Policy compliance: You must, at all times work in compliance with the UHB Access Policy, Mobile Phone Policy and Photographic, Video & Audio Consent Policy.
When to Use: Only use the SCIT App when it is not possible to use the Trust’s professional Clinical Photography services.
How to Use: The SCIT App allows the user to login, add patient details, obtain consent and take photographs securely, without leaving a record of the image anywhere on the device or cloud back up system. The patient data is verified and the image is sent for secure storage into the Trusts Image Management System.
Viewing of Images: Images can be viewed via the Trust’s Clinical Portal from any networked computer.
Consent: SCIT Images are consented for CASE RECORD purposes only, due to the quality of images from mobile devices. However, in exceptional circumstances, if additional consent is required, use a Trust issued consent form, and photograph the form at the end of the photographic sequence and send the original signature to the Clinical Photography department. Please clearly mark this consent form with the words SCIT.
Use of dedicated SCIT Wifi: Due to the volume of traffic the dedicated SCIT WiFi must only be used to transfer SCIT images.
Upgrades: If the operating system on your device is upgraded, or you get a new phone please contact SCIT@uhb.nhs.uk for the latest version of the SCIT App.
Top Tips: Please note, a selection of photographic top tips are available in the app by clicking: i symbol
Quality Checks: Usage of the app will be monitored and miss-use or poor quality photography will be reported to you and your line manager. Users who are unable to produce a clinically valuable photograph will be removed from the authorised list and your access to the SCIT facility deactivated.
Training & Troubleshooting: Training on how to use the SCIT app is available through Clinical Photography. However, as all devices are different, it is important that the clinician is aware of how best to hold their device, to produce an image which is the correct way up when viewed on the clinical portal.
Information for patients: Always explain to the patient that you are using the SCIT (Secure Clinical Image Transfer) app and no image will remain on your device. Give the patient information card where available.
SCIT Console: The console is used to monitor the system. It will register who is using their device, when, failed attempts, data in putting errors, number of images sent to upload. Difficulties will be fed back to the user and repeat offenders will be reported to their Line Manager.
Problems: Report errors or difficulties by emailing SCIT@uhb.nhs.uk
Frequently Asked Questions:
- Where can I access training?
Please contact SCIT@uhb.nhs.uk – regular sessions will be available on Tuesdays 8.30am – 9am. 1:1 or team sessions can be arranged to suit.
- Can we use it out in the Community?
Yes, for patients who are registered with a UHB hospital number. WiFi connectivity is recommended.
- Can I open up an image once taken to show a colleague?
No. You can show the small thumb nail prior to upload, but part of the security criteria is images on not stored on any part of the phone.
- Can I import images taken in the normal way on my device into the app for transfer?
No. Part of the security process is to prevent any images registering on the device.
- What if I work in an area without the dedicated SCIT WiFi connection?
The App works on 3G, 4G and wi-fi - If you are unable to receive network, as long as you remain logged into the app, it will store the data package securely until you are able to receive network again and will then upload the images. The only time this data package will be irrevocably lost, is if your device runs out of battery life.
- What happens if I get a ‘failed to upload’ message?
The app will store the encrypted data package on your device and will automatically retry when connection is restored.
- Can GP’s use it to send us images?
Yes - for patients with a UHB hospital number.
We are currently working with GP’s to develop another version of the app, which will link to Network of On-call Referral Services (NORSE) and MyHealth.
- Can patients use it to send us images?
No.
However, we are looking into creating a patient version, to meet this increasing demand.
- Can we use it on Military patients?
Yes, as long as they have a UHB hospital number.
However, we are working on a military version for use in pre-hospital care environments.
- How will my errors be picked up?
Clinical Photography staff will monitor the activity on the console daily. The quality of images will be reviewed on an adhoc basis. As images form part of the electronic patient record, even poor quality images cannot be deleted, please take time to capture quality images.
- Can I use it to record audio or video
Not at the moment, but when funding is available this will be developed.
- Why do I need to supply my Managers details?
Quality of images will be monitored and if after training, images continuously fail to meet the required standard, we will inform you and your manager, and you will be removed from the approved users list.
- What happens when I leave the Trust?
Please email SCIT@uhb.nhs.uk and delete the app from your phone. As the app is directly connected to UHB IMS (Image Management System), it will not work with patients from other trusts.
- Can I share the SCIT app
No. Users have to register and then be authorized with access.
- Annual upgrade and feedback
It is our intention to provide an annual upgrade and therefore we welcome any feedback you have from a user’s perspective. Please email: SCIT@uhb.nhs.uk
- Will this development see the demise of our professional clinical photography services?
No. It will always to more cost efficient to use a degree qualified clinical photographer than to use the precious time of surgical or medical staff.
There are also quality issues, if you compare professional images with DIY images taken on a mobile device. When using DIY images for diagnostic purposes, it introduces an unnecessary risk to the Trust and the clinician making that decision.
All staff must have a clinically justifiable reason for using SCIT as opposed to the professional clinical photography service available.
Users are reminded that the SCIT app is there for: Out of hours, community based UHB services and emergencies when the demand of professional clinical photography services outstrips demand. Usage will be monitored against this criteria.
