Quality Education for a Healthier Scotland How to upload documents to SOAR for Appraisees (Primary and Secondary Care)

Quality Education for a Healthier Scotland

How to upload documents to SOAR

for Appraisees(Primary and Secondary Care)

Overview

• There are two ways to upload documents to SOAR:

1. Directly to Appraisal Form 3 (Domains); or2. To “My Documents”, then link to Form 3

• Uploading to Form 3 directly is quicker• Uploading to My Documents allows

Appraisee to view all files uploaded

Documents / Limitations (1/2)

• There is a 12MB per upload limitation• If uploading multiple files (My Documents),

check the files do not tally up to more than 12MB – if so, upload the files individually

• When uploading, you MUST give each document a short description in the blank box provided– When you scan documents, unless you

change the file name, the default names will be “scan001.jpg” or “scan002.tiff” etc

– This does not tell the appraiser (or you) what the file is about – hence the need for a short description

Documents / Limitations (2/2)

• There is a “white list” of accepted file types for SOAR, but this list is extensive (includes all Microsoft Office files and most file formats) and if required, could be added to– But remember, if the file you are trying to

upload is not accepted on SOAR, chances are, your appraiser might not be able to open it even if we allowed the upload. Consider saving the file in a different format (e.g. - .pdf, .doc, .rtf)

Upload directly to Form 3

• When uploading to Form 3, you need to consider which Domain the document(s) go to

• Any documents uploaded to Form 3 will also be stored in “My Documents”

• Whilst GP and Secondary Care forms are different in content, the uploading function is the same

• For GPs, select the Domain you wish to upload documents to from Form 3, and click on the corresponding ‘Supporting Info’ section

• (Expand) the heading ‘Add a new Document from your PC’

• This allows you to select documents from your computer and upload directly to Form 3 Domains

• For Secondary Care, click on Form 3

• Decide which Domain the document(s) need to be uploaded to

• (Expand) the Domain• (Expand) the heading

‘Add a new Document from your PC’

• This then allows you to select documents from your computer and upload directly to Form 3 Domains

To upload a document:• Click “Choose

File” or “Browse”• Select the file from

your computer• Give it a short

description• Click “Upload”• When uploaded,

the document will appear on the list

• If you are using SOAR for the first time and have a lot of certificates to scan and upload, check with your appraiser and, if agreed, you can simply bring them on the day of your appraisal instead, but note this in the Comments box

Upload to My Documents

• “My Documents” allow users to upload documents on the go, and then decide which Domain on Form 3 it should link to at a later stage

• Upload up to 5 documents at a time• Files uploaded to My Documents

need to be linked to Form 3 Domains, otherwise they will not be included for sharing with your appraiser when you submit your forms

• To start, click on “My Documents”

• Click “Choose File” or “Browse”

• Select the file from your computer

• Give it a short description

• For GPs, select a predefined folder option (by Core Elements)

• For Secondary Care users, select the appropriate Domain

• Repeat for additional files

• When you have selected all the files you wish to upload, click “Upload”

• To share files in “My Documents” with Appraiser:1. Link to Form

32. Submit Forms

Link files from My Documents:

• Determine which Domain the Supporting Info should go into, and navigate to that Domain

• Expand the heading “Add documents from General Document Library”

• All files from My Documents will be listed

• For Secondary Care users, only files with pre-defined Domains will appear in your chosen Domain (e.g. Domain 3 files will not appear in Domain 1 for selection)

• For GPs, you can choose files via the predefined folders (by Core Elements)

• Determine which files you wish to share, and click on the corresponding “Link to upcoming appraisal” button

• All linked files will be listed

• Remember, last step is to submit the forms for sharing with your appraiser

How Appraisal Forms workAppraiserAppraisee

CompleteAppraisal Docs(Forms 1 - 3)

AgreeConfidentiality

Statement(MUST)

SubmitAppraisal

Forms(MUST)

Reviewssubmitted

Appraisal Docs

APPRAISALINTERVIEW

DraftsForm 4

summary

Agreesand Signs

Disagrees

Process completed:automated email

confirmations sent

Signs

and Forwards

Requests changes

Further support• Medical Appraisal Scotland website:

– www.appraisal.nes.scot.nhs.uk– Resources, FAQ and other useful sections

• Local Administration teams:– Contact details on Medical Appraisal Scotland

• SOAR Helpdesk– Black “Help” box on right when logged into SOAR;– or [email protected]

• Due to capacity issues we are unable to offer telephone support– You can request a call back via the Helpdesk – but

we need detailed descriptions of the issue(s)