User Manual for Sendinel
Contents
1. affect the sending behaviour of the reminder messages All notifications and group messages will still be sent immediately 182. f Group members Back Q Create information group Figure 15 In order to delete a patient from an information group the group members link has to be followed You then see a list of all patients who are subscribed in that information group Choose the patient that you want to delete and follow the link Remove patient from group which is next to that patient Confirm that you do want to delete that patient and the patient is deleted 14 Hasso 3 What Can You Do L Plattner Institut 3 5 4 Adding an Information Group In order to add an information group click on Manage Information Groups Once again you will see a list of all existing information groups Right under that list you can find a link Create information group If you follow that link you will find the screen as shown in figure 16 Create a new information group Please enter the name of the information group you want to create Inform patients about Back Next Figure 16 In this screen the name of the group is entered After having pressed on save you return to the overview page of the information groups Following the Back to Main Menu link which is under Create Information Group you return to the main screen 3 5 5 Deleting an Information Group If you want to delete an information group you have to follow the Manage Information Groups link on the main page You will the
3. 234567 px s Phone Call a y Back Next Figure 17 Register a patient 16 Hasso 3 What Can You Do L Plattner Institut 3 6 2 Inform About Arrival of Medicine Click on Send Message under Waiting Lists for Medicine Currently Missing Medicine Then you will find a screen where you can choose the name of a medicine and write a text You can only choose names of medicines which have a waiting list If you can t find the name of a medicine that has newly arrived in the list it means that no one is waiting for it and no one needs to be informed When you have chosen the name of the medicine the text field is automatically filled with a standard text If you like that text you can click on the Next button and all patients of the waiting list will receive it Otherwise you may edit it first and then continue Inform about the Arrival of Medicine Medicine Message Text Fv Aspirin 1 The medicine Aspirin is now available at the Test Clinic Please come and pick it up Back Next Characters left 75 Figure 18 Inform about the arrival of new medicine 3 6 3 Add a new Waiting List for Medicine After clicking Manage Waiting Lists for Medicine on the main menu you see an overview of all Medicines patientes are waiting for You can add a new waiting list by clicking Create waiting list for medicine Here you have to enter the name of the new medicine 3 6 4 Remove
4. Hasso Plattner N d Institut SEMAINE systems engineering User Manual for Sendinel Sending SMS and Phone Calls to Patients http www sendinel org Potsdam May 2010 This page intentionally left blank Contents Contents 1 What is Sendinel for 2 How Does Sendinel Integrate into the Clinic s Workflow 3 What Can You Do 3 1 Remind Patients of Next Vaccination 3 1 1 Entering the phonenumber 3 1 2 Entering the date bee os oe RG a 3 1 3 Choosing the way of communication 3 1 4 Finishing the appointment 3 1 5 Troubleshooting lt i 2624 08080 eee dees 3 2 Remind Patients of Follow Up Consultations 3 3 Inform Patients That Their Lab Results Have Arrived 3 4 Inform About Arrival of Medicine 3 5 Send Notifications to Groups 04 3 5 1 Sending a Messate 4 ess ieedeea eaux 3 5 2 Registering Patients to Groups 3 5 3 Removing Patients from Groups 3 5 4 Adding an Information Group 3 5 5 Deleting anInformationGroup 3 6 Manage your Medicine aaa aoaaa 3 6 1 Register a Patient for a Medicine Waiting List 3 6 2 Inform About Arrival of Medicine 3 6 3 Add a new Waiting List for Medicine 3 6 4 Remove a Waiting List for Medicine 4 Question and Answers 4 1 How do I change the hospitalname 4 2 How do I add anoth
5. a Waiting List for Medicine After clicking Manage Waiting Lists for Medicine You can remove a medicine waiting list by clicking Remove list You should take care of waiting lists that have no members If no one is waiting for a medicine you can remove the waiting list 17 Hasso 4 Question and Answers E Plattner Institut 4 Question and Answers 4 1 How do change the hospitalname To change the name of the hospital you have to access the admin interface For further details please refer to the installation manual 4 2 How do I add another appointmenttype To add another appointmenttype you have to access the admin interface For further details please refer to the installation manual 4 3 How do I enable or disable Bluetooth To enable or disable the Bluetooth functionality of Sendinel you have to access the admin interface For further details please refer to the installation manual 4 4 How do I enable or disable authentication If you want to switch the authentication on or off you have to change the settings file of Sendinel For further details please refer to the installation manual 4 5 Can I change the time when the Messages are sent If you want to change the sending time of the messages for example because it is cheaper to send messages and to do phonecalls in the evening you have to change the value of the set tings variable DEFAULT_SEND_TIME in the settings file of Sendinel However this will only
6. e 9 When you did not enter neither phone number nor date of the appointment you will see these two error messages Bluetooth Errors If you get an error message like shown in figure 10 then there is a problem with your Bluetooth device or the local Bluetooth server is not running Please refer to section NUMBER in the installation guide or ask an administrator to assist you EUMANN ES INH E47 4 EEE aw Se OE Ge Ge ow Please turn on your Bluetooth now Please as 7 Bluetooth device doesn t work correctly Please inform the clerk d Figure 10 If you see an error like this please referr to the Bluetooth section in the installation manual Hasso 3 What Can You Do E Plattner Institut 3 2 Remind Patients of Follow Up Consultations This works nearly exactly like reminders for vaccinations e Click on Remind of Follow Up Consultation on the main menu e Then enter the phone number of the patient and the date of the appointment Choose a fitting way of communication e Click on next maybe correct errors and then you are finished 3 3 Inform Patients That Their Lab Results Have Arrived This works also very similar to reminders for vaccinations e Click on Inform about Lab Result on the main menu e Then enter the phone number of the patient and choose a fitting way of communication e Click on next maybe correct errors and then you are finished If you want to inform more than one pa
7. er appointmenttype 4 3 How do I enable or disable Bluetooth 4 4 How do I enable or disable authentication 4 5 Can I change the time when the Messages are sent iii Hasso Plattner Institut Hasso 1 What is Sendinel for E Plattner Institut 1 What is Sendinel for Sendinel aims at improving the communication between clinics and patients It allows clinics to reach the patients on their cell phones For example the clinic staff can inform patients if their lab results or medicine have arrived This quick information transfer avoids useless trips to the clinic for the patients and improves the treatment The clinic staff can also reg ularly send messages to a group of people For example they can inform all subscribers to Information about the Clinic if a specialist is coming the next day 2 How Does Sendinel Integrate into the Clinic s Workflow There are various moments when you can use Sendinel You can use it when you make appointments with the patients So when you write down the date of the next follow up con sultation or the date of the next vaccination in the patient s file you can ask the patient if he or she wants to be reminded of the appointment If so you can enter the information in Sendinel and the patient will be reminded over their mobile phone Sendinel can also be used when you receive lab results or when medicine arrives You can then notify the waiting patients of t
8. er the appointment details Phone number Date Way of communication Su Mo Tu We Th Fr Sa Rd Phone Call Bluetooth y Back Next 18 19 20 21 22 23 24 25 26 27 28 29 30 31 June gt Bachelorprojekt M2 Hasso Plattner Institut Potsdam Germany contacti sendinel org http www sendinel org Figure 2 If you want to remind a patient of a vaccination you have to enter the telephone number the date of the appointment and the way of communication Hasso 3 What Can You Do L Plattner Institut 3 1 2 Entering the date Then you have to enter the date when the next appointment is going to take place Please look if the box shows the correct month If the month is not the right one you can use the little arrows to the left and right of the month name to choose the next or the previous month Then click on the correct date If you have chosen a date it will be highlighted in orange May 2010 Su Mo Tu We Th Fr Sa 18 19 20 21 22 24 25 26 27 28 29 30 Click on a number to select the day June gt N 74 Click on these buttons to change the month Figure 3 Use the calendar to choose the correct date Hasso 3 What Can You Do L Plattner Institut 3 1 3 Choosing the way of communication As a last step you have to choose the way of communication If you want your patient to receive an SMS click on the SMS symbol If you think that your patient might be illiterate choose Phone Ca
9. he arrival of their lab results or medicine Hasso 3 What Can You Do Plattner Institut 3 What Can You Do You can e Remind people of vaccinations e Remind people of follow up consultations for example patients with chronic diseases Tell people that their labresults have arrived Tell people that they should come pick up their medicine Inform a group of people about something N L ransa sendinel institut Waiting Lists for Medicine Groups y Currently Missing Medicine y Information about the Clinic Register Patient j Send Message Register Patient Send Message Manage Waiting Lists for Medicine y Information for pregnant women Notifications Register Patient y Remind of Vaccination Manage Information Groups y Remind of Follow Up Consultation y Inform about Lab Results Bachelorprojekt M2 Hasso Plattne titut Potsdam Germany contact sendinel org http www sendinel org Figure 1 The main menu of Sendinel Hasso 3 What Can You Do L Plattner Institut 3 1 Remind Patients of Next Vaccination If you want to remind someone of the next vaccination click on Remind of Vaccination on the main menu 3 1 1 Entering the phone number Then your computer screen should look like shown in figure 2 Here you have to enter the details of the appointment First of all you have to enter the phone number of the patient N L anao sendinel naut Remind of Vaccination Please ent
10. ld have to click as shown in figure 14 12 Hasso 3 What Can You Do E Plattner Institut Groups y Information about the Clinic Register Patient lt Send Message y Information for pregnant women Register Patient amp Manage Information Groups Figure 14 To register a patient in the group Information for pregnant women you have to click on Register Patient Then you can enter the phone number of the patient and choose if he she should receive an SMS or a phone call After that click on next If you have entered all information correctly you should then see a successmessage Then the patient is registered in the group Information for pregnant women 13 Hasso 3 What Can You Do L Plattner Institut 3 5 3 Removing Patients from Groups When you want to remove a patient from a group you need to know the phone number that the patient was registered with Then you have to click on Manage Information Groups on the main menu You will find a list of all existing groups with two links for each group Re move group and Group members Click on Group members behind the group that you want the patient to unsubscribe of We will use here again the example of the Information for pregnant women group Information Groups Information Members Information about the Clinic 1 Remove group f Group members Information for pregnant women 0 Remove group
11. le So let s assume I want to send a message to the group named Clinic Information I click on send next to Clinic Information on the main page This leads me to a new screen Send a message to Information about the Clinic Message Text The opening hours of the clinic have changed We are now open Mo Fr from 7h00 till 16h00 Characters left 71 Figure 12 Writing a new message to the Clinic Information group You have only 160 characters for your message so that it all fits in one SMS This message will then be sent to all subscribers to that group 11 Hasso 3 What Can You Do L Plattner Institut After you have clicked on next you see the success message Message created All members of the Information about the Clinic service will get your message Send another message Main Menu Figure 13 Having successfully sent an information to all group members 3 5 2 Registering Patients to Groups But who subscribes the patients to the groups This must also be you the clinic staff So for example if there is a pregnant woman it might be good to ask her if she wants to be sub scribed to Information for pregnant women Then she would receive all messages that the clinic writes on the topic until she is unsubscribed again In order to register a patient click on Register Patient next to the name of the group So in our example you wou
12. ll The patient will then be called one day before the appointment and reminded of the vaccination The call will be done by the computer and a computer voice will speak to the patient Way of communication S 8 Phone Call Bluetooth Figure 4 Choose one of the default ways of communication If Bluetooth is available in Sendinel the Bluetooth symbol indicates that you can also choose that way of communication 3 1 4 Finishing the appointment Finally click on the next button at the bottom of the screen to save the entered data 7 tooth ay Next Figure 5 When you have entered all information you need to click on Next Hasso 3 What Can You Do L Plattner Institut Sending appointments via Bluetooth First of all you will see a page like shown in figure 6 This list is refreshed every three seconds If the mobile phone of the patient does not appear in the list after thirty seconds kindly ask him her if Bluetooth is switched on on his her mobile phone and if the visibility is set to visible Available Bluetooth Devices Please turn on your Bluetooth now Please assure that it is in the Bluetooth visibility mode y Jens Lincke s iMac y Sinus 501 y meeee l Looking for devices Back m Figure 6 Choose the patients mobile phone from the list of available phones The computer then tries to send the appointment via Bluetooth to the mobile phone
13. n again see the list of all existing information groups Next to each group you will find a link called Remove Group Follow that link at the appropriate group and confirm your decision Then the group is deleted You can return to the main screen using the Back to Main Menu link 15 Hasso 3 What Can You Do L Plattner Institut 3 6 Manage your Medicine You can use Sendinel to inform patients when their medicine is available Therefor you first need to register the patient when he wants a medicine which is not available at the moment If the medicine arrives you can send a message which will inform all patients that have been registered for this medicine before 3 6 1 Register a Patient for a Medicine Waiting List Click on Register Patient under Currently Missing Medicine and input the necessary information First you have to enter the patients mobile phone number and choose the way of communication After that you have to choose the medicine the patient is waiting for If the right medicine is not in the list you can add a new one in Manage Watiting Lists for Medicine on the main menu see also 3 6 3 You can then click next to finish the registration Register patient for Waiting List for Medicine Please enter the patient s phone number and the way the patient wants to receive the notification Then choose the medicine the patient is waiting for Phone number Way of communication Medicine 01
14. of the patient Please ask the patient to accept and open the file This procedure can take up to one minute If it was not possible to send the appointment an error message will indicate that Sending your appointment Please accept the file on your mobile e Sending your appointment Figure 7 The appointment is sent to the patient via Bluetooth Hasso 3 What Can You Do E Plattner Institut If you entered all information correctly you will see the following screen The Remind of Vaccination notification has been created Please tell the patient that he she will be reminded one day before the appointment y New notification Main Menu Figure 8 You have successfully entered a Vaccination reminder You should now inform the patient that he she will be contacted one day before the vacci nation is scheduled Then the patient will not be surprised to receive an SMS or a phone call from the clinic After two minutes or when you click on the next button you will return to the main menu of Sendinel Hasso 3 What Can You Do L Plattner Institut 3 1 5 Troubleshooting You clicked next but still see the form Then there should be an error message Look for an error message on the screen It will help you to enter all information correctly When you have followed the advice click on the next button again Phone number Date Wa May 2010 Su Mo Tu We Th Fr Sa Figur
15. tient that the lab results have arrived you may use the Next button on the last screen 3 4 Inform About Arrival of Medicine If you want to inform patients who have been waiting for medicine that their medicine has arrived you can use Sendinel You can click on Send Message under Waiting Lists for Medicine Currently Missing Medicine Then you will find a screen where you can choose the name of the medicine and write a text You can only choose names of medicines where there exists a waiting list for it So if you can t find the name of the newly arrived medicine in the list that means that noone is waiting for it and noone needs to be informed Hasso 3 What Can You Do L Plattner Institut 3 5 Send Notifications to Groups You can regularly send information to a group of patients For example you can notify all subscribers to information for pregnant women if there is going to be a gymnastics training for them You can enter the groups yourself Every group you add can be found on the main screen Groups y Information about the Clinic F Register Patient S Send Message y Information for pregnant women Register Patient amp Manage Information Groups Figure 11 You find all existing groups on the main screen 10 Hasso 3 What Can You Do L Plattner Institut 3 5 1 Sending a Message When you want to send a message to a certain group you have to click on send next to the tit
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