Web teleconsultation manual
Contents
1. as 0 The user id is an alpha numeric string consisting of three fields one of them with randomic generation The password released may be always replaced by the user with a new undisclosed one when accessing the service Contact the Management centre of the service for any query or request for support via e mail at segretariato ipocm sanita it or call 39 0659942184 Check for any restriction involving the type and size of attachments and also always transmit them as Zipped In order to use videoconsultation functions check that TCP 8081 port and an adequate number from UDP 50000 to UDP 65000 ports are open to obtain adequate performance of the multimedia transmission Also check that ActiveX is starting Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm Q sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE A Page 7 out of 8 31 Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL The service operates with the most common browsers and with an Internet link speed as an ADSL connection 3 USER GUIDE The teleconsultation service via web allows to e process and send a request for teleconsultation to a referrring Health Centre through the Management service of the service e receive the teleconsultation requests from a requesting Health Centre through the Management centre and process the relative replies e receive the replies through the Management centr2. 4 0001 1 2D S CF 0094 JPG C Steleconsult MO01 4 000 1 2 event lag 3 6 COMPILATION OF A REPLY FORM The teleconsultation requests are included in the Incoming teleconsultation list These requests can be displayed by double clicking on the teleconsultaion concerned and the replies can be filled in directly or can be stored in Drafts to be later edited and sent Data contained in the request cannot be edited The attachments can be saved and displayed The number indicated in the Incoming teleconsultation list refers to the number generated by the requesting Health Centre The teleconsultation code will univocally consist of the form number the workstation number and the code of the requesting Health Centre To fill in the reply the operator will select the Reply Form folder The compilation of the Surname and Name fields of the consulted specialist and the ICD9 CM code 15 mandatory The input of the ICD9 CM code follows the same procedure described for the compilation of the teleconsultation requests Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm Q sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE CEU Page 21 p out Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL The Second opinion on the presumed diagnosis Reply to query Recommended pharmacological therapy Other recommended therapies Recommended di
3. 1 Principi Dosaggi Pharmacological therapy in progress Other current therapies Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE CEU Page 22 p 21 out Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL Figura 12 A reply form DN Opinion teleconsultation reply DN Opinion Verf Request farm Reply form Heplying centre Consulted specialist MOOS ARGENTINA OSPEDALE ITALIANO DI BUENOS AIRES Surname Name Dr Second opinion on diagnosis ICD9 EM Search Reply to the query Hecommended pharmacological therapy Other recommended therapies Recommended diagnostic examinations 1 Attachments 3 7 DISPLAY OF THE RECORD OF THE IPOCM TELECONSULTATION A teleconsultation can be printed or saved as Record of the teleconsultation on a file in a hard disk folder or on any other peripheral device by clicking on the Print button By clicking on the Print button the print preview will appear The tool bar of the print window allows the file to be saved in any format This facility allows the creation of individual personal archives Here below a print preview in doc format is reported Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDW
4. A X Send R Cent Request form Reply form Z3 Pharmacological therapy s lim leg a Referring centre EISE E i MOO3 ARGENTINA OSPEDALE 73 z 5 Pharmacological therapy Requested priority No therapy 1 Normale Ha 2 a Ser Clinical case code Cad Drug s I trea Case history 1 riter new dr a Delete drug A 2 Active prncplesrdosage Send e 1 Enter new active principle Delete active principle Presumed diagnosis Active principle Save Stil Previous pharmacological t Way of administration Posolo Pharmacological therapy in Query Vid Clinical examination hA L L I RI mim T o Lil I 8 Attachments Any type of file may be attached in the formats commonly transmitted by email zip doc pdf Xls ppt gif jpg map ecc containing for ex images from digital camera texts and Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm Q sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE CEU a di Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL documents videos of some minutes etc For security reasons the Management service will not receive files in exe extension Pay attention to the fact that the lack of an adequate display may give rise to errors It is strongly recommended to send zipped attachment zip or rar extension
5. bold types by using the related bottons in the lower right of the screen Teleconsultations completed cannot be saved as drafts to be edited and retransmitted The reply attachments may be saved on a file in a hard disk folder or on any other device and may be displayed The teleconsultations in the Sent list will include e The teleconsultation requests filled in and sent from the Health Centre to the Management centre for Technical Assistance By double clicking on each teleconsultation the same can be displayed By clicking on a teleconsultation once it can be displayed or deleted using the related bottons in the lower right of the screen It cannot be edited but once displayed it may be stored in the Drafts list with the attachments to be later modified 1f necessary and sent e Replies to a teleconsultation being filled in and transmitted by the referring Health Centre to the Management centre By double clicking on each teleconsultation the same can be displayed By clicking on a teleconsultation it can be displayed or deleted using the related bottons in the lower right of the screen The forms cannot be edited but the teleconsultation can be stored in the drafts list with the attachments to the reply once it has been displayed to be later edited in the reply form and re sent if necessary Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm Q sanita it Code
6. ALLIANCE ITALIAN HOSPITALS WORLDWIDE A a out Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL The teleconsultations in the Drafts list contain the drafts of the teleconsultation requests or the drafts of the teleconsultation replies saved from the user by clicking on the Save botton Each teleconsultation once displayed can be changed and saved again including the amendments By double clicking on each teleconsultation it can be displayed By clicking on a teleconsultation once it can be displayed or deleted using the related bottons in the lower right of the screen The teleconsultations in the Deleted list contain the teleconsultations removed from the previous lists By double clicking on each teleconsultation the same can be displayed By clicking on a teleconsultation once it can be displayed definitively deleted or restored in the original list All teleconsultations included in all lists once displayed can be printed or saved on a file in a hard disk folder or on any other device as Report of the teleconsultation To select more teleconsultations to be deleted press the lt shift gt button and click on the first of the them and on the last one The teleconsultations thus cancelled will appear in the Deleted list to be definitively removed or otherwise restored 34 SERVICE MESSAGES The New service message botton allows the dispatch of communications to the Management service relative to th
7. fileds relative to days and time conversions to local time in Italy and in the foreign country will appear Invitations to the videoconsultation on the day and time agreed upon will be sent to the e mail address notified similarly an operator working for a Health Centre in Italy may request a videoconsultation with a referring doctor by replying yes to the automatic request the system submits the same on dispatch of the reply to a teleconsultation concerning the request for videoconsultation Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm Q sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE CEU a Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL Figura 14 Videoconsultation request DN Opinion _ Request form Reply form Form M005 0001 2 Referring centre D afe MOOS ARGENTINA OSPEDALE BEC A ELT TEETH LC TR IO LE ESTER E UIT 791 N Teleconsultation 005 0001 4D Alta F Calling centre MO03 4RGENTINA OSPEDALE ITALIANO DI BUENOS AIRES Clinical case code 710 719 ARTROPATIA e mail LILILLLL L L LLL L LLLLILLU U AAGL Case history EL PACIENTE REFIERE TRAUM Convened centre COLOR EN 4 DEDO DE PIE Priority Clinical examination re er eene Time in ARGENTINA Time in ARGENTINA Cute BLANCO day time Presumed diagnosis 1 ISQUEMIA DE 4 DEDO DE PIE day time Previous pharmacological therapy 2 f Far
8. referring Health Centre must reply to the Management service within 72 working hours from the date and time when it has received the teleconsultation request from the same High priority indicates that the request for teleconsultation by the Health Centre is urgent but that does not imply any agreeded obligation for the replying Health Centre The teleconsultation must be completely anonymous under the point of view of the personal data of the patient also for the attachments Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE A Page 1 p out Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL The Clinical case code is an alphanumeric value attributed by the Health Centre to the clinical case treated in the teleconsultation It is possible to request the despatch of the teleconsultation to the same referring Centre having already treated the same case by ticking off Case already treated with Yes The Prev teleconsultation N is the order number of the teleconsultation previously sent on the same case This number is reported in Form N in the upper left side of the display of a teleconsultation sent and 1s also reported in the descriptions of the list of the teleconsultations sent The fields Case history Presumed diagnosis Other previous therapies Other current thera
9. service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm Q sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE CEU Page 12 pr ST out Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL Figure 3 Compilation of the request form DN Opinion teleconsultation request 4 DN Opinion _ AS Send R 5 Tel Request form Reply form eset Ulli Referring doctor Referring centre Surname Name ITALIANO DI BUENOS AIRES Dr IE 1 Requested speciality 1 Normale Y s 2 Ser Clinical case code C Yes Gender Case already l No L2 years 5 treated C Case history ul Height 2 4n AY Weight kg ue E Vid Clinical examination al 2 i3 e 1 Presumed diagnosis a 4 ICD9 CM Search 1 4 4 Previous pharmacological therapy Other previous therapies Pharmacological therapy in progress al Other current therapies ul Query 4 e Attachments The Requesting centre field will be automatically filled in In order that the request form is sent the following fields are mandatories surname and name of the referring doctor speciality the teleconsultation is referring to as selected from the pull down menu and the ICD9 CM code The normal priority is referred to teleconsultation times taking into account the fact that the
10. 0002 10 013 0002 4 MO13 0002 3 MO13 0002 3 MO13 0002 3 MOT 0001 4 MUT 0001 4 BUT 0001 2 portal of the videoconsultation The first time a videoconsultation takes place on a given workstation the system downloads the software plug in onto that workstation After the automatic installation of this software the system will display a videoconsultation start screen Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it ITALNOEMA GROUP WT XA Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE A out Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL Figura 17 Display of a videoconsultation isj et ini in Chat pubbice Connesso Chat abilitata La whiteboard attiva audio recover i E 1 Q0 SEGRETAR ATO aS a ms __ oe dm x Here below operating macroareas displayed by the videoconsultation are reported For any detail about the software operativity refer to the E Works Ew2 Videoconferencing software manual User manual The area in the upper left side of the screen is dedicated to the video images casted by the webcam of the summoner and summoned The area on the left of the screen 1s dedicated top down to virtual chatting the connect disconnect button the two plugs connecte
11. 1 and its dosage Click on New active principle Type the active principle N 2 and its dosage Type the drug mode of administration and posology Click on Input of a new drug and type the drug N 2 Type the active principle N 1 and its dosage Click on New active principle Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE CEU ie i out Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL Input the active principle N 2 and its dosage Type the mode of administration and the posology of the drug N 2 For any check or editing required the Prev and Next bottons allow the data tapped in to be scrolled forward and backward All the fields of the pharmacological therapy are mandatory In case of transmission of incomplete information about the pharmacological therapy fill Other therapies Tick off No therapy in case there are no other therapies to refer to Any further data may be tapped in the free text fields relative to the therapies The key Confirm shows a preview of the whole therapy from which it is possible to definitely confirm or return to the guided compilation by clicking the Cancel botton Figure 6 Compilation of the pharmacological therapy DN 7 5 DN Opinion teleconsultation request al EIE S X Mal Se sy m 2 amp DN Opinion
12. 7 07 03 2006 12 01 17 0703 2006 9 45 23 06 03 2006 10 32 25 03 03 2006 17 15 51 03 03 2006 16 07 29 03 03 2006 424 032 0001 10 423 M032 0001 9 422 MD12 0001214 421 M013 0001 14 71 MO13 0001 14 yer 420 o 419 019 0001 36 418 800011 Pip s 41 007 800011 416 019 0001 35 415 007 800070 414 018 0001 24 413 MO18 0001 23 412 019 0001 35 411 003 00025 410 005 00025 403 07 2800010 408 07 8000 9 Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE A out Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL 3 10 VIDEOCONSULTATION By clicking on Videoconsultation botton of a reply form or a request form of a completed teleconsultation it is possible the transfer to the Management service a request for the reservation of a videoconsultation to deeper analyse the case concerned by help of the corresponding Health Centre A videoconsultation may be requested by a Health Centre only after the relative teleconsultation has been completed or while it is being processed from a Referring Centre This request for reservation may be submitted to the Management service directly through the screen of the reply to teleconsultation in case of Health Centres abroad or during the transfer of a reply in c
13. Alliance of the italian hospitals worldwide TELECONSULTATION WEB SERVICE MANUAL ALLIANCE ITALIAN HOSPITALS WORLDWIDE CR Page 2 out of 5 31 Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL Releases Pages 4 5 8 9 0 0 0 0 0 10 0 0 0 0 20 0 0 0 0 30 By Paola Monari Reference Documentation IPOCM Project www ipocm ministerosalute it Feasibility Study for a network of italian health centres worldwide www ipocm ministerosalute it Italian Legislative Decree n 196 of 30 June 2003 Codice in materia di dati personali Privacy law G U Official Gazette of the Italian Republic n 174 29 7 2003 Annex n 123 Microsoft Windows User Guide E Works Ew2 Videoconferencing software User manual Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE ANP mace DE Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL CONTENTS IBIRODUCDICON a E aM EMEN 4 2 ORGANIZATION OF THE TELECONSULTATION 2 1 INFORMA TON IE OLET 5 22 ACCES IO THE SERVICE 6 I c T 3 1 7 o BI OW ELO PE 7 S9 GISDOPTELBCONSULTASTICBS acts eric ee EAEE 8 Dub SERVICE rcp sas entra T E E 10 35 GENERATION O
14. Documents zip 3 9 MANAGEMENT CENTRE OF THE SERVICE The Management centre of the teleconsultation service is provided with functionalities that allow the exchange of teleconsultations between Health Centres Forward functons and other management functonalities for tracking monitoring and alarming on service level of 72 working hours agreeded with the Referring Centre in Italy This status is also indicated through a different colour display of the teleconsultation in the Forwarded list red if the 72 working hour limit has expired blue if there are 24 hours to the time limit bold type if forwarded for less than 48 working hours not highlighted if completed The Server version provides additional operating and sending functionalities also as concerns service messages and distribution lists Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE CE Page 25 out of 31 Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL Figura 13 List of the teleconsultations forwarded ZIDN pinion Teleconsulti Arivati 0 I inoltrati 11 3 inviati In uscita 0 Eliminali 14 03 2006 12 48 39 14 03 2006 3 07 10 14 03 2006 9 01 13 14 03 2006 8 57 52 13 03 2006 13 41 57 13 03 2006 10 24 06 13 03 2006 9 0239 10 03 2006 17 12 49 09 03 2006 14 50 39 08 03 2006 16 01 13 08 03 2006 9 05 3
15. E ASEA EES 21 a 27 Figura 2 7 List of teleconsultations 29 Figura 25 Videoeconsultatfon Fed ICS sasies 27 Figura 29 Reply to a videoconsultation reservation 28 Figura 50 Invitation dto a WiC COC OMS HN AOI dena ENSE 29 Figura 31 Display of a videoconsultation eeeeeeeseesssssssseeeeeeererreesssssssssssssseserereereesssssssssssesseees 30 Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE A Page 4 out of 8 31 Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL 1 INTRODUCTION This document contains a technical description and the user guide of the teleconsultation service via web of the Alliance of the italian hospitals worldwide The teleconsultation web service allows the exchange via Internet for the despatch of a teleconsultation request by a doctor of an italian hospital worldwide and the reception of a reply from the doctor of the italian referring health through the Management centre of the service This exchange is made possible through the access to a specific web site The service levels require that the italian referring Health Centre concerned will send the Secretariat s Management centre of the service a reply to the teleconsultati
16. ENTRE ME Deleted c Teleconsultation 1007 0002 1000 ASSOCIAZIO ASSOCIAZIO Caller fI007 ISTITUTO S GALLICAND ROMA _LICANO RO LICANO RO Service messages INALE PER L m Convened 1000 SEGRETARIATO ASSOCIAZIONE ASSOCIAZIO Drafts INALE PER 1 Deleted ASSOCIAZIO INALE PER 1 ASSOCIAZIO Time in ITALIA Time in ITALIA INALE PER Le Choose your own availability Videoconsultations Reservations Roberved 0 18 05 2007 18 05 2007 Sent 3 00 00 3 00 00 Outgoing 0 ASSOCIAZIO Invitations 18 05 2007 18 05 2007 ASSOCIAZIO Received 0 2 00 00 2 00 00 INAGASLINI 000202020 2020002000200 2 C0 20 CO n nspena l gt 18 05 2007 18 05 2007 1 00 00 1 00 00 C None of the three pur i gt Alleanza degli ospedali Italiani nei mondo EDN ITALNOEMA GROUP WF CARI Lastly the list of the Invitations contains messages from the Management service transmitting the web address link for access to the portal of videoconsultations to which the summoning and summoned operators will connect at the date and time agreed upon for the videoconsultation to take place This web address can be accessed from any workstation fitted with a browser and ActiveX The summoned doctor cannot connect to the service until the summoning doctor 1s connected Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail
17. F A TELECONSULTATION REQUEST 11 30 COMPILATION OF A REPLY FORM 20 37 DISPLAY OF THE RECORD OF THE IPOCM TELECONSULTATION 22 38 PRINTOUT OF TELECONSULTATION RECORD eere 23 39 MANAGEMENT CENTRE OF THE eere eene nnn nennen 24 WIDEOCONSUIDIATION eee 26 INDEX OF FIGURES Figure 15 Teleconsultation starting window cccccccccccccccccceeeeeaeeeeeseeseeeeeeecceeeeeeeeeeeaeaaeaeeeeeeeeeeees 8 Figure 16 Window for the compilation and despatch of service Hl 17 Compilation Or the request oie tape pi Edu 12 Figure 18 Compilation of the clinical 14 Figure 19 Window for input of the ICD9 CM 15 Figure 20 Compilation or th pharmacological 16 Figure 21 Window for insertion of attachments 17 Figure Example Ol adisplay ot R aaa 18 Figura 23 Request for classification of attachments before dispatch 19 Fig ra 24 Display Ol the attachment lisi ierre e EEE EENS ET 20 Figura 25 Display of an imcoming Te OH est TOM gu EN
18. FATTORI CHE INFLUENZANO LO STATO DI SALI l 1 1 Requested pric 1 Normale 2 Ser Clinical case c Select the directory j 001 139 MALATTIE INFETTIVE PARASSITARIE C Case history 140 239 TUMORI 2 2 240 273 MALATTIE ENDOCRINE NUTRIZIONALI METABOLICHE E DISTURBI IMMUNITARI AY 280 289 MALATTIE DEL SANGUE DEGLI ORGANI EMATOPOIETICI ee Clinical exami 290 319 DISTURBI PSICHICI k Vid i 320 389 MALATTIE DEL SISTEMA NERVOSO E DEGLI ORGANI DEI SENSI ER 390 459 MALATTIE DEL SISTEMA CIRCOLATORIO 7 460 519 MALATTIE DELL APPARATO RESPIRATORIO ced 1 Presumed diag x 520 579 MALATTIE DELL APPARATO DIGERENTE 4 580 629 MALATTIE DELL APPARATO GENITOURINARIO 1 el B30 679 COMPLICAZIONI DELLA GRAVIDANZA DEL PARTO E DEL PUERPERIO 4 680 709 MALATTIE DELLA CUTE E DEL TESSUTO SOTTOCUTANEDO pem 4 Previous phar Pharmacologic Query p m i N Attachments The input of the Previous or Current Pharmacological Therapy is assisted by a guided compilation by which the operator may tap in one or more drugs relative to the preceding or current therapy For each drug it is possible to input more Active Principles with the relative dosage in addition to the drug modes of administration and posology Example input of two drugs each consisiting of two active principles To input the drug N 1 Type active principle
19. G Malattie muscoloschelet 12 09 2007 18 1 R H038 0002 4 52 M038 HOPITAL G N RAL CONVENTIONN Malattie cardiovascolari 09 09 2007 11 1 R H038 0002 4 52 M038 H PITAL G N RAL CONVENTIONN Malattie cardiovascolari 09 09 2007 11 1 R H038 0002 3 5 M038 H PITAL G N RAL CONVENTIONN C Malattie cardiovascolari 09 09 2007 10 2 EG price onion C M013 0003 24 1007 ISTITUTO S GALLICANO ROMA Dermatovenereologia 06 09 2007 14 32 incor C 005 0001 2 1009 POLICLINICO SAN PAVIA Malattie rnuscoloscheletriche 05 09 2007 9 32 05 Sent R 019 0003 24 4M019 ETIOPIA CENTRO OSPEDALIERO DI QUIHA MAF Dermatovenereologia 04 09 2007 19 19 C Drafts C 003 0008 18 1010 FONDAZIONE CENTRO 5 RAFFAELE MONTE TAE Disordini renali urologici 03 09 2007 12 10 2 Deleted C 021 0002 25 A 1012 ISTITUTO GIANNINA GASLINI GENOVA Malattie dell apparato respirate 31 08 2007 17 41 2 C MOD5 0003 3 6 9 1014 OSPEDALE PEDIATRICO BAMBINO GESU ROMA Malattie gastrointestinali 31 08 2007 16 51 C M007 0003 20 41021 OSPEDALE MAGGIORE DI MILANO Malattie del sangue 31 08 2007 14 29 2 B PibseivAliofis MO03 0008 18 A MO03 ARGENTINA DSPEDALE ITALIANO DI BUENOS Disordini renali e urologici 30 08 2007 23 17 2 Fleceived 10 C 032 0002 31 6 9 1009 POLICLINICO SAN Malattie muscoloscheletriche 30 08 2007 9 47 17 Sent 005 0003 3 3 MO05 ARGENTINA OSPEDALE ITALIANO MONTE BUE Malattie ga
20. IDE A Page 2 p out Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL 3 8 PRINTOUT OF A TELECONSULTATION RECORD The printout of a teleconsultation record includes the following information Date 21 02 05 Form number 26 Request form Referring centre M002 ANGOLA HOSPITAL DA DIVINA PROVIDENCIA LUANDA Referring doctor Surname Rossi Name Mario Requested priority Normal Speciality requested Genetics Gender M Age 3 Clinical case code AD54Z32 Clinical case already treated NO Weight Kg 20 Height cm 90 Case history Clinical examination IDC9 CM 740 759 GENETIC MALFORMATIONS Presumed diagnosis Previous pharmacological therapy Other previous therapies Current pharmacological therapy Other current therapies Query Second opinion Request with N 2 attachments Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE A 4 OUt Versi 1 8 WEB TELECONSULTATION SERVICE MANUAL Reply form Replying centre 1014 OSPEDALE PEDIATRICO BAMBINO GESU ROMA Consulted specialist Surname Bianchi Name Carla IDC9 CM 748 60 NOT SPECIFIED LUNG ANOMALIES Second opinion on presumed diagnosis Reply to query Recommended pharmacological therapy Other recommended therapies Recommended diagnostic examinations Reply with N 3 Attachments Attachments c doc Image zip c doc Pictures zip c doc
21. NUAL Figure 8 Example of a display of attachments p J l DN DN Opinion teleconsultation request 23 029 E DN Opinion Send R red Requestform Reply form I M m jUJSpgVisializzatoresmmaviniedaxsperaWimiows Referring doctor 1 Referring centre Surname Name ITALIANO DI BUENOS AIRES Dr Requested priority eter Normale z Ser Clinical case code Yes Gender Case already l treated No years Case history Height em Weight kg Vid Clinical examination Presumed diagnosis mr EL T ES Ecl ICDS CH Search E cm gt E r Bg Tope a mE LIE jc ea d zx Previous pharmacological therapy Other previous therapies i a a 2 T a AE a Li 21 1 E Pharmacological therapy in progress Other current therapies inert a f i i a er mus IL BEC C p a Sage Leu T He a aw oe messe du a RR EE v eee Attachments para oes A Dem Huc 3t 22 d i For each file attached it is request to specify the type maging tracing reporting other By clicking on the Save button the teleconsultation request form can be saved in the drafts folder to be later filled in and sent Through the Print button a print pr
22. Receive Si Mew query New service msg Videoassistance Exit Bc Teleconsutations Incoming 4 Sent Outgoing 0 Drafts Deleted Service messages Incoming 0 Sent Drafts Deleted Videoconsultations Reservations Received 0 Sent Outgoing 0 Invitations Received 0 3 DN Opinion Service message From MO03 ARGENTINA OSPEDALE ITALIANO DI BUENOS AIRES To seqretariato ipocm sanita it Subject Messaggio di servizio 2 M Send Save Cancel Print Signature Attachments 12 09 2007 18 1 09 09 2007 11 1 09 09 2007 11 1 09 09 2007 10 2 06 09 2007 14 32 5 05 09 2007 9 32 05 04 09 2007 19 19 03 09 2007 12 10 2 31 08 2007 17 41 31 08 2007 16 51 5 31 08 2007 14 29 2 30 08 2007 23 17 2 30 08 2007 9 47 17 29 08 2007 15 23 1 29 08 2007 14 41 4 28 08 2007 17 56 1 28 08 2007 15 09 4 27 08 2007 11 17 4 24 ng nn7 1313 5 7 b on Y Alleanza degli ospedali italiani ne mondo GROUP 3 5 GENERATION OF A TELECONSULTATION REQUEST FORM To send a teleconsultation request e Click on the New Query botton which will display the empty form e Opena teleconsultation previously sent save it in drafts and edit it KDN ITALNOEMA WF CARI By clicking on the button New query a empty form will appear As it 1s the despatch of a teleconsultation request the reply form will be disabled Management centre of the
23. agnostic examinations fields are for free text By the general window button the text may be displayed The complete teleconsultation including the request form and reply form with any attachment can be saved in Drafts through the Save button It may also be printed or saved as Record of the teleconsultation on a file in a folder of the hard disk or on any other peripheral device through the Print button The attachments can be inserted following the same procedure described for a teleconsultation request To send the reply attachments follow the same instructions as for the attachments to a request form Figura 11 Display of an incoming request form DN DN Opinion teleconsultation request SES L3 E DN Opinion Von H Request form Reply form 5 Referring doctor 0 Referring centre Surname i Name 91 ITALIANO DI BUENOS AIRES Dr sss peenema t FREUE Requested speciality Disordini della nutrizione e del metabolismo Normale Clinical case code Case aheady C Yes Bender e 123456 treated Ma 21 years Lu z Case history ul Height IN cm oL Weight 60 kg Vid Clinical examination ul F Stato Psichico Bene si Cute Buono Presumed diagnosis ICD9 CM a 260 269 DEFICIEMZE NUTRIZIONALI Save gt Other previous therapies ul Previous pharmacological therapy
24. and to check the size of the files The teleconsultation is anonymous any patients identifying data present in any attachment are to be hidden As concerns imaging include a scaled ruler in the photographic image An attachment may be deleted from the list by clicking on a Remove botton The links to web pages can be inserted in the form fields for free text Figure 7 Window for the insertion of attachments DNH 75 DN Opinion teleconsultation request 9 b Mail Se CU DN Opini inion _ 1 1 1 2 1 4 1 4 v Tel Request form Reply form t Referring doctor Referring centre Surname Name ITALIANO DI BUENOS AIRES Dr ake Requested speciality Normale Apri PR Clinical case code Cure El treat Cerca 014 0001 12 lt emet Case history 8 05 0094 Documenti Vid Clinical examination recenti Presumed diagnosis Previous pharmacological th Risorse del computer Pharmacological therapy in p Nome file Risorse di rete file Annulla Apri in sola lettura Query 4 VN 2 1 1 Attachments Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE CR Page 1 pr i out Vers 1 8 WEB TELECONSULTATION SERVICE MA
25. armacological therapy in progress Other current therapies Query The teleconsultation sent will then be inserted in the Sent teleconsultations list including the indication of the number operator speciality and the dispatch date and time By double clicking on a teleconsultation included in the Sent list the request form and the attachments can be displayed It can be saved as a draft through the Save button and then printed or saved on a file as Report of the teleconsultation by the Print button Lastly it may be deleted by acting on the Delete button Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE CR ips MEE WEB TELECONSULTATION SERVICE MANUAL Figura 10 Display of the attachment list DNA DN Opinion teleconsultation request mE X N Opinion Request form Reply form send tent Tel sd NE Referring doctor Hefernng centre Surname ITALISNO DI BUENOS AIRES Dr ES H ted Heguested priority E Normale H Ger Clinical case AHACHHCHE HS Case history CAteleconsult MO1 4 0001 1 2 event lag z Wid Clinical exam Presumed di Previous pha Pharmacological therapy in progress Other current therapies Query lt
26. ase of Health Centres in Italy The Management service will submit it to the corresponding Health Centre being summoned and will manage the reply of the Centre summoned to the Centre summoning and the generation and transfer of the invitations to the videoconsultation transfer of links to the web portal and updated data to the summoner and summoned party By clicking on Viodeoconsultations of the menu it is possible to display the frames concerning the reservations of a videoconsultation contained in the list folder Reservations requested by a Health Centre in Italy requesting a deeper examination of the case parallel to the transfer of a reply to a teleconsultation or by a Health Centre abroad requesting a deeper examination after the reception of a reply Reservations sent including the list of requests sent for reservations of a It is possible to display the screens relative to the list of replies to requests for reservation of a videoconsultation replies sent It is possible to display the screens relative to the list of invitations to a videoconsultation including the day and time agreed upon and the videoconsultation ink as sent by the Management service Through the teleconsultation screen a Videoconsultation button may be clicked on to display a form to be fully filled in with the day and time proposed for the videoconsultation with the doctor involved three alternative dates are possible On filling in the
27. ctive buttons are marked with the icons relative to the actions to which the participant is enabled By operating on these buttons it is possible to open and share files locally available on the workstation as share actions on them for example scrolling texts or point with a pencil areas of an image etc Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm Q sanita it
28. d indicate the connection is on followed by shortcuts buttons By clicking on the icons the user may take part in the meeting in the mode indicated by the relative icon for ex consultation registration use of devices available on the workstation etc Modes of any participation active icon are established by the summoner the list of the names of the participants the name of the Health Centre of the summoner and that of the Health centre of the summoned operator matched with the icons relative to the modalities of participation in the meeting to which each participant is enabled as established by the summoner The summoner may change participation modalities at any time by acting on the same icons or by clicking with the mouse right key on the name of the participant and acting on Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE A P 1 1 Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL the items of the context menu for example enabled disabled audio pubblication on the whiteboard enabled disabled etc The area in the lower middle of the page 1s dedicated to the display of the cooperation panel whiteboard On it different files may be displayed and contemporarily seen by the participants The area in the lower left side of the page 1s dedicated to buttons concerning the publication in the whiteboard A
29. e as processed by a referrring Alliance Health Centre The user interface can be configured into the four foreign languages mostly spoken in the Health Centres abroad English Spanish Portuguese and French as explained in the following To start the application double click on the icon on the desktop 3 1 LOGIN On starting the teleconsultation access the website through a ogin procedure after tapping in the personal user id and password released by the Management centre by e mail Four other buttons are available for the most frequent operations Receive for the refresh of the reception of teleconsultations and service messages New query for the compilation of a teleconsultation request form New service message for the compilation of a service message to be sent to the Secretaria Exit to quit the application 3 2 CONFIGURATION The default language of the service is italian Each user can any time personalized the interface by clicking the functions in the folder Configuration of the main menu The configuration window shows some fields as name and surname of the operator links to the current user id and password Health Centre name The presentation language may be modified by clicking on the slide menu Also the password may be modified each time Set the modifictions by clicking on the Save botton Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipoc
30. e teleconsultation service for ex notifications of service temporary interruptions information about availability of the service notifications of software and network anomalies technical or organizational problems requests for explanations etc This message can be attached with one or more files as described for the attachments to the teleconsultation requests The incoming messages are transmitted only by the Management service and may be displayed through the Incoming list Any attachment can be filed and displayed An incoming message can be replied also through the Reply button The sent messages are displayed through the Sent list and can be re sent by using the button A new message can be saved in the Drafts list to be retrieved later The messages deleted are transferred in the Deleted messages list to be definitively removed or otherwise retrieved Any message can be printed through the Print button To select more messages to be definitely deleted press the button shift and click on the first of them and the last one Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm Q sanita it Code Page 11 out of 31 Vers 1 8 ALLIANCE ITALIAN HOSPITALS WORLDWIDE WEB TELECONSULTATION SERVICE MANUAL Figure 2 Window for the compilation and despatch of service messages m DN Opinion fail Setup Help Send
31. es Requeste Normale Ser Clinical c Case hist Vid Clinical e Lymphonode i Presumed stations uu AMMESSI I Thyroid Previous Pharmaca Query Attachments By clicking on the ICD9 CM Code button a tree menu will appear containing the codes according to the international OMS standard By double clicking on the code opted for for ex 003 OTHER INFECTIONS FROM SALMONELLA or on the code of the classification chapter FOR EX 001 009 INTESTINAL INFECTIONS the same will be automatically typed in the form This information is mandatory for the despatch of the request form Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE Page 15 out of 31 Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL Figure 5 Window for the input of the ICD9 CM code DN 7 DN Opinion teleconsultation request Request form Reply form ICD9 CM Kax Send R Tel Referring cent I MO03 ARGENTI CA C29 CM 710 733 MALATTIE DEL SISTEMA OSTEOMUSCOLARE E DEL TESSUTO CONNETTIVO 740 753 MALFORMAZIONI CONGENITE 760 773 ALCUNE CONDIZIONI MORBOSE E DI ORIGINE PERINATALE 90 733 SINTOMI SEGNI E STATI MORBOS MAL DEFINITI 999 TRAUMATISMI E A VELENAMENTI V82 CLASSIFICAZIONE SUPPLEMENTARE DEI
32. eview of the report of the teleconsultation may be obtained It can be printed on paper or it can be saved on a file in a format set by the operator on a disk or any other device This facility allows the building up of archives of teleconsultation reports organized in individual folders by the operator The teleconsultation request form is sent to the Management service by the Send button Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE A re in Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL Figura 9 Request for classification of attachments before dispatch DNA DN Opinion teleconsultation request Mal Sg S DN Opinion Send R a Tal Request form Reply form Referring centre M DO3 ARGENTINA QgRSSS 7 Referring doctor a Attachment list Requested priorit Normale 3 C Mteleconsulti M01 4 0001 12 DSCFO0094 JPG Ser Clinical case code ag diagnostica per immagini i D diagnostica su tracciato Case history refertazione I 2 C teleconsulti M01 4 0001 12 event log D diagnostica per immagini Vi Clinical examinatic D diagnostica su tracciato DT refertazione iss altro Presumed diagnos 1 d et ET o 07 Previous pharmac Ph
33. m Q sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE A Page 8 out of 31 Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL 3 3 LIST OF TELECONSULTATIONS By clicking on the left sided menu Incoming Sent Drafts Deleted the relative teleconsultation list is displayed in the middle of the screen Each teleconsultation consists in a request form matched to a reply form The request form 15 filled in by the requesting Health Centre and may be also completed with attachments During this operation the reply form 15 disabled The reply form is filled in by the replying Health Centre usually a referring Centre and may be also integrated with attachments During this operation the request form is displayed but cannot be edited and may include the attachments which can be stored on a file in a folder of the hard disk or of any other device The complete teleconsultation C includes the request form and the reply form eventually with attachments which may be stored on a file in a folder of the hard disk or on any other device Both forms can no longer be changed Figure Teleconsultation starting window Z3 DN Opinion Mail Setup Help mc Send Receive Mew query New service msg Videoassistance Exit Teleconsutations Incoming 4 Incoming teleconsutations 1136 Sent Y GIR C N Teleconsutatio Sende Deleted C W010 0001 75 1028 CENTRO S MARIA NASCENTE DON C
34. maco 1 Principi Dosaggi day gt time Pharmacological therapy in progred 3 Farmaco 1 Principi Z Dosaggi Query ASOCIADO A LA ISQUEMIA ARRITMIA The arrival of a request a reply or invitation to a videoconsultation is reported in the list of the incoming reservations and is processed similarly to the incoming teleconsultation list bold types and number of not read reservations By clicking on a single reservation the form with the data concerning the videoconsultation request is diplayed that 1s reservation code teleconsultation code names of the summoning Health Centre and of the summoned Health Centre To reply to a request select day and time chosen or state that none of the three options is accepted videoconsultation rejected By clicking on the Confirm button the reply will be sent The summoner may propose new dates refilling and reprocessing the same form Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm Q sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE CEU out Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL Figura 15 Reply to a videoconsultation reservation request DN Opinion ew service msg Videoassistance Mew query Teleconsutations Incoming 2 Receive Sent 3 R C sd Reservation code 1007 0002 241007 0002 1000 2 C
35. nsultation 1s univocally identified by an order number and by the code of the requesting Health Centre The teleconsultation list can be displayed in ascending or descending order by clicking on the fields of the toolbar The teleconsultations included in the Incoming list have been transmitted by the Management centre The teleconsultations received and not yet read will be shown in bold types This list will include e The teleconsultation requests R for which the Management centre requires a reply within 72 working hours In case of technical or organizational problems send service message to the Management centre by clicking on New service message and referring to the teleconsultation request order number By double clicking on a single teleconsultation it will be displayed By clicking on a teleconsultation it may be printed displayed deleted or inserted in removed from the teleconsultations not yet read bold types by using the related bottons in the lower right of the screen The teleconsultation requests once displayed can be saved in the Drafts list The attachments of the teleconsultation request may be saved on a file in a hard disk folder or on any other device and may be displayed e The teleconsultations completed C By double clicking on each teleconsultation it will be displayed By clicking on a teleconsultation it may be printed displayed deleted or inserted in removed from the teleconsultations not yet read
36. on requested within 72 working hours from the moment of reception of the request The database of the teleconsultation service complies with the privacy regulations as current in Italy for the information there contained including the attachments ref docum Italian Legislative Decree n 196 of 30 June 2003 and following modifications Codice in materia di dati personali In particular health data transmitted through an IPOCM teleconsultation is anonymous according to the definition given in art 4 of the above mentioned Italian Legislative Decree n 196 of 30 June 2003 Codice in materia di dati personali Privacy Code data which originally or after being treated cannot be associated to an identifiable subject Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE f age gt oui OF Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL 2 ORGANIZATION OF THE TELECONSULTATION SERVICE 2 1 INFORMATION FLOWS The Management centre receives requests from Italian hospitals worldwide sends them to the referring Health Centre in Italy by a routing procedure based on the the pathology routing ICD9 CM indexes provided by the same centre and taking into account the waiting times for obtaining a reply and viceversa sends the replies back to the applicant Any problem concerning the service operation and the doctor s workstations are res
37. pies and Query are fields for free text The query submitted may refer to a second opinion to a specific query to a request for information etc All the fields for free compilation can run copy paste operations and are fitted with a key to display the contents in a panoramic window To assist the compilation of the Clinical examination a wizard is provided by which it is possible to follow a standard procedure for typing relevant information about the specific pathology The sections featured are the following Psychic state Skin and mucous membranes Head and neck Chest Abdomen Back and limbs Inguinocrural regions Exploratory actions Each section contains fields which may be filled in freely The key End shows a preview of the full clinical examination before the definite confirmation differently return to the guided compilation for editing To quit the compilation click on the Cancel botton Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE CEU a out Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL Figure 4 Compilation of the clinical examination a Ed L al E DNH 75 DN Opinion teleconsultation request DN Opin h Or Client Request form AS P Send R Clinical examination filling Referring Head and neck B MOO3ARG Head Ey
38. ponsibility of the Health Centre holding firm the Management centre of the service cooperation to this regard The Management centre forwards the requests for teleconsultation according to the routing matrix of the ICD9 CM codes agreed upon with the italian referring Health Centre and published on the Alliance s site at the address www ipocm ministerosalute it Health Centre Referring Health Centre P centre Health Centre Teleconsultation messages have a XML eXtended Markup Language structure in text format On sending and receiving teleconsultations the Management centre s database obviously obtains the information from the forms relative to all the teleconsultations sent and received on the Alliance network and the respective traffic and tracking data Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE A P f OF Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL 2 2 ACCESS TO THE SERVICE The service may accessed on the web from the home page at http www ipocm ministerosalute it by clicking on the botton in the lower side of the window The service is accessed through a login procedure after tapping in the personal user id and password released by the Management centre of the service INTERNET Management centre ofthe service 77 SS p r
39. segretariato ipocm Q sanita it Code Page 29 out of 31 Figura 16 Invitation to a videoconsultation Z DN Opinion Vers 1 8 Teleconsutations Incoming 2 5 Outgoing 3 Drafts Deleted Service messages 5 Incoming 0 Sent Drafts Deleted Videoconsultations Reservations v Received 0 Dutgoing 0 Invitations Received 0 On the day and time agreed upon by clicking on the Connected button of the invitation message or by copying the reported link in the Internet browser address field the operator may access to the ALLIANCE ITALIAN HOSPITALS WORLDWIDE WEB TELECONSULTATION SERVICE MANUAL invitations Type Sender CONYOCATO 624 1000 SEGRETARIATO ASSOCIAZIONE lt SEGRETARI4 1002 0001 8 1000 0001 182 m Videoconsultation invitation Link hitp 85 1 B8 175 1 32 ip fastwebnet it B meeting php kevl CdA abc pan amp aPmudnaqemiC Sei il convocatore del teleconsulto MET 7 DOU1 2 che si terr il gomo 19 07 2006 alle ore 20 00 00 col centro ID14 DSPEDALE PEDIATRICO BAMBINO GESU ROMA Remind me Close N_Teleconsutation PCONVOCATORE PS ID24 SOLLIEVO DELLA SOFFERENZA SAM GIO MET 7 0001 1 M077 0007 2 MET 0001 2 1000 0001 182 1000 0001 1 81 1000 0001 1 80 1000 0001 1850 1000 0001 1580 MOT 9
40. strointestinali 29 08 2007 15 23 1 Outgoing 0 C HM019 0003 23 3I007 ISTITLITO S GALLICANO ROMA Dermatovenereologia 29 08 2007 14 41 4 ahim 019 0003 23 OSPEDALIERO DI QUIHA MAF Dermatovenereologia 28 08 2007 17 56 1 Received 0 R 007 0003 209 9MOD7 ARGENTINA ASOCIACION HOS ITAL REG DEL Malattie del sangue 28 08 2007 15 09 4 C MO003 0008 17 41021 OSPEDALE MAGGIORE DI MILANO Malattie gastrointestinali 27 08 2007 11 17 4 rc Mn3 NNN 29 Infra IGTITI IT F PER 1 Malattie dei denti e della hacc 24 08 2007 1313 27 b perc A Alleanza degli ospedali taliani ne mondo li DIN ITALNOEMA GROUP WF CARI Management centre of the service tel 39 0659942184 fax 39 0659942086 e mail segretariato ipocm sanita it Code ALLIANCE ITALIAN HOSPITALS WORLDWIDE A Page 9 out of 8 4 Vers 1 8 WEB TELECONSULTATION SERVICE MANUAL Through each teleconsultation list displayed in the middle of the screen relate to Incoming Sent Outgoing Drafts Deleted folder it 1s possible to display some information concerning the message priority the presence of any attachments the type of teleconsultation Request or Complete with the reply the order number automatically added by the Health Centre requesting the teleconsultation the sender operator the speciality and the date and time of tranmission Each teleco
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