CAT Scheduled Collections User Guide v2-0-3
Contents
1. GAD CLINICAL AUDIT TOOL PCS CLINICAL AUDIT TOOL Scheduled Collections User Guide Version 2 0 3 CERTIFIED Partner I Eott 3 SYSTEMS 1993 2010 PCS Clinical Audit Tool Scheduled Collections User Guide Company Contacts Sydney Head Office Pen Computer Systems Level 6 The Barrington 10 14 Smith St PARRAMATTA NSW 2150 Phone 61 2 9635 8955 Fax 61 2 9635 8966 Email enquiries pencs com au Web www pencs com au Melbourne Office Pen Computer Systems Level 5 434 St Kilda Rd MELBOURNE VIC 3004 Phone 61 3 9866 8477 Fax 61 3 9866 5699 26 November 2012 Document Contact Contact Christine Chidgey Project Officer Phone 61 3 9866 8477 Email christine chidgey pencs com au PAGE 2 of 35 Version 2 0 3 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 Document Control Version Date Modified By Description 15 07 2009 Christine Chidgey Initial creation of document 30 07 2009 Christine Chidgey Updates for release 0 4 04 08 2009 Christine Chidgey Add further information about scheduler oe ee Sign 0 5 17 09 2009 Christine Chidgey Update Net requirements which were in error Add troubleshooting section 06 24 11 2009 Christine Chidgey Updates for changes to installation process 08 30 11 2009 Christine Chidgey Update error in NET requirements 15 02 2010 Christine Chidgey Updates for functionality which ensures the schedule2. Update Cig select Properties aeai Run End Task ut Copy Delete Rename PEN A COMPUTER PAGE 33 of 35 pM SYSTEMS Scheduler Installation Checklist Version 2 0 2 Task tab Arguments Run Browse to Internet Explore jn Update CAT C Program Files Internet Explorer iexplore exe Schedule Settings Run Arguments Paste in the link to the clinical audit application file Fun CAProgram FilestInternet Explorervesplore exe Http e CAWINDOMW S 4 Taske Update CAT job The Run field will contain the Browse string Shark ir CAProgram Files yInternet Explorer C Program Files Internet Comments Explorer iexplore exe http www pencs com au cli ckonce clinicalaudit clinicala udit application PCSDOMAIN christine chid gt Enabled ticked Run only if logged on Enabled scheduled task runs at specified time Apply PEN COMPUTER PAGE 34 of 35 SYSTEMS Scheduler Installation Checklist Version 2 0 2 Schedule tab Update CAT Set the schedule task to Schedule Settings gt Daily at a time to suit the e Ar 200 PM even day starting 1406 2012 practice Click OK Schedule T ask Start time Schedule Task Daily evn T Show multiple schedules You will be prompted to enter your password to save the task Hun az Password Confirm password nes The task will be saved and be saved under Scheduled tasks PEN COMPUTER PAGE 35 of 35
3. Details Start a program CA Program Files Internet Explorer iexplore exe http install pencs com a PEN COMPUTER PAGE 31 of 35 M SYSTEMS Scheduler Installation Checklist Fi I Click OK You will be prompted to enter your password to save the task The task will be saved and be listed under Windows tasks PEN COMPUTER PAGE 32 of 35 SYSTEMS Task Scheduler Enter user account information for running this task User name OMAIN christine chidgey Password Task Scheduler File Action View Help Version 2 0 2 e gt 2h LG Q Task Scheduler Local Next Run Time Last Run Time 4 Task Scheduler Library a Microsoft p J Windows E Windows Defende Last Run Result Author Scheduler Installation Checklist Version 2 0 2 7 Create scheduled task to check for CAT updates XP machines Open Control Panel gt Scheduled Tasks Schedule Tasks File Edit view Favorites Tools Advanced Help Right click in pane O Back 7 a P sea 1 Folders Bab Select New gt Scheduled Address scheduled Tasks Task Mame Schedule Next Ri a Add Scheduled Task Other Places 6 ApplesoftwareUpdate At 1 58 PM every 5 1 58 00 g Control Panel view Arrange Icons By i Refresh Details Paste Paste Shortcut Undo Delete Chril 2 Scheduled Ta Mame Rename the new task Update CAT 2 add Scheduled Task Right click the task and 5 AnpleSoftmarelpdate
4. Monthly allows you to select the date of the month for the scheduled collection e Yearly allows you to select the month s for the scheduled collection This option can be used for quarterly collections i e select every third month e Range allows you to set the start and end date range of collection 26 November 2012 PAGE 19 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 2 On the Configuration tab Figure 4 3B provide a Schedule Name for your scheduled collection eg in this example Monthly Collection 3 Set the Status Enabled 4 Choose the Pattern you require for your regular collection Further options will be displayed according to your selection In this example for a monthly collection select the day s of the month 5 Set the start and end options Schedule Name Monthly Collection State Last Run 20 06 2012 16 10 56 Next Due 01 07 2012 16 10 19 Time Starts 4 10 19PM Pattem O Daily Recur every 1 E month s on Weekly 4th F 2nd F Sth Monthy E ad F amp h Yeary Range Stats on Wednesday 20 June 2012 Does not end Endsby Thursday 21 June 2012 g Figure 4 3B Scheduled Collection Configuration tab 26 November 2012 PAGE 20 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 6 Click the Notifications tab Figure 4 30 This tab allows you to set the email notification options that
5. Service Installation Please ensure that CAT is closed before beginning the installation Installation of the Scheduler service requires administrative privileges 1 The scheduler is provided as a zip file Using Microsoft Internet Explorer go to the installation URL provided to you by PCS Contact the PCS Help Desk on 1800 762 993 if you have not been provided with these details 2 At the File Download screen click Save Save the zip file to a location of your choice 3 Browse to the location where you have saved the file and unzip the file The unzipped folder location must be local to the PC you are using and should not be the Desktop 4 From the unzipped folder double click the file StartSchedulerInstall exe 5 At the Scheduler Login screen enter your username and password Figure 3 4A Click Ok aoe R CAT Scheduler Installer o gt Yel Version 2 0 0 30526 CLINICAL AUDIT TOOL THE ROYAL AUSTRALIAN Yr COLLEGE OF i GENERAL PRACTITIONERS Figure 3 4A Scheduler Login screen 26 November 2012 PAGE 11 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 Check that all the scheduler prerequisites have been met Figure 3 4B Tick the checkbox to confirm the configuration is complete The Continue button will become active Click Continue Note if CAT is not configured correctly you will receive an alert telling you what needs to be fixed For example o The GP clinical system ma
6. be called C Program Files x86 Pen Computer Systems PCS Scheduler Service If neither folder is available then the scheduler service has not been installed on this PC 5 Click OK 26 November 2012 PAGE 17 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 3 5 CAT Scheduler Menu Options The Scheduler will appear as a menu option on the Clinical Audit toolbar Figure 4 2A once the preferences have been configured This menu has the following options e Scheduled Tasks allows you to update existing Scheduled Collections Notes o The status of existing tasks enabled disabled will be displayed o Two preconfigured tasks will be available for end of year reporting requirements The practice can update these tasks and choose whether to enable them e Add New Collection allows you to add a new collection schedule e History allows you to view the Scheduler History Clinical Audit File Edit Tools DataSubmission Prompts Scheduler Scheduled Tasks gt 30th June Collection Disabled Add New Collection 31st December Collection Disabled Medical Director 3 HEN Sample Data History Monthly Collection Enabled Figure 4 2A Scheduler menu options 26 November 2012 PAGE 18 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 3 6 Configuring a Scheduled Collection amp Notifications 1 From the Clinical Audit Toolbar choose Scheduler gt Scheduled
7. install the scheduler on your server or a PC that is never turned off to ensure that scheduled data collection after hours will take place as planned You can check if the scheduler has been installed through Windows Add Remove Programs Scheduled data collections can be configured to run in a variety of ways including e At regular intervals e g monthly This will ensure that collections are done without a practice staff member having to remember to physically open CAT and hit the Collect button Regular collects are important if the practice wants to o measure improvement in outcomes or o provide Divisions with data for reporting purposes e Overnight This will ensure practices with large datasets where the collect process can be quite lengthy can collect data overnight and have it available for analysis when needed 26 November 2012 PAGE 5 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 In order for a scheduled collection to run the PC with the schedule installed must be switched on However the user may be logged out at the time the collection is scheduled If the PC is off when a collection is due to run it will not run at the scheduled time but will be triggered to run as soon as the PC is next switched on Behind the Scenes Once a scheduled collection has been setup the PCS Scheduler Service will detect that a change has been made to the schedule and action accordingly The PCS Schedul
8. to record patient clinical information RACGP Royal Australian College of General Practitioners Table 1 Glossary of terms used in this document 26 November 2012 PAGE 7 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 2 SYSTEM REQUIREMENTS The Scheduler requires at a minimum the System Requirements outlined in the main CAT User Guide PCS Clinical Audit Tool User Guide NOTE The Scheduler is only required to be installed on one practice PC It must be installed under a Windows Account with Administrator rights and because it uses Windows Services the account must NOT enforce password change 2 1 Microsoft NET Framework The Scheduler requires the Microsoft NET Framework version 2 0 or later 2 2 Windows Account Configuration The scheduler must be installed under a Windows Account with Administrator rights and because it uses Windows Services the account must NOT enforce password change If a Windows Password Policy is in place that forces all users to change their password periodically you will need to use or setup a service account that is exempt from this rule The scheduler service needs to use the windows password to run and if it is changed after installation the scheduler service won t be able to start This service account will also need to have CAT installed with at least one successful collection performed 2 3 Clinical Desktop System Compatibility The Sch
9. 012 2 28 58 PM E Synchronize across time zones Click OK oe Recurevery 1 days O Weekly Monthly Advanced settings Delay task for up to random delay i hour Repeat task every p hour r for a duration of p day C Stop all running tasks at end of repetition duration Stop task if it runs longer than 3 days Expire 28 05 2013 238 58 PM L Synchronize across time zones Enabled Triggers tab will show task Create Task details When you create a task you can specify the conditions that will trigger the task Details At 2 28 PM every day PEN COMPUTER PAGE 30 of 35 SYSTEMS Scheduler Installation Checklist Version 2 0 2 Actions tab Arguments Create a new action Action to Start a program gt Program When you create a task you must specify the action that will occur when your task starts Browse to Internet Explorer pe C Program Files Internet Action Explorer iexplore exe gt Arguments Paste in the link to the clinical audit application file foo Settings You must specify what action this task will perform Click OK Program script C Program Files Internet Explorer iexplore exe Add arguments optional http install pencs com au clickonce Start in optional Actions tab will show CAT Update Properties Local Computer program details When you create a task you must specify the action that will occur when your task starts Action
10. Introduction 1 1 PCS Clinical Audit Tool CAT The PCS Clinical Audit Tool CAT analyses clinical information from GP Clinical Desktop Systems It translates data into real statistical and graphical information that is easy to understand and action This allows practitioners to assess and improve the quality and completeness of patient information The benefit to the practice is to assist with its ongoing accreditation and provide opportunities to grow practice income The emphasis of the tool is to help practice staff to take specific action to improve patient coverage in chronic disease management and prevention Other benefits of CAT are many and include e targeting patients with particular needs e targeting patients with specific health risk profiles e improved compliance with statistical data collections e extracting data to meet the needs of others e meeting reporting requirements Statistics that are required for the Australian Primary Care Collaboratives APCC program and the DoHA Future Directions Key Performance Indicators for Divisions are a by product of the use of the system 1 2 PCS Scheduler The PCS Scheduler provides the practice with the ability to setup CAT scheduled data collections To use the CAT Scheduled Collections functionality you need to ensure you have installed the PCS Scheduler Service This is an additional installation to CAT This service is only required to be installed on one practice PC We recommend to
11. SYSTEMS
12. Tasks gt Add New Collection The Schedule dialog will open Figure 4 3A It provides two tabs e Configuration this tab allows you to configure a Scheduled Collection e Notifications this tab allows you set the notification options that should occur in the event of a collection Success Warning or Failure Schedule Schedule Name Status State Last Run Never Next Due Overdue Time Starts 10 22 58AM 24 Pattem Daily Recur every fh Hl day s Weekly Monthly Yearly Range Starts on Thursday 21 June 2012 Ev amp Does not end Endsby Thursday 21 June 2012 Figure 4 3A Scheduled Collection tab options The Configuration tab provides the following information and options e Schedule Name a free text field allowing you to give your schedule a meaningful name e Status the status allows you to set the Scheduler to Enabled or Disabled e State provides information about the Last Run and Next Due NOTE The first time you open the scheduler Last Run will be set to Never and Next Due will be set according to the default pattern e Time allows you to set the scheduled time of collection e Pattern allows you to set the scheduled time of collection by selecting one of the following options e Daily allows you to select the recurrence e g daily every second day e Weekly allows you to select the day of the week for the scheduled collection e
13. ative Tools Click on Services Find PCS Scheduler Service in the list Check the Status is set to Started If this is not the status Highlight the service Click the link to Start the service a ye E vo Reasons why the service may have stopped or not been started The windows account password has changed to update the account details on the service 1 Right click the service 2 Choose Properties 3 Click the Log On tab 4 Update the password The service should now be able to be started 4 2 Installing new versions of the Scheduler To install a new version of the Scheduler you will need to first uninstall your existing version Refer to the section Uninstalling the Scheduler for the steps you should follow Note that installing a new version of the Scheduler will not change your existing Scheduler configuration settings or your Scheduler history log 26 November 2012 PAGE 25 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 4 3 Uninstalling the Scheduler 1 Uninstall using the Windows Add Remove Programs facility Vista Programs and Features e Open the Control Panel e Open Add Remove Programs e Locate PCS Scheduler Service in the list e Click on the PCS Scheduler Service entry e Click the Remove button Vista Uninstall option 2 Ifthe service is still in the Administrative Tools gt Services list e Stop the service e From the command line
14. d become available again if you later update the Status to Enabled Configuration Scheduled Collection State Last Run 16 07 2009 1 00 27 PM Next Due Disabled 1 00 00 PM Figure 4 3 1 1A Disabling the Scheduler 26 November 2012 PAGE 22 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 3 7 Scheduler History The Scheduler history allows you to review when your scheduled tasks were run and whether they completed successfully 1 From the Clinical Audit Toolbar choose Scheduler gt History Figure 4 4A Clinical Audit Figure 4 4A Scheduler History menu option 2 The Schedule History screen will open Figure 4 4B Schedule History Date v Type Result Started Run Time Message Completed REAN CAT Scheduled Collect 21 07 2009 1 45 PM 21 07 2009 1 45 PM 00 00 06 8471460 Scheduled for 21 07 2009 1 45 00 PM 21 07 2009 1 41 PM CAT Scheduled Collect Success 21 07 2009 1 41 PM 21 07 2009 1 41 PM 00 00 06 9820110 Scheduled for 16 07 2009 1 45 00 PM 21 07 2009 1 37 PM CAT Scheduled Collect 21 07 2009 1 37 PM 21 07 2009 1 37 PM 00 00 09 8989128 Scheduled for 16 07 2009 1 45 00 PM ClnicalAudit exe retumec Figure 4 4B Scheduler History screen The Scheduler History screen will provide you with the following details about each scheduled task e Date the date time the task was initiated e Type the Scheduled Task Name that was run e Result s
15. eduler is compatible with the following clinical desktop systems e Medical Director Versions 2 and 3 e Best Practice e ZedMed e Communicare e MedTech32 Note for Genie practiX and Medinet Users The data collections for these clinical systems are performed from within the clinical system software and hence cannot be called by the CAT Scheduler 24 PCS Clinical Audit Tool The Scheduler v2 0 3 requires a minimum of the PCS Clinical Audit Tool version 3 4 26 November 2012 PAGE 8 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 3 INSTALLATION The Scheduler requires the following installations 1 PCS Clinical Audit Tool minimum v3 4 2 PCS Scheduler Service v2 0 3 Separate installation NOTE The Scheduler Service is only required to be installed on one practice PC The PCS Scheduler Service will be made available to all CAT users by request but it is provided as a separate installation The reasons for this approach are 1 The scheduler will not be required by all users In a practice environment it is likely that scheduled collections will only be setup on one users PC to avoid multiple collections running at the same time 2 The scheduler will require higher permissions than the standard CAT to install and run It must be installed under a Windows Account with Administrator rights and because it uses Windows Services the account must NOT enforce password change 3 The sc
16. enceceeseneececeesenesseaeeceaeeseceeceeessaeeceaeeseaeecseeceeeseueess 6 15 INTENDED MANNEN 6 1 6 GLOSSARY OF TERMS EEE EE seatcmndetes 7 2 SY Eee OC IR BV BRS sacainscccticanscasacsunicasenesscreunswarticsescavacaunncseenesdaseansnastiasesdaracaunscsaanesdataunsaeiicsmesaracaesscsaanesiataanans 8 2 1 MICROSOFT NET FRAMEWORK sscssiccoinsnscnciiccnsacsicdesaensansiecnidsnicneinsisaxcidsnaceioostatsbddeiavstessacdcadenscnsiecutacsidawanesdensiacricesiennds 8 2 2 WINDOWS ACCOUNT CONFIGURATION Lae danene nine piadh aO ESATE I TANNINER 8 2 3 CLINICAL DESKTOP SYSTEM COMPATIBILITY cececcccececceccccccccceccccececccceccecsaeececeecsenceaenceeeececeeceeeaceeenseeeuceeeecetenceeaceneuceneas 8 2 4 PCS UN LATT ee 8 3 NTE hj 9 3 1 WHO SHOULD SETUP THE SCHEDULER cecececceccccececccceccacccencecencecencecencecencecencecencecencecencecenceceacecenceceaceceaceceaceceaceceasenss 9 3 2 Ed EONS EEE EEE 10 3 3 PCS SCHEDULER SERVICE INSTALLATION cccccececcececcacccccceceacececceceaceceaceceaceceacecencecsaceceaceceaceceacecsaceseaceseaceceaceceaseseacenss 11 4 CONFIGURING THE CAT SCHEDULER cccscsccccscccccscvccccsccccansccccsscccccssccccsncccanscccesnscccessscccsssccecscscccssosccessccces 16 4 1 CAT SCHEDULER PREF CREM CES vaca dns vudaniced saccade scescasnacaciasssiaceuiue AAA ARONIA A ATEAN TE Aa ARa 17 4 2 CAT SCHEDULER MENU OPTIONS vascsnicutacnssscteawnnadseduadtvewunaesinnesandsaauseeutesssaeedousniaidaweiasetameneestadavesoiusi
17. er Service by default will check for schedule changes every 10 minutes When it is time to action the scheduled collect the PCS Scheduler Service executes CAT in silent mode to perform the automatic collection 1 3 CAT Scheduled Collections User Guide The purpose of this document is to provide instructions on how to install and use the CAT Scheduler It should be used as a supplementary guide to the main user guide PCS Clinical Audit Tool User Guide Some user instructions in this guide assume a general understanding of how to use CAT References will be made to the main user guide where necessary 14 Relevant Documents PCS Clinical Audit Tool User Guide This User Guide provides instructions on how to install and use the functionality provided by the CAT It should be available as a prerequisite to this guide and will be referred to throughout this guide where necessary This guide is available from http help pencs com au cat htm 1 5 Intended Audience This document has been prepared for CAT users 26 November 2012 PAGE 6 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 1 6 Glossary of Terms APCC Australian Primary Care Collaboratives PCS Clinical Audit Tool developed by PCS CHIP Clinical Health Improvement Portal Data Aggregation and Reporting System administered by the RACGP Clinical Desktop System A general term used for the computer program used by a clinician
18. heduler needs to be configured to suit the needs of a variety of different situations practices research Division testing and hence needs separate user instructions and support to ensure it is setup correctly 3 1 Who Should Setup the Scheduler CAT can be installed on multiple PCs in a practice and each installation functions independently This means that it is possible for the scheduler to be setup multiple times Different installations don t know about each other and can t alert that a schedule exists elsewhere Clearly it will not be practical for multiple users in a practice to each be setting up their own schedule There needs to be clear communication to the users that the scheduler should be setup on only one PC and they need to decide which one that should be One solution Is to set it up on the server which has the database under the Administrator account but this will depend on the practice s IT policy Information will be distributed to practices via their Division to help them decide the best way to setup the scheduler 26 November 2012 PAGE 9 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 3 2 Prerequisites e Windows Account Configuration If a Windows Password Policy is in place that forces all users to change their password periodically you will need to use or setup a service account that is exempt from this rule Scheduler needs to use the windows password to run and if it
19. ion 2 0 3 15 You will be prompted when the installation has completed Figure 3 4H 16 Click Close Installation Complete PCS Scheduler Service has been successfully installed Click Close to exit Please use Windows Update to check for any critical updates to the NET Framework Figure 3 4H Scheduler Setup installation complete 26 November 2012 PAGE 15 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 Configuring the CAT Scheduler The CAT Scheduler is available as a menu option from the CAT top level menu Figure 4A This menu option will only be available if the Scheduler is installed and the CAT Scheduler preferences have been configured Climical Audit File Edit Tools Data Submission Prompts Scheduler Help Figure 4A CAT Scheduler menu option The Scheduler menu option allows you to e Update existing Scheduler tasks e Add new collection tasks a maximum of 6 tasks are allowed e View the history log of tasks that have run Clinical Audit File Edit Tools DataSubmission Prompts Scheduler Scheduled Tasks Bar Medical Director 3 HCN Sample Data History Figure 4B CAT Scheduler menu sub options To configure the CAT Scheduler you will need to e Update the CAT Scheduler Preferences screen if required e Setup CAT Scheduled Tasks configuring the collection schedule and notifications 26 November 2012 PAGE 16 of 35 PCS Clinical Audit Too
20. is changed after installation schedule won t be able to function This service account will also need to have CAT installed and at least one successful collection performed e PCS Clinical Audit Tool The PCS Clinical Audit Tool amp must be installed on the PC account running the scheduler and a successful collection must have been run on this PC account prior to installation Please refer to main CAT User Guide PCS Clinical Audit Tool User Guide Communicare users The Communicare CAT extractor allows you to select one or more locations Ensure all locations required are selected on the Scheduler PC under the profile that will be logged in when the scheduler runs These preferences are stored in an ini file in the Communicare profiles folder of the user logged in e Email Notifications If you wish to receive email notifications advising the outcome of your scheduled tasks success or failure you will be required to enter the mail server credentials mail server name username and password when you configure the scheduled collections Your System Administrator will be able to provide these details NOTE 1 If your mail server does not require a username and password these fields may be left blank NOTE 2 These can be entered later if you do not have them available at the time of installation 26 November 2012 PAGE 10 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 3 3 PCS Scheduler
21. l Scheduled Collections User Guide Version 2 0 3 3 4 CAT Scheduler Preferences The CAT scheduler preferences allow users to set the working folder This folder is where CAT can update scheduled tasks and retrieve the scheduler history It is monitored by the PCS Scheduler Service so that scheduled tasks are run when required CAT will automatically look for the default folder C Program Files Pen Computer Systems PCS Scheduler Service If this folder is found and the preferences working folder is empty CAT will pre populate the preference If you are working on a 64bit system the folder will be called C Program Files x86 Pen Computer Systems PCS Scheduler Service If you do not have the Scheduler as a CAT menu option you will need to configure the CAT Scheduler Preferences screen Figure 4 1A 1 Open CAT 2 Click the Edit gt Preferences menu 3 From the Clinical Audit Preferences dialog choose the Scheduler tab Figure 4 1A Note If the Scheduler tab is not visible due to your window size a right arrow key will be available to scroll across Alternatively you can widen the window Clinical Audit Preferences Scheduler Scheduler Working Folder Directory Figure 4 1A Scheduler Preferences tab 4 Set the Scheduler Working Folder Click the Browse button and browse to the C Program Files Pen Computer Systems PCS Scheduler Service folder If you are working on a 64bit system the folder will
22. naiwededucsebiewonacataderes 18 4 3 CONFIGURING A SCHEDULED COLLECTION amp NOTIFICATIONS cccceccccccccccecccecececscecccececececececececeaseececeaeesaeaeaeceesasaeaeaeaeaeaees 19 4 4 SCHEDULER HISTOR Y wicseucssvnatvescvesieassvetstatawexcscsucoes teaavusnaasaNetetataveadiasaveiieunavodsuesevntaWelavectiasanenedasatedesaneless tel eutiataerisess 23 5 TROUBLESHOOTING pratstavaiosarerisabunsanaebersaneasetavanesendnusahensanabbsanasenstaceresencannaiacenniabonsemabstanunenens 25 51 CHECK THE SCHEDULER SERVICE IS RUNNING cccccececcecccccccccaccceaceceacecencecenceceaceteacecencecencecencecenceeeaceesaceceaceteaceceaceneaceueas 25 5 2 INSTALLING NEW VERSIONS OF THE SCHEDULER ececcececcececcaccccnceceacecenceceacecencecenceceaceceacecenceseacecsncessaceseacessaseceucesesenss 25 5 3 UNINSTALLING THE SCHEDULER vicvisscescxustiasaviecsscssvaseiacavbdinwsnavesdsaneiedansisvecisasavedsncaawedtindad siateneveiasasawadswenaveddenctaderenaNeiniess 26 6 SCHEDULER INSTALLATION CHECKLIST ccccccsscccccsscccccnsccccsccccacsncccacsccccsnsccccssccccessccccsssccccsscccasscccessscccesscccces 27 7 CREATE SCHEDULED TASK TO CHECK FOR CAT UPDATES NON XP MACHINES ccsccsscssscsccesccsscsccescesscecceses 29 8 CREATE SCHEDULED TASK TO CHECK FOR CAT UPDATES XP MACHINES csccsscssscscccsccsscsccesccsscsscescessseccescs 33 26 November 2012 PAGE 4 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 1
23. o The new extract will appear when the extracts panel is refreshed PEN COMPUTER PAGE 28 of 35 M SYSTEMS Scheduler Installation Checklist Version 2 0 2 6 Create scheduled task to check for CAT updates non XP machines Open Administrative Tasks gt FREE Ea Ta Task Scheduler File View Help Create Basic Task Select Action gt Create Task Create Task Import Task Status Triggers Display All Running Tasks New Folder Delete Folder Refresh Help General tab eel General Triggers Actions Conditions Settings gt Name Update CAT gt Description Check for CAT updates Name Update CAT Author PCSDOMAIN christine chidgey Description Check for CAT updates Security options When running the task use the following user account PCSDOMAIN christine chidgey O Run only when user is logged on Run whether user is logged on or not Do not store password The task will only have access to local computer resources Run with highest privileges Hidden Configure for Windows Vista or Windows Server 2008 PEN COMPUTER PAGE 29 of 35 SYSTEMS Scheduler Installation Checklist Version 2 0 2 Triggers tab Create a new trigger When you create a task you can specify the conditions that will trigger the task The task to Run On a schedule gt Daily at a time to suit the practice ee gt Enabled ticked Settings ad New Trigger O One time Start 28 05 2
24. r options are only available if the user has configured the scheduler preferences correctly Add a reference to the CHIP User Manual under the Scheduler Tasks section Add installation checklist 23 02 2010 Pamela Scicluna Review amp acceptance for release 24 02 2010 Pamela Scicluna Accepted minors edits suggested by the RACGP 1 2 24 02 2010 Christine Chidgey Updates following PCS Support review Include section for uninstall of scheduler Updates for removal of test collection and collection configuration checks 2 0 29 10 2012 Christine Chidgey Added Login Screen scheduler now needs ne Vestine igo a licenced account to be able to install 2 0 2 07 11 2012 Christine Chidgey Updates to checklist pee ee ot 26 11 2012 Christine Chidgey Final version following review 26 November 2012 PAGE 3 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 Contents 1 INTRODUCTION sssssssssssssssssssssssssssssssssssssssssessssssssssosssssssssssssssssssssssssssssssssosssssssssssossssssssssssssssssssssssssssssssssssssssss 5 1 1 EE EEE ag EEE 5 1 2 PCS SCH OLER reiri A deen deena EE Saw ceases Garena tan leanne ainda watabaueue aes eaun deoae cen AS 5 1 3 CAT SCHEDULED COLLECTIONS USER GUIDE cossicndvnnanactesntsowsunsonee senreuensemsavadtuanduvewsusaarodavwetuewsansdvadiawndeestunearedseanntwousewnawewse 6 1 4 RELEVANT DOCUMENTS cceccccececcecccccccccccccccccceccececcecencecenceeencecencen
25. s practices have only been able to configure one schedule to date PEN COMPUTER PAGE 27 of 35 M SYSTEMS Scheduler Installation Checklist Version 2 0 2 Configure e The 30 June and 31 December collections required for NKPI reporting are Scheduler preconfigured but not enabled e Select each of these collection options o Set the status to Enabled o The collection time is preconfigured to 11pm confirm the time with the practice as 11pm may interfere with their end of financial year processing Update the collection time Click OK to save The scheduled tasks will now show as Enabled from the menu Scheduler Help Scheduled Tasks 30th June Collection Disabled Add New Collection 31st December Collection Disabled History Configure Notifications are set up via the second tab of the scheduled task Notifications o You will need the mail server credentials Test Scheduler for Schedule a collection to run straight away and ensure this completes and new installations notification is sent to the nominated email address You can use Windows Task Manager to check the scheduler is running In the Processes tab check the following is running o Medical Director and Best practice ClinicalAudit exe 1 instance if CAT is not running 2 instances if CAT is running o Zedmed PenDataExtract exe o Communicare ccCATExport exe e Once the collection has completed o The Scheduler History will display an entry
26. should occur in the event of a collection Success Warning or Failure 7 Enter the email address you want a notification to be sent to Click the Add button for the appropriate list Success Warning or Failure 8 Enter the SMTP Server Settings 9 Click Test to send a test email and confirm settings are correct 10 Click OK 11 Your new schedule will be saved and will appear in the Scheduled Tasks list You can make changes to the schedule by selecting it from this list The lists below indicate who will be notified of the outcome of this scheduled task Email Address Ad F Success Mail SMTP Server settings SMTP Server Figure 4 3C Scheduler Notifications tab 26 November 2012 PAGE 21 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 If users have configured email notifications an email will be sent An example is as follows PCS Scheduler Service Automated email Name CAT Scheduled Collect Last run 23 04 2008 12 26 39 PM 365 days ago VOC e etii ae Result Success Started 23 04 2009 4 12 56 PM Completed 23 04 2009 4 13 03 PM Total Run Time 7 753 seconds RE E a E None 3 6 1 1 Disabling the Scheduled Collection Setting the Status to Disabled will update the Next Due Run to Disabled and the rest of the information on the Configuration and Notification tab will be greyed out Figure 4 3 1 1A The information will be retained an
27. type sc delete PenSchedulerService 26 November 2012 PAGE 26 of 35 Scheduler Installation Checklist Version 2 0 2 5 Scheduler Installation Checklist Scheduler Has Administrator rights Account Does NOT enforce password change Requirements Has CAT installed configured and with a completed collection gt CAT minimum version 3 4 gt Communicare users The Communicare CAT extractor allows you to select one or more locations Ensure all locations required are selected on the Scheduler PC under the profile that will be logged in when the scheduler runs Create scheduled Follow instructions provided in the next sections separate instructions for non task to check for XP and XP machines CAT updates Is scheduler DO NOTHING if scheduler has been working correctly to date already installed e Yes e No Install new version 2 0 3 gt Make sure the exe is saved to a local drive not the desktop CAT Configuration LOGIN TO CAT AFTER SCHEDULER HAS BEEN INSTALLED This will ensure that scheduler is configured under the correct account MD and BP Go to preferences tab and set new option Extract Archived and Deceased preferences Patients to Yes Extract Archived and Deceased Patients Scheduler already If the practice has already had the scheduler installed and configured you will setup need to check the scheduled times already set up do not create duplicate times with the new schedules to be configured It is unlikely a
28. uccess or failure e Ifthe result is failure check the Message field for more information about why the task failed e Started the date time the task started e Completed the date time the task completed e Run Time the time the task had taken to run e Message information about the task This will include o the date time the task was scheduled to run this may be earlier than the initiated date time if for example the PC was switched off at the scheduled time o an error message if the collection failed NOTE the error message may refer you to the Clinical Audit Tool log for further information The log is available from the Clinical Audit toolbar Help gt View Log menu option Figure 4 40 The Log file will open in Notepad and you will need to scroll to the bottom of the file to see information about the most recent data collection 26 November 2012 PAGE 23 of 35 PCS Clinical Audit Tool amp Scheduled Collections User Guide Version 2 0 3 Clinical Audit File Edit Scheduler Prompts Help Mew Etracts Me CAT APCC User Guide Medical Director 3 HCN Sample Data Release Notes About Show Total Counts Figure 4 4C CAT View Log option 26 November 2012 PAGE 24 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 4 Troubleshooting 4 1 Check the Scheduler Service is running To check the scheduler service is running Open Control Panel Click on Administr
29. uter program is protected by copyright law and international treaties Unauthorized duplication or distribution of this program or any portion of it may result in severe civil or criminal penalties and will be prosecuted to the maximum extent possible under the law lute lt Back Figure 3 4D Scheduler Setup Start screen 12 Accept the default installation folder and click Next Figure 3 4E Select Installation Folder The installer will install PCS Scheduler Service to the following folder To install in this folder click Next To install to different folder enter it below or click Browse Folder c Program Files Pen Computer Systems PCS Scheduler Service si Ce Figure 3 4E Scheduler Setup Installation Folder 26 November 2012 PAGE 13 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 13 Click Next to confirm the installation Figure 3 4F Confirm Installation The installer is ready to install PCS Scheduler Service on your computer Click Next to start the installation Figure 3 4F Scheduler Setup Confirmation 14 The installation will start and a progress bar will be displayed Figure 3 4G Installing PCS Scheduler Service PCS Scheduler Service is being installed Please wait Figure 3 4G Scheduler Setup installation progress 26 November 2012 PAGE 14 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Vers
30. y not have been selected in CAT o An extract may not have been completed You will need to login to CAT and fix the alerts before installing the Scheduler es ND Cinical Audit Scheduler Service Information Installing the Clinical Audit Tool Scheduler Service The scheduler service must be installed under a user account that 1 has Administrator rights 2 does not enforce password change and 3 has CAT installed configured and with a completed collection lt is recommended that the scheduler service only be installed on one PC in the practice to avoid multiple collections running simultaneously am installing with the above account configuration Click Continue to start the installation Figure 3 4B Scheduler installation checklist 10 Enter your account credentials and click Continue Windows User Credentials PCS Scheduler Service Installation Please provide the password for this account to continue Domain PCs0o MAIN User Name christine chidgey Password Confirm Figure 3 4C Account credentials dialogue box 26 November 2012 PAGE 12 of 35 PCS Clinical Audit Tool Scheduled Collections User Guide Version 2 0 3 11 The Scheduler Setup Wizard will start Click Next Figure 3 4D is PCS Scheduler Service Welcome to the PCS Scheduler Service Setup Wizard The installer will quide you through the steps required to install PCS Scheduler Service on your computer WARNING This comp
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