How to set up an Attend Anywhere account in Wales

Access to the “Attend Anywhere” system in NHS Wales isn’t automatic and can only be granted by your local Health Board or employer.

You will first need to have received training on Attend Anywhere which can be booked or completed here.

Training | Digital Health Wales

Once this has been completed your details will be passed to the local Attend Anywhere support team in your Health Board so that your account can be set up. An email will be sent to you with instructions on how to create an Account. Follow the instructions in the email, you will simply need to put in your First and Last name, create a password and tick a box to accept ‘Terms of use’.

Here is an example of an invitation email that is sent to new users.

The Service Administrator may have typed in an additional message for you to read:

Also displayed are the details of the designated administrator or contact email address for that Waiting Area should you have queries regarding setting up your account.

You will need to click on the link in the email to create your account.

It will take you to the ‘Create your account” screen.

Fill in your First name, Last name, Password then Retype Password. (Please note that this is a unique password that needs to be created for Attend Anywhere and is different to your NHS email login) Tick the white box to accept ‘Terms of Use’ and ‘Privacy Policy’. Then select ‘Create Account’.

A confirmation email will be sent to you detailing the name of the Waiting Area and Role(s) you have been given. Also in the email will be the Sign in page link, a link to a Resource page which takes you to the Wales Attend Anywhere website and the contact name/details for that Waiting Area should you have any further queries. The person that initiated the invitation email to you will be visible as a c.c. in the email, this person may be the same as the Waiting Area contact or someone different.

Confirmation email example:

How to Sign in

Type in or click onto this login link

https://wales.nhs.attendanywhere.com/login

This will take you to the login screen

Enter in your email address and password that you used to create your Attend Anywhere account and select ‘Sign in’.

Should you wish to remain signed in for the day tick the small white box next to ‘Keep me signed in for today’. This will keep you signed in for 12 hours. This field is not mandatory to tick however the system will automatically sign you out after an hour of inactivity for security reasons. You will then need to sign in again.

Your profile and account details

My Profile

The small red circle icon on the top right displays your initials (or photo if you have uploaded one).This contains your Profile details. Click on the white triangle next to the Initials to reveal your profile and menu options. The circle/profile icon appears on all screen views.

Select ‘My Profile’ to bring up your profile details.

When you set up your Attend Anywhere account it asks for your First and Last name, so these fields are already populated in your profile together with the email address you used to create your account.

You can if you wish type in a ‘Title’, e.g., Mr, Mrs, Dr etc. After making any changes select the ‘Save Changes’ button. If you change your mind and don’t wish to save the changes select the ‘Cancel’ Button instead.

You can also type in a ‘Suffix’, with any qualifications that you have, simply type in the letters in the box.

Below the’ Suffix’ box is a ‘Waiting Area Alias’ box. If you do not wish to be known as your full name and title you can fill in the Waiting Area Alias box with something else. Whatever you put in this box will override the information in the other 4 boxes, just select the green ‘Save Changes‘ after you have entered in the changes.

 Please note that your email address is not visible to any patient or callers while you are on a video call. It is only visible by the account holder and any administrators that have access to the Waiting Area in your Health Board or organisation.

At the bottom of the screen is a ‘Time zone’ box which will default to the current Country time zone that you are in e.g., London, Europe.

Should you wish to upload a photograph of yourself onto the profile you simply click on the black arrow next to the camera icon to upload your picture. Select ‘Upload Image’ this will allow you to upload a picture from your device. This picture will then be displayed instead of your initials on the Profile Icon. The uploaded picture will also be displayed and seen by the patient/caller if you turn your camera off during a video call.

If you want to remove the uploaded picture, select ‘Reset Image

My Roles

Roles – To see the roles you have been allocated select ‘My Roles…’ from the list.

Your Roles screen is shown below.

On the left-hand side of the screen, you can see the Waiting Area(s) for which you have access. On the right-hand side are your ‘Roles’. There are four possible Roles that you can be given, each Role gives you access/ permissions to certain functions within Attend Anywhere. The four Roles are:

Service Administrator

Service Coordinator

Service Provider

Service Referrer

The Service Administrator Role is the administrator role and is given access/permissions to all administration functions within the Waiting Area. They are able to make changes to all Waiting Area's settings, e.g., set up the Waiting Area Opening times. They can also add people to the Waiting Area as staff, assign roles to the Waiting Area's staff, view calls in the Waiting Area, and suspend/restore video call access to the Waiting Area.

The Service Coordinator is a minor administrator role as they have limited permissions. A Service Coordinator can view calls to the clinic's Waiting Area, send messages to callers/patients prior to their call being answered  and suspend / restore video call access to the Waiting Area.

The Service Provider can view calls in the Waiting Area and is the only role that is able to answer a video call to a Patient/Caller. They can also receive a new ‘Caller Arrival Alert' notifications from the Waiting Area telling them that someone has arrived in the Waiting Area.

The Service Referrer role allows you to move patients to different Waiting Areas. They must have the role of Service Provider where they are moving the patient from and the role of Service Referrer in the Waiting Area that they are moving the patient to.

Remove Roles myself

You are able to remove a role yourself from the ‘My Roles’ page by selecting the dustbin icon on the right-hand side next to the role you wish to remove and then select the green ‘Delete Button’

If you have selected the wrong role to be deleted simply press the red circular arrow to undo. or press the Cancel button. 

Change my password

Click Here to find out how to change your password

Change my email address

You can change your email address associated with your account by selecting ‘Change my Email’ from the drop down menu next to your circle/profile icon. Follow the instructions by putting in your New Email address, put it in again to Confirm new Email address and Enter in your current password. Then select 'Change'.

Forgot your Password?

If you forget your password, select ‘Forgot password?’ from the login screen and follow the instructions to reset. Enter the email address associated with your NHS Wales Attend Anywhere account and select the green ‘Send’ button.

An email will be sent to you with a link, ‘Change my password’ click on the link, this will take you to the reset page. Please note that the link is only active for 1 hour. If the link becomes inactive you will need to start the process from the beginning by selecting ‘Forgot password?’ from the login screen.

The ‘Change my password’ link takes you to the password reset page.

Enter in your New password, then retype your New password then select OK.

The password must be at least 10 characters, must have at least one letter, at least one number and at least one special character.

Please make sure when you wish to reset your password, that you are signed in to the ‘Wales’ Attend Anywhere site and not Scotland, England or N. Ireland.

https://wales.nhs.attendanywhere.com/login

Change your Password?

Go to your profile icon and select "Change my Password"

Enter in your Old password, type in your new password, retype new password then select OK.

The password must be at least 10 characters, must have at least one letter, at least one number and at least one special character.

Please make sure when you wish to reset your password, that you are signed in to the ‘Wales’ Attend Anywhere site and not Scotland, England or N. Ireland.

https://wales.nhs.attendanywhere.com/login

Select ‘Sign Out’ from the drop down menu next to the circle/profile icon at the end of the session or at the end of the day. Please make sure you do sign out for security reasons when leaving your computer unattended.

For further help and resource please visit the Induction Health Care website by clicking the link below:

Welcome to Attend Anywhere’s online help (inductionhealthcare.com)

On Screen Help icon

You can also access the website by selecting the question mark icon on your screen. The question mark icon appears on all screen views.

Waiting Area Screen Views and Dashboards

After signing in if you are using more than one Waiting Area, all Waiting Areas will be displayed on your first screen (Please note this does not apply to Organisational Unit Administrators you will only see in this view Waiting Areas when you have been granted one of the four Waiting Area roles.)

Should you have many Waiting Areas that requires you to scroll down several rows as is the case with some Administrators you are able to quickly locate the appropriate Waiting Area by using the Filter Function above the Waiting Areas.

For example if you filtered the letter ‘d’, only Waiting Areas starting with the letter ‘d’ will be selected and shown. You can filter further by selecting the 2^nd & 3^rd letter of the Waiting Area name.

Dashboard View

WAITING

WAITING refers to the number of Patients/Callers that have clicked onto the Waiting Area link, they have filled in their details e.g., Name, Date of Birth and Telephone number, have arrived in the Waiting Area and are waiting for their Video call to be answered.

IDLE

IDLE refers to the number of Patients/Callers that have arrived in the Waiting Area, these have had their call answered and have been put back into the Waiting Area and are waiting for their call to be picked up again. The wait time goes back to zero when they are put back into the Waiting Area following the previous video call.

MINUTES LONGEST WAIT

MINUTES LONGEST WAIT refers to the person that has been waiting the longest time in the Waiting Area. This isn’t necessarily from the time of the person’s appointment as the patient may have checked into the Waiting Area e.g., 10 minutes early, so this is reflected in the wait time.

BEING SEEN

BEING SEEN is the number of consultations happening at that moment in time.

If you have more than one Waiting Area select the Waiting Area that you wish to use by clicking on the appropriate Waiting Area box.

This will take you to that Waiting Area Screen or if you have just the one Waiting Area you will arrive at that specific Waiting Area screen following Signing in. We can see below that a patient is ‘Waiting’ in the Diabetes Outpatients Waiting Area.

Waiting Area Screen (Specific Waiting Area)

If you only have one Waiting Area you will go straight into that Waiting Area screen after signing in. If you wish to see a dashboard of this Waiting Area you must select the Home icon.

Caller Arrival Alerts

From the Waiting area main view screen Click onto the icon labelled “Caller arrival alerts” to activate the caller arrival alert.

This function sends a text message to any mobile number the clinician inputs informing them that someone has arrived in the Waiting Area.

The clinician enters in their mobile number into the box at the top under ‘Enter the staff phone number that will receive the text alert’. When a patient/caller arrives in the Waiting Area a text message is sent to that mobile phone from the Attend Anywhere platform informing them that a new person has arrived in the Waiting Area. There is also warning message saying ‘Do not enter a caller’s mobile phone number’.  This is to remind the user that it is the staff number not the patient/callers number that is entered into this box.

The clinician can also decide how many minutes after the caller has arrived as to when the text alert is sent to the mobile phone, the example below shows that it has been set to 1 minute after the new caller has arrived in the Waiting Area. After entering the mobile telephone number and selecting the number of minutes select ‘Save’ to create the caller arrival alert. Otherwise select ‘Cancel’ to go back to the Waiting Area screen.

From the Waiting area main view screen Click onto the icon labelled “Caller arrival alerts” to deactivate or update the caller arrival alert.

Select clear. You can either enter in a different mobile number or select “Save” to update the changes.

When the Caller arrival alert is activated the mobile icon appears in green, when there is no alert activated the mobile icon is red.

Suspend Access

Should you have a patient or patients booked for an appointment and the clinician that was scheduled to carry out the appointment becomes unavailable and there is no one else available to take the video call you can suspend access to that Waiting Area. Select the ‘Suspend Access’ option from the drop down menu from the setting wheel icon on the top right hand of the Waiting Area page.

Enter the message that you wish to be displayed to the Patient/Caller while access to the Waiting Area is suspended in the top box.

Enter the message that you wish to be displayed to the Service Providers while access to the Waiting Area is suspended in the bottom box.

By selecting the ‘Yes’ button this will suspend access to the Waiting Area and a message is displayed in the Waiting Area ‘Waiting Area Suspended’.

The Waiting Area will also be shown as suspended on the Multiple Waiting Area screen by a red ‘Caller access suspended’ message across the Waiting Area tile.

 To restore access to the Waiting Area, either select the green ‘Restore Access’ button on the Waiting Area screen or select the Settings wheel icon and select the ‘Restore Access’ option from the menu.

Waiting area name and description

Select ‘General Information’ from the drop down menu on the Settings Wheel icon on the top right-hand of the Waiting Area page.

Enter in the Name of the Waiting Area in the top box. Enter in the description of the Waiting Area in the bottom box. Select ‘Save” to make any changes otherwise select ‘Cancel’.

Support Contact for Staff

Select ‘Support Contact for Staff’ from the drop down menu on the setting wheel icon on the top right hand of the Waiting Area page.