Doctors in Training and NHS Lothian IT SetUp

Access to NHS Lothian IT systems should all be managed automatically when you rotate between health boards. You should get access to

- A computer login for NHS Lothian computers

o This will be removed when you rotate to another health board – so if you still do NHS Lothian on-call and need access, this needs to be requested

- Access to Microsoft 365 [same login as your computer login]

o You can access M365 from home / personal devices as explained below.

o Your email will stay the same as you rotate throughout the health boards.

- A TRAK and HEPMA login [training will be organised if you are new]

o You will not be able to access clinical systems from home unless you have a VPN or a work laptop – you will need to ask your clinical service [not Medical Education] if you need this

M365 questions including home/personal access

New tighter controls around security mean that accessing NHS Scotland M365 information from a personal device, such as a personal phone or home/uni computer, mean you need to have additional security in place. These controls are to help prevent security breaches but can make it tricky to access information in ways you were used to doing.

Doctors in Training are directed to this resource from the Digital & IT team and this statement from them:

NHS Lothian Microsoft 365 Information Hub (sharepoint.com)

Accessing Office 365 on a Personal Device (sharepoint.com)

“Access to Office 365 on a personal device is intended for ad hoc working when not in an NHS location, and should not be considered as an alternative primary device for work purposes or as a replacement of your work device. Clinical and Personal Identifiable data should also not be accessed with this personal device. Under no circumstances should an email be forwarded from your NHS Scotland/Lothian address to a personal email address, this breaches NHS Lothian Digital IT Security Policy.”

Further guidance is given at the links below:

- Accessing via Personal Mobile Devices – you will need to also have a security app installed such as Microsoft Authenticator or Microsoft Company Portal [you will be prompted]. This does NOT access personal information on your wider phone or the content of any email – its sole role is to maintain the boundaries around Microsoft apps – including not being able to download or copy & paste.

- Accessing via Personal Computer Devices – you will need MultiFactor Authentication set up – e.g. to get a text message as a second layer of authentication. This is similar to how many people access banking websites.

- Digital Communications Guidance – be aware of what you can/cant send by email or on teams and which email addresses can receive are safe for sending patient identifiable information [e.g. most councils and schools, some care homes but not third sector/uni].

Check this list [inTRAnet link]

When you end training / have time out of programme

If I am moving from a training post to a non-training post, do I need to do anything? YES, YOU DO! Your nhs.scot trainee email is managed by NES. When you finish training, it will go inactive 30 days after your NES training stops.

- During this time, it can be moved over to NHS Lothian so you need to submit an eHealth form within that time, or a few days prior to ending training. EHealth need to know which department you are moving into etc. The form is Service Catalogue - Service Portal (service-now.com) .

- It can be ‘retrieved’ after the 30 days but some information will be lost.

Additional FAQs

- Why can’t I view/download PDFs? PDFs can be downloaded to one drive and then viewed more helpfully – the browser-based email preview does not work well for large PDFs.

- Why can’t I upload/download to Teams / paste into Teams chat? This is limited if either a) you are not a full member of the Team or b) if you are on a personal device. See this document about how to Collaborate in OneDrive (sharepoint.com) which may help

- Will an NHS Lothian laptop help? This will only be available if you service has decided you need one for your role – speak to your Clinical Director. We hope this will increase but at the moment is still quite limited. The laptop will come with a VPN to allow you to access clinical systems like TRAK/HEPMA but you will also need an enhanced licence [called ‘F3+AddOns’] if you wish to use the actual office apps and not work at office.com. See Changes -> Licensing (sharepoint.com).

- What does Remote Desktop Access [VPN] add if I am on a personal/uni computer? This is a cheaper solution than a laptop / enhanced licence [£150 vs £1000], but the view you get once logged in is essentially the same as if you were on a Wyse machines

Dr Rob Waller, Associate DME, Medical Education Directorate