MANAGING ACCESS FOR UNIVERSITY HOSPITALS SUSSEX (RYR)
RTT Buddy: Trust Admin Guide
You are the RTT admin for University Hospitals Sussex. You add your own staff, issue their access codes, and manage your trust's access policy, without going through the RTT Buddy operator.
Before you start
- Your own RTT admin account is set up and you can sign in.
- When you sign in you land on the chat, the same as your staff, so you can ask RTT questions yourself. The header has two tabs: Chat and Admin. Everything in this guide (Users, Access policy) is under Admin.
- Your profile page shows your admin details: your role and trust, how many admin seats are in use, and whether self-service is on.
- If any screen under Admin shows "Your trust's self-service is turned off", stop and contact the operator. Nothing below will work until that is switched on.
- Have your staff list ready: work email addresses only. You do not need staff numbers or any other identifier.
The words the app uses
| Term | What it means |
|---|---|
| Access code | A single-use code the app generates, in the form RYR-7K4M-9XQD2. It expires 30 days after it is issued. It is the only credential protecting a new account, so treat it like a password. |
| Pending | The account exists but the person has not set it up yet. They stay pending until they use their code. |
| Active | They have used their code, set a password and accepted the terms. From now on they sign in with email and password. |
| Role | Staff ask questions. RTT admins do that and manage people and policy too. The app calls this role Trust admin in the role picker. You have three admin seats, so you can appoint up to two deputies. |
| No patient data | RTT Buddy holds no patient-identifiable data. Staff must use synthetic or anonymised details only, and the system blocks likely identifiers before they reach the model. |
Adding people
One person. Users → Add a user. Enter their work email, pick a role, and the app shows you their access code straight away.
Several at once. Users → import a CSV with three columns: email, name, role. There is no trust column: everyone you add belongs to Sussex automatically, and you cannot add anyone to another trust.
If you ask for more RTT admins than you have seats, the extra rows are added as staff and the app tells you which ones. Nothing is silently dropped.
Handing out access codes
Because there are no invite emails, this part is yours. Three tools make it quick:
- Copy message: puts a ready-written message on your clipboard, for anyone whose email you prefer to compose yourself.
- Open in email: opens your mail client with the message already filled in. On some locked-down NHS desktops this does nothing at all, which is why the copy option exists.
- Download the access code pack: a spreadsheet of everyone still to join, with a ready-made message per person for mail merge.
Keeping track
- Not joined yet shows everyone still pending, and highlights codes expiring within seven days.
- Reissue gives someone a fresh code and kills the old one. Use it when a code expires or goes missing.
- Reset access is for someone who has forgotten their password. It issues a new code and puts them back to pending, so they set a new password. No reset email needs to arrive.
- You can view anyone's current code at any time. Every view is recorded in the audit trail, which is deliberate.
Joiners, leavers and movers
| Situation | What to do |
|---|---|
| Someone joins the team | Add them, single or by CSV. Issue their code. |
| Someone leaves | Turn their access off straight away. Their email stays registered to Sussex, so if they return you turn them back on rather than adding them again. |
| Someone moves to another NHS trust | Contact the RTT Buddy operator. One email address belongs to one trust, so the account has to be moved rather than recreated. |
| Someone changes role | Change their role on their row. You cannot remove the last active RTT admin, so appoint a replacement first. |
Your access policy
An upload never goes straight to your staff. It becomes a draft, and you decide when it goes live.
1. Upload. Access policy → upload a PDF, Word file or pasted text. Add the document reference, your own version number and the effective date.
2. Review. You see the text exactly as RTT Buddy will read it, alongside an extraction quality rating of Good, Check or Poor, the patient-data scan result, and a summary of what changed since the last version. Search the text for a section you know well and confirm it is there.
3. Set live. When you are satisfied, choose Set live. If the quality reads Poor you are asked to type the version number to confirm, because a poor reading usually means a scanned document with no text layer.
You can also Replace file or Discard draft. Live and superseded versions can never be deleted, so citations in earlier answers always resolve.
If something goes wrong
| What you see | What it means |
|---|---|
| "That email already has an RTT Buddy account" | The address is registered, either here or at another trust. If they were turned off, turn them back on. Otherwise contact the operator to move the account. |
| Someone says their code is not recognised | The message is deliberately vague for security. Check the code has not expired or already been used, then reissue. Spaces and dashes do not matter. |
| Someone is locked out after several tries | Five failed attempts in fifteen minutes locks that address for an hour. It will clear on its own. |
| A management button is missing or greyed | Your trust's self-service is off. Contact the operator. |
| A staff member questions an answer | Ask them to use the thumbs-down and pick a reason. That feeds the accuracy monitoring directly, which is more useful than an email to you. |
Questions, or anything that looks wrong: contact Ali Robinson, RTT Buddy.