Diary Card Entry and Update
Entry of Diary Cards
When first selected, the screen will be ready for input of the first card for the first doctor. If this is not where you want to start, select the doctor from the pull down list and enter the date for the first dairy card.
The system will display an activity of "Normal Day" (for a weekday) or "Weekend/Leave/Sick Day" for a weekend. The start and end times for the normal working day are taken from the normal working week defined for the work group.
Select the "Activity" for the day by clicking on the appropriate category if the computers selection is not correct. The available options are:
Normal Day
The usual day in a working week e.g. 9.00 to 17.00 or 7.30 to 18.30. It cannot include split shifts. If this is the normal pattern e.g. 9.00 to 13.00 and 17.00 to 18.30 (this break between shifts is in fact too short and breaches the New Deal) then use "other eg spilt shifts/rest day".
Day with out of hours work
This will usually include a late evening or overnight period. If the normal day is not on call, but the on call period commences after this, this activity type should be selected and the work entered as if it were all on call. It allows work episodes to be entered so that the amount of out of hours work and rest can be analysed.
If only the day time is on call, this should be entered as a "Normal Day".
Day after on call
This will be selected automatically for an on-call rota following entry of an "on call" day. It may also be selected if the diary card study commences on the day following an on call.
This mechanism allows the calculation of rest for the whole 32 hour period for on call rotas, as defined in the New Deal. Any work up until midnight the day after an on call will be included even if there are breaks.
Other e.g. split shifts/rest day
This should be used for more complex days, e.g. split shifts, when not on call. It is separated from “Normal Day” for ease of inputting but the data will be averaged with the "Normal Day" data. It is also used for days that are timetabled as having no work (but not leave) such as days off made necessary by inadequate weekend rest.
Weekend/Leave/Sick/etc.
This includes annual leave, sick leave, compassionate leave, etc. and also public holidays and days "in lieu". These days will be excluded from calculations of average rest and hours.
NB Normal working days which are “days off” e.g. after a night on call, should be entered as an “other day”. They will be included in the calculation as a zero.
Study Leave
Study leave is really just work of a different sort. In the calculations, a day of study leave will be treated as a day with 8 hours work
Depending on the activity type selected, a different input screen will appear in the right hand portion of the screen. In the cases of "Weekend/leave/sick/etc" and "Study Leave", there is nothing further to enter, but the others require data as follows.
Diary Cards - "Normal Day" Entry
Diary Cards - "Day With Out of Hours Work" Entry
Diary Cards - "Day After On Call" Entry
Diary Cards - "Other Day" Entry
When the details of the duty have been entered, use one of the buttons below to store your entries: -
Store
Store the details of the day defined on the screen and do nothing else.
Store + Next day
Store the details of the day defined on the screen, set the date to the next day and display any data entered for that doctor/day that has already been entered. If there is no information on file, the system will make a guess for the day type. If a normal day is guessed, the start and end time will be set to those for the day in the normal working week.
Store + Previous day
Store the details of the day defined on the screen, set the date to the next day and display any data entered for that doctor/day that has already been entered. If there is no information on file, the system will make a guess for the day type. If a normal day is guessed, the start and end time will be set to those for the day in the normal working week.
Update of Diary Cards
The information for a diary card already on file can be changed. First the card to change must be selected. There are two ways to do this.
On the table of diary cards, find the card to be changed and double click on it.
Select the doctor by clicking on the required name from the pull down list. Enter the date in the date entry field. Click on the button labeled "Display duty for doctor + date". The required diary card will be available for amendment.
Change the data as required.
Diary Cards - "Normal Day" Entry