Scottish Care Information
SCI Gateway
12.3 Newsletter
The purpose of this newsletter is to highlight the changes to SCI Gateway that occur in
version 12.3.
The major changes are listed on pages iii to iv – What’s New in SCI Gateway 12.3. Further
details are provided on subsequent pages where appropriate.
NATIONAL INFORMATION SYSTEMS GROUP
SCI GATEWAY
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12.3 NEWSLETTER
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12.3 NEWSLETTER
What’s new in SCI Gateway 12.3 for end users
1
Advice Request & Advice
Response Messages
2
Supplementary Messages
3
The Audit Trail
4
Permission Groups
for received messages
Two new message types have
been added to SCI Gateway
which will allow clinicians to
communicate regarding a patient
without the need for a referral –
see page 1-2
This new message type will
allow the sender to provide
additional information to a
clinician that relates to a
previously sent message – see
page 1-11
The Audit Trail has been
redesigned with a new search
facility added which provides
multiple search options – see
page 1-17
Practices will now need to be
included in a Permission Group
to be able view and manage
received messages i.e eGPFR
Requests, Advice Requests
Advice Responses and
Discharges - see your local
system administrator if you
cannot receive messages
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GP Look up
The GP look up / matching
facility, which is invoked when
you try to send a protocol
where some of the GP details
have been omitted, will now
present the GPs current
practice when it finds a match
Dose Description Removal of 35 character
restriction
The Dose description field in
the Medication tab of referral
protocols has now had the 35
character restriction removed.
The maximum number of
characters the field can take is
198 - there may be local
variations
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What’s new in SCI Gateway 12.3 for System Administrators
1
New Message Type Protocols
& Stylesheets
2
Adding new message
capabilities to HCEs
3
Permission Groups
and received messages
There are new protocols and
stylesheets on SCI Gateway to
facilitate the new message types
– Advice Request, Advice
Response and Supplementary
messages – see page 2-2
HCEs that need to receive new
message types will need to have
the capability configured for
their location on the NHS
Directory tree – see page 2-6
To view and manage received
messages users will need to be
included in an appropriate
Permission Group – see page 27
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End User Changes
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Advice Request & Advice Response Messages
Advice Request
There are occasions when a GP needs advice on how to take a patient’s treatment forward
without the need for the patient to be seen by a Consultant/Clinician. It is now possible to
request this kind of advice and receive a response through SCI Gateway.
Login and find the required patient in the usual way through your Primary Care System.
Point to New
Message and then
select Advice
Request
Select your message
destination options from
the drop down lists
Click on Create

The default settings for the Advice Request destination options are your local Health
Board and your local Health Board Non GP Locations/Providers. Another Health Board
can be selected if required.
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Pictured below is an example of an Advice Request protocol which is displayed after clicking
on Create as described on the previous page.
Key in the text of
your letter into
the Advice
Requested field
Click here
to send
Click on Cancel to
close without saving
Click here to
make an
attachment
Click here to
preview a copy
of the letter
Click here to park
the letter for
completion later
Click on
Proceed to
continue
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The following confirmation message is displayed after clicking Proceed as described on the
previous page:
Click on
Ok to send

After clicking OK the message will be sent and will be displayed in the worklist with a
status of Submitted. Depending on which system that you use details of the Advice
Request may be saved to your primary care system in the same way that a referral is
saved.
Details of an Advice Request will not populate the patient’s record in GPASS.
Commonly Used Tabs
Although protocols can differ greatly in layout and what information is required, there are
commonly used tabs which will appear in most protocols. The protocol in the example is the
NHS Scotland Advice Request. Health Boards may have their own protocol however it will
have a similar look to the one in the example.
If you have accessed SCI Gateway from a patient encounter in your primary care system,
many of the fields in the protocol will be pre-populated with data from the patient’s record.
Tab Content
Function
Advice
Records details of the advice requested
Patient Demographics
Records details of patient’s name, address, CHI number, etc.
Medication
Records the patient’s current and recently administered medication –
you can delete any medication pre-populated from your primary care
system that is not relevant
Administration
Records details of the requesting GP and the Clinician the advice is
being requested of
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Receiving Advice Requests and Creating Advice Responses
A Clinician can reply to an Advice Request from a GP or other Clinician that they have
received through SCI Gateway. An Advice Response is generated through the original Advice
Request and not as a New Message from the Menu Bar. After logging on to SCI Gateway any
new Advice Request messages will be listed under ‘You have x new messages’:
Click here to open your
Advice Requests
Advice Requests denoted
by right facing
yellow
triangle
Click here
to print
© Crown Copyright 2009
Click on the patient name to
open the Advice Request
Click on
Reply
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When you click on Reply as described on the previous page the Advice Request letter is
closed and an Advice Response protocol is opened as pictured below:
The original Advice
Request information
is displayed here
Select Consent to share and
Document sensitivity options
as required
Enter the Clinician’s
advice response
details here
Protocol buttons the same
as other protocols

The original request details, patient demographics, medication and requesting
Clinician details are all pre-populated from the Advice Request letter.
The responding Clinician details are mandatory and must be completed in the
Administration tab.
An Advice Request can be printed and managed from the worklist in the same way as
other messages i.e. Referrals and Discharges. See the Sending & Receiving Messages
User Guide for more information on managing messages.
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Click on the
Administration tab
Select the
Specialty and
Consultant details
from the drop
down list
Mandatory fields
are populated
when the Clinician
is selected from
the drop down list
When complete
click on Send
If there is mandatory information missing a link will be displayed as pictured below:
Click on the link to take you
to the missing information
and complete as required
When you have completed all mandatory fields click on Send.
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When you click on Send as described on the previous page the Advice Response Options
window is displayed as pictured below:
Click on
Proceed
Click on OK
The Advice Response is sent and you will be returned to the Advice Response worklist. The
message you have just sent will be displayed with a status of Submitted.
Advice Response
denoted by left
facing
triangle
yellow
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Filtering for Reply Created
There may be occasions when you want to check that you have replied to all messages that
require a response. Open the worklist required:
Click on the Status Filter
icon
Select message
Status if required
Select Set or Not
Set as required
Click on Apply

Selecting ‘Set’ means you are filtering for messages that have had a response created.
Selecting ‘Not Set’ means you are filtering for messages that have not had a response
created.
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Receiving Advice Responses
When a Clinician replies to an Advice Request it will be displayed to the recipient in the SCI
Gateway Home page under the link ‘You have X new Advice Responses’ as pictured below.
Click on the link
to open new
messages
Click on the
patient name
Click on the option required
to manage the Advice
Response – see next page
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Advice Request & Advice Response Letter Options
Print
Clicking here will print a copy of the letter.
Save to File
Clicking here allows you to save a copy of the letter, for example to a location on your PC or
local network.
Save to Docman
Clicking here allows you save a copy of the letter to Docman. Advice Requests will save to
the patient record at the point of sending through SCI Gateway, but can also be saved by
clicking the button on the letter window. Advice Responses need to be seen by the GP so will
be saved to the Batch Manager in Docman.
Change Status
Clicking here allows you to change the status of the message in the worklist, for example you
may want to mark it as Filed after it has been seen by the GP/Clinician.
In order to be able to view and manage received messages you must be
included in a SCI Gateway Permission Group or have ‘HCE Coverage’. See your
system administrator if you are not receiving new messages that you expect
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Supplementary Messages
There are occasions when it is necessary to send additional information regarding a referral
after the referral has already been submitted to the hospital/clinic. Previously practices have
used several different workarounds to ensure that the information was received at the
hospital, such as faxing, sending through traditional mail and sending as a new referral.
None of these solutions adequately solved the issue of matching up additional information
with the original referral.
Supplementary messages have been added to Gateway to ensure that additional information
reaches the hospital/clinic in a secure way and is linked to the original referral.
To send a Supplementary message open the Referral worklist:
Click on the
Context Menu
next to the
referral required
Select Send
Supplementary
Select Protocol
from the drop
down list
Click on Create

It is not possible to select a destination for the Supplementary message as it must go
to the same location that the original referral was sent.
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Pictured below is an example of a Supplementary protocol which is displayed after clicking on
Create as described on the previous page:
For details of
information in other
tabs see page 1-13
Enter information as
required in the
Message field
Click to here to
add attachments
Click here
to send
Click on
Proceed
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The following confirmation messages is displayed when you click on Proceed as described on
the previous page:
Click on OK
On return to the worklist the Supplementary message is displayed with a status of
Submitted.

As with other protocols mandatory fields should be completed prior to sending. If you
miss a mandatory field the following message will be displayed with a link to the
missing information.
Supplementary Tabs
Tab Content
Function
Supplementary Message
Records details of the supplementary information – this field is
mandatory – can be simple a message, for example indicating that
you have attached a lab result
Patient Demographics
Records details of patient’s name, address, CHI number, etc.
Supplementary
Administration
Records the details of the Clinician sending the supplementary
message
Original Message
Administration
Records details of Clinician and practice/clinic address etc who sent
the original message
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The protocol in the example is the NHS Scotland Supplementary protocol. Your local
supplementary protocol may look different however the information you need to
record will be similar.
It is not possible to send a Supplementary message from New Message on the Menu
Bar. A supplementary message can only be generated from a previously sent referral.
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Receiving Supplementary Messages
You will receive Supplementary messages in the same way that you receive a referral. Log in
to SCI Gateway in the usual way:
Click on the link to open
Supplementary worklist
Click in the column
heading to select all or
next to each to select
specific messages
Supplementary
message denoted
by
green cross
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Click on Print
Click on the patient name
to open the message
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The Supplementary Message is displayed when you click on the patient name as described
on the previous page.
Click on Print
obtain a copy

Supplementary messages can be printed and managed in the same way as a referral
or a discharge letter. See page 1-10 for description of the letter option buttons.
See the SCI Gateway Sending & Receiving Messages Guide for more information on
managing your messages.
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The Audit Trail
The Audit Trail window has been redesigned to provide users with similar search options to
those available when using the search function in the worklists.
Click on
Audit
Trail to
open
The Audit Trail search function is displayed with a default date range of one month as you
would see in a worklist.
Select Message type
and/or Event Type
from the drop down
lists
Enter details into Search
fields as required
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Default date range is one
month from current date change as required
Click on the HCE… buttons to open
the HCE Directory and select a
location/clinician if required
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Pictured below is the HCE Directory window which is displayed when you click on the HCE…
button as described on the previous page.
Click on the
plus sign to
expand an HCE
Click on the box
to select an HCE
Click Select when you
have selected your
option from the HCE
Directory
Click on Search Audit after
selecting the criteria required
When searching on the From HCE… and To HCE…you can only have one HCE in each of the
HCE… fields. For example you can search for Referrals sent from one GP practice to one
Specialty at a hospital.
If you select a hospital name you may not get any results returned and the message pictured
below would be displayed. Generally hospitals do not receive referrals. Referrals are sent to
Specialties or Consultants.
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Pictured below is the result of the search carried out in the example on the previous page:
Number of pages
of results

Number of events
that occurred
Number of items per
page – default 20
Enter the page
number required and
click on Go
Click here to
update
The Results are displayed in date and time order like the worklist.
The update button can be used if you change the number of items per page or make
a change to the search criteria.
Clicking on the magnifying glass
icon will close the search criteria window but the
results of your search will remain displayed on the page.
Clicking on the Clear Search button will clear all search criteria and the results from
your search but leave the window open.
To search on a date range of one specific day the From and To dates should have the
same date.
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Audit Trail Search Criteria
Message Type
Allows you to search by message type i.e. Referral, Advice Request etc
Event Type
Allows you to search by different actions that have taken place when creating, sending and
managing a message.
Attached to message
A submitted message was attached to a new message using the
‘Attach to new’ option. The audit record is for the original
submitted message e.g. an original referral was attached to a
new Tertiary referral
Created
A message was created
Docman attached
A document from Docman was attached to a message
File attached
A file was attached to a message
File Unattached
A file was unattached from a message
Flag set
A flag was set on a message e.g. Filed icon
Flag unset
A flag was unset from a message e.g. Filed icon
Message attached
A submitted message was attached to a new message using the
‘Attach to new’ option. The audit record is for the new message
e.g. an original referral was attached to new tertiary referral
Message attachment
attached
A Submitted message that had an attachment was attached to a
new message using the ‘Attach to new’ option e.g. a referral
with an attachment was attached a new tertiary referral. If the
original referral has more than one attachment there will be an
audit record for each attachment
Redirected
A message was redirected to another healthcare provider
Saved to Docman
A message was saved to Docman
Status change
The status of a message was changed
Submitted
A message was submitted
Submitted (recipient)
A message was successfully sent to a recipient web server e.g.
SCI Outpatients
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User Name
Allows you to search for actions carried out by a specific user
UCPN
Allows you to search by the UCPN - the patient’s Unique Care Pathway Number
CHI
Allows you to search by the patient’s CHI number
Forename
Allows you to search by the patient’s first name
Surname
Allows you to search by the patient’s last name
From Date - To Date
Allows you to search through a date range. If you choose All Messages the date range is
restricted to one day. The following message will be displayed if you attempt a search on a
longer date range
From HCE... to HCE…
Allows you to search for the location or clinician that sent or received a message. Clicking on
the button will display the HCE directory
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System Administrator Changes
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New Message Type Protocols & Stylesheets
New Stylesheets and Protocols will have to be published on SCI Gateway before users will be
able to use the new messages types – Advice Request, Advice Response and Supplementary.
Copies of the protocols and stylesheets will be available from SCI Support. Each health board
can edit the originals or create their own to meet local requirements.
New Message Type Protocols
To publish your own protocols open the Protocol window from the Menu Bar:
Point to Admin
and select
Protocols
Click on New
Protocol
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Pictured below is the Add Protocol window which is displayed after clicking new Protocol as
described on the previous page:
Enter Name
and
Description
Select Message
Type from drop
down list

In the example above Supplementary has been selected. From this point on you would
add the details and the protocol XML in the same way as for a Referral protocol.
Advice Request and Supplementary Message protocols should be associated with
Specialties in the HCE Directory tree.
Advice Response protocols should be associated to GP Practices in the HCE Directory
tree.
See the SCI Gateway Admin Guide for more information about adding protocols.
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New Message Type Stylesheets
To publish your own stylesheets open the Stylesheet window from the Menu Bar:
Point to Admin
and select
Stylesheets
Click on New
Stylesheet
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Pictured below is the Add Stylesheet window which is displayed after clicking on New
Stylesheet as described on the previous page:
Enter Name
and
Description
Select
Message
Type from
drop down
list

In the example above Supplementary has been selected. From this point on you would
add the details in the same way as for a Referral stylesheet. See the SCI Gateway
Admin Guide for more information about adding stylesheets.
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Adding New Message Capabilities to HCEs
HCEs will need to have additional capabilities if the users associated with them are to be able
send or receive the new message types. Navigate to the required location in the NHS
Directory tree:
Select Message Type
from drop down list
Select Capability
from drop down list
Click on Add
Capability
The same action must be carried out for each message type i.e Accept Advice Response,
Make Supplementary and Accept Supplementary.
HCEs and Message Types
HCE
Message Types
GP practice
Advice
Request
Make
Advice
Response
Accept
Hospital / Clinic
Accept
Make
Supplement
ary
Make
Accept
The table above shows the most common configuration for message types and HCEs
however any HCE can send or accept any message type if appropriate. For example a
hospital that has sent a Tertiary referral may have additional information which should be
sent using a Supplementary message. You would need to ensure that the HCE is configured
for Make Supplementary.
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Permission Groups & Received Messages
Previously on SCI Gateway there was a requirement for users to be included in a
Permission Group to be able to work with received referrals. When SCI Gateway is
upgraded to 12.3 there will be a requirement for all users to be part of a Permission Group
if they are to work with any received message types i.e. eGPFR Requests, Discharges and
also for the new Advice Requests and Advice Responses and Supplementary messages.
As part of the upgrade a new default Permission Group will be created where necessary, for
all Active users not currently in a Permission Group or do not have HCE coverage out with a
group to ensure that the users can see received messages.
When you are adding a new user to SCI Gateway they can be included in the required
Permission Group in the Add user window:
1

Enter Username,
Password and
Confirm Password
3
Click on Save to
complete
2
Select Permission Group
from the drop down list
and click on Add
Administrators must add new users to Permission Groups if they are to view and
manage any type of received message.
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Users can also be added to Permission Groups through the Permission Groups
window. On the Menu Bar point to Admin and select Permission Groups:
Find the group
required from the
drop down list
Click on HCEs... button to open
the HCEs directory and select
the locations for coverage

Click on the right facing
arrows and click on Save
Highlight the users required – press Ctrl
and click on the names to select or press
Shift and click on the first and last names
in a block to select multiple names
throughout the list or a block together
respectively
If you have users that are not included in a Permission Group a new default
Permission Group will be created for the HCE to which the user is attached. This may
have the effect of an HCE having 2 default Permission Groups.
For example there is a default Permission Group for users attached to the Training
Medical Practice. A new user has just recently been added to SCI Gateway and has
not been included in the group Training Medical Practice (81234) (Default). At the
point of upgrade to 12.3 a new group will be created - Training Medical Practice
(81234) (Default 2) to which the new user will be added, with the end result of 2
default groups for the practice.
Users who are not in Permission Groups but have ‘HCE Coverage (Outwith Groups)’
will not be added to a new default Permission Group and will still be able to view and
manage received messages.
To avoid having 2 default permission groups for an HCE ensure all users are
included in a Permission Group prior to 12.3 going Live
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