Base Registration
Guidance Notes

In order for Hertfordshire Equipment Service to effectively manage equipment ordering, a new policy and processes have been developed which will enable all referrers to order standard equipment pertinent to their role on line using ELMS (Equipment Loan Management System). Indeed, all standard orders will have to be submitted on ELMS. Special Orders will still be ordered using the current methods for the time beinguntil further development has been completed.

Standard equipment requiring authorisation, such as air mattresses, profiling beds, hoists etc. will be able to be submitted on ELMS from the “go live” date. These orders will be subject to scrutiny by HES staff to ensure that the documentation has been correctly completed. Qualified HES staff may also authorise orders where appropriate. The “go live” date will be communicated elsewhere, and is expected to be at the end of May 2017.

In order for us to ensure we have all our records up to date, we have developed a new “Base” structure formulated around reporting structures. This is different to the current “team” level which we are all used to. For current ELMS users, this will be a mandatory form when you next log in from 8th February onwards. There will be an opportunity to complete a second form if you work in more than one “base”

There are several places where input is required such as Name, Phone number, email address etc. However, the main breakdown of submission is from Drop Down menus (or tick boxes) only. These are the criteria which have been agreed.

  1. The base structure will be firstly based on who you order on behalf of:- Clinical Commissioning Group, Health and Community Services, See and Solve, Sensory Services, HCT Childrens, or certain care agencies. These are split into the actual reporting areas – North and East, South and West etc as per drop down menus on the form.
  2. The next part of the form asks you for your MAIN area of work, Children, Older people, Social Care etc.
  3. The next part is simply whether you work in the Community or in a Hospital (Including Hospices).
  4. Finally, the job category will need to be selected. This will be your role, not your job title or grade. We understand that the options here may not fully reflect your actual role, but we would ask that you select the most appropriate option for your job.

Various other questions are asked, and this is in line with the current “New (ELMS) user form” that is required to be sent to use prior to training and ELMS accounts being set up. You will also be asked for your Managers details. Finally you will be asked to agree to ELMS terms and conditions. A copy of which will be available to download from ELMS. This also details the processes for requesting different categories of equipment levels for referrers.