The Videos

This video shows how to complete a request for information. Typically this might be a Monthly or Quarterly request sent by an ICB or Local Authority to collect key data from your service and help in their commissioning.

Site data is the 'static data' about your service. Typically this is the address, number of service users and what the service offers

Question sets are similar to Audits built right into the main system. They let you answer direct questions that inform the Authority about your service.

Evidential Assurance is the information you store to provide evidence of how your service meets compliance standards. For example the Care Quality Commission (CQC) break their standards into 5 areas and these are contained in the system. This is an on-going process and keeping the system upto date will mean you have all your evidence at your finger tips ready for whenever you are asked to show an Inspector.

Occasionally you might need to edit or amend your answers to a particular question(s) once it has been reviewed by the reviewing authority. These are known as ' Further Information Requests'. They work in just the same way as the original Question Completion Set request, you will be notified by email of the request and once logged in you will see the Big Blue Button. This video quickly shows you how to edit your response after a Further Information Request has been received.

This video shows how to complete a request for information. Typically this might be a Monthly or Quarterly request sent by an ICB or Local Authority to collect key data from your service and help in their commissioning.

Site data is the 'static data' about your service. Typically this is the address, number of service users and what the service offers

A recorded training session for Auditors carried out 18/8/22, outlining the main features, hosted by SPS and QUIQSOLUTIONS.

If you have the Forms in paper format you can enter the responses yourself into the system so that all your feedback is collated in one place.

On occasion you may need to enter Survey data that has been provided using the optional paper based forms. Typically these forms will have been created as a PDF directly from the online form using the PDF feature in CHAT or QUIQCARE. This simple process will allow you to enter the data, and then have collated in exactly the same way as it would have been if it was submitted online.

Since the change from CCG and STPs to ICBs and Sub Locations there have been some shifts of responsibility between various organisations. This quick video is designed to show new ICB users where things are on the AIMS homescreen.

This short video runs through the whole process from the original request to the completion of your Improvement Plan, and demonstrates how the system works. It is designed to show new users how to use the system and what to expect at each stage. Note: Some of the screens in this video might look slightly different than those on your live system due to variations in different users configurations. However the main features are the same and work in the same fashion.

Once an Improvement Plan has been submitted the Reviewer might need more information. They do this using a Further Information Request. Further Information Requests re-open the original submission and allow you to make edits taking into account the Reviewers comments. Once the edit has been made it is returned to the reviewer. They may ask for additional information again, or accept the submission and publish their final Review.

The workflow for some Sub Locations requires them to have their ICB sign off on the Improvement Plan submission prior to them being sent to Region. In this case the person completing the Improvement Plan will not be given the facility to Mark As Complete, in other words submit directly to the Region, they will instead only be able to Escalate to a pre-configured ICB Responsible Person. The Responsible Person will then review the submission.

The Responsible Person refers to the person who has the relevant permissions to submit an Improvement Plan after it has been compiled by a colleague. The Responsible Peron has the opportunity to edit the plan, ask for additional details, and finally submit the final version using the Escalate procedure with the Host site and then to Mark As Complete. This video concentrates on the Responsible Persons role, to get a complete view of the process see the Using Escalation Workflow video which details the Host Sites process.

Note: Some of the screens in this video might look slightly different than those on your live system due to variations in different users configurations. However the main features are the same and work in the same fashion.

Release Early September 2023

You can use any browser to access QUIQSOLUTIONS' systems, although we do not support some earlier versions. We encounter most difficulties with Internet Explorer, especially versions lower than 10, as updates from Microsoft can often change settings and make access more unreliable. These earlier versions are no longer supported by Microsoft and so all users should upgrade to the latest version simply on security grounds. The most stable browsers are Mozilla Firefox, Google Chrome and Apple Safari, although we test on Opera and other less common browsers and they prove to work well.

On the login page you will see two links under the entry fields. One says ‘Forgot username’ and the other ‘Forgot Password’. This will generate an email to the address on your account - please make sure that if you don't see the email to check your Spam and Junk folders. Simply click the link and follow the instructions. You will be prompted to change your password as a security measure.

The new Form Creator is not a standard feature of the product and is a paid upgrade. If you need to create your own Audits, Requests for Information or Surveys please contact us to upgrade. The upgrade is a very quick process, in fact immediate, and we provide full training when you upgrade.

You can add new users through the Settings menu on the toolbar. The products are licensed by number of users so, assuming you have sufficient seats, you can simply add a new user by completing the form. If you have run out of licenses just check to make sure that the ones that are allocated are still valid, often people move around and you may find you have redundant users still allocated against a license. if that is the case it is simply a case of changing that users details to your new user. If you do need to have more users than the licenses please do contact us and we can upgrade you immediately.

To ensure that important information does not lose visibility you cannot delete a user until all the items they are responsible for have been allocated to someone else. So if they have an Evidence Item or an Action Plan allocated to them that must be re-allocated before you can delete them. You can find out quickly who owns what items by going to Reports on the main toolbar, and then running a reporteach on Evidence, Action Plans and Documents. If you see the user's name simply click the item and re-allocate it to another user. Once all items are re-allocated you will see a Delete button appear next to the user's name and you can then remove them. Just a note on this: Often when you need to remove a user someone else takes that position over. In this case you can simply edit the user who has left and enter the new person's details. All the items attached to the old user will then be the responsibility of the new user.

When you go to Reports on the main toolbar create your report criteria as normal. To see all the sites collated as an overall view click the check box called ‘Aggregate’.

This is because some report formats are not able to display the data as requested by the report criteria. For example, a Pie Chart would not be able to display information over a period of time, as it can only show a snapshot of now. Equally a Grid Report isn’t able to show a proportional view of data. The options that are shown are therefore tailored to the report criteria to ensure you get meaningful results.

This is a system alert letting you know that there is a difficulty. The screen will never appear on its own - there will be a dialogue box that explains the issue and it is important to read this. The most common reason for the alert is when a user is responding to an email notification (which is addressed to specific login), clicks the button on the email and the system registers that another user is already logged in and creates the alert. For example: If you were working on CHAT and you click on the AIMS email notification button the system will realise that you are logged in already and inform you to logoff the CHAT session before logging into AIMS. Please remember that the browser does not need to be open and visible for you to be logged in to the system, you could still be logged in and not realise it. This is why it is important to logoff when you have finished working in any given session. If you have this situation, open your browser and logout of any live sessions, then re-try to login to AIMS.

You can use any browser to access QUIQSOLUTIONS' systems, although we do not support some earlier versions. We encounter most difficulties with Internet Explorer, especially versions lower than 10, as updates from Microsoft can often change settings and make access more unreliable. These earlier versions are no longer supported by Microsoft and so all users should upgrade to the latest version simply on security grounds. The most stable browsers are Mozilla Firefox, Google Chrome and Apple Safari, although we test on Opera and other less common browsers and they prove to work well.

On the login page you will see two links under the entry fields. One says ‘Forgot username’ and the other ‘Forgot Password’. This will generate an email to the address on your account - please make sure that if you don't see the email to check your Spam and Junk folders. Simply click the link and follow the instructions. You will be prompted to change your password as a security measure.

No. CCG emails all go to the Generic email box, this is so colleagues can pick them up and act on them. AIMS is a time critical system and should someone be away from work for any reason it is imperative that their team members can also access the system.

AIMS itself cannot copy emails to many mailboxes. This is primarily due to a management difficulty in keeping track of all the people who may or not need to have access. Once the email has been delivered to the Generic AIMS mailbox your IT department might be able to setup a forwading system to send the same email to a number of personal mailboxes, but this is out of the remit AIMS itself.

There is extensive checking and reporting built into AIMS, should an email be 'bounced' or rejected after it has been sent the AIMS team will know about this and take steps to correct things. Firstly ensure you are accessing the correct login, only use the AIMS Credentials. Whilst AIMS uses the same overall system as CHAT it is important to ensure you have logged out of CHAT before accessing AIMS. The two processes are seperate and on occasions your browser might remember your CHAT login and use that instead of AIMS. This is a feature of your browser and not AIMS directly, so always make sure you type in your AIMS credentials.

There are several Training Videos you can acces from the Help menu in AIMS. To get a complete overview of the system we have created an overview video which outlines the whole process in about 5 minutes whcih may well be worth watching. Watch the video 'Overview for CCG users'. You can also see it here

This video shows you the whole process and explains the concept. From the original 2 questions to final review and reports.

A quick tour of the main Grid view and its key features for Administrators. The Dashboard Grid brings togther all the information to keep Adminstratiors in control and fully informed of the process across their reporting sites.

Regional users can manually generate requests for an Improvement Plan for selected standards even if a request has not been generated automatically.

If a request to complete the quartlerly questions has already been sent to a site and for some reason the user cannot locate it you can re-send the request, or delete it and create a new one. You would only usually need to send a completely new request if the email address of the original one has changed or is somehow not accessible by the responder. (Please note: For licensing and security reasons only QUIQSOLUTIONS Administrators can change the responders email address with written management approval. To change an email address contact admin@quiqsolutions.com or call on 01948 841116.) Remember: Only ONE request for Quarterly Responses can be live on any given site at any one time.

On occasion a user might complete the 2 questions with the wrong information, as the system won’t know this it will act on the information supplied. When they inform you of this you can restart the process for them easily. 1. Delete the incorrect response From the dashboard > Click the Action Button against the Site > click Question Completion Requests 2. Delete the Improvement Plan Request (this is also called the 'Question Completion Requests') > Delete the Improvement Plan Request against the CCG 3. Delete the incorrect response Under FEEDBACK on the dashboard > click Details > Select the incorrect response > Delete the Response 4. Resend the 3 Questions > from the Dashboard under FEEDBACK click Details > scroll to the very bottom of the page that opens and click Select Recipients > Select the Site from the list > Set a deadline date > Click Send They will receive a new 2 Questions request, just like the original one, which they can complete. The process will then continue as normal.

If you have already sent an Improvement Plan Request and need to cancel it, perhaps because the wrong standard was chosen or the user cannot locate the original email, follow this simple process. Please note: Only ONE request can be live on any given site at any one time.

Reviews are used to comment on the assurance provided by Responders after they have completed their Improvement Plan Requests (Question Completion Request). Reviewers make their comments against each standard and KLOE and can request further information from the responder if required. Once the Review has been completed and the comments finalised Publishing the Review will make it visible to the responders site alongside the Assurance item. Publishers can Edit and Delete comments made by themselves and, if there are Reviewers who do not have Publishing rights, they can also Edit those comments prior to final publication for which they alone will be responsible.

How to quickly amend a response item after it has been reviewed and a Request for Further Information has been sent. This process is used by responders to change their answers at the request of the reviewer. When an authority reviewer makes comments against your statements they may need to have more information from you. They can send you a Further Information Request, which will re-open your original response and allow you to edit it, as well as seeing the comments made by the reviewer.

Reviews are used to comment on the assurance provided by Responders after they have completed their Assurance Requests. Reviewers make their comments against each standard and KLOE and can request further information from the responder if required. Once the Review has been completed and the comments finalised Publishing the Review will make it visible to the responders site alongside the Assurance item. Publishers can Edit and Delete comments made by themselves and, if there are Reviewers who do not have Publishing rights, they can also Edit those comments prior to final publication for which they alone will be responsible. Please remember: The screens shown are for illustration only, yours may look different but the process is exactly the same.

How to quickly amend a response item after it has been reviewed and a Request for Further Information has been sent. This process is used by responders to change their answers at the request of the reviewer. When an authority reviewer makes comments against your statements they may need to have more information from you. They can send you a Further Information Request, which will re-open your original response and allow you to edit it, as well as seeing the comments made by the reviewer. Please remember: The screens shown are for illustration only, yours may look different but the process is exactly the same.

Forms, such as Pre Audit Questionnaires and monthly Quality Indicators, sometimes need input from colleagues as well as from the Accountable Pharmacist. Delegation allows the form to be passed over to them for input before being completed by the Accountable Pharmacist.

This video shows the whole process of how to answer your periodic Audits in QUIQCARE, from recieving a request to completing the Audit through to final submission.