CtHG Training Manual
Contents
1. Closing the Health Gap in Gippsland IRADA ang Manual 0 00 2014 Table of Contents Introduction Glossary of terms Starting the computer Initial Setup Module 1 Initial application setup The Default Administrator Altering the Disclaimer Admin Module 2 Administration Initial admin screen Creating a User Creating a Category Creating a Consultation Appointment Module 3 Clinic view Module 4 Specialist s view Module 5 Data Export Trouble Shooting Appendix Common Problems Clinic software application not working correctly Specialist video issues HD Camera not working Specialist cannot be found in list Cheat sheets and check lists Initial computer startup check list Consultation startup check list End consultation check list page 2 of 29 A y Ce pei z A _ Introduction This document is intended to provide a concise user manual for the telehealth application installed in this clinic The audience for this document are those staff members at the clinic who will be maintaining and using the application This document will provide a brief overview of the various roles and responsibilities pertaining to the operation of this application This document will not cover the installation of hardware or software The modules in this document will describe how to operation the application accruing to a sequence of steps Where possible images will be provided to accompany the step be2. approach a clinic with the same equipment to organise a training day where you can alternate clinic and specialist roles This will give you a feeling for the system and create a knowledge network on which you can rely NOTE The clinic must be logged in and ready for the specialist to log in The specialist cannot login first This is a security feature to ensure external log ons cannot happen without the knowledge of the clinic Objective This module will give a step by step description of the appearance of the clinic screen and an overview of what the clinic staff and patient can do What you need e Clinic log in password e The room booking for your consultation NOTE The clinic needs to be logged into the consultation first This is a security protocol so that specialists cannot log on too early and compromise another consultation within the room Step by Step 1 To log in as the clinic in order to prepare for the consultation you will enter your e Clinic entry e Clinic password e Room booking reference page 19 of 29 oe Left mouse click on the SIGN IN button and the browser will change screens OPTIONAL DIALOG SCREEN On some browsers there is a dialog box to allow the camera to work This dialog box is to ensure you are aware that the camera is in use and that you want it to share information This process is normal and should be allowed lf this screen appears please left
3. mouse click on Share Selected Devices This will allow both you and the specialist to see and talk to each other Once the clinic screen is active you will be able to see two browser video windows 1 The specialists who will be conducting the consultation 2 The video the specialist will see of you Please make sure the specialist can see you clearly and that you sit in the centre of the video window Either you or the camera can be adjusted to facilitate the specialist E page 20 of 29 Eag gt C a n A a _ 3 Imagery request During the consultation the specialist may ask to take a photograph of a particular event or item You can either Accept or Deny the request If you deny the request for the imagery the specialist will be notified and the imagery controls will not be available to the specialist If you agree to imagery being taken then the specialist will be able to take imagery and you will see a list of images appear on your screen 4 Once accepted the imagery is stored at the clinic and with the specialist D The specialist will close the consultation by logging off the system page 21 of 29 CO pea r i _ Module 4 Specialists view While there may not be any reason for you to log in as a specialist it would be a good idea to familiarise yourself with the screens and functionalities in case a specialist requests help within a consultation etc This module cann
4. the specialist to see and talk to each other Once the Specialists screen is active you will be able to see two browser application video windows 1 The specialist who will be conducting the consultation 2 The patient with whom you are conducting the consultation The specialist should ensure the patient can see him or her clearly and that his or her image is sitting in the centre of the video window The specialist should be able to adjust the camera to facilitate the patient s view At this point it is a good idea to say something to test that the audio is working and the patient can hear what is being said page 23 of 29 4 AJ N Specialists screen The specialist screen offers the following functions Viewing and communicating with the patient An option to adjust the camera Requests for imagery Concluding the consultation Requesting an image from the patient An image can be requested by the REQUEST PHOTO button in the bottom right hand corner of the application e When the imagery is approved another button will appear to allow you to take the photo e The imagery needs to be downloaded from the server when you have finished taking photos This can be achieved using the normal internet browser method of clicking on the image name page 24 of 29 yO z P ai _ D To end the consultation you simply left mouse click on the END CONSULTATION button situated in th
5. this will be the hardest task to complete There are a few requirements to step through before the disclaimer can be altered Have your new disclaimer typed up in a word processing application that you are familiar with first i e Microsoft Word Apple Pages etc You can then cut and past the new disclaimer into place What you need e Knowledge of HTML tags e A text editor e Your new disclaimer documented and approved Step by Step 1 Use file explorer to navigate to the configuration file CA VCS CONF1G ocal js 2 Save a copy of the configuration file 1 Right mouse click on the file local js 2 From the drop down menu select COPY 3 Move the mouse to an open space within the folder and right mouse click again This time select PASTE 4 You will see a new file appear called local COPY js If you do not see this new file repeat the copy steps or call for IT support DO NOT CONTINUE 5 See folder image below Fi local exampleys DAA at File 7 Bi log js et Fil aa Zz polcies ys Zi routes ss Fi SOSS0001 5 Zi sockets js Zi views js Zz local Copy js page 8 of 29 4 p w A J AN Right mouse click on the file local js A menu option window will appear Choose to edit with Notepad or a text editor of your choice The Notepad application is supplied with the installation and will appear in the drop down menu D a an Da r Bu
6. 2 anton Be i sn te z Bowe han al at p ppa r i Once the configuration file is open in the text editor it should look something like the image below page 9 of 29 J 6 Navigate to the section called email Aquick way to find this section is to use the editor s find function This is what you will see at the email section of the file Details for SMTP transport handled with nodemailer email host mailtrap io secure false port 25 username gegac 507817c29c886cbe password 69bc901623c9b3ac newSpecialist from VCS lt no reply vcs app gt subject VCS Account Details disclaimer lt hr gt lt p gt This is the account creation disclaimer lt p gt lt hr gt newConsultation from VCS lt no reply vcs app gt subject VCS New consultation on Date and time are appended disclaimer lt hr gt lt p gt This is the consultation disclaimer you need the following software etc lt p gt lt hr gt The point you need to alter is denoted with a disclaimer i e disclaimer lt hr gt lt p gt your text etc lt p gt lt hr gt Alter the disclaimer you need to and remember you will need to write the disclaimer using HTML tags If you are unsure please contact your IT support person NOTE There are two disclaimers The first is for the creation of the specialist account the second is for
7. e Camera are connected to the network e the network cable should be plugged into the network sockets in the wall Make sure the PC has power and that the keyboard mouse and monitor are connected Turn on the power to the PC Monitor and Camera When the PC starts if the PC desktop is not displayed Microsoft Windows 8 only navigate to the desktop On the desktop there will be an icon labelled VSC Double left mouse click on this icon to start the background applications required for the camera application to work Start the Firefox browser Only use the Firefox browser In the address field type localhost 8030 Press return to open the application 4 4 gt LS T Duie The initial application screen will appear Choose the application you require either Clinic Specialist or Admin NOTE it will be usual for you to require specialist page 4 of 29 gt a eS J ENU Initial Setup Module 1 Initial application setup Objectives In this section we will cover the initial setup of the clinic s Telehealth Application You will be walked through the initial setup of user types categories and various documents which are required for patient and specialist Once completed this module will not be required again unless changes to the clinic s policies and procedures require you to change the documentation contained in the clinic s initial setup The Default Administrator One th
8. e bottom right hand corner of the application page 25 of 29 yO z P ai _ Module 5 Data Export Objectives While not a part of the project brief it was envisaged that some form of data analysis would be an advantage to the clinic With this in mind the application can download a CSV formatted file for use in many statistical software packages Due to the clinics use of Microsoft products it was assumed that Microsoft Excel will be used On the computer s desktop there will be an icon labelled CSV Export Double click on this icon and an export of your update transactions will be placed in a file To access the CSV file use file explorer to navigate to C VCS CSV Here you will find your export data file You can now use the application you are most familiar with in order to analyse the data page 26 of 29 3 5 C OSS Trouble Shooting Appendix Common Problems Use this section as a trouble shooting checklist If you follow the CHECK list in order you should find a solution to the problem you are encountering Clinic software application not working correctly CHECK e Browser is Firefox e Stop all other applications e Request support from IT Specialist video issues CHECK e Connection speed see CONNECTION TESTING e Ask specialist to check their connection e Ask the specialist to request IT support HD Camera not working This is the camera on
9. ho is in the room with you End consultation check list e Ask the specialist to end the consultation e Close the browser or return to the initial login screen page 29 of 29
10. ing described Each module will have a brief note explaining the objectives of that module NOTE The clinic must be logged in and ready for the external specialist to log in The specialist cannot log in first This is a security feature to ensure external logins cannot happen without the knowledge of the staff members at the clinic Glossary of terms Helpful tip for current task Configuration file This is a file that will alter the operational mode of the application Caution should be used when altering the configuration files Follow the step by step instructions completely Dialog Screen Communication interface between the user and the computer Active Available for or in use Screen The whole screen of the computer being used Window A set portion of the screen where some activity will take place i e the browser will open a browser window Within the browser window there will be an application window In this particular application the application window will refer to video communication windows Account This is the appropriate log for the task currently underway i e if you are waiting for a consultation to commence you should be logged in as the clinic not the administrator page 3 of 29 J amp XN Starting the computer When the computer has been switched off there are a few steps to follow in order to start the camera application These are Step by Step Make sure the PC and th
11. ing you must consider is changing the default administrator name and password This section will walk you through the the process of creating your own administrator name and password You may need to call on your IT support officer if you do not feel comfortable changing your configuration file What you need e Microsoft Windows File Explorer e Text Editor Step by Step Use file explorer to navigate to the configuration file CA VCS CONF G ocal js Save a copy of the configuration file 1 Right mouse click on the file local js 2 From the drop down menu select COPY 3 Move the mouse to an open space within the folder and right mouse click again This time select PASTE 4 You will see a new file appear called local COPY js If you do not see this new file repeat the copy steps or call for IT support DO NOT CONTINUE 5 See folder image below Z ocelexamplec T tccal js or TB pescies j fi routes ss Les page 5 of 29 sy Oe Ee z _ _ 3 Right mouse click on the file local js A menu option window will appear Choose to edit with Notepad or a text editor of your choice The Notepad application is supplied with the installation and will appear in the drop down menu r r E min ss a ry 7 Bs S z t 2 z D an m maneaua D aati D 2 i oN 5 e iu taper ene _ 4 Once the configuration file is open in the text editor it should look some
12. into the system incorrectly You can check the entry by left mouse clicking on the users menu item at the top of the browser If the specialist is either not entered or a mistake has been made you can alter this within the users section of the application Refer to Creating a User for more details Enter referring doctor As with the specialist the referring doctor is a drop down list of available doctors Select the doctor you require Again if the doctor is not available on the list it means that he she has not been entered as a user or the doctor has been entered into the system incorrectly You can check the entry by left mouse clicking on the users menu item at the top of the browser If the specialist is either not entered or a mistake has been made you can alter this within the users section of the application Refer to Creating a User for more details Enter notes The notes portion of this entry refers to the consultation and any requirements pertaining to this i e any documentation required for the consultation wheelchair access four seats etc Once you are happy with the data entered left mouse click on CREATE CONSULTATION You will now see your consultation in the list of consultations on the home screen of the admin application page 18 of 29 yO 7 n P o _ Module 3 Clinic view This module cannot be practised without a specialist being logged in It would be good to
13. is role should only be issued to staff who need to create items within the application Add New User 4 When the user details and role have been completed left mouse click on CREATE ACCOUNT D You will be returned to the users screen and will be able to see your user in the list of users page 14 of 29 Oe pei r P i _ Creating a Category What you need e To be logged in as an administrator Step by Step 1 Left mouse click on Categories in the menu bar at the top of the application 2 You will see a list of the current users as shown below At this point you can also edit any category if there is an error Categories t es 3 Left mouse click on ADD NEW CATEGORY in the top right hand corner As shown below there are only two entry fields The category name This is usually a one word identifier for the category e Dermatology The second field can be used to refine the category i e Only for children under the age of 5 years gt oaa n DO amp Add New Category L ps gt EN hh Wy IA page 15 of 29 Oe pei e P i _ 4 Once you are happy with the category details left mouse click on CREATE CATEGORY D You will be returned to the users screen and will be able to see your new category in the list of categories Creating a Consultation Appointment What you need e To be logged in as a
14. n administrator Step by Step 1 Left mouse click on New Booking in the menu bar at the top of the application 2 You will see a screen that will allow you to enter appointment details Book Consultation 3 Once the booking screen is available you will be able to enter Date and Time Patient name Specialist Referring doctor Notes about the pending consultation page 16 of 29 sy Oe Ee z P i _ 4 Entering Date and Time To emer Data ane lene Ciki bere There are two components to the date and time entry dialog box 1 The date date dialog box The date dialog box is like any other windows date selection box You simply select the date you require You can alter the month by using the arrow in the top right hand corner 2 Entering the time involves two dialog boxes 1 Enter the hour of the consultation Ss Deremter Doto AM 2 Once the hour has been entered you will be asked for the minutes within that hour These are 5 minutes intervals page 17 of 29 _ Enter the patient s name This field is a normal text entry where you can enter the surname and first name of the patient Enter the specialists name This entry is a drop down box where you can select from the endorsed specialists list Select the specialist you require If the specialist Is not available on the list it means that he she has not been entered as a user or the specialist has been entered
15. ot be practised without a specialist being connected It would be good to approach a clinic with the same equipment to organise a training day where you can alternate clinic and specialist roles This will give you a feeling for the system and create a knowledge network on which you can rely Objective This module will give a step by step description of how the specialist s screen looks and what the specialist can do What you need e Specialist log in password It may be a good idea to have a dummy specialist with whom to practice e The room booking for a dummy consultation Step by Step 1 To log in as the specialist you will enter the e Specialist s email address e Specialist s password e Room booking reference NOTE The clinic needs to be logged into the consultation first This is a security protocol so that specialists cannot log too early and compromise another consultation within the room page 22 of 29 sy Oe e nr P _ 2 Left mouse click on the SIGN IN button and the browser will change screens OPTIONAL DIALOG SCREEN On some browsers there is a dialog box to allow the camera to work This dialog box is to ensure you are aware that the camera is in use and to indicate that you want it to share information This process is normal and should be allowed If this screen appears please left mouse click on Share Selected Devices This will allow both you and
16. the IV stand CHECK e Power is connected to the camera e The camera is connected to the network via a network cable usually blue in colour e Check that you have shared the video devices on starting the software application If you are unsure close the browser and restart the software following the steps outlined in module 3 e Request support from IT Specialist cannot be found in list CHECK e User is listed in the User List e That the role issued to the specialist is actually Specialist Edit or create as required page 27 of 29 w _ pe _ Cheat sheets and check lists This section will have step by step instructions for using the application Where possible the step by step procedures will be in A4 format for ease of use These instructions can be printed and left with the application PC page 28 of 29 yO z P ai _ Initial computer startup check list e Power connected to and switched on for PC Power connected to and switched on for Camera e Network connections to e PC e Camera e PC switch on e Monitor switched on Consultation startup check list e Computer working and software active e Logged in to clinic account with correct room identifier Video of consultation room in the main video window e Specialist video window upper right hand corner will be blank until specialist logs in Once specialist logs in introduce yourself and indicate w
17. the consultation Ifyou have your disclaimer in electronic format you can cut and paste it Once you are satisfied with your alteration save the file and exit the text editor Restart the VCS application to ensure your changes have been implemented The new admin login can now be used page 10 of 29 yO z P ai _ Admin Module 2 Administration The administration portion of the application is used to create what is needed to make the software functional Everything from users to specialist types will be created within the admin module The admin login will be used to create appointments for specialists The admin login should not be confused with the sysadmin login The sysadmin login cannot be created in the admin Module Objective This module will provide a step by step description of how the administration tasks e Create users and user types e Create appointments e View appointments page 11 of 29 sy Oe z P i _ Initial admin screen All users with administrator access will see this screen It helps to prevent double bookings etc What you need e To be logged in as an administrator The initial screen has 3 distinct areas e Pending consultations When you first login the screen will show all consultations pending from the current date e Calendar The calendar can be used to check consultations on specific dates The calendar can also be used in conjunction with the o
18. ther selection criteria fields e Selection Criteria These selections fields will narrow down the pending consultations depending on chosen criteria The calendar can also be used to further refine the consultations There is also an option to blank the screen if you need to leave the desk Consultations Deio 4 Tees page 12 of 29 Oe i A A _ Creating a User What you need e To be logged in as an administrator Step by Step 1 Left mouse click on Users in the menu bar at the top of the application 2 You will see a list of the current users as shown blow At this point you can also edit any user if there is an error page 13 of 29 CO pea r i _ 3 Left mouse click on ADD NEW USER in the top right hand corner Enter the requested details When entering the user s role there are 4 choices 1 Clinic normally only one clinic would be required Clinics that have more than one site and that allow the other site to use the equipment may need to enter a second clinic name for reporting use i e Ramahyuck Morwell Ramahyuck Sale could be the two clinic entries 2 Specialist This is the role to select for specialists GPs and any other health worker who will be logging in remotely 3 Doctor This role is for the referring doctor It is only used as a lookup criterion 4 Admin GP This role has the ability to create categories appointments and users Th
19. thing like the image below Severs soe 67S 24 PVs TEI TI TOn r p gt J A A A F UE page 6 of 29 so Cee pei e P _ D This is what you will see at the bottom of the file db sysadmin name System Admin password process env SYS_ADMIN_PASSWORD II sysadmin vcs app passwordConfirmation process env SYS_ADMIN_PASSWORD Il sysadmin vcs app email sysadmin vcs app role admin 6 Alter the administrator name as required name System Admin can be changed to name Mary Smith T Alter the administration password password process env SYS_ADMIN_PASSWORD II sysadmin vcs app passwordConfirmation process env SYS_ADMIN_PASSWORD II sysadmin vcs app email sysadmin vcs app can be changed to password process env SYS_ADMIN_PASSWORD II marys clinic app passwordConfirmation process env SYS_ADMIN_PASSWORD II marys clinic app email mary Smith clinic com au NOTE The email address is required to log into the application This email address will be the validation point for the administrator 8 Once you are satisfied with your alteration save the file and exit the text editor 9 Restart the VCS application to ensure your changes have been implemented The new admin login can now be used page 7 of 29 C O pe r Pi _ Altering the Disclaimer Due to the email system
Download Pdf Manuals
Related Search