked to enter the security question answer which has been provided. Upon this being typed in you will then be prompted to enter a new password of your own choice which will last for the next 4 weeks, you should also change your security questions in your account settings.

Searching for a child

When logged onto the system you will need to search to ascertain whether the child has already been created on the system. To do this hover your mouse over the

Find

and then click

Find Adult or Child.

SEARCHING FOR A CHILD

The next page will present fields where the user can type in the child details. It is recommended that you search under the

Forename

and

Surname

using a ‘wildcard function’. This allows you to only enter minimal details and by adding a

*

at the end of the letters the search will bring back results however the child still may not be on the system.

SEARCHING FOR A CHILD

There are two ways to enter the

*

icon.

Towards the bottom left of your keyboard is the

Shift

key which has

a

n arrow pointing upwards. Hold this key down and press the number 8.If you have a number pad on the right side of your keyboard there is a asterisk key there.

+

or

SEARCHING FOR A CHILD

The search function will bring back a table listing possible names of the client I am looking for. However in this instance the client is not on the list and therefore I need to take the next steps to ensure they are added by contacting the

Liquid Logic support help desk

.

CONTACTING THE HELP DESK

For children that need adding on the system, the Liquid Logic help desk will facilitate this on your behalf. To contact the help desk you can ring

them between

8:30am and 4:30pm Monday-Friday on

0161 912 2922

or email liquidlogicsupport@trafford.gov.uk.

They

will need full name, date of birth, address and gender.

For telephone calls the help desk member will stay on the phone whilst you search for the child to ensure that you can locate the child’s record. If you wish to email please use the following layout and explain your query so we know this is for an EHC case. Forename: TobySurname: Le Rone

Date of Birth

: 17/07/2001

Address

: Trafford Town Hall, Talbot Road, Stretford, M32 0TH

Gender

: Male

STARTING THE EHC PROCESS

Once the child is on the system you will click into the child’s name from the table that appears. This will then take you to the main page for the child.

Starting the process

Once on the

Basic demographics

page you will see

Actions

on the right side of the page. Click on the Create a new

EHCP Request

link. Do

not click on Transfer to new EHC plan as this will create a vastly different form, if you do by accident call x2922

STARTING THE PROCESS

The first thing you will need to do on the next screen is to click on the green

Pickup

button. By clicking this button you will then get the task in your name and can then click into the link below which states

EHCP Request.

Starting the process

By clicking into the

EHCP Request

text you will then be taken to a screen with the button

Start blank.

Starting the process

The start blank button will now appear. N.B. If the client had a previous request completed the system would allow this to be copied forward.

Features within the request FORM

The form will now show on screen with all the various sections down the left hand side which require information to be input before you can

send the request over to the SEN team.

Clicking on a section will automatically take you to that page where more information will be required.

Features within the

request FORM

RED

text is a mandatory field and must have information added at these points. You can also fill parts of the form in and save as you go along so you can return to the form at a later time

.

Features within the

request FORM

Throughout the request form you will be met with features which will have the ability to enhance the work you are undertaking. On the screenshot below you can see there is a table where there are numerous features including; drop down lists which by clicking on the table arrows you can select items from the list that appears. You can also add or delete rows from the table using the

X

and

+

features.

Features within the

request FORM

At this stage you can add yourself as a key agency by clicking ‘Add a new School Record’:

You will be prompted to ‘Add a Key Agency’:

Features within the

request FORM

Next add yourself as the ‘Contact in School’ the easiest way to do this is by

right

clicking on the blue people icon, this will create a popup like this. Click on your name and it will populate the fields:

Features within the

request FORM

Finally click in the circle and ‘Create’ at the top:

The school will now show in the request:

FEATURES WITHIN THE REQUEST FORM

Other features you will use are tick boxes and embedded links to assist you with your request form. The example below shows this in more detail. Please note the

Click here

link which will open up this guidance document in a new Internet explorer page and also the

Attachments

option where documents can be uploaded to the request form.

Attaching documents to your request

In the attachments section you then can

Add Attachment

from

a list of options. Please make sure to only select the options for the

EHCP categories namely the

EHCP – Referral to SEN – From Education

. Once you have selected the document type you are due to upload press next.

Attaching documents to your request

By pressing next you will reach the page where you can

Browse

for the document you wish to upload. This will open up a box where you can navigate on your own computer to where the document is located to be uploaded. The final step to upload your document is to then press the

Finish

button.

Features within the request FORM

In Section NA4c there is an embedded form which requires the user to start and finalise. The user needs to click a link to start the form then start blank. Please note this section must be finalised before you can complete the Request form in its entirety.

Features within the request FORM

Press the start blank button, this generates the provision map form. The form then has to be filled out and once you are finished press

Finalise Assessment.

Features within the request FORM

If you try to finalise the request without finalising the Provision map form or any of the mandatory fields you will be met with a yellow banner message advising what needs to be completed.

ACCESSING FORM AT A LATER DATE

The form itself is unlikely to be able to be completed in one sitting. Therefore when the

Save

button is pressed the

Task

will sit in your worktray. By clicking into the Task name you will be taken back into your form to carry on from where you left off. If you click anywhere but the task name you will be taken to the child's record rather

than back to

the

form.

Exporting sections to be filled out externally

By clicking into

Export Document

at the bottom on the left you are taken to a screen much like the attachment screen, here you need to select the document you would like exporting to word to be emailed out:

Exporting sections to be filled out externally

Once the document type is selected, click create at the top. This takes you to the document details screen, you can download the document to save on your computer and then email out. Once received back the relevant sections can be updated by copy and pasting them.

Finalising the request form

Once you are satisfied the form has been completed you can, on any page of the request form, press the

Finalise Request

button. If by error you finalise or have difficulties with the assessment please contact the help desk.

FINALISING THE REQUEST FORM

Once the request has been finalised you should see the following page. Note that the

Request

box on the left hand side is now in grey which

indicates this has been completed. The task will now be awaiting allocation in the EHC team duty tray in preparation for the next scheduled Trafford Assessment Panel.

SAVING EXCEL TO PDF

For any users wishing to upload content which was originally input into Excel, saving this to PDF will allow the content to be uploaded to EHM.

SAVING EXCEL TO PDF

The final step is to then select

PDF

from the

Save as

drop down list.

After the Request

Within a few weeks of the request being submitted the case will be taken to the Trafford Assessment Panel, if the outcome of this meeting is ‘Yes to Assess’ you will be delegated a section of the ‘Assessment/Information Gathering’ form to be completed.

Certain details from the request will automatically populate into this delegated task you should still update those sections if anything has changed since the request.

Do not advise the parent of this outcome unless advised that the EHC coordinator has informed the parent/carer of this outcome.

delegated Tasks

During the information gathering stage you should receive a task in your worktray from the EHC team. This task is in place of the information request you would normally receive via email or post.

delegated Tasks

Clicking into the task will take you to the information gathering form, you will need to click into the green section on the left, these sections are delegated to you and need to be

completed. You

are also able to attach documents as described before. Once you have completed the form click the ‘Finalise Form Sections’ button to send back to the EHC coordinator:

Annual Review

After the plan is issued an annual review task will be assigned to your tray as the SENCO with a due date 12 months from the date the plan was issued. This is how the task will appear in your tray:

*If you complete a review prior to the scheduled review complete the review task anyway as that will reset the timer on the annual review.

**The forms in this next section

will be updated

as guided by the business to match

AR forms

currently used.

Annual Review

When you click into the task you will be taken to this screen, progress through the 3 tasks on the list available on the right.

Annual Review

First schedule the review meeting, with the due date. You are also able to enter the planned location and the expected meeting length. Once updated click save:

Annual Review

Next click the ‘Meeting Held – Write up Outcomes’ button and enter the date the meeting actually occurred and click update, if the meeting happened after the planned meeting date you will need to give a reason for the delay:

Annual Review

When you update the actual meeting date you will be taken to complete the review outcomes form, fill in the details in the ‘Dates’ heading on the left and then click finalise form:

Annual Review

The three suggested outcomes of the annual review are:

No Change to Plan – this will create a new review task 1 year from the review meeting date.

Change the Plan – this will create a task for the EHC coordinator to begin the assessment/information gathering process prior to an updated plan being issued.

End Plan – this will create a episode closure task for the EHCP team / the EHC coordinator to close the case.

Annual Review

Regardless of outcome, once you finalise the form you will need to click ‘complete meeting’ for the outcomes to take effect in the system

Help desk reminder

Liquid Logic Support Help desk

open weekdays 08:30am-4:30pm

:

0161 912 2922

Liquid Logic mailbox

:

liquidlogicsupport@trafford.gov.uk